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Summary

OCID:: ocds-h6vhtk-040b96
Published by:: Suffolk County Council
Authority ID:: AA20109
Publication date:: 15 October 2023
Deadline date:: -
Notice type:: Prior Information Notice
Has documents:: No
Has SPD:: No
Has Carbon Reduction Plan:: N/A

Abstract

Suffolk County Council's Children & Young People's services (CYP) currently use four core line of business systems, alongside a small number of services that record partially outside of a structured management system using shared drives and spreadsheets, to support the delivery of services and statutory education functions across the directorate.

Suffolk County Council has approximately 110,000 students in it's 324 schools (1 nursery, 253 primary, 2 middle, 44 secondary, 2 16+, 12 special and 10 PRU). Just over a third of schools in Suffolk are academies. The system also processes around 15,000 early year children. Around 400 Suffolk County Council employees currently access the system, with an additional 900 early years and school's portal users.

The Council's Education Management System is currently provided by Capita. During the life of the contract, it has been updated, had additional modules added and more recently in 2020 moved to a cloud hosted environment. CYP currently has a 5-year contract with Capita which is due to expire on 31st March 2025.

The key Children's service areas included within the scope of Suffolk County Council's requirements for an Education & Learning, Inclusion Management solution are as follows:

• Child Record Data

• Education Setting Data

• Early Years

• Admissions

• Specialist Education Placements (not SEN)

• Transport

• GIS Integration

• Attendance

• Interventions

• Free School Meals

• Elective Home Education

• Children Missing Education

• Exclusions

• Licenses

• Virtual school

• Census

• Attainment

• Governors

• Music

• School Place Planning

• Case Management

Any systems procured by Suffolk County Council would need to be compatible with the existing technical infrastructure. The following services would therefore also be required of the solution:

• The supply of open APIs for the system

• Data integration with third party systems

• Cloud hosted system

• Portals (customer/ public facing, professional and third party)

• UK data hosting

• Access to data and data warehouse

• Secure data transfer

Please note that the issuing of this PIN is for due diligence and does not constitute any commitment by Suffolk County Council to undertake a subsequent procurement exercise.

All responses are required to be made using the link below, All responses to this questionnaire are made at the supplier's own risk and cost; Suffolk County Council is not liable for any expenditure, work, or effort incurred by any supplier participating in this exercise. Responses received from suppliers will be treated as commercially confidential and are for information only.

Responses to the following questionnaire are to be submitted through Microsoft Forms by Friday 10th November 2023

https://forms.office.com/e/NsJ8qCsnHE

Full notice text

Prior information notice

This notice is for prior information only

Section I: Contracting authority

I.1) Name and addresses

Suffolk County Council

Endeavour House, Russell Rd

IPSWICH

IP12BX

Contact person: Andrew Brown

Telephone: +44 1473263922

E-mail: andrew.brown2@suffolk.gov.uk

NUTS: UKH14

Internet address(es)

Main address: www.suffolksourcing.uk

I.3) Communication

Additional information can be obtained from the abovementioned address

I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Market Engagement - Education Management System

II.1.2) Main CPV code

48000000

II.1.3) Type of contract

Supplies

II.1.4) Short description

Suffolk County Council would like to hear from organisations offering education management systems (MIS) and associated services to help gain an understanding of systems available in the market.

This is an updated request following a previous PIN notice issued in November 21 (2021/S 000-028575), previous respondents may submit an updated response along with any suppliers who did not respond to the previous PIN notice. This second PIN will take precedent over any previous response.

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.3) Place of performance

NUTS code:

UKH14

II.2.4) Description of the procurement