Engagement process description
1. Purpose of Engagement
The Council is undertaking a pre-market engagement exercise to inform the future procurement of a comprehensive Schools Management Information System (MIS). The purpose is to:
Understand current market capabilities.
Identify innovative solutions and best practices.
Refine the scope and requirements of the future tender.
Ensure the procurement process is aligned with supplier capacity and sector developments.
2. Scope of Requirement
The proposed MIS must support:
Primary Schools
Secondary Schools
3–18 Schools
Special Schools
Pupil Referral Units (PRUs)
The system should enable schools to meet statutory and legislative responsibilities efficiently, with minimal reliance on third-party add-ons.
Key functionalities include:
Student information management
Attendance tracking
Timetabling
Assessment and progression tracking
Examination management
Safeguarding incident logging
Communication tools
Payment processing
Classroom management
GDPR and Welsh Government compliance
3. Supplier Questionnaire
Interested suppliers are asked to complete the following questionnaire:
(a) Supplier Details
Company Name:
Contact Name & Role:
Email Address:
Phone Number:
Website (if applicable):
(b) System Overview
Does your MIS support the following school types?
Primary
Secondary
3–18
Special
PRUs
Is your solution a single platform or does it require third-party add-ons?
Briefly describe your system’s core features (max 150 words):
(e.g. attendance, assessment, safeguarding, communication, payments)
(c) Compliance & Deployment
How does your system ensure compliance with GDPR and Welsh Government legislation?
What deployment options are available? (Cloud, On-Premise, Hybrid)
(d) Experience & Support
Do you currently supply MIS to any Welsh schools or local authorities? (If yes, please specify)
What support and training do you offer post-implementation?
(e) Commercial Model
Indicative pricing model (e.g. per pupil, per school, annual licence):
(For market research only – not used for evaluation)
(d) Additional Comments
Any innovations or features that differentiate your solution?
Any feedback on the proposed scope or procurement approach?
Please return the above information to:
Jessica Thomas – Principal Procurement Officer thomaj11@caerphilly.gov.uk
Deadline: Friday 19 September 2025
Caerphilly CBC reserve the right to host virtual engagement sessions to understand more about supplier offerings and to gain further insight into the market and to give suppliers an opportunity to ask questions about the Council's requirements.
4. Feedback and Analysis
Responses and insights from suppliers will be analysed to:
Refine the specification and procurement strategy
Identify potential risks and mitigation strategies
Ensure the tender is realistic and attractive to the market
5. Confidentiality and Transparency
All engagement will be conducted in accordance with public procurement regulations. Participation in this process does not confer any advantage in the subsequent tender.