Planning

Provision of a Specialist IT Consultant

CAERPHILLY COUNTY BOROUGH COUNCIL

This public procurement record has 1 release in its history.

Planning

02 Sep 2025 at 15:12

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Caerphilly County Borough Council is currently in the planning stage for the procurement of a Specialist IT Consultant, focusing on the "Provision of IT Specialist Consultant" project. This initiative falls under the services category within the IT industry and is aimed at supporting the Council's education management information system. The project is based in Hengoed, United Kingdom, and is part of the Welsh devolved regulations framework. The initial expressions of interest are due by 16 September 2025, with the contract period slated to start on 1 October 2025. The procurement method involves preliminary market engagement, with successful candidates expected to complete the work within six months after commencement.

This tender presents significant opportunities for businesses specialising in IT services, consulting, software development, and support, particularly those capable of handling large-scale data migrations and report generation. It is especially suited for small and medium-sized enterprises (SMEs) and voluntary, community and social enterprises (VCSEs) given the project's emphasis on sustainability and future adaptability of reporting tools. Interested providers with expertise in SQL coding and PowerBI are encouraged to participate, as these skills are crucial for meeting the Council's educational and reporting objectives. The contract also represents a financial opportunity with a value of up to £12,000, offering growth prospects for businesses looking to establish or expand their presence in public sector IT consulting.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

Provision of a Specialist IT Consultant

Notice Description

Caerphilly County Borough Council (the "Council") is seeking preliminary market engagement with suitable IT Consultants (providers). The Council currently has an education management information system with Access (Synergy) and is looking for a suitable provider to undertake the following works to meet the Councils and wider objectives as outlined below:- Early Years has to report against multiple grant terms and conditions as well as analyse the impact of the funding for children and families including the wellbeing for the most vulnerable children and families. Currently the Strive reporting tool uses SQL coding to enable the reports needed to pull the current data from the education database. In the future the education database is changing, and so reports may need to be rewritten, possibly in PowerBI, and the early years team supported to be able to write future reports as requirements from WG change. The Council requires the reports to be written so that they can pull the data needed to be compliant with the terms and conditions of the grant and the requirements for SAIL uploads from April 2025. Therefore, the work required is outlined below : 1. writing the current 102(+) reports needed using SQL coding (to save internal postholder/s the manual time used currently), a. 33 different reports to support Data Officers in their role, for example, i. exception report - childcare - early years education, not taking up ii. exception report - flying start outreach - no delay reason iii. unborn checks iv. early years registered - Welsh communication v. early years registered - NHS number incorrect format vi. antenatal no due date - amendment b. attendance - 80% attendance c. 25 different reports to add to the pupil profile, for example, i. Amend childcare and school history ii. Amend early years intervention iii. Contacts - parent disability and medical conditions iv. Emerging and needs - medical condition amendment d. 5 for emerging needs, for example, i. Automated email of change of attendance ii. Emerging needs panel agenda report - amendment iii. Exception report - early years worker, no COP stage e. 2 reports for Flying Start workbook amendments f. 17 different reports for Flying Start childcare reporting, for example, i. Exception report - Flying start childcare application - eligible no offer ii. Exception report - flying start childcare ICP - multiple settings iii. Exception report - flying start childcare ICP - session and hours iv. Exception report - flying start childcare ICP - sessions exceed 5 g. 3 reports for Request for support process h. What matters meeting data 2. then time to migrate those 100+ reports plus all existing reports into PowerBI or whichever is the preferred reporting tool on the new (Synergy) education cloud based data system, 3. as well as time to train staff in the existing team to allow sustainability for future report development/tweaks. The successful consultant will be required to complete the work in the next six (6) month period. Action area 1 will be required more urgently and should be first priority. Action 2 and 3 will depend on the migration of the database to the new Education Management Information System and is dependent on the procurement outcome. Caerphilly County Borough Council (the "Council") is seeking expressions of interest from suitable providers who have the capacity and capability to meeting the Council's objectives as detailed above. This preliminary market engagement exercise is open to all interested parties. Following the preliminary market engagement a tender exercise maybe undertaken. To participate in the preliminary market engagement exercise, please ensure you have an active account on our e-Tendering portal, Proactis: https://supplierlive.proactisp2p.com/ Within Proactis, you can find the exercise within the opportunity: Provision of IT Specialist Consultant RQST14560 The exercise consists of interested providers completing the Preliminary Market Engagement Questions within the question tab of the e sourcing portal. For support and assistance with participating in this exercise, please contact a member of the Supplier Relationship Team, who's details have been provided below: Jemma Ford 01443 863163 fordj1@caerphilly.gov.uk Hayley Jones 01443 863234 Jonesh21@caerphilly.gov.uk

Planning Information

Caerphilly County Borough Council (the “Council”) is seeking expressions of interest from suitable providers who have the capacity and capability to meeting the Council’s objectives as detailed above. This preliminary market engagement exercise is open to all interested parties. Following the preliminary market engagement a tender exercise may be undertaken. To participate in the preliminary market engagement exercise, please ensure you have an active account on our e-Tendering portal, Proactis: https://supplierlive.proactisp2p.com/ Within Proactis, you can find the exercise within the opportunity: Provision of IT Specialist Consultant RQST14560 The exercise consists of interested providers completing the Preliminary Market Engagement Questions within the question tab of the e sourcing portal. For support and assistance with participating in this exercise, please contact a member of the Supplier Relationship Team, who’s details have been provided below: Jemma Ford 01443 863163 fordj1@caerphilly.gov.uk Hayley Jones 01443 863234 Jonesh21@caerphilly.gov.uk Please note that interested providers must submit their expression of interest to the e sourcing portal no later than 12:00 Noon Tuesday 16 September 2025.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-059282
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/053278-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

CPV Codes

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
£10,000 Under £100K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
2 Sep 20255 months ago
Submission Deadline
Not specified
Future Notice Date
22 Sep 2025Expired
Award Date
Not specified
Contract Period
30 Sep 2025 - 31 Mar 2026 6-12 months
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CAERPHILLY COUNTY BOROUGH COUNCIL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
HENGOED
Postcode
CF82 7PG
Post Town
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL53 Gwent Valleys
Delivery Location
TLL16 Gwent Valleys
Local Authority
Caerphilly
Electoral Ward
Ystrad Mynach
Westminster Constituency
Caerphilly

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-059282-2025-09-02T16:12:27+01:00",
    "date": "2025-09-02T16:12:27+01:00",
    "ocid": "ocds-h6vhtk-059282",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PWHP-2369-JPYL",
            "name": "Caerphilly County Borough Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PWHP-2369-JPYL"
            },
            "address": {
                "streetAddress": "Penallta House, Tredomen Park",
                "locality": "Hengoed",
                "postalCode": "CF82 7PG",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL16"
            },
            "contactPoint": {
                "name": "Helen Sellwood",
                "email": "sellwhl@caerphilly.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.caerphilly.gov.uk",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthoritySubCentralGovernment",
                        "description": "Public authority - sub-central government"
                    },
                    {
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "id": "GB-WLS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PWHP-2369-JPYL",
        "name": "Caerphilly County Borough Council"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Caerphilly County Borough Council (the \"Council\") is seeking expressions of interest from suitable providers who have the capacity and capability to meeting the Council's objectives as detailed above. This preliminary market engagement exercise is open to all interested parties. Following the preliminary market engagement a tender exercise may be undertaken. To participate in the preliminary market engagement exercise, please ensure you have an active account on our e-Tendering portal, Proactis: https://supplierlive.proactisp2p.com/ Within Proactis, you can find the exercise within the opportunity: Provision of IT Specialist Consultant RQST14560 The exercise consists of interested providers completing the Preliminary Market Engagement Questions within the question tab of the e sourcing portal. For support and assistance with participating in this exercise, please contact a member of the Supplier Relationship Team, who's details have been provided below: Jemma Ford 01443 863163 fordj1@caerphilly.gov.uk Hayley Jones 01443 863234 Jonesh21@caerphilly.gov.uk Please note that interested providers must submit their expression of interest to the e sourcing portal no later than 12:00 Noon Tuesday 16 September 2025.",
                "dueDate": "2025-09-16T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "053278-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/053278-2025",
                "datePublished": "2025-09-02T16:12:27+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "ocds-h6vhtk-059282",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Provision of a Specialist IT Consultant",
        "description": "Caerphilly County Borough Council (the \"Council\") is seeking preliminary market engagement with suitable IT Consultants (providers). The Council currently has an education management information system with Access (Synergy) and is looking for a suitable provider to undertake the following works to meet the Councils and wider objectives as outlined below:- Early Years has to report against multiple grant terms and conditions as well as analyse the impact of the funding for children and families including the wellbeing for the most vulnerable children and families. Currently the Strive reporting tool uses SQL coding to enable the reports needed to pull the current data from the education database. In the future the education database is changing, and so reports may need to be rewritten, possibly in PowerBI, and the early years team supported to be able to write future reports as requirements from WG change. The Council requires the reports to be written so that they can pull the data needed to be compliant with the terms and conditions of the grant and the requirements for SAIL uploads from April 2025. Therefore, the work required is outlined below : 1. writing the current 102(+) reports needed using SQL coding (to save internal postholder/s the manual time used currently), a. 33 different reports to support Data Officers in their role, for example, i. exception report - childcare - early years education, not taking up ii. exception report - flying start outreach - no delay reason iii. unborn checks iv. early years registered - Welsh communication v. early years registered - NHS number incorrect format vi. antenatal no due date - amendment b. attendance - 80% attendance c. 25 different reports to add to the pupil profile, for example, i. Amend childcare and school history ii. Amend early years intervention iii. Contacts - parent disability and medical conditions iv. Emerging and needs - medical condition amendment d. 5 for emerging needs, for example, i. Automated email of change of attendance ii. Emerging needs panel agenda report - amendment iii. Exception report - early years worker, no COP stage e. 2 reports for Flying Start workbook amendments f. 17 different reports for Flying Start childcare reporting, for example, i. Exception report - Flying start childcare application - eligible no offer ii. Exception report - flying start childcare ICP - multiple settings iii. Exception report - flying start childcare ICP - session and hours iv. Exception report - flying start childcare ICP - sessions exceed 5 g. 3 reports for Request for support process h. What matters meeting data 2. then time to migrate those 100+ reports plus all existing reports into PowerBI or whichever is the preferred reporting tool on the new (Synergy) education cloud based data system, 3. as well as time to train staff in the existing team to allow sustainability for future report development/tweaks. The successful consultant will be required to complete the work in the next six (6) month period. Action area 1 will be required more urgently and should be first priority. Action 2 and 3 will depend on the migration of the database to the new Education Management Information System and is dependent on the procurement outcome. Caerphilly County Borough Council (the \"Council\") is seeking expressions of interest from suitable providers who have the capacity and capability to meeting the Council's objectives as detailed above. This preliminary market engagement exercise is open to all interested parties. Following the preliminary market engagement a tender exercise maybe undertaken. To participate in the preliminary market engagement exercise, please ensure you have an active account on our e-Tendering portal, Proactis: https://supplierlive.proactisp2p.com/ Within Proactis, you can find the exercise within the opportunity: Provision of IT Specialist Consultant RQST14560 The exercise consists of interested providers completing the Preliminary Market Engagement Questions within the question tab of the e sourcing portal. For support and assistance with participating in this exercise, please contact a member of the Supplier Relationship Team, who's details have been provided below: Jemma Ford 01443 863163 fordj1@caerphilly.gov.uk Hayley Jones 01443 863234 Jonesh21@caerphilly.gov.uk",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "72000000",
                        "description": "IT services: consulting, software development, Internet and support"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL16",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 12000,
            "amount": 10000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": false,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2025-10-01T00:00:00+01:00",
                    "endDate": "2026-03-31T23:59:59+01:00"
                },
                "status": "planning"
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-09-22T23:59:59+01:00"
        },
        "status": "planning"
    },
    "language": "en"
}