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Purchase of a Schools Management Information System

Caerphilly County Borough Council

This public procurement record has 5 releases in its history.

Award

26 Jun 2026 at 07:43

UK7 - Contract Details Notice
Award

01 May 2026 at 17:03

UK6 - Contract Award Notice
Tender

12 Dec 2025 at 15:33

UK4 - Tender Notice
Planning

07 Oct 2025 at 10:14

UK1 - Pipeline Notice
Planning

05 Sep 2025 at 08:31

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The Caerphilly County Borough Council has successfully completed a tender process, with an award made on 26th June 2026. The process, initiated in the tendering stage, was focused on procuring a Software as a Service (SaaS) solution for a comprehensive Schools Management Information System (MIS). This project, identified under the title "Purchase of a Schools Management Information System," was aimed at ensuring schools meet statutory and legislative responsibilities efficiently. The process was managed through an open and competitive flexible procedure, classified under IT and software development, with a gross contract value of £2,000,000. Key deadlines for the procurement included the contract signing date of 23rd June 2026, with the service set to commence on 1st April 2027 and conclude on 31st March 2032, with potential extensions available.

This tender presents significant growth opportunities for businesses specializing in IT services, particularly those offering comprehensive and integrated management solutions. The nature of the requirements, focusing on administrative process streamlining and data management improvements, makes it ideal for firms with expertise in SaaS and educational technologies. With a focus on reducing third-party add-ons, businesses that provide robust, all-in-one solutions would be well-suited to compete in this sector. The competitive and flexible procurement approach adopted by the Council also hints at opportunities for innovative and adaptive vendors to introduce cutting-edge solutions that enhance service quality and operational efficiency in the public education sector. This contract, awarded to ARBOR EDUCATION PARTNERS GROUP LTD, underscores the potential for significant contract lengths and substantial financial return when meeting the stated criteria and performance metrics.

How relevant is this notice?

Notice Information

Notice Title

Purchase of a Schools Management Information System

Notice Description

Caerphilly CBC ("the Council") are purchasing a Software as a Service (SaaS) solution for the provision of a comprehensive Schools Management Information System (MIS). The primary objective of this tender is to procure a solution that enables schools to efficiently and effectively fulfil statutory and legislative responsibilities. The solution must support compliance with all relevant Welsh educational regulations and standards. The solution must provide a provision for Primary Schools, Secondary Schools, 3-18 Schools, Special Schools and Pupil Referral Units (PRUs). The desired solution should streamline administrative processes, enhance data management, and improve overall operational efficiency. It is essential that the solution minimises the need for third party add-ons by encompassing a wide range of functionalities within a single platform. This will ensure that schools can operate seamlessly without the additional burden of procuring and managing multiple solutions.

Lot Information

Lot 1

Options: The Council reserve the right to procure additional services throughout the duration of the contract if they assist with improving the customer experience or provide innovation to enhance the service, within the subject matter of the contract.

Renewal: The contract shall be for a period of five years with an option to extend for a further period of up to 60 months renewable on a yearly or two yearly basis.

Planning Information

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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-059498
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/060079-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

31 - Electrical machinery, apparatus, equipment and consumables; lighting

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

CPV Codes

31711310 - System for recording attendance

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

Notice Value(s)

Tender Value
£3,000,000 £1M-£10M
Lots Value
£3,000,000 £1M-£10M
Awards Value
£1,400,000 £1M-£10M
Contracts Value
£1,600,000 £1M-£10M

Notice Dates

Publication Date
26 Jun 20262 months ago
Submission Deadline
21 Jan 2026Expired
Future Notice Date
3 Nov 2025Expired
Award Date
1 May 20264 months ago
Contract Period
1 Apr 2027 - 31 Mar 2032 Over 5 years
Recurrence
2035-03-01

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

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
Postcode Area
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
TLL12 Gwynedd
Local Authority
Caerphilly
Electoral Ward
Ystrad Mynach
Westminster Constituency
Caerphilly

Supplier Information

Number of Suppliers
1
Supplier Name

Arbor Education Partners Group Ltd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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.

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