Purchase of a Schools Management Information System

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-059498-2026-06-26T07:43:53+01:00",
    "date": "2026-06-26T07:43:53+01:00",
    "ocid": "ocds-h6vhtk-059498",
    "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": "Jessica Thomas",
                "email": "thomaj11@caerphilly.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.caerphilly.gov.uk",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    },
                    {
                        "id": "GB-WLS",
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PXPL-8349-GQXG",
            "name": "ARBOR EDUCATION PARTNERS GROUP LTD",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PXPL-8349-GQXG"
            },
            "address": {
                "streetAddress": "Fora - Great Eastern Street, 4th Floor, 21-33 Great Eastern Street",
                "locality": "London",
                "postalCode": "EC2A 3EJ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI41"
            },
            "contactPoint": {
                "email": "bids@arbor-education.com"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "large",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PWHP-2369-JPYL",
        "name": "Caerphilly County Borough Council"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "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.",
                "dueDate": "2025-09-19T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "054107-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/054107-2025",
                "datePublished": "2025-09-05T08:31:41+01:00",
                "format": "text/html"
            },
            {
                "id": "062739-2025",
                "documentType": "plannedProcurementNotice",
                "noticeType": "UK1",
                "description": "Pipeline notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/062739-2025",
                "datePublished": "2025-10-07T10:14:51+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "CCBC/PS2931/25/JT",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Purchase of a Schools Management Information System",
        "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.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "31711310",
                        "description": "System for recording attendance"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72000000",
                        "description": "IT services: consulting, software development, Internet and support"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL16",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKL16",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKL12",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 3600000,
            "amount": 3000000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2027-04-01T00:00:00+01:00",
                    "endDate": "2032-03-31T23:59:59+01:00",
                    "maxExtentDate": "2037-03-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "complete",
                "value": {
                    "amountGross": 3600000,
                    "amount": 3000000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality Questions",
                            "description": "Response to quality questions set out in the Proactis eTendering System",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Total cost of providing the solution as per the pricing schedule",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "System Demonstration",
                            "description": "The top four scoring bidders (based on quality questions and price) will be invited to a system demonstration. The questions can be found in the Proactis eTendering system.",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Information on Legal Capacity questions can be found in section 10 - WPSQ - Part 3A - Legal Capacity and Section 11 - Contractor Information Governance Due Diligence of the questions tab in the Proactis eTendering portal."
                        },
                        {
                            "type": "technical",
                            "description": "Information on Technical Ability questions can be found in section 12- WPSQ - Part 3A - Technical Ability of the questions tab in the Proactis eTendering portal."
                        }
                    ]
                },
                "renewal": {
                    "description": "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."
                },
                "hasOptions": true,
                "options": {
                    "description": "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."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-11-03T23:59:59+00:00"
        },
        "status": "complete",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procurementMethod": "open",
        "procedure": {
            "features": "This procurement will be conducted using the Competitive Flexible Procedure under the Procurement Act 2023 and will follow a multi-stage evaluation process: Stage 1: Compliance (Pass/Fail) - Mandatory requirements assessed on a pass/fail basis. Stage 2: Quality (30%) - Evaluation of responses to quality questions. Stage 3: Price (30%) - Assessment of priced submissions. Stage 4: System Demonstration (40%) - Demonstration by shortlisted bidders. Stage 6: Preferred Bidder Stage - Final clarifications, negotiations, and due diligence. Stage 7: Contract Award - Award to the preferred bidder."
        },
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "All tenders must be submitted through the Proactis eTendering System, link provided below: https://supplierlive.proactisp2p.com/Account/Login",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en",
                "cy"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-01-21T12:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-01-13T12:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-03-27T23:59:59+00:00"
        },
        "documents": [
            {
                "id": "future",
                "documentType": "biddingDocuments",
                "accessDetails": "The documentation can be found in the Proactis eTendering portal, link provided below: https://supplierlive.proactisp2p.com/Account/Login"
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "082606-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/082606-2025",
                "datePublished": "2025-12-12T15:33:46Z",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2035-03-01T23:59:59+00:00"
                }
            ]
        }
    },
    "language": "en",
    "bids": {
        "statistics": [
            {
                "id": "1",
                "measure": "bids",
                "value": 3,
                "relatedLot": "1"
            },
            {
                "id": "2",
                "measure": "finalStageBids",
                "value": 3,
                "relatedLot": "1"
            },
            {
                "id": "3",
                "measure": "smeFinalStageBids",
                "value": 2,
                "relatedLot": "1"
            },
            {
                "id": "4",
                "measure": "vcseFinalStageBids",
                "value": 0,
                "relatedLot": "1"
            }
        ]
    },
    "awards": [
        {
            "id": "1",
            "title": "Purchase of a Schools Management Information System",
            "status": "active",
            "date": "2026-05-01T00:00:00+01:00",
            "value": {
                "amountGross": 1680000,
                "amount": 1400000,
                "currency": "GBP"
            },
            "mainProcurementCategory": "services",
            "aboveThreshold": true,
            "suppliers": [
                {
                    "id": "GB-PPON-PXPL-8349-GQXG",
                    "name": "ARBOR EDUCATION PARTNERS GROUP LTD"
                }
            ],
            "items": [
                {
                    "id": "1",
                    "additionalClassifications": [
                        {
                            "scheme": "CPV",
                            "id": "31711310",
                            "description": "System for recording attendance"
                        },
                        {
                            "scheme": "CPV",
                            "id": "72000000",
                            "description": "IT services: consulting, software development, Internet and support"
                        }
                    ],
                    "deliveryAddresses": [
                        {
                            "region": "UKL16",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        },
                        {
                            "region": "UKL16",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        }
                    ],
                    "relatedLot": "1"
                }
            ],
            "standstillPeriod": {
                "endDate": "2026-05-13T23:59:59+01:00"
            },
            "contractPeriod": {
                "startDate": "2027-04-01T00:00:00+01:00",
                "endDate": "2032-03-31T23:59:59+01:00",
                "maxExtentDate": "2037-03-31T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "The Council reserves the right to extend the contract for up to 60 months."
            },
            "relatedLots": [
                "1"
            ],
            "documents": [
                {
                    "id": "040726-2026",
                    "documentType": "awardNotice",
                    "noticeType": "UK6",
                    "description": "Contract award notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/040726-2026",
                    "datePublished": "2026-05-01T17:03:26+01:00",
                    "format": "text/html"
                }
            ],
            "assessmentSummariesDateSent": "2026-05-01T00:00:00+01:00",
            "milestones": [
                {
                    "id": "1",
                    "type": "futureSignatureDate",
                    "dueDate": "2026-05-18T23:59:59+01:00",
                    "status": "scheduled"
                }
            ]
        }
    ],
    "contracts": [
        {
            "id": "1",
            "awardID": "1",
            "title": "Purchase of a Schools Management Information System",
            "status": "active",
            "period": {
                "startDate": "2027-04-01T00:00:00+01:00",
                "endDate": "2032-03-31T23:59:59+01:00",
                "maxExtentDate": "2037-03-31T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "The Council reserves the right to extend for a period of up to 60 months"
            },
            "hasOptions": true,
            "options": {
                "description": "The Council reserves the right to procure additional goods and services from the appointed supplier where these are directly related to, and compatible with, the core system. This may include, but is not limited to: - Additional software modules, functionality or system enhancements - Additional user licences or capacity increases - Integration services with other Council or third-party systems - Further configuration, development, or consultancy services - Training and support services beyond the initial implementation - Data migration, reporting, or analytics enhancements Any such options will only be utilised where they remain within the overall scope of the original procurement and are necessary to enhance, extend or optimise the operation of the system. The use of these options will be subject to available budget and internal approval processes and will be agreed in accordance with the contract terms."
            },
            "value": {
                "amountGross": 2000000,
                "amount": 1600000,
                "currency": "GBP"
            },
            "aboveThreshold": true,
            "dateSigned": "2026-06-23T00:00:00+01:00",
            "agreedMetrics": [
                {
                    "id": "1",
                    "title": "Security audits / penetration testing",
                    "observations": [
                        {
                            "id": "frequency",
                            "period": {
                                "durationInMonths": 12
                            }
                        }
                    ]
                },
                {
                    "id": "2",
                    "title": "Social Value reporting",
                    "observations": [
                        {
                            "id": "frequency",
                            "period": {
                                "durationInMonths": 3
                            }
                        }
                    ]
                },
                {
                    "id": "3",
                    "title": "Business Continuity (BCDR) testing",
                    "observations": [
                        {
                            "id": "frequency",
                            "period": {
                                "durationInMonths": 12
                            }
                        }
                    ]
                }
            ],
            "documents": [
                {
                    "id": "060079-2026",
                    "documentType": "contractNotice",
                    "noticeType": "UK7",
                    "description": "Contract details notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/060079-2026",
                    "datePublished": "2026-06-26T07:43:53+01:00",
                    "format": "text/html"
                }
            ]
        }
    ]
}