Planning

Ask AI about this notice

Summarise, research or assess it with AI

View Markdown

Share this notice

Send this contract to a colleague

Westcountry Schools Trust - CAFM System

Westcountry Schools Trust

This public procurement record has 1 release in its history.

Planning

29 Sep 2026 at 21:02

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Westcountry Schools Trust intends to procure a computer-aided facilities management (CAFM) system and related implementation and support services. It wants one principal interface and an authoritative hierarchy of estate assets, delivered through either a single platform or an integrated solution. The system is expected to manage compliance records and evidence across fire, water hygiene and legionella, asbestos, electrical and gas safety, radon, emergency lighting, lifts and playground equipment. It must also support asset and maintenance management, financial and capital planning, reporting, mobile working, contractor workflows and secure data portability. The Trust operates 31 schools for about 15,000 pupils and employs around 2,300 staff; the estate includes 23 primary and eight secondary schools, with buildings of varied age, construction and condition. Delivery is across the United Kingdom.

This is at the planning stage: the Trust is gathering market feedback to shape its specification and future procurement, not inviting tenders or selecting a supplier. The planned procurement is for services, using a procedure and method not yet settled. One lot is planned. The estimated value is £350,000 excluding VAT (£420,000 including VAT). The intended contract period is 1 September 2027 to 31 August 2030, with an extension possibility to 31 August 2032. Market engagement feedback is expected by 23 October 2026; group sessions are planned for 12 or 19 October 2026, with a questionnaire as an alternative. Procurement launch is anticipated in November 2026 and target system go-live is September 2027. This engagement is not part of a formal evaluation.

The planned system is likely to suit CAFM software suppliers with facilities-management, asset-management and implementation expertise, particularly those able to provide either one integrated platform or a demonstrably connected solution. The Trust is seeking demonstrable compliance assurance, complete evidence and audit retention, end-to-end maintenance and contractor workflows, traceable expenditure, maintenance and replacement forecasting, configurable self-service reporting and secure data portability. Suppliers should be prepared to explain how their products handle integrations, data migration and transition, and how they scale across a varied school estate. The Trust is also testing market views on availability, prioritised support, service credits for material service failure and payments tied to implementation acceptance. Feedback on whether these service and commercial arrangements are proportionate will help shape the eventual specification; no specific accreditation or supplier qualification is identified at this planning stage.

How relevant is this notice?

Notice Information

Notice Title

Westcountry Schools Trust - CAFM System

Notice Description

WeST operates 31 schools serving approximately 15,000 pupils and employing approximately 2,300 staff. The estate comprises 23 primary schools and 8 Secondary schools, the largest of which serves approximately 2,500 pupils. Buildings are mixed in age, construction and condition. The aim is to achieve a coherent service operating through one principal interface and authoritative asset hierarchy. Current thinking is that this may be through a single platform or demonstrably integrated solution covering the following requirements: * Compliance: records, recurring schedules, evidence, audit history, alerts and remediation across fire, water hygiene and legionella, asbestos, electrical condition, gas, radon, emergency lighting, lifts and playground equipment. * Assets and maintenance: hierarchical asset register, condition and lifecycle data, planned maintenance, reactive requests, work orders, mobile working and contractor workflows. * Financial and capital planning: budget and purchase-order attribution, expenditure reporting and forecasting, DfE condition-data import, replacement forecasting and structured export. * Reporting: Trust-, school- and asset-level dashboards, drill-down, configurable reports and governance-ready outputs. The solution should support demonstrable compliance assurance; complete evidence and audit retention; end-to-end maintenance and contractor workflows; expenditure traceability; maintenance and replacement forecasting; self-service reporting; mobile working; scalability; and secure data portability. WeST is considering at least 99.5% monthly availability, prioritised support targets, service credits for material failure and acceptance-based implementation payments. Feedback is invited on proportionality and market practice.

Planning Information

https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=109403&TID=100114447&B= The purpose of this pre-market engagement is to gather objective information about market capability and practice to support the Trust in developing a future specification and procurement for a CAFM System. It is not intended to identify or select a preferred supplier or product. Through this engagement, the Trust aims to understand: • single-platform versus integrated-solution options; • Understand current market solutions and innovation; • Inform system integration requirements; • Explore implementation and transition approaches; • Understand commercial and pricing models; • Identify risks or considerations prior to formal tender. Feedback received will inform the development of the final service specification and procurement documentation. As part of this Pre-Market Engagement (PME), suppliers are invited to participate in a group/shared pre-market engagement meeting with the Trust. Two dates/times are being offered and any supplier who requests to attend will be sent a MS Teams link Session format: Activity Time Introductions 5 minutes Trust Presentation 25 minutes Supplier Questions 30 minutes A MS Forms Questionnaire will also be provided, which can be completed and submitted. This information can also be used to understanding and inform future procurement planning. It does not form part of any formal evaluation process. This engagement does not form part of any formal evaluation process. All correspondence, bookings and submissions must be made through the PHP Law LLP tendering portal. Suppliers should not contact WeST directly regarding this exercise. Suppliers who are unable at attend a session are still encouraged to participate by submitting the MS Forms Questionnaire by Friday 23rd October 2026. Written submissions will be given equal consideration as part of this pre-market engagement. Activity Date PME Issued 28th September 2026 Supplier Feedback Deadline 23rd October 2026 Pre-Market Engagement Meeting Options. 12th October 2026 – 13:00 – 14:00, or 19th October 2026 – 10:00 – 11:00 Procurement Launch (anticipated) November 2026 Target Go-Live September 2027 All correspondence relating to this pre-market engagement should be through the tendering portal via the messaging function and the Trust should not be contacted directly. A link to the selected meeting date will be provided via the message function once a Supplier confirmed interest has been received.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-077cf9
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/092095-2026
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
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

CPV Codes

48000000 - Software package and information systems

48420000 - Facilities management software package and software package suite

48421000 - Facilities management software package

48600000 - Database and operating software package

48613000 - Electronic data management (EDM)

48900000 - Miscellaneous software package and computer systems

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

72260000 - Software-related services

72263000 - Software implementation services

72514000 - Computer facilities management services

Notice Value(s)

Tender Value
£350,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
29 Sep 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
9 Nov 20262 months to go
Award Date
Not specified
Contract Period
1 Sep 2027 - 31 Aug 2030 3-4 years
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
Westcountry Schools Trust
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
IVYBRIDGE
Postcode
PL21 0JA
Postcode Area
Plymouth
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK4 Devon
Small Region (ITL 3)
TLK43 Devon CC
Delivery Location
TLK South West (England)
Local Authority
South Hams
Electoral Ward
Ivybridge East
Westminster Constituency
South West Devon

Further Information

Notice Documents

Notice URLs

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

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.

Loading OCDS record...