Planning

Education Management Information Solution (EMIS)

CAERPHILLY COUNTY BOROUGH COUNCIL

This public procurement record has 1 release in its history.

Planning

21 Feb 2025 at 00:00

OJEU - F1 - Prior Information Notice
Summary of the contracting process

Caerphilly County Borough Council has initiated the planning stage for procuring an Education Management Information Solution (EMIS). This tender falls under the general public services industry category and is specifically located within the jurisdiction of Caerphilly County Borough Council in the UK (UKL16). The aim of this procurement process is to engage and gather initial interest from the market with a planned future notice date set for 1st April 2025. Potential suppliers are required to submit expressions of interest via email to Helen Sellwood by 7th March 2025. This engagement is in preparation for a forthcoming official tender that will outline detailed requirements and procurement routes.

This tender represents a significant opportunity for businesses specialising in educational software solutions, data integration services, and cloud-based applications. Given the detailed requirements such as integration with existing systems, secure cloud hosting, bi-lingual support, and GIS functionality, technology firms with expertise in these areas would be well-suited to compete. The procurement process offers potential growth through collaboration with a regional authority, positioning successful providers to expand their services within the public sector market. Interested parties should prepare to demonstrate their capability to meet the outlined needs, enabling seamless data management, user accessibility, and compliance with local authority specifications.

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

Education Management Information Solution (EMIS)

Notice Description

The Purpose of the Prior Information Notice (PIN) is to advise and engage with the Market for an Education Management Information Solution for Caerphilly County Borough Council.

Lot Information

Lot 1

The Council is seeking to engage with and carry pre market engagement for an Education Management Information Solution to meet the following requirements:- Supports integration or import of data from existing council and LA software including IDP files, SIMS (and other school MIS systems) and inter-authority Admission files Is cloud hosted Ability to integrate securely with each individual authorities 'customer account' using Single Sign on Solution Integrates with Microsoft 365 applications The ability to automate archiving and deletion of records for data protection requirements Portal facility for parents/guardians to apply for school & early years' applications places, transport, FSM Portal facility with schools for sharing information and managing processes such as exclusions. GIS Functionality for Admissions processes Ability to design portals for seamless transition and branding from LA website to the application portals for Admissions, Transport and FSM - English and Welsh requirements. Portal for schools/childcare providers to view data relating to their pupils The facility to record multiple services providing support/interventions to young people. Link to an appropriate mapping solution to view locations and routes on maps Within the software the following functionality is also required: Fully bilingual (Welsh) Accessible from a range of devices Send alerts/emails to users Facility for users to generate reports Send emails/alerts to portal users Full auditing facility Import data in a range of formats Export data in a range of formats Automatically calculate distances using GIS Automatically rank pupils in order of eligibility criteria for school places Link seamlessly with other systems e.g. Social care systems if required Test and Live environments Automatically rank pupils by a range predetermined criteria Ability to customise/adapt portal to each Authorities own specification Ability to restrict grant access to data on a granular level Import bilingual address files and validate addresses The above requirements are only an outline of requirements and will be defined prior to going to market This notice is not a call for competition, its a Prior information notice for expression of interests from the market to commence market engagement and to advise the market of the potential tender. Full details shall be provided in the tender documents. The Council is still considering the route to market open or use of a framework

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-kuma6s-148424
Publication Source
Sell2Wales
Latest Notice
https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=148424
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
OJEU - F1 - Prior Information Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
21 Feb 20251 years ago
Submission Deadline
Not specified
Future Notice Date
1 Apr 2025Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CAERPHILLY COUNTY BOROUGH COUNCIL
Contact Name
Helen Sellwood Sellwood
Contact Email
sellwhl@caerphilly.gov.uk
Contact Phone
+44 1443863161

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-kuma6s-148424-2025-02-21T00:00:00Z",
    "date": "2025-02-21T00:00:00Z",
    "ocid": "ocds-kuma6s-148424",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-3",
            "name": "Caerphilly County Borough Council",
            "identifier": {
                "legalName": "Caerphilly County Borough Council"
            },
            "address": {
                "streetAddress": "Penallta House, Tredomen Park, Ystrad Mynach",
                "locality": "Hengoed",
                "region": "UKL16",
                "postalCode": "CF82 7PG"
            },
            "contactPoint": {
                "name": "Helen Sellwood Sellwood",
                "email": "sellwhl@caerphilly.gov.uk",
                "telephone": "+44 1443863161"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Regional or local authority",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "01",
                        "description": "General public services",
                        "scheme": "COFOG"
                    }
                ],
                "url": "https://www.caerphilly.gov.uk"
            }
        }
    ],
    "buyer": {
        "name": "Caerphilly County Borough Council",
        "id": "org-3"
    },
    "planning": {
        "documents": [
            {
                "id": "FEB497888",
                "documentType": "plannedProcurementNotice",
                "title": "Education Management Information Solution (EMIS)",
                "description": "The Purpose of the Prior Information Notice (PIN) is to advise and engage with the Market for an Education Management Information Solution for Caerphilly County Borough Council.",
                "url": "https://www.sell2wales.gov.wales/search/show/search_view.aspx?ID=FEB497888",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "ocds-kuma6s-148424-tender-148424",
        "title": "Education Management Information Solution (EMIS)",
        "description": "The Purpose of the Prior Information Notice (PIN) is to advise and engage with the Market for an Education Management Information Solution for Caerphilly County Borough Council.",
        "status": "planned",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "id": "48000000",
                        "scheme": "CPV"
                    }
                ],
                "deliveryLocation": {
                    "description": "Within the boundaries of Caerphilly CBC"
                },
                "deliveryAddresses": [
                    {
                        "region": "UKL16"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "mainProcurementCategory": "goods",
        "lots": [
            {
                "id": "1",
                "description": "The Council is seeking to engage with and carry pre market engagement for an Education Management Information Solution to meet the following requirements:- Supports integration or import of data from existing council and LA software including IDP files, SIMS (and other school MIS systems) and inter-authority Admission files Is cloud hosted Ability to integrate securely with each individual authorities 'customer account' using Single Sign on Solution Integrates with Microsoft 365 applications The ability to automate archiving and deletion of records for data protection requirements Portal facility for parents/guardians to apply for school & early years' applications places, transport, FSM Portal facility with schools for sharing information and managing processes such as exclusions. GIS Functionality for Admissions processes Ability to design portals for seamless transition and branding from LA website to the application portals for Admissions, Transport and FSM - English and Welsh requirements. Portal for schools/childcare providers to view data relating to their pupils The facility to record multiple services providing support/interventions to young people. Link to an appropriate mapping solution to view locations and routes on maps Within the software the following functionality is also required: Fully bilingual (Welsh) Accessible from a range of devices Send alerts/emails to users Facility for users to generate reports Send emails/alerts to portal users Full auditing facility Import data in a range of formats Export data in a range of formats Automatically calculate distances using GIS Automatically rank pupils in order of eligibility criteria for school places Link seamlessly with other systems e.g. Social care systems if required Test and Live environments Automatically rank pupils by a range predetermined criteria Ability to customise/adapt portal to each Authorities own specification Ability to restrict grant access to data on a granular level Import bilingual address files and validate addresses The above requirements are only an outline of requirements and will be defined prior to going to market This notice is not a call for competition, its a Prior information notice for expression of interests from the market to commence market engagement and to advise the market of the potential tender. Full details shall be provided in the tender documents. The Council is still considering the route to market open or use of a framework",
                "status": "planned"
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-04-01T00:00:00Z"
        },
        "coveredBy": [
            "GPA"
        ],
        "classification": {
            "id": "48000000",
            "scheme": "CPV"
        },
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        }
    },
    "language": "EN",
    "description": "All expression of interests must be provided in writing by email to Helen Sellwood email: sellwhl@caerphilly.gov.uk by 17:00 Hours Friday 07 March 2025 and not by expressing an interest to the sell2wales portal. NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=148424. (WA Ref:148424)",
    "links": [
        {
            "rel": "canonical",
            "href": "https://api.sell2wales.gov.wales/v1?lang=cy/Notice?id=ocds-kuma6s-148424"
        }
    ],
    "noticetype": "OJEU - F1 - Prior Information Notice"
}