---
title: "Purchase of a Schools Management Information System"
ocid: "ocds-h6vhtk-059498"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-059498"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-059498.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-059498.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "CAERPHILLY COUNTY BOROUGH COUNCIL"
published: "2026-06-26"
---

# Purchase of a Schools Management Information System

Buyer: CAERPHILLY COUNTY BOROUGH COUNCIL  
Current stage: Award  
OCID: ocds-h6vhtk-059498

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## Summary

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.

## Notice

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.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/060079-2026 |
| 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 |
| All stages | Planning, Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 26 Jun 2026 |
| Submission deadline | 21 Jan 2026 |
| Future notice date | 3 Nov 2025 |
| Award date | 30 Apr 2026 |
| Contract period | 31 Mar 2027 - 31 Mar 2032 |
| Recurrence | 2035-03-01 |

## Values

| Field | Value |
| --- | --- |
| Tender value | £3,000,000 |
| Lots value | £3,000,000 |
| Awards value | £1,400,000 |
| Contracts value | £1,600,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Complete |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | CAERPHILLY COUNTY BOROUGH COUNCIL |
| Locality | HENGOED |
| Post town | Cardiff |
| Postcode | CF82 7PG |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL5 South East Wales |
| ITL 3 | TLL53 Gwent Valleys |
| Local authority | Caerphilly |
| Electoral ward | Ystrad Mynach |
| Westminster constituency | Caerphilly |
| Delivery location | TLL12 Gwynedd, TLL16 Gwent Valleys |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | ARBOR EDUCATION PARTNERS GROUP |

## CPV Codes

### Divisions

- 31 - Electrical machinery, apparatus, equipment and consumables; lighting
- 72 - IT services: consulting, software development, Internet and support

### Codes

- 31711310 - System for recording attendance
- 72000000 - IT services: consulting, software development, Internet and support

## Release History

- 26 Jun 2026 at 06:43 - Award - UK7 - Contract Details Notice - https://www.find-tender.service.gov.uk/Notice/060079-2026
- 1 May 2026 at 16:03 - Award - UK6 - Contract Award Notice - https://www.find-tender.service.gov.uk/Notice/040726-2026
- 12 Dec 2025 at 15:33 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/082606-2025
- 7 Oct 2025 at 09:14 - Planning - UK1 - Pipeline Notice - https://www.find-tender.service.gov.uk/Notice/062739-2025
- 5 Sep 2025 at 07:31 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/054107-2025

## Documents

- https://www.find-tender.service.gov.uk/Notice/060079-2026
  26th June 2026 - Contract details notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/040726-2026
  1st May 2026 - Contract award notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/082606-2025
  12th December 2025 - Tender notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/062739-2025
  7th October 2025 - Pipeline notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/054107-2025
  5th September 2025 - Preliminary market engagement notice on Find a Tender

## Notice URLs

- http://www.caerphilly.gov.uk
- https://supplierlive.proactisp2p.com/Account/Login
- https://www.legislation.gov.uk/ukpga/2023/54/contents

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-059498. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-059498.json.