Purchase of a Schools Management Information System

Caerphilly County Borough CouncilcontractFind a TenderRef ocds-h6vhtk-059498Procurement Act 2023SME suitableactive
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Estimated value

Awarded value

Suppliers

1

Lots

1

1 awarded

Published

26 Jun 2026

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.

Scope

Reference
CCBC/PS2931/25/JT
Commercial tool
Standalone contract
Contract dates
31 Mar 2027 to 31 Mar 2032
Possible extension to 31 Mar 2037

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.

CPV classifications
31711310
72000000
Contract locations
Wales, United Kingdom
Particular suitability
Small and medium-sized enterprises (SME)

Award criteria

Criteria the buyer will use to evaluate bids.

NameDescriptionTypeWeighting
Quality QuestionsResponse to quality questions set out in the Proactis eTendering Systemquality30.00%
PriceTotal cost of providing the solution as per the pricing scheduleprice30.00%
System DemonstrationThe 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.quality40.00%

Participation

Conditions suppliers must meet to bid.

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.

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.

Submission & procedure

Procedure
Competitive flexible procedure

Award details

Awarded supplier(s), contract period and value as published in the award notice.

Awarded value

Award date

Contract start

Contract end