Purchase of a Schools Management Information System
Estimated value
—
Awarded value
£1.4m
Suppliers
1
Lots
1
Published
01 May 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 2032Possible 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
- 3171131072000000
- Contract locations
- Wales, United Kingdom
- Particular suitability
- Small and medium-sized enterprises (SME)
Award criteria
Criteria the buyer will use to evaluate bids.
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality Questions | Response to quality questions set out in the Proactis eTendering System | quality | 30.00% |
| Price | Total cost of providing the solution as per the pricing schedule | price | 30.00% |
| System Demonstration | 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. | quality | 40.00% |
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
£1.4m
Award date
30 Apr 2026
Contract start
31 Mar 2027
Contract end
31 Mar 2032
Awarded suppliers· 1 supplier
Awarded 30 Apr 2026 · Contract period 31 Mar 2027 — 31 Mar 2032
Other contracts from Caerphilly County Borough Council
Full notice and award history for this contracting authority is on the buyer profile.
Other contracts awarded to Arbor Education· 10
Cross-buyer view of this supplier's public-sector wins.
| Title | Type | Value | Published |
|---|---|---|---|
| MIS/FIS Licensing & Support | contract | £600k | 30 Jun 2026 |
| MIS/FIS Licensing & Support | contract | — | 30 Jun 2026 |
| Supply of Education Management System | contract | — | 03 Jun 2026 |
| Schools MIS System Renewal | contract | — | 24 Apr 2026 |
| Management Information System | contract | — | 17 Dec 2025 |
| The Provision of the Educational Management Information System | contract | — | 07 Apr 2025 |
| Management Information System (MIS) for Bishop Bewick Catholic Education Trust | contract | — | 24 Apr 2024 |
| Management Information System (MIS) | contract | — | 31 Mar 2023 |
| Arbor Management Information System | contract | £208k | 22 May 2020 |
| RAISEonline Accreditation | contract | — | 01 May 2018 |