Provision of a Schools Management Information System

{
  "buyer": {
    "id": "GB-PPON-PWHP-2369-JPYL",
    "name": "Caerphilly County Borough Council"
  },
  "date": "2025-12-12T15:33:46Z",
  "id": "082606-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-059498",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Hengoed",
        "postalCode": "CF82 7PG",
        "region": "UKL16",
        "streetAddress": "Penallta House, Tredomen Park"
      },
      "contactPoint": {
        "email": "thomaj11@caerphilly.gov.uk",
        "name": "Jessica Thomas"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Welsh devolved regulations apply",
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ],
        "url": "http://www.caerphilly.gov.uk"
      },
      "id": "GB-PPON-PWHP-2369-JPYL",
      "identifier": {
        "id": "PWHP-2369-JPYL",
        "scheme": "GB-PPON"
      },
      "name": "Caerphilly County Borough Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-03-27T23:59:59+00:00"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "Caerphilly CBC (\u201cthe Council\u201d) are seeking 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.\u202f \nThe solution must provide a provision for Primary Schools, Secondary Schools, 3-18 Schools, Special Schools and Pupil Referral Units (PRUs).\u202f \nThe desired solution should streamline administrative processes, enhance data management, and improve overall operational efficiency.\u202f 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.\u202f This will ensure that schools can operate seamlessly without the additional burden of procuring and managing multiple solutions.",
    "documents": [
      {
        "accessDetails": "The documentation can be found in the Proactis eTendering portal, link provided below:\nhttps://supplierlive.proactisp2p.com/Account/Login",
        "documentType": "biddingDocuments",
        "id": "future"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-12-12T15:33:46Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "082606-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/082606-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2026-01-13T12:00:00+00:00"
    },
    "hasRecurrence": true,
    "id": "CCBC/PS2931/25/JT",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "System for recording attendance",
            "id": "31711310",
            "scheme": "CPV"
          },
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL12"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Response to quality questions set out in the Proactis eTendering System",
              "name": "Quality Questions",
              "numbers": [
                {
                  "number": 30.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Total cost of providing the solution as per the pricing schedule",
              "name": "Price",
              "numbers": [
                {
                  "number": 30.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "description": "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. ",
              "name": "System Demonstration",
              "numbers": [
                {
                  "number": 40.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2032-03-31T23:59:59+01:00",
          "maxExtentDate": "2037-03-31T23:59:59+01:00",
          "startDate": "2027-04-01T00:00:00+01:00"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "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": {
          "description": "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. "
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "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. ",
              "type": "economic"
            },
            {
              "description": "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. ",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 3000000,
          "amountGross": 3600000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "This procurement will be conducted using the Competitive Flexible Procedure under the Procurement Act 2023 and will follow a multi-stage evaluation process:\nStage 1: Compliance (Pass/Fail) \u2013 Mandatory requirements assessed on a pass/fail basis.\nStage 2: Quality (30%) \u2013 Evaluation of responses to quality questions.\nStage 3: Price (30%) \u2013 Assessment of priced submissions.\nStage 4: System Demonstration (40%) \u2013 Demonstration by shortlisted bidders.\nStage 6: Preferred Bidder Stage \u2013 Final clarifications, negotiations, and due diligence.\nStage 7: Contract Award \u2013 Award to the preferred bidder."
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2035-03-01T23:59:59+00:00"
        }
      ]
    },
    "status": "active",
    "submissionMethodDetails": "All tenders must be submitted through the Proactis eTendering System, link provided below:\nhttps://supplierlive.proactisp2p.com/Account/Login",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en",
        "cy"
      ]
    },
    "tenderPeriod": {
      "endDate": "2026-01-21T12:00:00+00:00"
    },
    "title": "Provision of a Schools Management Information System",
    "value": {
      "amount": 3000000,
      "amountGross": 3600000,
      "currency": "GBP"
    }
  }
}