United Kingdom-Hengoed: Education Management Information Solution (EMIS)

Type of document: Contract Notice
Country: United Kingdom
Publication Ref: (2024/S 000-005264/EN)
Nature of contract: Supply contract
Procedure: Not applicable
Type of bid required: Not applicable

Prior information notice without call for competition
Supplies

This notice is for prior information only
Section I: Contracting authority
I.1) Name and addresses
Official name: Caerphilly CBC
Postal address: Penallta House
Town: Hengoed
Postal code: CF82 7RG
Country: United Kingdom
Contact Person: Helen Sellwood Sellwood
Telephone: +44 1443863282
Email: sellwhl@caerphilly.gov.uk
Fax: +44 1443863167
Internet address(es):
Main address:
Address of the buyer profile:

Additional information can be obtained from:
the above mentioned address
Electronic communication requires the use of tools and devices that are not generally available.
Unrestricted and full direct access to these tools and devices is possible,free of charge,at:
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services

Section II: Object
II.1) Scope of the procurement:
II.1.1) Title: Education Management Information Solution (EMIS)
II.1.2) Main CPV code: 48000000
II.1.3) Type of contract: Supplies
II.1.4) Short 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.
II.1.6) Information about lots:
The contract is divided into lots: no
II.2) Description:
II.2.2)Additional CPV code(s)
Main CPV code: 72212190
Main CPV code: 48000000

II.2.3) Place of performance
Nuts code:
Main site or place of performance:
Within the boundaries of Caerphilly CBC

II.2.4) Description of the procurement
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
II.2.5) Award criteria

II.3) Estimated date of publication of contract notice:2024-04-01
Section IV: Procedure
IV.1) Description
IV.1.8) Information about the Government Procurement Agreement(GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2) Administrative information

Section VI: Complementary information
VI.2) Information about electronic workflows
VI.3) Additional information:
All expression of interests must be provided in writing by email to Helen Sellwood email: sellwhl@caerphilly.gov.uk by 17:00 Hours Friday 01 March 2024 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
(WA Ref:138368)

VI.5) Date of dispatch of this notice:2024-02-16