Provision of a Specialist IT Consultant

{
  "id": "053278-2025",
  "tag": [
    "planning"
  ],
  "date": "2025-09-02T16:12:27+01:00",
  "ocid": "ocds-h6vhtk-059282",
  "buyer": {
    "id": "GB-PPON-PWHP-2369-JPYL",
    "name": "Caerphilly County Borough Council"
  },
  "tender": {
    "id": "ocds-h6vhtk-059282",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "contractPeriod": {
          "endDate": "2026-03-31T23:59:59+01:00",
          "startDate": "2025-10-01T00:00:00+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKL16",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "72000000",
            "scheme": "CPV",
            "description": "IT services: consulting, software development, Internet and support"
          }
        ]
      }
    ],
    "title": "Provision of a Specialist IT Consultant",
    "value": {
      "amount": 10000,
      "currency": "GBP",
      "amountGross": 12000
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Caerphilly County Borough Council (the “Council”) is seeking preliminary market engagement with suitable IT Consultants (providers).  The Council currently has an education management information system with Access (Synergy) and is looking for a suitable provider to undertake the following works to meet the Councils and wider objectives as outlined below:-\nEarly Years has to report against multiple grant terms and conditions as well as analyse the impact of the funding for children and families including the wellbeing for the most vulnerable children and families. \nCurrently the Strive reporting tool uses SQL coding to enable the reports needed to pull the current data from the education database. In the future the education database is changing, and so reports may need to be rewritten, possibly in PowerBI, and the early years team supported to be able to write future reports as requirements from WG change. \nThe Council requires the reports to be written so that they can pull the data needed to be compliant with the terms and conditions of the grant and the requirements for SAIL uploads from April 2025. Therefore, the work required is outlined below : \n1.\twriting the current 102(+) reports needed using SQL coding (to save internal postholder/s the manual time used currently), \na.\t33 different reports to support Data Officers in their role, for example, \ni.\texception report – childcare – early years education, not taking up\nii.\texception report – flying start outreach – no delay reason\niii.\tunborn checks\niv.\tearly years registered – Welsh communication \nv.\tearly years registered – NHS number incorrect format \nvi.\tantenatal no due date – amendment \nb.\tattendance – 80% attendance \nc.\t25 different reports to add to the pupil profile, for example, \ni.\tAmend childcare and school history \nii.\tAmend early years intervention \niii.\tContacts – parent disability and medical conditions\niv.\tEmerging and needs – medical condition amendment \nd.\t5 for emerging needs, for example, \ni.\tAutomated email of change of attendance\nii.\tEmerging needs panel agenda report - amendment \niii.\tException report – early years worker, no COP stage\ne.\t2 reports for Flying Start workbook amendments \nf.\t17 different reports for Flying Start childcare reporting, for example, \ni.\tException report – Flying start childcare application – eligible no offer \nii.\tException report – flying start childcare ICP – multiple settings\niii.\tException report – flying start childcare ICP – session and hours\niv.\tException report – flying start childcare ICP – sessions exceed 5\ng.\t3 reports for Request for support process\nh.\tWhat matters meeting data \n2.\tthen time to migrate those 100+ reports plus all existing reports into PowerBI or whichever is the preferred reporting tool on the new (Synergy) education cloud based data system, \n3.\tas well as time to train staff in the existing team to allow sustainability for future report development/tweaks. \nThe successful consultant will be required to complete the work in the next six (6) month period. Action area 1 will be required more urgently and should be first priority. Action 2 and 3 will depend on the migration of the database to the new Education Management Information System and is dependent on the procurement outcome. \nCaerphilly County Borough Council (the “Council”) is seeking expressions of interest from suitable providers who have the capacity and capability to meeting the Council’s objectives as detailed above.\nThis preliminary market engagement exercise is open to all interested parties.\nFollowing the preliminary market engagement a tender exercise maybe undertaken.\nTo participate in the preliminary market engagement exercise, please ensure you have an active account on our e-Tendering portal, Proactis:\nhttps://supplierlive.proactisp2p.com/\nWithin Proactis, you can find the exercise within the opportunity:\nProvision of IT Specialist Consultant\nRQST14560\nThe exercise consists of interested providers completing the Preliminary Market Engagement Questions within the question tab of the e sourcing portal.\nFor support and assistance with participating in this exercise, please contact a member of the Supplier Relationship Team, who’s details have been provided below:\nJemma Ford\n01443 863163\nfordj1@caerphilly.gov.uk\nHayley Jones\n01443 863234\nJonesh21@caerphilly.gov.uk",
    "communication": {
      "futureNoticeDate": "2025-09-22T23:59:59+01:00"
    },
    "aboveThreshold": false,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-PPON-PWHP-2369-JPYL",
      "name": "Caerphilly County Borough Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKL16",
        "country": "GB",
        "locality": "Hengoed",
        "postalCode": "CF82 7PG",
        "countryName": "United Kingdom",
        "streetAddress": "Penallta House, Tredomen Park"
      },
      "details": {
        "url": "http://www.caerphilly.gov.uk",
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          },
          {
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS",
            "description": "Welsh devolved regulations apply"
          }
        ]
      },
      "identifier": {
        "id": "PWHP-2369-JPYL",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Helen Sellwood",
        "email": "sellwhl@caerphilly.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "053278-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/053278-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-09-02T16:12:27+01:00"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2025-09-16T23:59:59+01:00",
        "description": "Caerphilly County Borough Council (the “Council”) is seeking expressions of interest from suitable providers who have the capacity and capability to meeting the Council’s objectives as detailed above.\nThis preliminary market engagement exercise is open to all interested parties.  Following the preliminary market engagement a tender exercise may be undertaken.\nTo participate in the preliminary market engagement exercise, please ensure you have an active account on our e-Tendering portal, Proactis:\nhttps://supplierlive.proactisp2p.com/\nWithin Proactis, you can find the exercise within the opportunity:\nProvision of IT Specialist Consultant\nRQST14560\nThe exercise consists of interested providers completing the Preliminary Market Engagement Questions within the question tab of the e sourcing portal.\nFor support and assistance with participating in this exercise, please contact a member of the Supplier Relationship Team, who’s details have been provided below:\nJemma Ford\n01443 863163\nfordj1@caerphilly.gov.uk\nHayley Jones\n01443 863234\nJonesh21@caerphilly.gov.uk\nPlease note that interested providers must submit their expression of interest to the e sourcing portal no later than 12:00 Noon Tuesday 16 September 2025."
      }
    ]
  },
  "initiationType": "tender"
}