Official UK procurement notice
Westcountry Schools Trust - CAFM System
Authority: Westcountry Schools Trust (Education)·Procurement run by: PHP Law LLP
WeST operates 31 schools serving approximately 15,000 pupils and employing approximately 2,300 staff. The estate comprises 23 primary schools and 8 Secondary schools, the largest of which serves approximately 2,500 pupils.
What is being bought
Published requirement descriptionWeST operates 31 schools serving approximately 15,000 pupils and employing approximately 2,300 staff. The estate comprises 23 primary schools and 8 Secondary schools, the largest of which serves approximately 2,500 pupils. Buildings are mixed in age, construction and condition. The aim is to achieve a coherent service operating through one principal interface and authoritative asset hierarchy. Current thinking is that this may be through a single platform or demonstrably integrated solution covering the following requirements:
- Compliance: records, recurring schedules, evidence, audit history, alerts and remediation across fire, water hygiene and legionella, asbestos, electrical condition, gas, radon, emergency lighting, lifts and playground equipment.
- Assets and maintenance: hierarchical asset register, condition and lifecycle data, planned maintenance, reactive requests, work orders, mobile working and contractor workflows.
- Financial and capital planning: budget and purchase-order attribution, expenditure reporting and forecasting, DfE condition-data import, replacement forecasting and structured export.
- Reporting: Trust-, school- and asset-level dashboards, drill-down, configurable reports and governance-ready outputs. The solution should support demonstrable compliance assurance; complete evidence and audit retention; end-to-end maintenance and contractor workflows; expenditure traceability; maintenance and replacement forecasting; self-service reporting; mobile working; scalability; and secure data portability. WeST is considering at least 99.5% monthly availability, prioritised support targets, service credits for material failure and acceptance-based implementation payments. Feedback is invited on proportionality and market practice.
CPV: Computer facilities management services · Database and operating software package · Electronic data management (EDM) · Facilities management software package · Facilities management software package and software package suite · IT services: consulting, software development, Internet and support · Miscellaneous software package and computer systems · Software implementation services · Software package and information systems · Software-related services
The lotProcurement structure
single lot · no lot value publishedLot #1PlannedRenewal
Pipeline intelligence · planning stage: how this market runs before the tender is published
How Westcountry Schools Trust buys Facilities management software package and software package suite (CPV 4842), and who usually turns up
Westcountry Schools Trust has little published record in this market. Frameworks and DPS are left out: they draw different bid counts. Whole-market view: Facilities management software package and software package suite (CPV 4842) →
How the contest usually goes
Winner shares use published awards; bid and price charts use contested lots.
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The counts under this question show how many awards have a known supplier size.
No supplier sizes published for this authority.
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Local means the winner is registered in the region where that award was delivered.
Most of this buyer’s recorded winners were registered outside the region where that award was delivered.
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Half of these awards have an award date within 6 days of the bid deadline.
i
The market share is a minimum: some awards have no bid count.
Missing bid counts may hide more single-bid awards. This share is a minimum.
How many bids did past lots attract?
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1 bid0%
2–314%
4–643%
7+43%
How did awards compare with estimates?
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Below estimate55%
Within ±2%35%
Above estimate10%
Assess each lot i
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Open a lot for its forecast, this buyer’s previous supplier and possible competitors, from published award history, not a bid list
Lot #1CPV 4842Published estimate£350k
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Each lot shows its own forecast based on its own category; forecasts for different lots of the same notice are not comparative. The bar shows 34 past lots.
1 bid12%
2–324%
4–644%
7+21%
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No comparable awards for this lot yet.
Who has supplied this buyer on similar work? i
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No earlier contract of this buyer matches this lot on the published record.
Who could compete for this lot? i
i
Candidate suppliers for this notice have not been worked out yet, so this is not a verdict that nobody fits.
About this data
- Estimates, labelled. The price range, possible competitors and earlier-work matches are our estimates from past awards, not published facts, win chances or price advice. The buyer’s own record and the wider market are shown apart, never mixed.
- Source. Official UK public procurement notices (Find a Tender and Contracts Finder), reused under the Open Government Licence v3.0, updated through the day and rebuilt nightly. Not every figure uses both feeds, and each one shows how many records it rests on: see the methodology. Spotted something wrong? Tell us.
Coming up in this sector
Contracts ending within 12 months · Retender Radar, sector filter set
Procedure terms & legal framework
From the official record- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Planned procurement
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 29 Sept 2026, 21:02 BST
- Last source update
- 29 Sept 2026, 21:02 BST
- Authority reference
WCST01.27- FTS notice number
2026/S 000-092095- Latest notice
- Preliminary market engagement notice (UK2)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-077cf9Find a Tender
How it was run
Official notice- Submission deadline
- —
Timeline
29 Sept 2026 → 1 Sept 2027 · 4 dates- Planning notice published45 days ago29 Sept 2026, 21:02 BST
- Market engagement21 days ago23 Oct 2026, 23:59 BST
uk.eu-supply.com/app/rfq/rwlentrance_… ↗ The purpose of this pre-market engagement is to gather objective information about market capability and practice to support the Trust in developing a future specification and procurement for a CAFM System. It is not intended to identify or select a preferred supplier or product. Through this engagement, the Trust aims to understand:
- single-platform versus integrated-solution options;
- Understand current market solutions and innovation;
- Inform system integration requirements;
- Explore implementation and transition approaches;
- Understand commercial and pricing models;
- Identify risks or considerations prior to formal tender. Feedback received will inform the development of the final service specification and procurement documentation. As part of this Pre-Market Engagement (PME), suppliers are invited to participate in a group/shared pre-market engagement meeting with the Trust. Two dates/times are being offered and any supplier who requests to attend will be sent a MS Teams link Session format: Activity Time Introductions 5 minutes Trust Presentation 25 minutes Supplier Questions 30 minutes A MS Forms Questionnaire will also be provided, which can be completed and submitted. This information can also be used to understanding and inform future procurement planning. It does not form part of any formal evaluation process. This engagement does not form part of any formal evaluation process. All correspondence, bookings and submissions must be made through the PHP Law LLP tendering portal. Suppliers should not contact WeST directly regarding this exercise. Suppliers who are unable at attend a session are still encouraged to participate by submitting the MS Forms Questionnaire by Friday 23rd October 2026. Written submissions will be given equal consideration as part of this pre-market engagement. Activity Date PME Issued 28th September 2026 Supplier Feedback Deadline 23rd October 2026 Pre-Market Engagement Meeting Options. 12th October 2026 – 13:00 – 14:00, or 19th October 2026 – 10:00 – 11:00 Procurement Launch (anticipated) November 2026 Target Go-Live September 2027 All correspondence relating to this pre-market engagement should be through the tendering portal via the messaging function and the Trust should not be contacted directly. A link to the selected meeting date will be provided via the message function once a Supplier confirmed interest has been received.
- Tender notice expected4 days ago9 Nov 2026, 23:59 GMT
- Today14 Nov 2026
- Contract startsin 290 days1 Sept 2027
Notice history
1 event · 1 release on Find a Tender- Preliminary market engagement notice published29 Sept 2026, 21:02 BSTUK2
Commercial outcome & contract awards
Pipeline notice- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
Contracting authority & participating public bodies
2 public bodies on the noticeOther public bodies
- PHP Law LLPProcess contact pointProcuring entityProcurement Consultant
Official documents & specifications (1)
Official links; attachments are not copiedNotices published for this procedure
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender