Westcountry Schools Trust - CAFM System
Westcountry Schools Trust
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Key details
Procurement
- 48000000 Software package and information systems
- 48420000 Facilities management software package and software package suite
- 48421000 Facilities management software package
- 48600000 Database and operating software package
- 48613000 Electronic data management (EDM)
- 48900000 Miscellaneous software package and computer systems
- 72000000 IT services: consulting, software development, Internet and support
- 72260000 Software-related services
- 72263000 Software implementation services
- 72514000 Computer facilities management services
What happened
The contract runs until 31 Aug 2030.
Description
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. 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.
How to engage
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=109403&TID=100114447&B= 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.
Contact
Bid documents
Identifiers
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View all →External ID: fts-ocds-h6vhtk-077cf9 • Added 29 September 2026