Official UK procurement notice
Westcountry Schools Trust - CAFM System
Authority: Westcountry Schools Trust (Education)·On behalf of: PHP Law LLP
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.
i
How often small and medium firms win.
Share of awards where the winner’s size is known.
The counts under this question show how many awards have a known supplier size.
No small-firm winners recorded among this authority’s published awards in this sample.
i
How often local firms win similar work.
Winners with a registered address in the delivery region, out of awards with a known address.
Local means the winner is registered in the region where that award was delivered.
A local branch does not count if the registered address is elsewhere.
Most of this buyer’s recorded winners were registered outside the region where that award was delivered.
i
How long buyers here take to decide after bids close.
Middle value in days from the bid deadline to the award date, on competitions that published both.
Only decided tenders count, so slow ones still waiting are not in.
Half of these awards have an award date within 6 days of the bid deadline.
i
How often work is awarded with no recorded rival.
Direct awards and tenders where every published lot count shows one bid.
The market share is a minimum: some awards have no bid count.
Thin markets produce this too; it is not proof of a tailored specification.
Missing bid counts may hide more single-bid awards. This share is a minimum.
How many bids did past lots attract?
i
How many bids past lots received.
Each colour is a bid-count range. Only competed lots with a published count are included.
Past bids do not predict this tender.
1 bid0%
2–314%
4–643%
7+43%
How did awards compare with estimates?
i
Where winning prices landed against estimates.
Each colour shows awards below, close to or above the published estimate, one lot at a time.
Past prices are a guide, not a bid price.
Below estimate55%
Within ±2%35%
Above estimate10%
Assess each lot i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
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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How many bids this lot may attract.
The forecast uses similar past competitions. The bar shows either that forecast or past bid counts; the line below says which.
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 33 past lots.
A forecast, not a list of bidders.
1 bid12%
2–324%
4–645%
7+18%
i
Where the award price may land.
The forecast uses similar awards and the buyer’s estimate. The band covers the middle half of likely prices.
No comparable awards for this lot yet.
A statistical guide from past awards, not a price to bid.
Who has supplied this buyer on similar work? i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
No earlier contract of this buyer matches this lot on the published record.
Who could compete for this lot? i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
Candidate suppliers for this notice have not been worked out yet, so this is not a verdict that nobody fits.
About this data
- Source. Official UK public procurement notices (Find a Tender), reused under the Open Government Licence v3.0. New notices arrive through the day; the figures are rebuilt nightly.
- Two views, kept apart. The authority’s own track record and the wider market for the same kind of work sit side by side and are never mixed. Where the local picture is too thin, a figure widens to a broader market and says which one it used.
- Forecasts are labelled. The price forecast and its range, possible competitors and the earlier-work matches are our estimates from past awards: not published facts, not win chances and not price advice. Official notices do not say who is bidding.
- Every figure shows what it rests on. Not every notice publishes a bid count, a value or a delivery region, so each figure carries the number of records behind it, and one built on few records is marked as such. The on a figure explains it; the counting rules are in the methodology. Spotted something wrong? Tell us.
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 published28 days ago29 Sept 2026, 21:02 BST
- Market engagement3 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.
- Today27 Oct 2026
- Tender notice expectedin 13 days9 Nov 2026, 23:59 GMT
- Contract startsin 308 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