Westcountry Schools Trust - CAFM System tender, Westcountry Schools Trust

In brief

Westcountry Schools Trust has announced plans to buy IT and software work. This is an early notice: there is nothing to bid on yet, but it tells you a tender may follow.

The estimated value is £350,000 excluding VAT.

The contract runs for 3 years, up to 5 years with extensions, starting 1 September 2027.

The buyer says it is suitable for small and medium-sized businesses.

Built from the notice's own fields. Always check the official notice before you bid.

Can I win this?

Competition

Typical: a median of 5 bids per contract for IT and software contracts in this region (from 113 awards in the last 12 months).

What the notice says

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,…Read the full 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 bid

Read the full notice on Find a Tender, including any tender documents it links to.
Register your organisation on the Central Digital Platform (through Find a Tender) if you have not already. Suppliers need to be registered to take part in procurements under the Procurement Act 2023.
Follow the submission instructions in the notice; it does not name an e-tendering portal.

Timeline

29 September 2026Preliminary market engagement notice · UK2, notice 092095-2026

Last time this was bought

Westcountry Schools Trust Provision of HR System and Payroll Service

Won by: Access UK Limited
Awarded: 17 March 2026
Value: £615,600
Bids: 11
Contract ends: 16 March 2029

Matched on Westcountry Schools Trust, the type of work and the title; it may be a related contract rather than the same one. Check the notice to be sure.

About the buyer

Westcountry Schools TrustLast 12 months

Procurements

2

Awards

1

Suppliers it has used most for IT and software

Access UK Limited1 contract

All tenders and awards from Westcountry Schools Trust

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