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Data Governance Solution for YPO

YPO

This public procurement record has 1 release in its history.

Award

09 Sep 2026 at 12:24

Award Notice
Summary of the contracting process

Yorkshire Purchasing Organisation procured a Microsoft 365-native data governance service for its digital estate, delivered in the Yorkshire and the Humber area. The service covers compliance software and information security across SharePoint, OneDrive and Exchange. Its scope includes automated discovery and contextual classification of large volumes of unstructured data, identification of sensitive, misclassified, high-risk, ROT and stale content, and automated or workflow-based sensitivity labelling. It also provides exception handling, controlled remediation with rollback, retention-policy-aligned disposition, monitoring of external sharing and permission changes, and identification of newly created unlabelled content. Real-time dashboards, exportable reports and ISO 27001-ready evidence packs support audit and operational oversight. The solution remains within YPO’s Microsoft 365 tenant, supporting GDPR compliance and preventing data exfiltration.

The procurement is complete and was awarded through a selective call-off from a framework agreement. The tender submission deadline was 13 February 2026. Yorkshire Purchasing Organisation awarded the contract to Gradian Systems Ltd on 5 May 2026 for £128,000 including the published contract value. The contract runs from 6 May 2026 to 5 May 2030. The requirement was classified as services and was identified under CPV 48170000, compliance software package. The opportunity was identified as suitable for small and medium-sized enterprises and voluntary, community and social enterprises. The award is active. Gradian Systems Ltd is the sole named supplier, so the stated value and contract period relate to that award rather than a combined total across multiple suppliers or lots.

This award shows that Yorkshire Purchasing Organisation values a specialist Microsoft 365 data governance capability rather than a general compliance consultancy. A credible competitor would need a solution that operates natively inside a customer’s Microsoft 365 tenant, with strong controls against data leaving the tenant and clear support for GDPR and information security requirements. Relevant capability includes large-scale discovery and contextual classification across SharePoint, OneDrive and Exchange; sensitivity labelling; exception workflows; reversible remediation; defensible disposal of ROT and stale data; and continuous monitoring of sharing, permissions and newly created content. Suppliers should also be able to provide audit-ready reporting, operational dashboards and ISO 27001-aligned evidence. The procurement was suitable for SMEs and VCSEs, indicating that established specialist providers as well as larger technology businesses may be credible competitors.

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Notice Information

Notice Title

Data Governance Solution for YPO

Notice Description

This service provides a comprehensive, Microsoft 365 - native data governance solution designed to improve information security, compliance and lifecycle management across YPO's digital estate. It delivers automated discovery and classification of large-scale unstructured data across SharePoint, OneDrive and Exchange, using contextual analysis to identify sensitive, misclassified, or high risk content. The service supports automated or workflow-based sensitivity labelling, robust exception handling, and safe, controlled remediation with rollback capabilities. It identifies ROT and stale data, enabling defensible disposition aligned with retention policies. Continuous monitoring highlights external sharing risks, permission drift, and newly created unlabelled content. Real-time dashboards, exportable reports, and ISO27001 - ready evidence packs support audit readiness and operational oversight. The solution operates fully within YPO Microsoft 365 tenant, ensuring no data exfiltration, strong security controls, and full alignment with GDPR and organisational compliance requirements.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-8d727e60-6ecb-40d4-b85a-207479b729b0
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/bc5f23b8-c629-429b-b20e-5c462cb5ca25
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Call-off from a framework agreement
Tender Suitability
SME, VCSE
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48170000 - Compliance software package

Notice Value(s)

Tender Value
£128,000 £100K-£500K
Lots Value
Not specified
Awards Value
£128,000 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
9 Sep 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
5 May 20264 months ago
Contract Period
6 May 2026 - 5 May 2030 4-5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
YPO
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WAKEFIELD
Postcode
WF2 0XE
Postcode Area
Wakefield
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE45 Wakefield
Delivery Location
TLE Yorkshire and The Humber
Local Authority
Wakefield
Electoral Ward
Wrenthorpe and Outwood West
Westminster Constituency
Wakefield and Rothwell

Supplier Information

Number of Suppliers
1
Supplier Name

GRADIAN SYSTEMS LTD

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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