Notice Information
Notice Title
Portfolio Information Management System
Notice Description
The current version of the Portfolio Information Management System (PIMS) was implemented by the West Yorkshire Combined Authority in 2018. The system was developed to improve the transparency and consistency of information for projects that were being delivered by the Combined Authority and its delivery partners, and because of that, improve the efficiency of monitoring and reporting information. Since then, WYCA has expanded its portfolio significantly -- from 200 to over 800 project sites -- and the existing system has struggled to keep pace. Key challenges include: * Outdated technology architecture. * Manual, resource-intensive updates. * Limited reporting and dashboarding capabilities. * A lack of scalability for growing governance and assurance needs. In response, WYCA's Strategic Portfolio Office (SPO) has engaged internal stakeholders throughout WYCA and reviewed lessons learned to define the vision for a future-ready system. We are now seeking a development partner to provide a new system that delivers improved functionality, efficiency, and user experience. Project Objectives The new PIMS should enable the following key outcomes: 1. Up-to-Date Project Visibility Provide reliable, real-time access to performance, financials, and status across all live and completed projects. 2. Streamlined Reporting Offer configurable dashboards and automated reporting (including Power BI integration) for users at all levels -- from project teams to senior leaders. 3. Data-Driven Decision Making Support robust evaluation and assurance through consistent data capture aligned with WYCA's Evaluation Strategy. 4. System Integration Seamlessly integrate with WYCA's existing tools and infrastructure, including Microsoft Office 365, CI Anywhere, and CRM platforms. 5. Operational Efficiency Reduce administrative burden through bulk updates, workflow automation, and smart form validation. 6. User Adoption & Confidence Be intuitive and trusted -- so much so that it could be confidentl
Planning Information
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=93312&B=
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-050665
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/004321-2026
- Current Stage
- Award
- All Stages
- Planning, Tender, Award
Procurement Classification
- Notice Type
- UK7 - Contract Details Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Open
- Procurement Method Details
- Competitive flexible procedure
- Tender Suitability
- SME, VCSE
- Awardee Scale
- SME
Common Procurement Vocabulary (CPV)
- CPV Divisions
48 - Software package and information systems
72 - IT services: consulting, software development, Internet and support
-
- CPV Codes
48000000 - Software package and information systems
48612000 - Database-management system
72000000 - IT services: consulting, software development, Internet and support
72300000 - Data services
Notice Value(s)
- Tender Value
- £600,000 £500K-£1M
- Lots Value
- £600,000 £500K-£1M
- Awards Value
- £550,000 £500K-£1M
- Contracts Value
- £700,000 £500K-£1M
Notice Dates
- Publication Date
- 19 Jan 20261 months ago
- Submission Deadline
- 15 Sep 2025Expired
- Future Notice Date
- 13 Jun 2025Expired
- Award Date
- 10 Oct 20254 months ago
- Contract Period
- 12 Nov 2025 - 11 Nov 2029 4-5 years
- Recurrence
- Not specified
Notice Status
- Tender Status
- Complete
- Lots Status
- Complete
- Awards Status
- Active
- Contracts Status
- Active
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- WEST YORKSHIRE COMBINED AUTHORITY
- Contact Name
- Przemek Dudek
- Contact Email
- przemek.dudek@westyorks-ca.gov.uk
- Contact Phone
- +44 01132517272
Buyer Location
- Locality
- LEEDS
- Postcode
- LS1 2DE
- Post Town
- Leeds
- Country
- England
-
- Major Region (ITL 1)
- TLE Yorkshire and The Humber
- Basic Region (ITL 2)
- TLE4 West Yorkshire
- Small Region (ITL 3)
- TLE42 Leeds
- Delivery Location
- TLE4 West Yorkshire
-
- Local Authority
- Leeds
- Electoral Ward
- Little London & Woodhouse
- Westminster Constituency
- Leeds Central and Headingley
Further Information
Notice Documents
-
https://www.find-tender.service.gov.uk/Notice/004321-2026
19th January 2026 - Contract details notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/066411-2025
17th October 2025 - Contract award notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/042365-2025
23rd July 2025 - Tender notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/040488-2025
16th July 2025 - Tender notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/040481-2025
16th July 2025 - Tender notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/016546-2025
23rd April 2025 - Preliminary market engagement notice on Find a Tender
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
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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"datePublished": "2025-07-23T13:31:17+01:00",
"format": "text/html"
}
],
"amendments": [
{
"id": "040488-2025",
"description": "Added Stage 1 submission deadline information into the Competitive flexible procedure description"
},
{
"id": "042365-2025",
"description": "Added Stage 1 submission deadline that is 12PM (noon) on 7th August 2025 information into the Competitive flexible procedure description Deadline of clarification questions have been extended to 5PM on 25th July 2025"
}
]
},
"language": "en",
"bids": {
"details": [
{
"id": "1",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PZGH-6328-DRJX",
"name": "Akhter Computers Limited"
}
],
"relatedLots": [
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]
},
{
"id": "2",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PVNM-8622-MWYZ",
"name": "Alsvior Global Limited"
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "3",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PHNB-4798-BMDM",
"name": "BestOutcome LTD"
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "4",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PRHC-6685-TMYV",
"name": "Blacklight software"
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "5",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PMQB-1458-XYQP",
"name": "Corporate Project Solutions Ltd"
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "6",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PPHG-9134-DGDZ",
"name": "INVOKA CONSULTING LIMITED"
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "7",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PHRQ-8748-YCPH",
"name": "Micro Focus Software UK Ltd"
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "8",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PTTW-8121-RVYY",
"name": "Ninth Wave Ltd."
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "9",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PLXZ-2584-THBP",
"name": "PARM AG"
}
],
"relatedLots": [
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},
{
"id": "10",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PGXR-9328-GJQL",
"name": "Polarisoft The Anywhere Company"
}
],
"relatedLots": [
"LOT-0000"
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},
{
"id": "11",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PMCX-5732-PJYQ",
"name": "Program Framework Ltd"
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "12",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PYTJ-2793-VJWL",
"name": "Quarrydale Consulting Ltd"
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "13",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PJPH-4599-JMJR",
"name": "The Evolution Group 2022 Limited"
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "14",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PLDT-1124-ZRGY",
"name": "TMI Systems Limited"
}
],
"relatedLots": [
"LOT-0000"
]
},
{
"id": "15",
"status": "valid",
"tenderers": [
{
"id": "GB-PPON-PJLT-8333-WMTM",
"name": "Track Metrics Ltd"
}
],
"relatedLots": [
"LOT-0000"
]
}
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"statistics": [
{
"id": "1",
"measure": "bids",
"value": 15,
"relatedLot": "LOT-0000"
},
{
"id": "2",
"measure": "finalStageBids",
"value": 15,
"relatedLot": "LOT-0000"
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{
"id": "3",
"measure": "smeFinalStageBids",
"value": 14,
"relatedLot": "LOT-0000"
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{
"id": "4",
"measure": "vcseFinalStageBids",
"value": 0,
"relatedLot": "LOT-0000"
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},
"awards": [
{
"id": "1",
"title": "Portfolio Information Management System",
"status": "active",
"date": "2025-10-10T00:00:00Z",
"value": {
"amountGross": 660000,
"amount": 550000,
"currency": "GBP"
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"mainProcurementCategory": "services",
"aboveThreshold": true,
"suppliers": [
{
"id": "GB-PPON-PTTW-8121-RVYY",
"name": "Ninth Wave Ltd."
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"items": [
{
"id": "LOT-0000",
"additionalClassifications": [
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"scheme": "CPV",
"id": "72000000",
"description": "IT services: consulting, software development, Internet and support"
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"deliveryAddresses": [
{
"region": "UKE4",
"country": "GB",
"countryName": "United Kingdom"
},
{
"region": "UKE4",
"country": "GB",
"countryName": "United Kingdom"
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],
"relatedLot": "LOT-0000"
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"standstillPeriod": {
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"contractPeriod": {
"startDate": "2025-11-07T00:00:00Z",
"endDate": "2029-11-06T23:59:59Z",
"maxExtentDate": "2033-11-04T23:59:59Z"
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"hasRenewal": true,
"renewal": {
"description": "Contract structure: Implementation time up to 12 Months Initial term 36 Months 2 x 24 Months optional extensions"
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"relatedLots": [
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"documents": [
{
"id": "066411-2025",
"documentType": "awardNotice",
"noticeType": "UK6",
"description": "Contract award notice on Find a Tender",
"url": "https://www.find-tender.service.gov.uk/Notice/066411-2025",
"datePublished": "2025-10-17T15:20:38+01:00",
"format": "text/html"
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],
"assessmentSummariesDateSent": "2025-10-17T00:00:00Z",
"milestones": [
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"id": "1",
"type": "futureSignatureDate",
"dueDate": "2025-11-07T23:59:59Z",
"status": "scheduled"
}
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}
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"contracts": [
{
"id": "1",
"awardID": "1",
"status": "active",
"period": {
"startDate": "2025-11-12T00:00:00Z",
"endDate": "2029-11-11T23:59:59Z",
"maxExtentDate": "2033-11-11T23:59:59Z"
},
"hasRenewal": true,
"renewal": {
"description": "2 optional extensions of 2Y"
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"value": {
"amountGross": 700000,
"currency": "GBP"
},
"aboveThreshold": true,
"dateSigned": "2025-11-12T00:00:00Z",
"agreedMetrics": [
{
"id": "1",
"title": "System Availability",
"description": ">= 99.95% uptime",
"observations": [
{
"id": "frequency",
"period": {
"durationInMonths": 1
}
}
]
},
{
"id": "2",
"title": "User Satisfaction",
"description": ">= 70% (surveyed)",
"observations": [
{
"id": "frequency",
"period": {
"durationInMonths": 12
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}
]
},
{
"id": "3",
"title": "Backup Success Rate",
"description": "100%",
"observations": [
{
"id": "frequency",
"period": {
"durationInMonths": 1
}
}
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},
{
"id": "4",
"title": "SLA Adherence (response)",
"description": ">= 95%",
"observations": [
{
"id": "frequency",
"period": {
"durationInMonths": 1
}
}
]
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{
"id": "5",
"title": "Issue Resolution Rate",
"description": ">= 90%",
"observations": [
{
"id": "frequency",
"period": {
"durationInMonths": 1
}
}
]
}
],
"documents": [
{
"id": "004321-2026",
"documentType": "contractNotice",
"noticeType": "UK7",
"description": "Contract details notice on Find a Tender",
"url": "https://www.find-tender.service.gov.uk/Notice/004321-2026",
"datePublished": "2026-01-19T12:47:49Z",
"format": "text/html"
}
]
}
]
}