Award

Unit4 Enterprise Resource Planning Software

WEST MIDLANDS COMBINED AUTHORITY

This public procurement record has 2 releases in its history.

Award

22 Jul 2025 at 15:25

UK6 - Contract Award Notice
Award

22 Jul 2025 at 15:15

UK5 - Transparency Notice
Summary of the contracting process

The West Midlands Combined Authority has completed a procurement process for the renewal of their Enterprise Resource Planning (ERP) software, specifically the "Business World" system, under the legal framework of the Procurement Act 2023. The procurement stage concluded with a direct award to the large-scale supplier UNIT4 BUSINESS SOFTWARE LIMITED, located in London, United Kingdom. This contract, valued at £2,006,438.43, includes additional functionalities such as Proactis Rego Contract Management and Supplier Relationship Management, alongside professional support services. The contract's duration spans from 1 August 2025 to 31 July 2028, with options for two additional 12-month extensions. The procurement method was a direct award due to the technical and economic impracticality of switching suppliers within the required timeframe, and there were no competitive alternatives providing equivalent value identified.

This tender presents significant opportunities for businesses within the software industry, particularly those specialising in ERP systems, to explore partnerships and integrated service solutions with the West Midlands Combined Authority or similar regional government bodies. Large software enterprises with the capacity to offer comprehensive ERP solutions and ongoing support will find themselves best suited to compete in comparable procurement opportunities. The inclusion of professional support services in the contract highlights a demand for skilled project management and consultancy services, suggesting potential areas for specialised firms to engage in public sector projects. This contracting process underlines the importance of existing supplier relationships and showcases the benefits of being a critical technology provider capable of delivering essential and integrated services under direct award contracts.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

Unit4 Enterprise Resource Planning Software

Notice Description

West Midlands Combined Authority require the renewal of its current Enterprise Resource Planning software known as Business World, which was originally implemented in the organisation in July 2021. Alongside the renewal of its current offering, the following additional functionality will be made available: 1) Proactis Rego Contract Management 2) Supplier Relationship Management 3) Marketplace Furthermore, this award also includes the following Professional Support Services for WMCA to utilise as/when required over the duration of the contract: - Project Management x 105 hours - Consultant x 50 hours - Architect x 37.5 hours

Procurement Information

The West Midlands Combined Authority (WMCA) intends to directly award a three-year (with x2 12 month extension period available) contract to the incumbent supplier in accordance with the provisions of the Procurement Act 2023. This decision is based on the grounds of technical and economic impracticality of switching suppliers within the required timeframe and the absence of a suitable competitive alternative that delivers equivalent value and continuity. The incumbent supplier currently provides a core enterprise software solution that underpins critical WMCA operations. Following an assessment of market options, including the use of existing public sector frameworks, it has been determined that these do not offer commercially viable or value-for-money alternatives when compared to the terms achievable through direct negotiation with the current supplier. Benchmarking has shown that framework options carry significantly higher cost implications over the same period. Due to the complexity and integration of the existing system across multiple departments, transitioning to an alternative provider would require extensive procurement lead time, significant implementation resources, and a high-risk migration programme - all of which would exceed the remaining duration of the current contract and introduce potential service disruption. A short-term contract was considered but discounted due to the disproportionate resource cost of running multiple procurements and the operational impact of another full-scale procurement process within a short timeframe. This three-year (plus x2 12 month extension options) contract via direct award is considered a proportionate and necessary step to: maintain business-critical operations without disruption; allow for continued value through negotiation with the incumbent supplier; support the authority in developing a longer-term digital and procurement strategy that can allow for genuine competition at the appropriate point in the future. WMCA is committed to ensuring transparency and compliance with procurement principles and will publish further updates should market conditions or internal planning timelines require adjustment. This direct award does not preclude future market engagement or competitive opportunities and is intended to ensure legal, operational, and economic stability in the interim.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05641c
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/042151-2025
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Direct
Procurement Method Details
Direct award
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48451000 - Enterprise resource planning software package

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£2,186,063 £1M-£10M
Contracts Value
Not specified

Notice Dates

Publication Date
22 Jul 20257 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
21 Jul 20257 months ago
Contract Period
31 Jul 2025 - 31 Jul 2028 3-4 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
WEST MIDLANDS COMBINED AUTHORITY
Contact Name
Not specified
Contact Email
procurement.team@wmca.org.uk
Contact Phone
Not specified

Buyer Location

Locality
BIRMINGHAM
Postcode
B19 3SD
Post Town
Birmingham
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG3 West Midlands
Small Region (ITL 3)
TLG31 Birmingham
Delivery Location
Not specified
Local Authority
Birmingham
Electoral Ward
Newtown
Westminster Constituency
Birmingham Ladywood

Supplier Information

Number of Suppliers
1
Supplier Name

UNIT4 BUSINESS SOFTWARE

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05641c-2025-07-22T16:25:23+01:00",
    "date": "2025-07-22T16:25:23+01:00",
    "ocid": "ocds-h6vhtk-05641c",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PGMD-1353-PZVX",
            "name": "West Midlands Combined Authority",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PGMD-1353-PZVX"
            },
            "address": {
                "streetAddress": "16 Summer Lane",
                "locality": "Birmingham",
                "postalCode": "B19 3SD",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG31"
            },
            "contactPoint": {
                "email": "procurement.team@wmca.org.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthoritySubCentralGovernment",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        },
        {
            "id": "GB-COH-01737985",
            "name": "UNIT4 BUSINESS SOFTWARE LIMITED",
            "identifier": {
                "scheme": "GB-COH",
                "id": "01737985"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PVRP-7679-QVJG"
                }
            ],
            "address": {
                "streetAddress": "C/O Corporation Service Company (Uk) Limited",
                "locality": "London",
                "postalCode": "E14 5HU",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI42"
            },
            "contactPoint": {
                "email": "bids.uki@unit4.com"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "http://www.unit4.com",
                "scale": "large",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PGMD-1353-PZVX",
        "name": "West Midlands Combined Authority"
    },
    "tender": {
        "id": "ocds-h6vhtk-05641c",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Unit4 Enterprise Resource Planning Software",
        "description": "West Midlands Combined Authority require the renewal of its current Enterprise Resource Planning software known as Business World, which was originally implemented in the organisation in July 2021. Alongside the renewal of its current offering, the following additional functionality will be made available: 1) Proactis Rego Contract Management 2) Supplier Relationship Management 3) Marketplace Furthermore, this award also includes the following Professional Support Services for WMCA to utilise as/when required over the duration of the contract: - Project Management x 105 hours - Consultant x 50 hours - Architect x 37.5 hours",
        "status": "complete",
        "procurementMethod": "direct",
        "procurementMethodDetails": "Direct award",
        "procurementMethodRationale": "The West Midlands Combined Authority (WMCA) intends to directly award a three-year (with x2 12 month extension period available) contract to the incumbent supplier in accordance with the provisions of the Procurement Act 2023. This decision is based on the grounds of technical and economic impracticality of switching suppliers within the required timeframe and the absence of a suitable competitive alternative that delivers equivalent value and continuity. The incumbent supplier currently provides a core enterprise software solution that underpins critical WMCA operations. Following an assessment of market options, including the use of existing public sector frameworks, it has been determined that these do not offer commercially viable or value-for-money alternatives when compared to the terms achievable through direct negotiation with the current supplier. Benchmarking has shown that framework options carry significantly higher cost implications over the same period. Due to the complexity and integration of the existing system across multiple departments, transitioning to an alternative provider would require extensive procurement lead time, significant implementation resources, and a high-risk migration programme - all of which would exceed the remaining duration of the current contract and introduce potential service disruption. A short-term contract was considered but discounted due to the disproportionate resource cost of running multiple procurements and the operational impact of another full-scale procurement process within a short timeframe. This three-year (plus x2 12 month extension options) contract via direct award is considered a proportionate and necessary step to: maintain business-critical operations without disruption; allow for continued value through negotiation with the incumbent supplier; support the authority in developing a longer-term digital and procurement strategy that can allow for genuine competition at the appropriate point in the future. WMCA is committed to ensuring transparency and compliance with procurement principles and will publish further updates should market conditions or internal planning timelines require adjustment. This direct award does not preclude future market engagement or competitive opportunities and is intended to ensure legal, operational, and economic stability in the interim.",
        "lots": [
            {
                "id": "1",
                "status": "complete"
            }
        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            }
        ],
        "procurementMethodRationaleClassifications": [
            {
                "id": "additionalRepeatExtensionPartialReplacement"
            }
        ]
    },
    "awards": [
        {
            "id": "1",
            "status": "pending",
            "value": {
                "amountGross": 2623276.13,
                "amount": 2186063.44,
                "currency": "GBP"
            },
            "mainProcurementCategory": "goods",
            "aboveThreshold": true,
            "suppliers": [
                {
                    "id": "GB-COH-01737985",
                    "name": "UNIT4 BUSINESS SOFTWARE LIMITED"
                }
            ],
            "items": [
                {
                    "id": "1",
                    "additionalClassifications": [
                        {
                            "scheme": "CPV",
                            "id": "48451000",
                            "description": "Enterprise resource planning software package"
                        }
                    ],
                    "deliveryAddresses": [
                        {
                            "region": "UKG",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        },
                        {
                            "region": "UKG",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        }
                    ],
                    "relatedLot": "1"
                }
            ],
            "contractPeriod": {
                "startDate": "2025-08-01T00:00:00+01:00",
                "endDate": "2028-07-31T23:59:59+01:00",
                "maxExtentDate": "2030-07-31T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "1 x 12-month extension: 1st August 2028 - 31st July 2029 1 x 12-month extension: 1st August 2029 - 31st July 2030"
            },
            "relatedLots": [
                "1"
            ],
            "documents": [
                {
                    "id": "042144-2025",
                    "documentType": "awardNotice",
                    "noticeType": "UK5",
                    "description": "Transparency notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/042144-2025",
                    "datePublished": "2025-07-22T16:15:55+01:00",
                    "format": "text/html"
                },
                {
                    "id": "042151-2025",
                    "documentType": "awardNotice",
                    "noticeType": "UK6",
                    "description": "Contract award notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/042151-2025",
                    "datePublished": "2025-07-22T16:25:23+01:00",
                    "format": "text/html"
                }
            ],
            "milestones": [
                {
                    "id": "1",
                    "type": "futureSignatureDate",
                    "dueDate": "2025-08-01T23:59:59+01:00",
                    "status": "scheduled"
                }
            ],
            "date": "2025-07-22T00:00:00+01:00",
            "standstillPeriod": {
                "endDate": "2025-07-31T23:59:59+01:00"
            }
        }
    ],
    "language": "en"
}