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Workforce Management Solution

West Yorkshire Combined Authority

This public procurement record has 2 releases in its history.

Tender

12 Aug 2026 at 16:14

UK4 - Tender Notice
Planning

22 Jul 2026 at 10:38

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

West Yorkshire Combined Authority is procuring a workforce management solution for West Yorkshire Police’s Contact function. The requirement is for a modern, data-driven system to plan, manage and optimise workforce deployment, helping the police service respond efficiently to current and future demand. The solution is a software service covering workforce management and related capabilities, including administration, calendar, database, time-accounting and human-resources functions. The work will support operations in West Yorkshire. The procurement is being undertaken by the Combined Authority, while the operational requirement is for West Yorkshire Police. Suppliers will need to provide a complete workforce management system rather than an isolated software component, with the detailed scope and requirements set out in the invitation-to-tender documentation.

The procurement has reached tender: the buyer has invited offers through an open competitive flexible procedure. Enquiries must be submitted by 27 August 2026 at 17:00, and electronic responses must be submitted by 7 September 2026 at 13:00. The contract is scheduled to run from 1 December 2026 to 31 March 2032, with an option for up to four additional 12-month extensions, potentially extending the arrangement to 31 March 2036. The estimated value is £1,350,000 excluding VAT and £1,620,000 including VAT. There is one lot, identified as suitable for SMEs. Offers will be evaluated on quality weighted at 60% and price at 40%. Economic and technical selection requirements apply.

This opportunity suits software suppliers with a workforce management product capable of supporting police contact-centre operations and changing organisational demand. The system must be able to plan and optimise workforce deployment, support current and future requirements, and accommodate additional user licences as demand grows. Suppliers should be prepared to offer a hosted solution initially, while retaining the capability to transition to an on-premises deployment if security, operational or regulatory needs require it. The requirement also favours providers able to develop or supply enhanced functionality, additional modules and evolving requirements during the contract term. It may suit SMEs as well as larger technology businesses, provided they can demonstrate the necessary economic and technical capacity through the tender documentation.

How relevant is this notice?

Notice Information

Notice Title

Workforce Management Solution

Notice Description

West Yorkshire Police require a Workforce Management System that will provide a modern, data-driven capability to plan, manage and optimise workforce deployment across the Contact function, enabling West Yorkshire Police to meet current and future demand efficiently and effectively. Please see ITT documentation for further detail. This can be found on below link (following registration) https://atamis-7459.my.site.com/s/Welcome

Lot Information

Lot 1

Renewal: The Contract will include the option to extend for up to four (4) additional periods of twelve (12) months following expiry of the initial contract term. These extension options may be exercised in any combination, at West Yorkshire Police's discretion, up to the maximum extension period available. For example, the Contract may be extended by one (1), two (2), three (3), or four (4) years, either as a single extension period or as consecutive annual extensions, subject to satisfactory supplier performance and ongoing business requirements.

Planning Information

Potential Suppliers are invited to review and respond to a PME Microsoft Form. https://forms.office.com/e/AMHyC4TmfX

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06d084
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/076936-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

48219300 - Administration software package

48450000 - Time accounting or human resources software package

48517000 - IT software package

48611000 - Database software package

48942000 - Calendar software package

72268000 - Software supply services

Notice Value(s)

Tender Value
£1,350,000 £1M-£10M
Lots Value
£1,350,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
12 Aug 20261 months ago
Submission Deadline
7 Sep 2026Expired
Future Notice Date
3 Aug 2026Expired
Award Date
Not specified
Contract Period
1 Dec 2026 - 31 Mar 2032 Over 5 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
West Yorkshire Combined Authority
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LEEDS
Postcode
LS1 2DE
Postcode Area
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

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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