Official UK procurement notice
Computer Aided Facilities Management (CAFM) System
Authority: West Yorkshire Fire and Rescue Authority (Police & fire)
What is being bought
Published requirement descriptionThe West Yorkshire Fire and Rescue Service (WYFRS) is inviting expressions of interest for an upcoming tender for the provision of a Computer Aided Facilities Management (CAFM) System.
As the fourth-largest Fire and Rescue Service in the UK, WYFRS serves over 2.2 million people across 800 square miles, providing emergency coverage 24 hours a day, every day of the year. WYFRS employees approx. 1500 staff.
At this time, WYFRS is looking to inform the market of this opportunity and assess the market's interest and its appetite to bid for and deliver this upcoming contract. Full details will be provided in the tender opportunity which is expected to be issued approximately August/September 2026. The contract term is envisaged to last a minimum of 3 years, with options to extend for +1 + 1 year periods, bringing the total duration to a maximum of 5 years total.
The estimated costs for the CAFM requirements for the full contract term is expected to be between £200,000 and £250,000.
Context: WYFRS is approaching the end of its current CAFM contract and is undertaking pre-market engagement to better understand the solutions, capabilities and innovations available within the market. The Authority is seeking a CAFM solution that is compatible with its existing ICT infrastructure and supports the operational requirements of the Property Team and wider organisation.
The scope includes, but is not limited to, asset management, compliance monitoring, planned and reactive maintenance, workflow management and reporting. Through this engagement, WYFRS aims to understand how suppliers can support service delivery, improve operational efficiency and meet future organisational requirements.
The existing contract is due to expire August 2027.
Suppliers interested in participating are invited to email their expression of interest to
[email protected] by 31/08/2026, and if possible, provide the
following information:
- Main contact name, email, and phone number for follow-up communication.
- Any frameworks you are currently associated with or will be in the near future.
- Confirmation if you believe that the core requirements can be delivered through your
proposed solution/s.
- Confirmation of your ability to bid within the specified time frame and that you have the
capacity to deliver the contract over the full term, including implementation, testing &
assurance, etc. by go live date August 2027.
- Feedback on the proposed budget.
- Feedback on the proposed contract length e.g. do you deem it as suitable.
- Any additional comments or feedback based on the information provided.
Please note that this request for information (RFI) is not a call for competition. Further details will be made available in the official tender documents upon publication. The tender route is yet to be determined.
WYFRS reserve the right to discuss requirements with any supplier beyond this initial notice before any competitive tender process is undertaken.
We also recommend that you register with the West Yorkshire Fire and Rescue Service's E-Procurement system, 'In-tend,' at the following link in-tendhost.co.uk/wyfrs/aspx/Home ↗ . This will ensure that if a competitive tender procedure is undertaken, you will already have access to the documentation once live.
CPV: IT services: consulting, software development, Internet and support
The lotProcurement structure
single lot · no lot value publishedPipeline intelligence · planning stage: how this market runs before the tender is published
How West Yorkshire Fire and Rescue Authority buys IT services: consulting, software, internet (CPV 72), and who usually turns up
West Yorkshire Fire and Rescue Authority’s own published record, next to the published market for the same work. Frameworks and DPS are kept out: they attract a different number of bids. Whole-market view: IT services: consulting, software, internet (CPV 72) →
How the contest usually goes
Winner shares use published awards; bid and price charts use contested lots.
i
How often small and medium firms win.
Share of awards where the winner’s size is known.
The counts under this question show how many awards have a known supplier size.
Small firms have won here. Neither number says whether you qualify; it describes who has been winning.
i
How often local firms win similar work.
Winners with a registered address in the delivery region, out of awards with a known address.
Here, local means registered in Yorkshire and the Humber (authority’s region).
A local branch does not count if the registered address is elsewhere.
Most of this buyer’s recorded winners are registered outside Yorkshire and the Humber.
i
How long buyers here take to decide after bids close.
Middle value in days from the deadline to the first award notice, on competitions that published both dates.
Only decided tenders count, so slow ones still waiting are not in.
Half of these awards were announced within 33 days of the bid deadline.
i
How often work is awarded with no recorded rival.
Direct awards and tenders where every published lot count shows one bid.
The market share is a minimum: some awards have no bid count.
Thin markets produce this too; it is not proof of a tailored specification.
Direct awards or one recorded bid are common here. Check the route before spending time on a bid.
How many bids did past lots attract?
i
How many bids past lots received.
Each colour is a bid-count range. Only competed lots with a published count are included.
Past bids do not predict this tender.
1 bid20% / 11%
2–344% / 30%
4–620% / 27%
7+16% / 32%
How did awards compare with estimates?
i
Where winning prices landed against estimates.
Each colour shows awards below, close to or above the published estimate, one lot at a time.
Past prices are a guide, not a bid price.
Below estimate47% / 36%
Within ±2%20% / 51%
Above estimate33% / 13%
Assess each lot i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
Open a lot for its forecast, this buyer’s previous supplier and possible competitors, from published award history, not a bid list
Lot #1Published estimate£250k
i
How many bids this lot may attract.
The forecast uses similar past competitions. The bar shows either that forecast or past bid counts; the line below says which.
Each lot shows its own forecast based on its own category; forecasts for different lots of the same notice are not comparative. The bar shows 71 past lots.
A forecast, not a list of bidders.
1 bid11%
2–330%
4–627%
7+32%
i
Where the award price may land.
The forecast uses similar awards and the buyer’s estimate. The band covers the middle half of likely prices.
No comparable awards for this lot yet.
A statistical guide from past awards, not a price to bid.
Who has supplied this buyer on similar work? i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
No earlier contract of this buyer matches this lot on the published record.
Who could compete for this lot? i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
Candidate suppliers for this notice have not been worked out yet, so this is not a verdict that nobody fits.
About this data
- Source. Official UK public procurement notices (Find a Tender), reused under the Open Government Licence v3.0. New notices arrive through the day; the figures are rebuilt nightly.
- Two views, kept apart. The authority’s own track record and the wider market for the same kind of work sit side by side and are never mixed. Where the local picture is too thin, a figure widens to a broader market and says which one it used.
- Forecasts are labelled. The price forecast and its range, possible competitors and the earlier-work matches are our estimates from past awards: not published facts, not win chances and not price advice. Official notices do not say who is bidding.
- Every figure shows what it rests on. Not every notice publishes a bid count, a value or a delivery region, so each figure carries the number of records behind it, and one built on few records is marked as such. The on a figure explains it; the counting rules are in the methodology. Spotted something wrong? Tell us.
Procedure terms & legal framework
From the official record- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Planned procurement
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Concession
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 10 Jul 2026, 11:58 BST
- Last source update
- 10 Jul 2026, 11:58 BST
- Authority reference
WYFRS0208- FTS notice number
2026/S 000-065097- Latest notice
- Preliminary market engagement notice (UK2)
- Classification (CPV)
- Delivery area
- Not published
- Official registry OCID
ocds-h6vhtk-06c861Find a Tender
How it was run
Official notice- Submission deadline
- —
Timeline
10 Jul 2026 → 31 Aug 2027 · 4 dates- Planning notice published104 days ago10 Jul 2026, 11:58 BST
- Market engagement83 days ago31 Jul 2026, 23:59 BST
As per description. Email to [email protected] with response to the questions.
- Tender notice expected22 days ago30 Sept 2026, 23:59 BST
- Today22 Oct 2026
- Contract startsin 312 days31 Aug 2027, 00:00 BST
Notice history
1 event · 1 release on Find a Tender- Preliminary market engagement notice published10 Jul 2026, 11:58 BSTUK2
Commercial outcome & contract awards
Pipeline notice- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
Contracting authority & participating public bodies
Official documents & specifications (1)
Official links; attachments are not copiedNotices published for this procedure
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender