Find a TenderAwardedContract details notice

Published 22 Apr 2025, 09:46 BST

Official UK procurement notice

Human Resources Management & Rostering System

Official notice

Authority: West Yorkshire Fire and Rescue Authority (Police & fire)

ServicesOpen procedureAbove thresholdConcessionSME suitable

Sectors: Software Packages & ERP (48)IT Services & Software (72) Delivery: Yorkshire & Humber (UKE)

Concession value (operator's revenue)£750,000operator revenue, not the authority's budget · 1 value update

Submissions closed 26 Jan 2026awarded 6 Mar 2026

Awarded to Infographics UK Ltd

Contract term 3 yrsends 31 Mar 2029 · up to 30 Mar 2031 with extensions · starts 1 Apr 2026

What is being bought

Published requirement description

WYFRS wish to appoint a supplier who, in partnership, will collaborate with WYFRS to drive and achieve win-win outcomes. The appointed supplier will play a key role in successfully and professionally delivering the required services.

WYFRS are seeking proposals in which the appointed supplier will meet the following as a minimum; enhance operational efficiency, improve the user experience, and ensure that the latest technological advancements meet our evolving needs. This proactive approach will ensure that WYFRS will achieve our strategic goals/priorities through deployment of a simple to use system which better supports people at each stage in the employee lifecycle enabling efficiencies and improvements to our people processes, delivers successful outcomes and better supports our organisation, our managers, people specialists and our workforce.

This contract requires a combined solution of a HR/people system, and a rostering system.

The authority expects to re-tender this requirement around 7 Jan 2030, 23:59 GMT.

CPV: Computer-related services · Software package and information systems

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 3 yrsSMEPublished value£750,000

Contract period: 1 Apr 2026 – 31 Mar 2029 (3 yrs) · up to 30 Mar 2031 with extensionsValue: £750,000 exc. VAT · £900,000 inc. VAT

Delivery: Yorkshire & HumberEligibility: SME eligible

Extensions: Optional +1 + 1 year extensions

48000000 Software package and information systems 72500000 Computer-related services

What it takes to win
i
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more

How bids were scored

Simple description: Quality and Costs.

Procedure terms & legal framework

From the official record

Procedure method: Open procedure
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Services
Notice status: Awarded
Procurement threshold: Above threshold (FTS publication)
Regulatory regime: Concession
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Unspecified in notice
Recurring procurement: Yes · next expected 7 Jan 2030
First published: 22 Apr 2025, 09:46 BST
Last source update: 27 Apr 2026, 11:15 BST
Award evaluation window: Submission end – 6 Mar 2026
Authority reference: WYFRS0181
FTS notice number: 2025/S 000-083695
Latest notice: Contract details notice (UK7)
Classification (CPV): Computer-related servicesSoftware package and information systems
Delivery area: Yorkshire & Humber (UKE)
Official registry OCID: ocds-h6vhtk-05055e Find a Tender
Contract terms summary: As per tender documentation.

Review and risk notes

Risks: As per tender documentation.

How it was run

Official notice

Run through: In-tend · Who buys & how to bid on In-tend

Supplier login requiredElectronic submission allowedLanguage: EN

Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup

Submission deadline: 26 Jan 2026, 12:00 GMT
Clarification deadline: 12 Jan 2026, 12:00 GMT
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

in-tendhost.co.uk/wyfrs/aspx/Home ↗

Timeline

22 Apr 2025 → 27 Apr 2026 · 11 dates

Planning notice published
22 Apr 2025, 09:46 BST
Market engagement
19 May 2025, 23:59 BST
Suppliers interested in participating are invited to email their expression of interest to [email protected] by Monday 19th May.
Next notice expected
1 Sept 2025, 23:59 BST
Tender notice published304 days ago
17 Dec 2025, 10:59 GMT
Clarification questions by278 days ago
12 Jan 2026, 12:00 GMT
Submission deadline264 days ago
26 Jan 2026, 12:00 GMT
Award decision expected by224 days ago
6 Mar 2026, 23:59 GMT
Assessment summaries sent222 days ago
9 Mar 2026
Standstill ends211 days ago
19 Mar 2026, 23:59 GMT
Contract starts199 days ago
1 Apr 2026, 00:00 BST
Latest notice published173 days ago
27 Apr 2026, 11:15 BST

Notice history

10 events · 4 releases on Find a Tender · since 22 Apr 2025

Preliminary market engagement notice published
22 Apr 2025, 09:46 BST
UK2
Tender notice published
17 Dec 2025, 10:59 GMT
UK4
Published value updated to £750,000
17 Dec 2025, 10:59 GMT
was £600,000
Status changed to active
17 Dec 2025, 10:59 GMT
Procurement method changed
17 Dec 2025, 10:59 GMT
Deadline published: 26 Jan 2026, 12:00 GMT
17 Dec 2025, 10:59 GMT
Contract award notice published
9 Mar 2026, 15:48 GMT
UK6
Status changed to complete
9 Mar 2026, 15:48 GMT
Contract signature expected
27 Mar 2026, 23:59 GMT
scheduled
Contract details notice published
27 Apr 2026, 11:15 BST
UK7

Routine re-releases (4)

2025-04: 1 release · 22 Apr 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value (inc. VAT) £783,2841 award inc. VAT; no net value published

Bids received 41 from SMEs

Contracts signed 1latest 27 Apr 2026

Awarded to	Value	Date	Status
Infographics UK LtdSME1 Apr 2026 – 31 Mar 2029 · up to 31 Mar 2031Extensions: Additional +1 year and +1 year.	£783,284 inc. VAT	6 Mar 2026	Awarded

Contracts

HRM & Rostering System · Infographics UK LtdSME
Signed
27 Apr 2026
Value
£783,284 inc. VAT
Period
27 Apr 2026 – 31 Mar 2029 · up to 31 Mar 2031 with extensions
Status
active
Extensions
Additional +1 year and +1 year.
9 agreed KPIs: System Uptime / Availability · Successful Response Time met for Critical and Major AE Support Tickets · Successful Resolution for Critical and Major AE issues …
- System Uptime / Availability, 99.95%-100% Planned Uptime Excluding planned upgrades/service updates and events out with the Suppliers direct control
- Successful Response Time met for Critical and Major AE Support Tickets, 95% - 100% On the basis of sufficient detail and accurate steps to reproduce being provided by the customer via our HelpDesk system and timely response where additional information is requested.
- Successful Resolution for Critical and Major AE issues, 95% - 100% On the basis of sufficient detail and accurate steps to reproduce being provided by the customer via our HelpDesk system and timely response where additional information is requested.
- Scheduled Updates into Live, Scheduled Updates into Live
- Major Updates into Live, Major Updates into Live
- Emergency Patch into Live, Emergency Patch into Live
- Notifications regarding downtime in Live, Minimum of 1 business day with the exception of emergency patches/updates
- Notifications regarding emergencies in Live, As soon as practical
- Support portal availability, 90% Excluding planned upgrades/service updates and events out with the Suppliers direct control

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
4final-stage tenders	1	0	—

Contracting authority & participating public bodies

West Yorkshire Fire and Rescue Authority

Contracting authorityPublic authority - sub-central government GB-PPON: PYTC-9788-PZGW FSHQ, Bradford Road, Birkenshaw, Bradford, Yorkshire & Humber, BD112DYContact email

Bidders & participating suppliers

1 commercial party on the notice

Infographics UK LtdAwarded supplierGB-PPON: PHBT-7885-ZTMW 6 Castle Street, Edinburgh, Scotland, EH2 3ATContact email

Official documents & specifications (5)

Official links; attachments are not copied

Tender pack and attachments

Bidding documents and specifications tenderBidding documents and specifications

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender27 Apr 2026, 11:15 BST
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender9 Mar 2026, 15:48 GMT
Tender notice tenderTender noticeUK4Tender notice on Find a Tender17 Dec 2025, 10:59 GMT
Preliminary market engagement notice planningPreliminary market engagement noticeUK2Preliminary market engagement notice on Find a Tender22 Apr 2025, 09:46 BST