Official UK procurement notice
Portfolio Information Management System
Authority: West Yorkshire Combined Authority (Local council)
What is being bought
Published requirement descriptionThe 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- Outdated technology architecture.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
- How the procedure runs: This procurement is a two-stage competitive tendering procedure (a “competitive flexible procedure”) as permitted by the PA 2023: (a) Stage 1 is the submission by each Tenderer of a response to the Procurement Specific Questionnaire by the applicable Deadline and the assessment of each such Procurement Specific Questionnaire submission received by the Combined Authority in accordance with this ITT; and (b) Stage 2 is the invitation by the Combined Authority of all those Tenderers selected to participate further in this tender process to submit a Tender (following assessment of each Procurement Specific Questionnaire submission) and the assessment of each Tender submission received by the Combined Authority in accordance with this ITT. Minimum of top 3 scoring Tenderers on the scored questions under the Conditions of Participation will be selected to be invited to submit a Stage 2 Tender under this procurement process. Stage 1 deadline submission is 12PM (noon) on 07/08/2025
CPV: Data services · Database-management system · IT services: consulting, software development, Internet and support · Software package and information systems
The lotProcurement structure
single lot · value publishedWhat it takes to wini
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 morei
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).
Published sub-criteria (6)
- Stage 1 Pass/Fail & Quality Questions: 20%
- Stage 2 Quality Questions: 10%
- Stage 2 Requirements Matrix: 20%
- Stage 2 Presentations: 10%
- Stage 2 Pricing evaluation: 30%
- Stage 2 Social Value: 10%
Published award criteria (6)
- Stage 1 Pass/Fail & Quality Questions
- Stage 2 Quality Questions
- Stage 2 Requirements Matrix
- Stage 2 Presentations
- Stage 2 Social Value
- Stage 2 Pricing evaluation
- Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 23 Apr 2025, 14:20 BST
- Last source update
- 19 Jan 2026, 12:47 GMT
- Award evaluation window
- Submission end – 4 Oct 2025
- Authority reference
PIMS- FTS notice number
2025/S 000-040481- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-050665Find a Tender
- How it runs
This procurement is a two-stage competitive tendering procedure (a “competitive flexible procedure”) as permitted by the PA 2023: (a) Stage 1 is the submission by each Tenderer of a response to the Procurement Specific Questionnaire by the applicable Deadline and the assessment of each such Procurement Specific Questionnaire submission received by the Combined Authority in accordance with this ITT; and (b) Stage 2 is the invitation by the Combined Authority of all those Tenderers selected to participate further in this tender process to submit a Tender (following assessment of each Procurement Specific Questionnaire submission) and the assessment of each Tender submission received by the Combined Authority in accordance with this ITT. Minimum of top 3 scoring Tenderers on the scored questions under the Conditions of Participation will be selected to be invited to submit a Stage 2 Tender under this procurement process. Stage 1 deadline submission is 12PM (noon) on 07/08/2025
How it was run
Official notice- Submission deadline
- 15 Sept 2025, 12:00 BST
- Clarification deadline
- 25 Jul 2025, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
23 Apr 2025 → 19 Jan 2026 · 11 dates- Planning notice published23 Apr 2025, 14:20 BST
- Market engagement17 May 2025, 00:59 BST
- Next notice expected14 Jun 2025, 00:59 BST
- Tender notice published16 Jul 2025, 11:59 BST
- Clarification questions by25 Jul 2025, 17:00 BST
- Submission deadline15 Sept 2025, 12:00 BST
- Award decision expected by382 days ago4 Oct 2025, 00:59 BST
- Assessment summaries sent369 days ago17 Oct 2025
- Standstill ends357 days ago28 Oct 2025, 23:59 GMT
- Contract starts355 days ago31 Oct 2025
- Latest notice published275 days ago19 Jan 2026, 12:47 GMT
Notice history
12 events · 6 releases on Find a Tender · since 23 Apr 2025- Preliminary market engagement notice published23 Apr 2025, 14:20 BSTUK2
- Tender notice published16 Jul 2025, 11:59 BSTUK4
- Published value published: £600,00016 Jul 2025, 11:59 BST
- Status changed to active16 Jul 2025, 11:59 BST
- Procurement method changed16 Jul 2025, 11:59 BST
- Deadline published: 15 Sept 2025, 12:00 BST16 Jul 2025, 11:59 BST
- Tender notice published16 Jul 2025, 12:10 BSTUK4
- Tender notice published23 Jul 2025, 13:31 BSTUK4
- Contract award notice published17 Oct 2025, 15:20 BSTUK6
- Status changed to complete17 Oct 2025, 15:20 BST
- Contract signature expected7 Nov 2025, 23:59 GMTscheduled
- Contract details notice published19 Jan 2026, 12:47 GMTUK7
Published amendments (2)
Added Stage 1 submission deadline information into the Competitive flexible procedure 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
Routine re-releases (6)
- 2025-07: 2 releases · 16 Jul 2025, 16 Jul 2025
- 2025-04: 1 release · 23 Apr 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Ninth Wave Ltd7 Nov 2025 – 6 Nov 2029 · up to 4 Nov 2033Extensions: Contract structure: Implementation time up to 12 Months Initial term 36 Months 2 x 24 Months optional extensions | £550,000 | 10 Oct 2025 | Awarded |
Contracts
Contract 1 · Ninth Wave Ltd
- Signed
- 12 Nov 2025
- Value
- £700,000 inc. VAT
- Period
- 12 Nov 2025 – 11 Nov 2029 · up to 11 Nov 2033 with extensions
- Status
- active
- Extensions
- 2 optional extensions of 2Y
5 agreed KPIs: System Availability · User Satisfaction · Backup Success Rate …
- System Availability, ≥ 99.95% uptime
- User Satisfaction, ≥ 70% (surveyed)
- Backup Success Rate, 100%
- SLA Adherence (response), ≥ 95%
- Issue Resolution Rate, ≥ 90%
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 15final-stage tenders | 14 | 0 | — |
Who bid
- did not winAkhter Computers Limited · East of England
- did not winAlsvior Global Limited · West Midlands
- did not winBestOutcome LTD · South East England
- did not winBlacklight software · Yorkshire and the Humber
- did not winCorporate Project Solutions Ltd · South East England
- did not winINVOKA CONSULTING LIMITED · South East England
- did not winMicro Focus Software UK Ltd · South East England
- wonNinth Wave Ltd. · Greater London
- did not winPARM AG
- did not winPolarisoft The Anywhere CompanySME · Greater London
- did not winProgram Framework LtdSME · Greater London
- did not winQuarrydale Consulting Ltd · South East England
- did not winThe Evolution Group 2022 Limited
- did not winTMI Systems Limited · South East England
- did not winTrack Metrics Ltd · Yorkshire and the Humber
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
Contracting authority & participating public bodies
Bidders & participating suppliers
15 commercial parties on the notice · 1 awarded- Akhter Computers LimitedBidder / tenderer
- Alsvior Global LimitedBidder / tenderer
- BestOutcome LTDBidder / tenderer
- Blacklight softwareBidder / tenderer
- Corporate Project Solutions LtdBidder / tenderer
- INVOKA CONSULTING LIMITEDBidder / tenderer
- Micro Focus Software UK LtdBidder / tenderer
- Ninth Wave Ltd.Awarded supplier
- PARM AGBidder / tenderer
- Polarisoft The Anywhere CompanyBidder / tenderer
Show 5 more suppliers
- Program Framework LtdBidder / tenderer
- Quarrydale Consulting LtdBidder / tenderer
- TMI Systems LimitedBidder / tenderer
- The Evolution Group 2022 LimitedBidder / tenderer
- Track Metrics LtdBidder / tenderer
Official documents & specifications (6)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender