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Find a TenderAwardedContract details notice
Published 14 Mar 2025, 17:10 GMT

Official UK procurement notice

Project Portfolio Management and Resource System

Official notice

Authority: The North Yorkshire Council (Local council)

GoodsOpen procedureAbove thresholdSME suitableVCSE suitable
Sectors: Software Packages & ERP (48) Delivery: UKYorkshire & Humber (UKE2)
Published estimate£525,000≈ £154k / year · £630,000 inc. VAT · 1 value update19.1% above published estimate
Submissions closed 29 Aug 2025awarded 31 Oct 2025
Awarded to Ninth Wave Ltd
Contract term 3 yrs 5 moends 1 Apr 2029 · up to 1 Apr 2033 with extensions · starts 3 Nov 2025

What is being bought

Published requirement description

The Authority wishes to invite Suppliers to tender for a Project Portfolio Management and Resource System. Within this procurement we are looking for a solution that can deliver Project, Programme and Portfolio Management as well as Resource Management functionality The Contract is for a period of 3 years and 5 months with the optional extension 2 x 2 years.

  • The authority expects to re-tender this requirement around 2 Jul 2032, 00:59 BST.

CPV: Project management software package · Software package and information systems

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 3 yrs 5 moSMEVCSEPublished value£525,000
Contract period: 3 Nov 2025 – 1 Apr 2029 (3 yrs 5 mo) · up to 1 Apr 2033 with extensionsValue: £525,000 exc. VAT · £630,000 inc. VAT
Delivery: UK, Yorkshire & HumberEligibility: SME eligibleVCSE eligible
Extensions: Additional licences may be purchased throughout the contract length. · Option to extend 2 x 24 months 01 April 2029 - 31 March 2031 01 April 2031 - 31 March 2033
48000000 Software package and information systems48331000 Project management software package
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    As detailed in Volume 3 Procurement Specific Questionnaire

  • Technical & professional ability

    As detailed in Volume 3 Procurement Specific Questionnaire

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
Quality: 60%Price: 40%
Published award criteria (2)
  • Price
  • Quality
Conditions of participation2
  • Economic & financial standing

    As detailed in Volume 3 Procurement Specific Questionnaire

  • Technical & professional ability

    As detailed in Volume 3 Procurement Specific Questionnaire

What this means for your bid
  • Price carries 40 of 100 points: a 10% discount moves about 4 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
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Goods
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
Yes (GPA)
Recurring procurement
Yes · next expected 2 Jul 2032
First published
14 Mar 2025, 17:10 GMT
Last source update
9 Dec 2025, 14:31 GMT
Award evaluation window
Submission end – 7 Oct 2025
Authority reference
182-NYC-RS
FTS notice number
2025/S 000-045107
Latest notice
Contract details notice (UK7)
Classification (CPV)
Project management software packageSoftware package and information systems
Delivery area
UKYorkshire & Humber (UKE2)
Official registry OCID
ocds-h6vhtk-04ed87 Find a Tender
Review and risk notes
Risks

There is a risk of emerging cyber threats arising during the Term of the contract which may require the Authority to request the Supplier make changes to the software system it provides under the contract to enable the system to operate safely and adequately protect personal information stored on the system.

How it was run

Official notice
Run through: EU-Supply (CTM) · Who buys & how to bid on EU-Supply
Public notice page · account needed to bidElectronic submission allowedLanguage: EN
Access & registration note: Free · 5–10 minutes
Submission deadline
29 Aug 2025, 11:00 BST
Clarification deadline
20 Aug 2025, 17:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

uk.eu-supply.com/app/rfq/rwlentrance_… ↗

Timeline

14 Mar 2025 → 9 Dec 2025 · 11 dates
  1. Planning notice published
    14 Mar 2025, 17:10 GMT
  2. Market engagement
    1 Apr 2025, 00:59 BST

    Please submit your request for information response via Yortender no later than 10am 31 March 2025.

  3. Next notice expected
    2 Jul 2025, 00:59 BST
  4. Tender notice published
    1 Aug 2025, 11:00 BST
  5. Clarification questions by
    20 Aug 2025, 17:00 BST
  6. Submission deadline
    29 Aug 2025, 11:00 BST
  7. Award decision expected by379 days ago
    7 Oct 2025, 00:59 BST
  8. Assessment summaries sent355 days ago
    31 Oct 2025
  9. Contract starts352 days ago
    3 Nov 2025
  10. Standstill ends343 days ago
    11 Nov 2025, 23:59 GMT
  11. Latest notice published315 days ago
    9 Dec 2025, 14:31 GMT

Notice history

11 events · 5 releases on Find a Tender · since 14 Mar 2025
  1. Preliminary market engagement notice published
    14 Mar 2025, 17:10 GMT
    UK2
  2. Tender notice published
    1 Aug 2025, 11:00 BST
    UK4
  3. Published value published: £525,000
    1 Aug 2025, 11:00 BST
  4. Status changed to active
    1 Aug 2025, 11:00 BST
  5. Procurement method changed
    1 Aug 2025, 11:00 BST
  6. Deadline published: 29 Aug 2025, 11:00 BST
    1 Aug 2025, 11:00 BST
  7. Contract award notice published
    31 Oct 2025, 16:00 GMT
    UK6
  8. Status changed to complete
    31 Oct 2025, 16:00 GMT
  9. Contract signature expected
    17 Nov 2025, 23:59 GMT
    scheduled
  10. Contract details notice published
    9 Dec 2025, 10:48 GMT
    UK7
  11. Contract details notice published
    9 Dec 2025, 14:31 GMT
    UK7
Routine re-releases (5)
  • 2025-08: 1 release · 1 Aug 2025
  • 2025-03: 1 release · 14 Mar 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £625,0001 award exc. VAT
Bids received 1411 from SMEs
Contracts signed 1latest 17 Nov 2025
Awarded toValueDateStatus
Ninth Wave LtdSME17 Nov 2025 – 1 Apr 2029 · up to 1 Apr 2033Extensions: Two options to extend: 1) 01 April 2029 - 31 March 2031 2) 01 April 2031 - 31 March 2033 · Options: The right to additional purchases while the contract is valid. Additional licences may be purchased throughout the contract length.£625,00031 Oct 2025Awarded

Contracts

  • Project Portfolio Management and Resource System · Ninth Wave LtdSME

    Signed
    17 Nov 2025
    Value
    £625,000
    Period
    17 Nov 2025 – 1 Apr 2029 · up to 1 Apr 2033 with extensions
    Status
    active
    Extensions
    Two options to extend: 1) 01 April 2029 - 31 March 2031 2) 01 April 2031 - 31 March 2033
    Options
    The right to additional purchases while the contract is valid. Additional licences may be purchased throughout the contract length.
    • Change Date signed and contract start date fields changed to 17th November 2025 as the contract start date to ensure accurate contract duration calculation on notice. Actual date signed was 8th December 2025.

Bid statistics published by the authority

BidsSMEVCSEValid bid range
14final-stage tenders · 18 at stage one110—

Contracting authority & participating public bodies

The North Yorkshire Council

Contracting authorityPublic authority - sub-central government GB-PPON: PNXY-8263-XCNL County Hall, Racecourse Lane,, Northallerton, Yorkshire & Humber, DL7 8ADContact name, email, phone

Bidders & participating suppliers

1 commercial party on the notice
  • Ninth Wave LtdAwarded supplierGB-PPON: PTTW-8121-RVYY 35 Berkeley Square, London, London, W1J 5BFContact email, phone

Official documents & specifications (5)

Official links; attachments are not copied

Notices published for this procedure