Unit4 Enterprise Resource Planning Software

The West Midlands Combined Authority (WMCA) intends to directly award a three-year (with x2 12 month extension period available) contract to the incumbent supplier in accordance with the provisions of the Procurement Act 2023. This decision is based on the grounds of technical and economic impracticality of switching suppliers within the required timeframe and the absence of a suitable competitive alternative that delivers equivalent value and continuity.

The incumbent supplier currently provides a core enterprise software solution that underpins critical WMCA operations. Following an assessment of market options, including the use of existing public sector frameworks, it has been determined that these do not offer commercially viable or value-for-money alternatives when compared to the terms achievable through direct negotiation with the current supplier. Benchmarking has shown that framework options carry significantly higher cost implications over the same period.

Due to the complexity and integration of the existing system across multiple departments, transitioning to an alternative provider would require extensive procurement lead time, significant implementation resources, and a high-risk migration programme - all of which would exceed the remaining duration of the current contract and introduce potential service disruption. A short-term contract was considered but discounted due to the disproportionate resource cost of running multiple procurements and the operational impact of another full-scale procurement process within a short timeframe.

This three-year (plus x2 12 month extension options) contract via direct award is considered a proportionate and necessary step to:

maintain business-critical operations without disruption;

allow for continued value through negotiation with the incumbent supplier;

support the authority in developing a longer-term digital and procurement strategy that can allow for genuine competition at the appropriate point in the future.

WMCA is committed to ensuring transparency and compliance with procurement principles and will publish further updates should market conditions or internal planning timelines require adjustment. This direct award does not preclude future market engagement or competitive opportunities and is intended to ensure legal, operational, and economic stability in the interim.