Scope
Reference
PIMS
Description
The 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 Key challenges include: • Outdated technology architecture.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
Contract 1. Portfolio Information Management System
Supplier
Contract value
- £700,000 including VAT
Above the relevant threshold
Date signed
12 November 2025
Contract dates
- 12 November 2025 to 11 November 2029
- Possible extension to 11 November 2033
- 8 years
Description of possible extension:
2 optional extensions of 2Y
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKE4 - West Yorkshire
Key performance indicators
| Name | Description | Reporting frequency |
|---|---|---|
| System Availability | ≥ 99.95% uptime |
1 months |
| User Satisfaction | ≥ 70% (surveyed) |
12 months |
| Backup Success Rate | 100% |
1 months |
| SLA Adherence (response) | ≥ 95% |
1 months |
| Issue Resolution Rate | ≥ 90% |
1 months |
Submission
Submission type
Tenders
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Supplier
Ninth Wave Ltd.
- Public Procurement Organisation Number: PTTW-8121-RVYY
35 Berkeley Square
London
W1J 5BF
United Kingdom
Region: UKI32 - Westminster
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1
Contracting authority
West Yorkshire Combined Authority
- Public Procurement Organisation Number: PHYG-7328-ZLQJ
Wellington House, 40-50 Wellington Street
Leeds
LS1 2DE
United Kingdom
Contact name: Przemek Dudek
Telephone: +44 01132517272
Email: Przemek.Dudek@westyorks-ca.gov.uk
Website: https://www.westyorks-ca.gov.uk
Region: UKE42 - Leeds
Organisation type: Public authority - sub-central government