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 Key challenges include: • Outdated technology architecture.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
Total value (estimated)
- £600,000 excluding VAT
- £720,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 31 October 2025 to 30 October 2029
- Possible extension to 30 October 2031
- 6 years
Description of possible extension:
2 optional extensions of 24Months available
Main procurement category
Services
CPV classifications
- 48612000 - Database-management system
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
- 72300000 - Data services
Contract locations
- UKE4 - West Yorkshire
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
23 July 2025, 5:00pm
Submission type
Tenders
Tender submission deadline
15 September 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
4 October 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Stage 2 Pricing evaluation | Price | 30% |
| Stage 1 Pass/Fail & Quality Questions | Quality | 20% |
| Stage 2 Requirements Matrix | Quality | 20% |
| Stage 2 Quality Questions | Quality | 10% |
| Stage 2 Presentations | Quality | 10% |
| Stage 2 Social Value | Quality | 10% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
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.
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