Scope
Description
West Midlands Combined Authority require the renewal of its current Enterprise Resource Planning software known as Business World, which was originally implemented in the organisation in July 2021.
Alongside the renewal of its current offering, the following additional functionality will be made available:
1) Proactis Rego Contract Management
2) Supplier Relationship Management
3) Marketplace
Furthermore, this award also includes the following Professional Support Services for WMCA to utilise as/when required over the duration of the contract:
- Project Management x 105 hours
- Consultant x 50 hours
- Architect x 37.5 hours
Overall Contract Value based on:
Renewal with additional functionality - £2,006,438.43
Professional Support Services - £179,625.01
Contract 1
Supplier
Contract value
- £2,186,063.44 excluding VAT
- £2,623,276.13 including VAT
Above the relevant threshold
Earliest date the contract will be signed
1 August 2025
Contract dates (estimated)
- 1 August 2025 to 31 July 2028
- Possible extension to 31 July 2030
- 5 years
Description of possible extension:
1 x 12-month extension: 1st August 2028 - 31st July 2029
1 x 12-month extension: 1st August 2029 - 31st July 2030.
Main procurement category
Goods
CPV classifications
- 48451000 - Enterprise resource planning software package
Contract locations
- UKG - West Midlands (England)
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Direct award
Direct award justification
Additional or repeat goods, services or works - extension or partial replacement
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.
Supplier
UNIT4 BUSINESS SOFTWARE LIMITED
- Companies House: 01737985
- Public Procurement Organisation Number: PVRP-7679-QVJG
C/O Corporation Service Company (Uk) Limited
London
E14 5HU
United Kingdom
Email: bids.uki@unit4.com
Website: http://www.unit4.com
Region: UKI42 - Tower Hamlets
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Contract 1
Contracting authority
West Midlands Combined Authority
- Public Procurement Organisation Number: PGMD-1353-PZVX
16 Summer Lane
Birmingham
B19 3SD
United Kingdom
Email: procurement.team@wmca.org.uk
Region: UKG31 - Birmingham
Organisation type: Public authority - sub-central government