YPO 001253 - Single CRM Solution
Estimated value
£4.0m
Awarded value
—
Suppliers
0
Lots
1
Published
14 Mar 2025
This is a preliminary market engagement notice
Map the supplier landscape and document your shortlist before opening the tender. The market simulation produces a defensible audit record you can attach to your procurement file.
Description
YPO wishes to procure single CRM solution in 2025 and start the tender process within the next 2-3 months. Background information: Customer Relationship Management System (CRM), will enable YPO to perform various business functions, manage flow of information and automate tasks using technologies that are currently available and those which evolve throughout the lifetime of the tender. YPO currently operate three different CRM systems, the aim is to bring three existing separate CRMs together into one system, to provide enhanced functionality for use by various teams across YPO. These teams include: • Sales • Procurement Teams • Customer Service • Marketing • Finance • Business Intelligence & Data Core functionalities include; • Ability to handle 200,000+ customer accounts and records across various customer types • Heavy workload usage of 150+ concurrent users without compromising system performance • Account creation and management • Sales data including leads, opportunity and pipeline management • Creation and workflow management of tasks including, complaints, calls, activities, and varying other opportunities • Marketing segmentation and reporting • Marketing campaign tracking against sales data • System integration
Scope
- Reference
- 001253
- Total value
- £4,000,000 excluding VAT£4,800,000 including VATAbove the relevant threshold
- Commercial tool
- Standalone contract
- Contract dates
- 01 Dec 2025 to 31 Dec 2035
The Contract will cover the period from 6th February 2026 to 5th February 2031 with two options to extend for an additional 36 months and 24 months. The first decision to extend the Contract period will be taken by the end of October 2030 and will be dependent on satisfactory completion of all aspects of the Contract to date, the current market conditions for and YPO's internal contracting structures. The maximum Contract period will therefore be 10 years, from 6th February 2026 to 5th February 2036 (subject to an annual review, incorporating price re-establishment and KPI performance).
- Main category
- services
- CPV classifications
- 4800000072000000
- Contract locations
- Yorkshire and the Humber, United Kingdom
- Particular suitability
- Small and medium-sized enterprises (SME)Voluntary, community and social enterprises (VCSE)
Award criteria
Criteria the buyer will use to evaluate bids.
| Name | Description | Type | Weighting |
|---|---|---|---|
| Cost | Suppliers are required to complete the Pricing Schedule giving Quotes against YPO requirements This criterion will be assessed at Stage 2 of the Competitive Flexible Procedure YPO reserves the right to refine award criteria and any sub-criteria prior to Tenders stage (Stage 2) as set out in the procurement documentation. The exact details will be issued at the later stages; however, any refinements will only be made if they do not violate fair treatment of all bidders. | cost | 15.00% |
| System Functionality | It is intended that System Functionality Award Criteria will be broken down as follows:- System Integration 15% Marketing and Sales 20% Customer Account Management 20% User Experience 15% Customisation 15% Dashboards 15% YPO reserves the right to refine award criteria and sub-criteria prior to Tenders stage (Stage 2) as set out in the procurement documentation. The exact details will be issued at the later stages; however, any refinements will only be made if they do not violate fair treatment of all bidders. This criterion will be assessed at Stage 2 of the Competitive Flexible Procedure | quality | 20.00% |
| IT Security and Support | It is intended that the IT Security and Support Award Criteria will be broken down as follows:- Infosec and BCDR 40% Use of AI 25% System Scalability 35% YPO reserves the right to refine award criteria and sub-criteria prior to Tenders stage (Stage 2) as set out in the procurement documentation. The exact details will be issued at the later stages; however, any refinements will only be made if they do not violate fair treatment of all bidders. This criterion will be assessed at Stage 2 of the Competitive Flexible Procedure | quality | 10.00% |
| Implementation and Contract Management | It is intended that the Implementation and Contract Management Award Criteria will be broken down as follows:- Training 30% Implementation 50% Contract and Relationship Management 20% YPO reserves the right to refine award criteria and sub-criteria prior to Tenders stage (Stage 2) as set out in the procurement documentation. The exact details will be issued at the later stages; however, any refinements will only be made if they do not violate fair treatment of all bidders. This criterion will be assessed at Stage 2 of the Competitive Flexible Procedure | quality | 15.00% |
| System Demonstrations | There will be 10 user stories that suppliers will need to demonstrate within a live environment. Each user story will have an equal weighting of 10% each. This element of the competitive flexible procedure will be evaluated at Stage 3 and the results of this stage combined with the scores achieved for the rest of the criterion at Stage 2 for those suppliers shortlisted to Stage 3 to determine the most advantageous tender. Please note YPO reserves the right to refine the User Stories and/or scoring methodology prior to the System Demonstration stage (Stage 3) as set out in the procurement documentation. The exact details will be issued at the later stages; however, any refinements will only be made if they do not violate fair treatment of all bidders. | quality | 20.00% |
| Social Value and Sustainability | It is intended that the Social Value and Sustainability Award Criteria will be broken down as follows:- YPO Social Value Themes 1 and 4 = 50% YPO Social Value Theme 5 = 30% Modern Slavery = 20% YPO reserves the right to refine award criteria and sub-criteria prior to Tenders stage (Stage 2) as set out in the procurement documentation. The exact details will be issued at the later stages; however, any refinements will only be made if they do not violate fair treatment of all bidders. This criterion will be assessed at Stage 2 of the Competitive Flexible Procedure | quality | 20.00% |
Participation
Conditions suppliers must meet to bid.
Please refer to the procurement documents
All suppliers are invited to the Invitation to Participate stage of the competitive flexible procedure. The Invitation to Participate stage (stage 1) commenced with the issuing of this Tender Notice. Please see Procurement documents and other fields in this Tender Notice for details of down selection for stage 2 and stage 3 of the competitive flexible procedure