YPO 1253 - SUPPLY OF CRM SOLUTION FOR YPO
Estimated value
—
Awarded value
£4.0m
Suppliers
1
Lots
1
Published
19 Feb 2026
Description
YPO are looking for a Supplier to be appointed onto a Contract (Lot 1) following a Competitive Tendering Procedure for the provision of a CRM Solution, which will serve YPO internal requirements only. Estimated Contract Value: The Contract has an estimated value of between £3,563,082 - £4,800,000 inclusive of VAT for the maximum life of the Contract (10 years). All references to values and/or volumes of business are for guidance only and there is no guarantee of any business.
Scope
- Reference
- 001253
- Commercial tool
- Standalone contract
- Contract dates
- 06 Feb 2026 to 05 Feb 2031Possible extension to 05 Feb 2036
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).
- CPV classifications
- 72212445
- Contract locations
- Yorkshire and the Humber, United KingdomUK, 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
Submission & procedure
- Procedure
- Competitive flexible procedure
Award details
Awarded supplier(s), contract period and value as published in the award notice.
Awarded value
£4.0m
Award date
16 Feb 2026
Contract start
05 Mar 2026
Contract end
04 Mar 2031