Official UK procurement notice
DOJ - OPONI - Provision, implementation and Support of a Case Management System and On-line Complaints Portal
Authority: Police Ombudsman for Northern Ireland (Central government)·On behalf of: CPD
What is being bought
Published requirement descriptionThe Office of the Police Ombudsman (OPONI) (Buyer / Authority) has a requirement for the provision of a COTS solution for the Provision, Implementation and Support of a Case Management System with one-way customer portal. (Contract).
OPONI requires a managed solution which will transform its current investigations tools and processes and deliver efficiencies by exploiting current and emerging technology matched to the current and future needs of OPONI's continuous improvement priorities
- The authority expects to re-tender this requirement around 29 Sept 2036, 23:59 BST.
- How the procedure runs: Solution Demonstration/Verification Stage Before the intention to award phase, as part of the verification process, the tenderer with the highest scoring compliant bid will be required to provide a working demonstration of their proposed solution to verify some technical requirements by way of a verification exercise. The solution must be demonstrated comprehensively against the requirements marked with ‘(Y) and (Y*) within the detailed requirements in Schedule 2 (Specification). This is to ensure that the solution meets the requirements. NOTE: the requirements indicated by (Y*) for verification, it is only the areas within that requirement marked with a * that will require to be verified. In the event that the Tenderer’s proposed system is determined not to comply with any Requirement of the specification following the verification exercise, the tenderer will be considered eliminated from the tender exercise and the next highest scoring tenderer will be asked to undertake verification.
- No preliminary market engagement: The following PME's were carried out regarding this Tender, prior to PA23 therefore no PME Notices following the introduction of PA23 were issued; CFT 1171583 - DOJ -Police Ombudsman NI – Replacement Case Handling System and recurring Support and Maintenance of the system -PME – Published on etendersni - 27/10/17 ID 3746608 - DOJ – PONI – Case Handling System (replacement) – Pre Market Engagement Exercise – Published on etendersni - 01/11/2021 ID 4777000 - DOJ – PONI- Provision of a Case Handling System – PME published on etendersni - 26/04/23 As part of this engagement suppliers were invited to submit a response to a questionnaire followed by meetings with suppliers who submitted a response with Police Ombudsman NI.
CPV: Application service providers · Data services · Document management software development services · Document management software package · Document management system · IT services: consulting, software development, Internet and support · IT software package · Software package and information systems · Software package suites · Software programming and consultancy services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£3,000,000
- Technical & professional ability
As per Tender documentation
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
- AC 1 - Development & Implementation: As per Tender documentation. Weighting = 21%
- AC2 - Effectiveness of Solution: As per Tender documentation. Weighting = 10.8%
- AC3 - Data Security: As per Tender documentation. Weighting = 12%
- AC4 -Contract Management - Support and Contingency: As per Tender documentation. Weighting = 6%
- AC5 - Social Value: As per Tender documentation. Weighting = 10.2%
- AC6 - Price: As per Tender documentation. Weighting = 40%
- Technical & professional ability
As per Tender documentation
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 29 Sept 2036
- First published
- 12 Sept 2025, 18:01 BST
- Last source update
- 3 Mar 2026, 16:15 GMT
- Award evaluation window
- Submission end – 14 Nov 2025
- Authority reference
ID 6127895- FTS notice number
2025/S 000-056371- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0599cbFind a Tender- Contract terms summary
Contract Value
The estimated value figure indicated in the Scope Section represents an overall estimated contract value. This value reflects the potential scale of the contract and takes into account potential optional extension periods and the uptake of potential optional services as detailed in the tender documents. This figure does not however take into account the application of indexation or increases to charges due to increases in the Real Living Wage. Neither CPD nor the contracting Authority can provide any guarantee as to the level of business under this contract. The Contracting Authority does not bind itself to accept the lowest or any tender. Suppliers remain responsible for all costs and expenses incurred by them or by any third party acting under instructions from the Supplier in connection with taking part in this procurement process regardless of whether such costs arise as a consequence, directly or indirectly of any amendments made to the procurement documents by the Contracting Authority at any time. No legally binding contract shall arise (and a Supplier shall have no legitimate expectation that a contract will be entered into) until such time as entry into the Contract has been confirmed by the Contracting Authority.
Invoicing details are contained within the Tender Documents.
- How it runs
Solution Demonstration/Verification Stage
Before the intention to award phase, as part of the verification process, the tenderer with the highest scoring compliant bid will be required to provide a working demonstration of their proposed solution to verify some technical requirements by way of a verification exercise.
The solution must be demonstrated comprehensively against the requirements marked with ‘(Y) and (Y*) within the detailed requirements in Schedule 2 (Specification). This is to ensure that the solution meets the requirements. NOTE: the requirements indicated by (Y*) for verification, it is only the areas within that requirement marked with a * that will require to be verified.
In the event that the Tenderer’s proposed system is determined not to comply with any Requirement of the specification following the verification exercise, the tenderer will be considered eliminated from the tender exercise and the next highest scoring tenderer will be asked to undertake verification.
- Risks
The Contracting Authority has identified the following risks as risks that satisfy the criteria of Schedule 8 sub-paragraph (6)(a) of the Procurement Act 2023 i.e. that the risk/s could jeopardise the satisfactory performance of the contract but, because of its/their nature, cannot be addressed in the contract as awarded:
- This contract includes additional service days to provide for continuous improvement and also to cover for unknown risks that may arise throughout the contract period. The additional services days may be used to cover the following as a minimum;
- Enhancement to the functionality of the solution within the scope of this contract;
- System configuration changes/upgrades;
- Enhancement or additional interface requirements;
- Technology changes – to support the introduction of new technologies;
- Changes required to the solution due to changes to legislation;
- Development of new reports or amendments to existing reports; and
- Import/export data changes to system interfaces
. Additional Training
The pricing Schedule includes an area for Suppliers to insert their daily rate for the provision of additional services throughout the contract period.
- The Contracting Authority has concluded that there is a possibility that the contract may have to be modified as a result of a materialisation of the known risk/s at a later date in accordance with Schedule 8 paragraph 5 of the Procurement Act 2023.
Exclusions
If at any time during the procurement, or post award, it comes to the attention of the Contracting Authority (CA) or CPD, by whatever means, that a Supplier has become ‘excluded’ or ‘excludable’ as per Sec 57 of the PA 2023, the CA, after compliance with its obligations under the PA 23, reserves the right to exclude said Supplier from the procurement procedure or terminate any contract they have been awarded.
Insert appropriate reservations of rights and disclaimers of liability here consider - e.g.
The Contracting Authority expressly reserves the rights:
(I). not to award any contract as a result of the procurement process commenced by publication of this notice;
(II). to make whatever changes it may see fit to the content and structure of the tendering Competition;
(III). to award (a) contract(s) in respect of any part(s) of the [services] covered by this notice; and
(IV). to award contract(s) in stages.
and in no circumstances will the Authority be liable for any costs incurred by candidates.
This tender competition includes a verification stage;
Before the intention to award phase, as part of the verification process, the tenderer with the highest scoring compliant bid will be required to provide a working demonstration of their proposed solution to verify some technical requirements by way of a verification exercise.
The solution must be demonstrated comprehensively against the requirements marked with ‘(Y) and (Y*) within the detailed requirements in Schedule 2 (Specification). This is to ensure that the solution meets the requirements. NOTE: the requirements indicated by (Y*) for verification, it is only the areas within that requirement marked with a * that will require to be verified.
In the event that the Tenderer’s proposed system is determined not to comply with any Requirement of the specification following the verification exercise, the tenderer will be considered eliminated from the tender exercise and the next highest scoring tenderer will be asked to undertake verification.
Suppliers should note that all dates, time periods and figures in relation to values and volumes specified in this notice and the procurement documents are approximate only and the Contracting Authority reserves the right to change any or all of them.
How it was run
Official notice- Submission deadline
- 13 Oct 2025, 15:00 BST
- Clarification deadline
- 3 Oct 2025, 23:59 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Tenders must be submitted electronically via the relevant Call for Tender (CfT) opportunity on eTendersNI, website details immediately below.
Paper submissions will not be accepted or considered and will be rejected by the Contracting Authority / Buyer.
The tender documents are available with unrestricted and full direct access, free of charge, at: URL etendersni.gov.uk/epps ↗
Timeline
12 Sept 2025 → 3 Mar 2026 · 8 dates- Tender notice published399 days ago12 Sept 2025, 18:01 BST
- Clarification questions by377 days ago3 Oct 2025, 23:59 BST
- Submission deadline368 days ago13 Oct 2025, 15:00 BST
- Award decision expected by335 days ago14 Nov 2025, 23:59 GMT
- Contract starts333 days ago17 Nov 2025
- Assessment summaries sent254 days ago4 Feb 2026
- Standstill ends244 days ago13 Feb 2026, 23:59 GMT
- Latest notice published227 days ago3 Mar 2026, 16:15 GMT
Notice history
7 events · 3 releases on Find a Tender · since 12 Sept 2025- Tender notice published12 Sept 2025, 18:01 BSTUK4
- Contract award notice published4 Feb 2026, 11:12 GMTUK6
- Status changed to complete4 Feb 2026, 11:12 GMT
- Procurement method changed4 Feb 2026, 11:12 GMT
- Contract signature expected14 Feb 2026, 23:59 GMTscheduled
- Contract details notice published3 Mar 2026, 16:15 GMTUK7
- Procurement method changed3 Mar 2026, 16:15 GMT
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| ‘Withheld Section94 supplier’SMEID 6127895 - DOJ - OPONI - Provision, implementation and Support of a Case Management System and On-line Complaints Portal16 Feb 2026 – 15 Oct 2031 · up to 15 Oct 2036Extensions: The initial contract period is for 5 years and 8 months, with up to 8 months for implementation period and 5 years from "Go Live" of the System. There will be an option to extend the Contract for a further two periods; a 3-year extension and then a 2-year extension. · Options: The Contracting Authority has identified the following risks as risks that satisfy the criteria of Schedule 8 sub-paragraph (6)(a) of the Procurement Act 2023 i.e. that the risk/s could jeopardise the satisfactory performance of the contract but, because of its/their nature, cannot be addressed in the contract as awarded: 1. This contract includes additional service days to provide for continuous improvement and also to cover for unknown risks that may arise throughout the contract period. The additional services days may be used to cover the following as a minimum; • Enhancement to the functionality of the solution within the scope of this contract; • System configuration changes/upgrades; • Enhancement or additional interface requirements; • Technology changes - to support the introduction of new technologies; • Changes required to the solution due to changes to legislation; • Development of new reports or amendments to existing reports; • Import/export data changes to system interfaces, and . Additional Training The Contracting Authority has concluded that there is a possibility that the contract may have to be modified as a result of a materialisation of the known risk/s at a later date in accordance with Schedule 8 paragraph 5 of the Procurement Act 2023. The Contract value figure indicated in this Notice represents an overall estimated contract value. This value reflects the potential scale of the contract and takes into account potential optional extension periods and the uptake of potential optional services as detailed in the tender documents. This figure does not however take into account the application of indexation or increases to charges due to increases in the Real Living Wage. Neither CPD nor the contracting Authority can provide any guarantee as to the level of business under this contract. | £1,500,000 | 4 Feb 2026 | Awarded |
Contracts
ID 6127895 - DOJ - OPONI - Provision, implementation and Support of a Case Management System and On-line Complaints Portal · ‘Withheld Section94 supplier’SME
- Signed
- 19 Feb 2026
- Value
- £1,500,000
- Period
- 20 Feb 2026 – 19 Oct 2031 · up to 19 Oct 2036 with extensions
- Status
- active
- Extensions
- The contract has an implementation period of up to 8 months and 5 years initial period from Go Live date. There will be an option to extend the Contract for a further two periods; a 3-year extension and then a 2-year extension. (5 yrs 8 months (+ 3yrs + 2 yrs)).
- Options
- This contract includes additional service days to provide for continuous improvement and also to cover for unknown risks that may arise throughout the contract period. The additional services days may be used to cover the following as a minimum; • Enhancement to the functionality of the solution within the scope of this contract; • System configuration changes/upgrades; • Enhancement or additional interface requirements; • Technology changes - to support the introduction of new technologies; • Changes required to the solution due to changes to legislation; • Development of new reports or amendments to existing reports; and • Import/export data changes to system interfaces . Additional Training
No agreed KPIs: The value of this contract is below the relevant threshold of £5 million including VAT and as such the reporting and publication of KPIs is not mandated.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 10final-stage tenders · 16 at stage one | 7 | 0 | — |
Contracting authority & participating public bodies
3 public bodies on the noticeOther public bodies
- CPDBeneficiary authority
- CPD - Supplies & Services DivisionProcess contact pointProcuring entityConstruction and Procurement Delivery – Supplies and Services Division, is a Centre of Procurement Expertise and provides a central procurement function for central government in Northern Ireland
Bidders & participating suppliers
1 commercial party on the notice- Withheld Section94 SupplierAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender