Police Records Management System

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Functions (MF)\nNon-Functional Requirements (NF)\nTraining (TG)\nVictim & Witness Management (VW)\nPrevention (PR)\nData Quality (DQ)\nData Analysis (DA)\nThe Supplier shall provide:\nImplementation Services including Supplier-side project management, integration, and testing services. \nSoftware Support and Maintenance services including \nService desk\nSoftware maintenance support\nDatabase analysis and diagnostics\nFault diagnosis\nTechnical assistance and fault rectification (which shall include fault management with associated service levels and performance guarantees);\nUpgrades to new Software versions.\nApplication Related Technical Consultancy Services (on demand).\nThe requirement was tendered as a single lot under the Procurement Act 2023, using a competitive flexible procedure comprising the following stages:\nStage 1: Participation & Tender\nStage 2: Demonstrations & Best and Final Offer (BAFO)\nStage 3: Contract Award\nThe contracting authority confirms that it has completed Conflict of Interest assessments in accordance with Sections 81–83 of the Procurement Act 2023, which require contracting authorities to identify, review and mitigate actual, potential, and perceived conflicts of interest throughout a covered procurement. 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The supplier confirmed that engagement of a specialist migration partner would be required to ensure that the data migration element of the contract could be delivered to the required standard.\nWhile the supplier confirmed that a subcontractor would be engaged to deliver the necessary data migration capability, the specific subcontractor had not yet been selected at the time of tender submission or contract award. 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      "endDate": "2025-10-21T12:00:00+01:00"
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    "aboveThreshold": true,
    "submissionTerms": {
      "languages": [
        "en"
      ],
      "electronicSubmissionPolicy": "allowed"
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "goods",
    "submissionMethodDetails": "Where stages require the submission of documents, you must submit one electronic copy of the entire stage response via the InTend BlueLight Tendering portal https://sell2.in-tend.co.uk/blpd/home\nPlease clearly label the title of all electronic files uploaded so that they are easily identifiable.\nAll documents must be completed in English.\nIn submitting via the Tendering portal, please upload your submission using the 'Attach documents' button - please do not send via any other method and please do not use the correspondence function as this will not be accepted. Please ensure that once attached you click 'Submit Response'. Failure to submit by the required deadline will result in disqualification from the procedure.\nNOTE: Large files may take some time to upload. We advise that you log-on to commence your upload process at least 2 hours prior to the deadline.",
    "procurementMethodDetails": "Competitive flexible procedure"
  },
  "parties": [
    {
      "id": "GB-PPON-PXNY-4251-DZLZ",
      "name": "The Police and Crime Commissioner for Warwickshire",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKG13",
        "country": "GB",
        "locality": "Leek Wootton",
        "postalCode": "CV35 7QB",
        "countryName": "United Kingdom",
        "streetAddress": "Warwickshire Police Headquarters"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PXNY-4251-DZLZ",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "procurement@warwickshire.police.uk"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}

{
  "id": "056812-2025",
  "tag": [
    "tender"
  ],
  "date": "2025-09-16T09:59:16+01:00",
  "ocid": "ocds-h6vhtk-059af5",
  "buyer": {
    "id": "GB-PPON-PXNY-4251-DZLZ",
    "name": "The Police and Crime Commissioner for Warwickshire"
  },
  "tender": {
    "id": "WPA25-0035",
    "lots": [
      {
        "id": "1",
        "value": {
          "amount": 8000000,
          "currency": "AED",
          "amountGross": 9600000
        },
        "status": "active",
        "renewal": {
          "description": "2 x 24 months"
        },
        "hasRenewal": true,
        "awardCriteria": {
          "criteria": [
            {
              "name": "Simple description",
              "type": "price",
              "description": "Weightings are set at ranges which we reserve the right to refine at different stages of the procedure.\nStage 1 Participation & Tender\nSupplier Information/Central Digital Platform - Pass/Fail \nFunctional and Non-Functional Requirements Matrix - Pass/Fail\nTender Questions – Technical & Social Value 96.95% (Published Range 20% - 70%)\nPricing 30.05% (Published Range 30% - 40%).\nStage 2 Demo & BAFO\nTender Quality Score 20% (from Stage 1) - (Published Range 20% - 70%)\nSystem Demo 40% (Published Range 0% - 40%)\nFinal Pricing (BAFO) 40% (Published Range 30% - 40%).\nWe reserve the right to refine the award criteria during the procedure prior to inviting final tenders. Full stage details are set out in Section 6 of the Invitation to Tender."
            }
          ],
          "weightingDescription": "Weightings are set at ranges which we reserve the right to refine at different stages of the procedure.\nStage 1 Participation & Tender\nSupplier Information/Central Digital Platform - Pass/Fail \nFunctional and Non-Functional Requirements Matrix - Pass/Fail\nTender Questions – Technical & Social Value 96.95% (Published Range 20% - 70%)\nPricing 30.05% (Published Range 30% - 40%).\nStage 2 Demo & BAFO\nTender Quality Score 20% (from Stage 1) - (Published Range 20% - 70%)\nSystem Demo 40% (Published Range 0% - 40%)\nFinal Pricing (BAFO) 40% (Published Range 30% - 40%).\nWe reserve the right to refine the award criteria during the procedure prior to inviting final tenders. Full stage details are set out in Section 6 of the Invitation to Tender."
        },
        "contractPeriod": {
          "endDate": "2032-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00",
          "maxExtentDate": "2036-03-31T23:59:59+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "additionalClassifications": [
          {
            "id": "48000000",
            "scheme": "CPV",
            "description": "Software package and information systems"
          },
          {
            "id": "48100000",
            "scheme": "CPV",
            "description": "Industry specific software package"
          },
          {
            "id": "72000000",
            "scheme": "CPV",
            "description": "IT services: consulting, software development, Internet and support"
          },
          {
            "id": "72260000",
            "scheme": "CPV",
            "description": "Software-related services"
          },
          {
            "id": "72261000",
            "scheme": "CPV",
            "description": "Software support services"
          },
          {
            "id": "72263000",
            "scheme": "CPV",
            "description": "Software implementation services"
          },
          {
            "id": "72266000",
            "scheme": "CPV",
            "description": "Software consultancy services"
          },
          {
            "id": "72268000",
            "scheme": "CPV",
            "description": "Software supply services"
          }
        ]
      }
    ],
    "title": "Police Records Management System",
    "value": {
      "amount": 8000000,
      "currency": "GBP",
      "amountGross": 9600000
    },
    "status": "active",
    "documents": [
      {
        "id": "conflictOfInterest",
        "description": "Not published",
        "documentType": "conflictOfInterest"
      },
      {
        "id": "056812-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/056812-2025",
        "format": "text/html",
        "noticeType": "UK4",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "datePublished": "2025-09-16T09:59:16+01:00"
      }
    ],
    "procedure": {
      "features": "Stage 1 – Participation & Tender\nStage 2 – Demonstrations & BAFO\nStage 3 – Contract Award"
    },
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "awardPeriod": {
      "endDate": "2025-12-10T23:59:59+00:00"
    },
    "description": "You are invited to tender for the provision of a Records Management System solution and associated services to Warwickshire Police. The requirement will be tendered as a single requirement.\nWe are following a competitive flexible procedure comprising of the following stages:\nStage 1 – Participation & Tender\nStage 2 – Demonstrations & BAFO\nStage 3 – Contract Award\nThis tender falls above the relevant threshold, therefore, is inside The Procurement Act 2023.\nThe contract shall be for an initial period which includes the implementation period plus 6 year(s) licence, support & maintenance (from system go live) with an option to extend for up to a further 2 x 24 month periods. The contract dates and extension dates provided in this notice are estimated. \nEstimated contract value range £6.5 million to £8 million including one off implementation costs.  Costs are estimated and may be subject to change depending on the type of solution and licensing terms selected.\nAll expressions of interest should me made via the Warwickshire Police In-tend tendering portal accessible via the In-tend Bluelight Hub: https://sell2.in-tend.co.uk/blpd/home. You can view the tender details via the `Tenders` tab. However to view the procurement documents you must register/ log in. To register please go to the `Portals` section and select Warwickshire Police to get to our tender portal. If you are already registered, simply log in and go the `Tenders` section to access the tender and the documents.\nLink to Supplier Guide for the InTend Sell2Bluelight system \nhttps://bluelightcommercial.police.uk/media/2284/sell2bluelight-in-tend-full-supplier-guide.pdf\nAny questions relating to this procurement procedure must be made via the Correspondence function on the In-tend portal.",
    "tenderPeriod": {
      "endDate": "2025-10-21T12:00:00+01:00"
    },
    "aboveThreshold": true,
    "submissionTerms": {
      "languages": [
        "en"
      ],
      "electronicSubmissionPolicy": "allowed"
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "goods",
    "submissionMethodDetails": "Where stages require the submission of documents, you must submit one electronic copy of the entire stage response via the InTend BlueLight Tendering portal https://sell2.in-tend.co.uk/blpd/home\nPlease clearly label the title of all electronic files uploaded so that they are easily identifiable.\nAll documents must be completed in English.\nIn submitting via the Tendering portal, please upload your submission using the 'Attach documents' button - please do not send via any other method and please do not use the correspondence function as this will not be accepted. Please ensure that once attached you click 'Submit Response'. Failure to submit by the required deadline will result in disqualification from the procedure.\nNOTE: Large files may take some time to upload. We advise that you log-on to commence your upload process at least 2 hours prior to the deadline.",
    "procurementMethodDetails": "Competitive flexible procedure"
  },
  "parties": [
    {
      "id": "GB-PPON-PXNY-4251-DZLZ",
      "name": "The Police and Crime Commissioner for Warwickshire",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKG13",
        "country": "GB",
        "locality": "Leek Wootton",
        "postalCode": "CV35 7QB",
        "countryName": "United Kingdom",
        "streetAddress": "Warwickshire Police Headquarters"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PXNY-4251-DZLZ",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "procurement@warwickshire.police.uk"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}