Police Records Management System (RMS)

A Police RMS is defined as an industry-specific system which is accessible forcewide. It should provide for the storage, searching, retrieval, retention, management, archiving, and viewing of information, records, documents or files pertaining to law enforcement operations, whilst giving due consideration to information governance and security requirements.

At a high level, the system must:

• provide pre-configured functionality supporting the management of Crime, Case, Custody, Safeguarding and Intelligence.
• provide pre-configured search functionality against a POLE (Person, Object, Location, Event) database.
• provide pre-configured workflow functionality [currently operational for UK National Policing Systems] that meets the standards required by the Police and Criminal Evidence Act 1984.
• have interfaces that are currently operational for UK National Policing Systems and/or Services including the Police National Computer (PNC), the Police National Database (PND), the Crown Prosecution Service (CPS) and HM Courts & Tribunals Service (HMCTS).

The Invitation to Participate (ITP) contains full details of the Requirements for the Contract, the Competitive Dialogue process to be followed, and the assessment and elimination criteria for the procurement.

In order to receive the ITP and other Tender Documents, interested parties must complete and return a Non-Disclosure Agreement as part of their Expression of Interest. This should be returned as soon as possible, to ensure that Bidders have sufficient time to read, understand and complete their ITP submission prior to the deadline for Bids.

This procurement will be conducted in accordance with the Competitive Dialogue Procedure, as defined by Regulation 30 of the Public Contracts Regulations 2015 (as amended).

It is expected that this Competitive Dialogue will include 2 stages of assessment – the Invitation to Participate and the Invitation to Tender (Final Bid) - and a separate Invitation to Dialogue (“ITD”) stage which will not form part of the assessment.

However, the Authority reserves the right to use fewer or more stages of assessment, and to reduce the number of participants at each stage. This includes the option to dialogue in successive stages, to reduce the number of solutions to be discussed during the dialogue stage, by applying the award criteria set out in the ITP, in accordance with Regulation 30(12) of the Public Contracts Regulations 2015. Additional information: The scope of the contract will be flexible to the requirements of the force over the life of the contract, and to functional and innovative developments in the sector during that period. With that in mind, additional functionality may be purchased from the contracted supplier in line with the ‘modification of contract’ provisions of the Public Contracts Regulations (2015).