Official UK procurement notice
Record Management System (RMS) 7F Re-Procurement
Authority: The Police, Fire and Crime Commissioner for Essex (Police & fire)·Consortium: 7 public authorities
What is being bought2 lots · detail below
Published requirement descriptionThe Authority, the Police and Crime Commissioner for Essex, acting on behalf of itself and the other named participating Forces, wishes to appoint a supplier to deliver a Records Management System ("RMS") encompassing the four key functional pillars of Intelligence, Investigation, Case Management and Custody, and serving as a fully operational tool used by police officers and staff on a daily basis; and to work collaboratively alongside representatives from the seven Police Forces and relevant third parties to implement and configure the system to the Requirements of the Authority, including the provision of appropriate resources to support this.
The procurement will be structured as a single-supplier Framework, under which individual Call Off Contracts will be placed using a common template contract document.
The term of the single supplier Framework is 4 years. The term of the individual Call-Off Contracts placed by lot 1 or Lot 2 Authorities is anticipated to be for an initial term of 10 years, with the option to extend by a further one 1 period of five 5 years.
- How the procedure runs: This project will look to procure a replacement Records Management System, for the following 7 Forces: Bedfordshire, Cambridgeshire, Hertfordshire, Kent, Essex, Norfolk and Suffolk. The Authority reserves the right to refine the award criteria in accordance with Section 24 of the Procurement Act 2023.
CPV: Content management software development services · Records management · System, storage and content management software package
How this framework works
From the published notice- Type
- Open framework
- Call-offs
- call-offs are awarded directly to appointed suppliers, without further competition
- Places
- up to 1 suppliers · 3 bids on the busiest of 2 lots (3.0 per place) · 1 appointed (full)
- Framework period
10 yrs · up to 15 yrs from 16 Oct 2026, This is a contract for a critical RMS, which will require significant years of Testing, Training, Implementation etc.
- Supplier levy on call-offs (max %)
An administration charge of 1% per year of the contract value of each call-off contract will be payable by the supplier to the 7F Commercial Services for the costs of administering the framework agreement, for the duration of each call-off contract.
Who may buy through it
UK Police Forces
Published description of the framework
Single Supplier Framework
Lots and requirements (2)Procurement structure
2 lots · all with a published value · same evaluation weights on every lotLot #1RMS and Associated Services to 7FAwardedRenewalPublished value£100,000,000
The source published no individual description for this lot.
Lot #2RMS and Associated Services to all other UK Police ForcesAwardedRenewalPublished value£350,000,000
The source published no individual description for this lot.
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).
Published award criteria (2)
- Quality: Stage 2 Quality Criteria - 90% Stage 3 Quality Criteria - 70% Stage 4 Quality Criteria - 40%
- Price: Stage 2 Price Criteria - 10% Stage 3 Price Criteria - 30% Stage 4 Price Criteria - 60%
- Price carries 10 of 100 points: a 10% discount moves about 1 point. The method statement decides this lot, not the discount.
- “Record Management System (RMS) 7F Re-Procurement” is a framework: the contest is a place on its panel, up to 1 suppliers, not a single contract, and call-offs are awarded directly: getting appointed is the whole game.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
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
- Framework agreement
- Who may use this agreement
- UK Police Forces
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 30 Sept 2025, 16:53 BST
- Last source update
- 8 Sept 2026, 11:56 BST
- Award evaluation window
- Submission end – 7 Sept 2026
- Authority reference
C19742- FTS notice number
2025/S 000-061054- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05a553Find a Tender
- How it runs
This project will look to procure a replacement Records Management System, for the following 7 Forces: Bedfordshire, Cambridgeshire, Hertfordshire, Kent, Essex, Norfolk and Suffolk. The Authority reserves the right to refine the award criteria in accordance with Section 24 of the Procurement Act 2023.
- Risks
- Performance Failure - during implementation and/or the life of the contract. 2. Complex Interoperability with systems & software across the region. 3. Inadequate Security & Cyber security controls. 4. Difficulty with access to legacy data /transition of historical data into the new system. 5. Inability or restrictions with the Integration of the solution with current Force systems.
How it was run
Official notice- Requests to participate (first stage)
- 27 Oct 2025, 12:00 GMT
- Appointment period ends
- 27 Oct 2025, 12:00 GMT
- Clarification deadline
- 21 Oct 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
- Supplier levy on call-offs (max %)
call-off levy · An administration charge of 1% per year of the contract value of each call-off contract will be payable by the supplier to the 7F Commercial Services for the costs of administering the framework agreement, for the duration of each call-off contract.
Timeline
30 Sept 2025 → 16 Oct 2026 · 7 dates- Tender notice published390 days ago30 Sept 2025, 16:53 BST
- Clarification questions by370 days ago21 Oct 2025, 12:00 BST
- Admission / appointment period ends363 days ago · period end, not a bid countdown27 Oct 2025, 12:00 GMT
- Award decision expected by48 days ago7 Sept 2026, 23:59 BST
- Assessment summaries sent48 days ago8 Sept 2026, 00:00 BST
- Latest notice published48 days ago8 Sept 2026, 11:56 BST
- Contract starts10 days ago16 Oct 2026, 00:00 BST
Notice history
5 events · 2 releases on Find a Tender · since 30 Sept 2025- Tender notice published30 Sept 2025, 16:53 BSTUK4
- Contract award notice published8 Sept 2026, 11:56 BSTUK6
- Status changed to complete8 Sept 2026, 11:56 BST
- Procurement method changed8 Sept 2026, 11:56 BST
- Contract signature expected16 Oct 2026, 23:59 BSTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Across several lots1 award | |||
| MARK43 UK LIMITEDRecord Management System Gen 2 (RMS Gen2) Framework16 Oct 2026 – 15 Oct 2030 | £450,000,000 | 8 Sept 2026 | Awarded |
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · RMS and Associated Services to 7F | 3final-stage tenders | 0 | 0 | — |
| 2 · RMS and Associated Services to all other UK Police Forces | 3final-stage tenders | 0 | 0 | — |
Who bid
- wonMark43 UK Limited · South West England · all lots
- did not winDeloitte LLP · Greater London · all lots
- did not winAxon Enterprise · East Midlands · all lots
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
Contracting authority & participating public bodies
7 public bodies on the noticeConsortium members and other public bodies
- The Police and Crime Commissioner for BedfordshireContracting authorityPublic authority - sub-central government
- The Police and Crime Commissioner for CambridgeshireContracting authorityPublic authority - sub-central government
- The Police and Crime Commissioner for HertfordshireContracting authorityPublic authority - sub-central government
- The Police and Crime Commissioner for KentContracting authorityPublic authority - sub-central government
- The Police and Crime Commissioner for NorfolkContracting authorityPublic authority - sub-central government
- The Police and Crime Commissioner for SuffolkContracting authorityPublic authority - sub-central government
Framework contractors & participating bidders
3 commercial parties on the notice · 1 awarded- Axon EnterpriseBidder / tenderer
- Deloitte LLPBidder / tenderer
- Mark43 UK LimitedFramework contractor
Official documents & specifications (2)
Official links; attachments are not copiedNotices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender