Official UK procurement notice
Records Management System Gen 2
Authority: The Police, Fire and Crime Commissioner for Essex (Police & fire)·Consortium: 7 public authorities
What is being bought2 lots · detail below
Published requirement descriptionThis project will look to procure a replacement Records Management System (RMS), for the following 7 Forces: Bedfordshire, Cambridgeshire, Hertfordshire, Kent, Essex, Norfolk & Suffolk. The current RMS is widely used as a day-to-day business tool covering the functions of Investigation (Crime) Management; Intelligence and Defendant Management (Custody and Case Preparation). This is a critical system for Forces.
- 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
- 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 7FRenewalPublished value£100,000,000
Records Management Solution (RMS) and Associated Services to the specifically named Authorities:
- Kent Police
- Essex Police
- Norfolk Police
- Suffolk Police
- Bedfordshire Police
- Cambridgeshire Police
- Hertfordshire Police
Lot #2RMS and Associated Services to all other UK Police ForcesRenewalPublished value£350,000,000
Records Management Solution and Associated Services to all other UK Police Forces
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.
- “Records Management System Gen 2” 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
- Closed
- 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
- 30 Sept 2025, 16:53 BST
- Award evaluation window
- Submission end – 7 Sept 2026
- FTS notice number
2025/S 000-061053- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05a552Find 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 · 5 dates- Tender notice published387 days ago30 Sept 2025, 16:53 BST
- Clarification questions by366 days ago21 Oct 2025, 12:00 BST
- Admission / appointment period ends360 days ago · period end, not a bid countdown27 Oct 2025, 12:00 GMT
- Award decision expected by44 days ago7 Sept 2026, 23:59 BST
- Contract starts6 days ago16 Oct 2026, 00:00 BST
Notice history
1 event · 1 release on Find a Tender- Tender notice published30 Sept 2025, 16:53 BSTUK4
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
Official documents & specifications (1)
Official links; attachments are not copiedNotices published for this procedure
- Tender notice Tender notice on Find a Tender