Police Records Management System

{
  "awards": [
    {
      "id": "1",
      "items": [
        {
          "additionalClassifications": [
            {
              "description": "Industry specific software package",
              "id": "48100000",
              "scheme": "CPV"
            },
            {
              "description": "Software support services",
              "id": "72261000",
              "scheme": "CPV"
            },
            {
              "description": "IT services: consulting, software development, Internet and support",
              "id": "72000000",
              "scheme": "CPV"
            },
            {
              "description": "Software-related services",
              "id": "72260000",
              "scheme": "CPV"
            },
            {
              "description": "Software package and information systems",
              "id": "48000000",
              "scheme": "CPV"
            },
            {
              "description": "Software implementation services",
              "id": "72263000",
              "scheme": "CPV"
            },
            {
              "description": "Software consultancy services",
              "id": "72266000",
              "scheme": "CPV"
            },
            {
              "description": "Software supply services",
              "id": "72268000",
              "scheme": "CPV"
            }
          ],
          "deliveryAddresses": [
            {
              "country": "GB",
              "countryName": "United Kingdom",
              "region": "UKG13"
            }
          ],
          "id": "1",
          "relatedLot": "1"
        }
      ],
      "mainProcurementCategory": "goods",
      "relatedLots": [
        "1"
      ],
      "status": "active",
      "suppliers": [
        {
          "id": "GB-PPON-PTWD-1456-LNVJ",
          "name": "NICHE TECHNOLOGY UK LIMITED"
        }
      ]
    }
  ],
  "buyer": {
    "id": "GB-PPON-PXNY-4251-DZLZ",
    "name": "The Police and Crime Commissioner for Warwickshire"
  },
  "contracts": [
    {
      "aboveThreshold": true,
      "agreedMetrics": [
        {
          "description": "System availability is defined as the proportion of time that all major business critical functions are available to users, measured monthly. Availability will be calculated as:\nA = (Tp \u2013 Ts \u2013 Tu) / (Tp \u2013 Ts) \u00d7 100%\nwhere:\n\u2013 Tp = total time in the measurement period\n\u2013 Ts = scheduled downtime in the measurement period\n\u2013 Tu = unscheduled",
          "id": "1",
          "observations": [
            {
              "id": "frequency",
              "period": {
                "durationInMonths": 1
              }
            }
          ],
          "title": "KPI 1 System Availability"
        },
        {
          "description": "Priority 1 support tickets must be resolved within the timescales defined in the Niche SLA. Performance will be measured monthly against the resolution time standards set out in the Niche SLA documentation.",
          "id": "2",
          "observations": [
            {
              "id": "frequency",
              "period": {
                "durationInMonths": 1
              }
            }
          ],
          "title": "KPI 2 Resolution Time for Priority 1 Incidents"
        },
        {
          "description": "The supplier must provide monthly, quarterly and annual management information no later than 10 calendar days before each corresponding contract review meeting. The supplier is responsible for organising these meetings and ensuring attendance by relevant parties. Performance against this KPI will be assessed monthly on a pass/fail basis (Target 100% required).\nTier 2 Performance Points: Failure to provide the required management information or failure to attend a scheduled contract meeting will each result in the allocation of one Tier 2 point, valued at \u00a3250 per occurrence.",
          "id": "3",
          "observations": [
            {
              "id": "frequency",
              "period": {
                "durationInMonths": 1
              }
            }
          ],
          "title": "KPI 3 Contract Management"
        }
      ],
      "awardID": "1",
      "dateSigned": "2026-01-30T00:00:00+00:00",
      "documents": [
        {
          "description": "Redacted Contract Details and Schedules",
          "documentType": "contractSigned",
          "format": "application/x-zip-compressed",
          "id": "A-11341",
          "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-11341"
        },
        {
          "datePublished": "2026-02-03T11:17:44Z",
          "description": "Contract details notice on Find a Tender",
          "documentType": "contractNotice",
          "format": "text/html",
          "id": "009367-2026",
          "noticeType": "UK7",
          "url": "https://www.find-tender.service.gov.uk/Notice/009367-2026"
        }
      ],
      "hasRenewal": true,
      "id": "1",
      "period": {
        "endDate": "2033-02-21T23:59:59+00:00",
        "maxExtentDate": "2037-02-21T23:59:59+00:00",
        "startDate": "2026-02-01T00:00:00+00:00"
      },
      "renewal": {
        "description": "2 x 24 months"
      },
      "status": "active",
      "title": "Police Records Management System",
      "value": {
        "amount": 4977200,
        "amountGross": 5972640,
        "currency": "GBP"
      }
    }
  ],
  "date": "2026-02-03T11:17:44Z",
  "id": "009367-2026",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-059af5",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Leek Wootton",
        "postalCode": "CV35 7QB",
        "region": "UKG13",
        "streetAddress": "Warwickshire Police Headquarters"
      },
      "contactPoint": {
        "email": "procurement@warwickshire.police.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-PPON-PXNY-4251-DZLZ",
      "identifier": {
        "id": "PXNY-4251-DZLZ",
        "scheme": "GB-PPON"
      },
      "name": "The Police and Crime Commissioner for Warwickshire",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "STOCKTON-ON-TEES",
        "postalCode": "TS22 5TB",
        "region": "UKC11",
        "streetAddress": "Azets, Wynyard Park House,"
      },
      "contactPoint": {
        "email": "PROPOSALS@NICHERMS.COM"
      },
      "details": {
        "publicServiceMissionOrganization": false,
        "scale": "large",
        "shelteredWorkshop": false,
        "vcse": false
      },
      "id": "GB-PPON-PTWD-1456-LNVJ",
      "identifier": {
        "id": "PTWD-1456-LNVJ",
        "scheme": "GB-PPON"
      },
      "name": "NICHE TECHNOLOGY UK LIMITED",
      "roles": [
        "supplier"
      ]
    }
  ],
  "tag": [
    "award",
    "contract"
  ],
  "tender": {
    "description": "The Police \u0026 Crime Commissioner for Warwickshire has awarded a contract for the provision of a Police Records Management System (RMS) solution and associated services for Warwickshire Police. \nThe scope of the system and associated services includes:\nInformation Assurance (IA)\nAudit \u0026 Assurance (AA)\nCase Management (CM)\nInvestigation Management (IM)\nCustody (CY)\nIntegration \u0026 Interfacing (II)\nIntelligence Handling (IH)\nMisc. Functions (MF)\nNon-Functional Requirements (NF)\nTraining (TG)\nVictim \u0026 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 \u0026 Tender\nStage 2: Demonstrations \u0026 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\u201383 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. The authority further confirms that it will continue to review, update and complete Conflict of Interest assessments at all required points in line with its ongoing obligations under Section 83 of the Act.\nThis process ensures that any actual, potential or perceived conflicts are identified, recorded and appropriately mitigated to safeguard the integrity of the procurement and to ensure fair and impartial decision making throughout the contract lifecycle.\nDuring the tender process, the supplier that was ultimately successful informed the contracting authority that they would need to rely on a specialist subcontractor to meet the technical ability condition of participation relating specifically to data migration. 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. This approach remained compliant with Section 22 of the Procurement Act 2023, which permits suppliers to rely on the capacity and ability of third parties where appropriate, provided the contracting authority is satisfied through its assessment. \nThe contracting authority confirmed that each potential subcontractor option could meet the technical condition of participation, and that reliance on a specialist migration partner was appropriate and proportionate given the nature of the requirement.\nDuring the contract award stage the supplier has confirmed that they will subcontract the data migration to Blue Skies Associates Limited, PPON PVGH-5733-NHJR.\nThe contract covers the implementation of the RMS solution including data migration, followed by licensing, support, and maintenance for six years from system go-live, with options to extend for up to two additional periods of 24 months each.  \nThe following milestones have been set:\nMilestone 1 Unconfigured NicheRMS db shared \nMilestone 2 Initial system Training completed \nMilestone 3 Delivery of configured Software and User Acceptance Testing Completed \nMilestone 4 Acceptance of Configured Software \nMilestone 5 Go-live of the Software \nMilestone 6 Completion of 45 days clear running after Go-Live with no P1 or P2 outstanding as faults defined in SLA\nIn accordance with Section 52 of the Procurement Act 2023, the contracting authority has identified three Key Performance Indicators (KPIs) that are material to the performance of this contract. These KPIs will be monitored throughout the contract lifecycle and reviewed at each scheduled contract review meeting. \nKPI 1 System Availability\nKPI 2 Resolution Time for Priority 1 Incidents\nKPI 3 Contract Management \nThese KPIs have been selected as the most material measures of supplier performance for this contract and support compliance with the transparency requirements of the Procurement Act 2023.\nThe value of the contract over the implementation period and the initial 6 years is: \u00a33,428,536.00 plus VAT. Assuming annual increases of around 3% the total including extensions is likely to be in the range of \u00a34.9m to \u00a35m plus VAT.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      }
    ],
    "id": "WPA25-0035",
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "id": "1",
        "status": "complete"
      }
    ],
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "status": "complete",
    "title": "Police Records Management System"
  }
}