Provision of a Human Resource System & Duties Management System

{
  "buyer": {
    "id": "GB-PPON-PXNY-4251-DZLZ",
    "name": "The Police and Crime Commissioner for Warwickshire"
  },
  "date": "2025-09-18T08:53:09+01:00",
  "id": "057546-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-0523fd",
  "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"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-01-06T23:59:59+00:00"
    },
    "description": "You are invited to tender for the provision of a Human Resources (HR) System and Duties Management System to Warwickshire Police.\nThe requirement will be tendered in the following lots: \nLot 1 \u2013 HR System including:\no\tHuman Resources Management and Training Administration (core requirements). \no\tCase Management, Performance Management, and Recruitment (optional).\nLot 2 \u2013 Duties Management System - A system which holds working hours and shift patterns for our officers and staff encompassing shift planning, rostering, managing minimum staffing levels, and leave requests.\nImportant Note: For Lot 2 bidders must be able to deliver the solution directly and not through a partner. It is a condition of participation for Lot 2 that suppliers have a developed Duties Management System which is operating in a policing environment.\nWe are following a competitive flexible procedure comprising of the following stages:\nStage 1 \u2013 Participation \u0026 Tender\nStage 2 \u2013 Demonstrations \u0026 BAFO\nStage 3 \u2013 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 5-year(s) licence, support \u0026 maintenance (from system go live) with an option to extend for up to a further 3 x 12-month periods. The contract dates and extension dates provided in this notice are for guidance only based upon estimated timescales of an implementation period February 2026 to July 2027 with an anticipated Go live of systems 01 August 2027.\nEstimated contract value ranges are as follows:\nLot 1 - \u00a3900K to \u00a31.5 million (excluding VAT) including one off implementation costs plus options\nLot 2 - \u00a3800K to \u00a31.25 million (excluding VAT) including one off implementation costs\nCosts are estimated and may be subject to change depending on the type of solution and licensing terms selected.\nAll expressions of interest should be 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 In-tend Bluelight hub https://bluelightcommercial.police.uk/media/2284/sell2bluelight-in-tend-full-supplier-guide.pdf\nPlease note that if you previously expressed interest in the Preliminary Market Engagement exercise, you must register separately for this tender exercise on In-tend.\nAny questions relating to this procurement procedure must be made via the Correspondence function on the In-tend portal.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-09-18T08:53:09+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "057546-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/057546-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-10-28T17:00:00+00:00"
    },
    "id": "WPA25-0036",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          },
          {
            "description": "Industry specific software package",
            "id": "48100000",
            "scheme": "CPV"
          },
          {
            "description": "Time accounting or human resources software package",
            "id": "48450000",
            "scheme": "CPV"
          },
          {
            "description": "Software support services",
            "id": "72261000",
            "scheme": "CPV"
          },
          {
            "description": "Software implementation services",
            "id": "72263000",
            "scheme": "CPV"
          },
          {
            "description": "Software supply services",
            "id": "72268000",
            "scheme": "CPV"
          }
        ],
        "id": "LOT-0001",
        "relatedLot": "LOT-0001"
      },
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          },
          {
            "description": "Industry specific software package",
            "id": "48100000",
            "scheme": "CPV"
          },
          {
            "description": "Time accounting or human resources software package",
            "id": "48450000",
            "scheme": "CPV"
          },
          {
            "description": "Software support services",
            "id": "72261000",
            "scheme": "CPV"
          },
          {
            "description": "Software implementation services",
            "id": "72263000",
            "scheme": "CPV"
          },
          {
            "description": "Software supply services",
            "id": "72268000",
            "scheme": "CPV"
          }
        ],
        "id": "LOT-0002",
        "relatedLot": "LOT-0002"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Weightings are set at ranges which we reserve the right to refine at different stages of the procedure.\nStage 1 Participation \u0026 Tender (same criteria for both lots)\nSupplier Information/Central Digital Platform - Pass/Fail\nFunctional \u0026 Non-functional Requirements Matrix - Pass/Fail\nTender Questions - Technical \u0026 Social Value 70% (Published Range 20% - 70%)\nPricing 30% (Published Range 30% - 40%)\nSystem Demo 0% (Published Range 0% - 30%)\nThe top 3 highest scoring bidders in each lot will be invited to participate in Stage 2\nStage 2 Demo \u0026 BAFO (same criteria for both lots)\nTender Quality Score (From stage 1) 20% (Published Range 20% - 70%)\nSystem Demo 40% (Published Range 0% - 40%)\nFinal Pricing 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.",
              "name": "Simple description",
              "type": "price"
            }
          ],
          "weightingDescription": "Weightings are set at ranges which we reserve the right to refine at different stages of the procedure.\nStage 1 Participation \u0026 Tender (same criteria for both lots)\nSupplier Information/Central Digital Platform - Pass/Fail\nFunctional \u0026 Non-functional Requirements Matrix - Pass/Fail\nTender Questions - Technical \u0026 Social Value 70% (Published Range 20% - 70%)\nPricing 30% (Published Range 30% - 40%)\nSystem Demo 0% (Published Range 0% - 30%)\nThe top 3 highest scoring bidders in each lot will be invited to participate in Stage 2\nStage 2 Demo \u0026 BAFO (same criteria for both lots)\nTender Quality Score (From stage 1) 20% (Published Range 20% - 70%)\nSystem Demo 40% (Published Range 0% - 40%)\nFinal Pricing 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": "2032-07-31T23:59:59+01:00",
          "maxExtentDate": "2035-07-31T23:59:59+00:00",
          "startDate": "2026-02-01T00:00:00+00:00"
        },
        "description": "Human Resources Management and Training Administration (core requirements). \nCase Management, Performance Management, and Recruitment (optional).\nOur requirements are split into core elements and optional modules which are currently subject to separate contracts, but which we may wish to bring into scope at a later date. For the purposes of evaluation, only core requirements will be considered.\nSystem Scope (Core):\nWe are looking for a system with the following functionality:\n\u2022\tHuman Resources Management\n\u2022\tCentralised database\n\u2022\tEmployee self-service\n\u2022\tOnboarding and offboarding\n\u2022\tAbsence Management\n\u2022\tWorkforce analytics\n\u2022\tCompliance\n\u2022\tTraining Administration\n\u2022\tCreating, scheduling, and managing courses\n\u2022\tCreating and maintaining training and skills records\n\u2022\tReporting tools dashboards and analytics\n\u2022\tSystem Administration tools\n\u2022\tIntegration with Duties Management System and other third-party systems (e.g. payroll, Corevet)\n\u2022\tIntegrations with Microsoft 365 and Business Objects\n\u2022\tSecure data capture and reporting\n\u2022\tSystem Support and Maintenance\n\u2022\tTraining Support and Materials\nSystem Scope (Optional Modules):\nRecruitment\nPerformance Management\nCase Management\nAll Functional \u0026 Non-Functional Requirements are detailed in \u201c2a Annex 1 Functional \u0026 Non-Functional Requirements\u201d. \nFull details are included in the Invitation to Tender documents.",
        "hasRenewal": true,
        "id": "LOT-0001",
        "renewal": {
          "description": "3 x 12-month periods"
        },
        "status": "active",
        "title": "HR System",
        "value": {
          "amount": 1500000,
          "amountGross": 1800000,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Weightings are set at ranges which we reserve the right to refine at different stages of the procedure.\nStage 1 Participation \u0026 Tender (same criteria for both lots)\nSupplier Information/Central Digital Platform - Pass/Fail\nFunctional \u0026 Non-functional Requirements Matrix - Pass/Fail\nTender Questions - Technical \u0026 Social Value 70% (Published Range 20% - 70%)\nPricing 30% (Published Range 30% - 40%)\nSystem Demo 0% (Published Range 0% - 30%)\nThe top 3 highest scoring bidders in each lot will be invited to participate in Stage 2\nStage 2 Demo \u0026 BAFO (same criteria for both lots)\nTender Quality Score (From stage 1) 20% (Published Range 20% - 70%)\nSystem Demo 40% (Published Range 0% - 40%)\nFinal Pricing 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.",
              "name": "Simple description",
              "type": "price"
            }
          ],
          "weightingDescription": "Weightings are set at ranges which we reserve the right to refine at different stages of the procedure.\nStage 1 Participation \u0026 Tender (same criteria for both lots)\nSupplier Information/Central Digital Platform - Pass/Fail\nFunctional \u0026 Non-functional Requirements Matrix - Pass/Fail\nTender Questions - Technical \u0026 Social Value 70% (Published Range 20% - 70%)\nPricing 30% (Published Range 30% - 40%)\nSystem Demo 0% (Published Range 0% - 30%)\nThe top 3 highest scoring bidders in each lot will be invited to participate in Stage 2\nStage 2 Demo \u0026 BAFO (same criteria for both lots)\nTender Quality Score (From stage 1) 20% (Published Range 20% - 70%)\nSystem Demo 40% (Published Range 0% - 40%)\nFinal Pricing 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": "2032-07-31T23:59:59+01:00",
          "maxExtentDate": "2035-07-31T23:59:59+00:00",
          "startDate": "2026-02-01T00:00:00+00:00"
        },
        "description": "A system which holds working hours and shift patterns for our officers and staff encompassing shift planning, rostering, managing minimum staffing levels, and leave requests.\nImportant Note: For Lot 2 bidders must be able to deliver the solution directly and not through a partner. It is a condition of participation for Lot 2 that suppliers have a developed Duties Management System which is operating in a policing environment.\nWe are looking for a system with the following functionality:\n\u2022\tShift Scheduling\n\u2022\tLeave and Absence Management\n\u2022\tReporting tools dashboards and analytics\n\u2022\tSystem Administration tools\n\u2022\tIntegration with HR Management System\n\u2022\tIntegrations with Microsoft 365 and Business Objects\n\u2022\tSecure data capture and reporting\n\u2022\tSystem Support and Maintenance\n\u2022\tTraining Support and Materials\nAll Functional \u0026 Non-Functional Requirements are detailed in \u201c2a Annex 1 Functional \u0026 Non-Functional Requirements\u201d. \nFull details are included in the Invitation to Tender documents",
        "hasRenewal": true,
        "id": "LOT-0002",
        "renewal": {
          "description": "3 x 12-month periods"
        },
        "status": "active",
        "title": "Duties Management System",
        "value": {
          "amount": 1250000,
          "amountGross": 1500000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procedure": {
      "features": "Stage 1 \u2013 Participation \u0026 Tender\nStage 2 \u2013 Demonstrations \u0026 BAFO\nStage 3 \u2013 Contract Award"
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "status": "active",
    "submissionMethodDetails": "Please note that if you previously expressed interest in the Preliminary Market Engagement exercise, you must register separately for this tender exercise on the In-tend Bluelight portal.\nWhere stages require the submission of documents, you must submit one electronic copy of the entire stage response via the In-tend Bluelight tendering portal https://sell2.in-tend.co.uk/blpd/publictenders \nLink to user guide for the In-tend Bluelight portal https://bluelightcommercial.police.uk/media/2284/sell2bluelight-in-tend-full-supplier-guide.pdf\nFor your submissions please clearly label the title of all electronic files uploaded so that they are easily identifiable.\nAll documents must be completed in English. In submitting via the tendering portal, please upload your submission using the \u0027Attach documents\u0027 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 documents attached you click \u0027Submit Response\u0027. 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.",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-10-31T12:00:00+00:00"
    },
    "title": "Provision of a Human Resource System \u0026 Duties Management System",
    "value": {
      "amount": 2750000,
      "amountGross": 3300000,
      "currency": "GBP"
    }
  }
}