Records Management System Gen 2

{
  "buyer": {
    "id": "GB-PPON-PPBL-4276-QHPM",
    "name": "The Police, Fire and Crime Commissioner for Essex"
  },
  "date": "2025-09-30T16:53:47+01:00",
  "id": "061054-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05a553",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Witham",
        "postalCode": "CM8 3HB",
        "region": "UKH34",
        "streetAddress": "Kelvedon Park, London Road, Rivenhall"
      },
      "contactPoint": {
        "email": "hannah.parfitt@tlt.com"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://7force.force.com"
      },
      "id": "GB-PPON-PPBL-4276-QHPM",
      "identifier": {
        "id": "PPBL-4276-QHPM",
        "scheme": "GB-PPON"
      },
      "name": "The Police, Fire and Crime Commissioner for Essex",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Maidstone",
        "postalCode": "ME15 9BZ",
        "region": "UKJ45",
        "streetAddress": "Kent Police HQ, Sutton Road"
      },
      "contactPoint": {
        "email": "hannah.parfitt@tlt.com"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://7force.force.com"
      },
      "id": "GB-PPON-PLZD-7548-CLJY",
      "identifier": {
        "id": "PLZD-7548-CLJY",
        "scheme": "GB-PPON"
      },
      "name": "The Police and Crime Commissioner for Kent",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Wymondham",
        "postalCode": "NR18 0WW",
        "region": "UKH17",
        "streetAddress": "Jubilee House, Falconers Chase"
      },
      "contactPoint": {
        "email": "hannah.parfitt@tlt.com"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://7force.force.com"
      },
      "id": "GB-PPON-PGQM-8624-MNJX",
      "identifier": {
        "id": "PGQM-8624-MNJX",
        "scheme": "GB-PPON"
      },
      "name": "The Police and Crime Commissioner for Norfolk",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Ipswich",
        "postalCode": "IP5 3QS",
        "region": "UKH14",
        "streetAddress": "Police Headquarters, Portal Avenue, Martlesham Heath"
      },
      "contactPoint": {
        "email": "hannah.parfitt@tlt.com"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://7force.force.com"
      },
      "id": "GB-PPON-PDLT-3241-XVCD",
      "identifier": {
        "id": "PDLT-3241-XVCD",
        "scheme": "GB-PPON"
      },
      "name": "The Police and Crime Commissioner for Suffolk",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Huntingdon",
        "postalCode": "PE29 9LA",
        "region": "UKH12",
        "streetAddress": "PO Box 688"
      },
      "contactPoint": {
        "email": "hannah.parfitt@tlt.com"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://7force.force.com"
      },
      "id": "GB-PPON-PYNN-7542-TPNQ",
      "identifier": {
        "id": "PYNN-7542-TPNQ",
        "scheme": "GB-PPON"
      },
      "name": "The Police and Crime Commissioner for Cambridgeshire",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Kempston",
        "postalCode": "MK43 9AX",
        "region": "UKH24",
        "streetAddress": "Bedfordshire Police HQ Bridgebury House, Woburn Road,"
      },
      "contactPoint": {
        "email": "hannah.parfitt@tlt.com"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://7force.force.com"
      },
      "id": "GB-PPON-PMYD-4367-RCGW",
      "identifier": {
        "id": "PMYD-4367-RCGW",
        "scheme": "GB-PPON"
      },
      "name": "The Police and Crime Commissioner for Bedfordshire",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Harpenden",
        "postalCode": "AL5 4GZ",
        "region": "UKH23",
        "streetAddress": "Harpenden Police Station, 13 Vaughan Road"
      },
      "contactPoint": {
        "email": "hannah.parfitt@tlt.com"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://7force.force.com"
      },
      "id": "GB-PPON-PPMD-2748-DXXY",
      "identifier": {
        "id": "PPMD-2748-DXXY",
        "scheme": "GB-PPON"
      },
      "name": "The Police and Crime Commissioner for Hertfordshire",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-09-07T23:59:59+01:00"
    },
    "description": "This project will look to procure a replacement Records Management System (RMS), for the following 7 Forces: Bedfordshire, Cambridgeshire, Hertfordshire, Kent, Essex, Norfolk \u0026 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.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-09-30T16:53:47+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "061054-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/061054-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-10-21T12:00:00+01:00"
    },
    "expressionOfInterestDeadline": "2025-10-27T12:00:00Z",
    "id": "ocds-h6vhtk-05a553",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Records management",
            "id": "79996100",
            "scheme": "CPV"
          },
          {
            "description": "System, storage and content management software package",
            "id": "48780000",
            "scheme": "CPV"
          },
          {
            "description": "Content management software development services",
            "id": "72212783",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      },
      {
        "additionalClassifications": [
          {
            "description": "Records management",
            "id": "79996100",
            "scheme": "CPV"
          },
          {
            "description": "System, storage and content management software package",
            "id": "48780000",
            "scheme": "CPV"
          },
          {
            "description": "Content management software development services",
            "id": "72212783",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UK"
          }
        ],
        "id": "2",
        "relatedLot": "2"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lotDetails": {
      "awardCriteria": {
        "description": "Lot 1 - 7 named Police Forces Lot 2 - all other UK Police Forces"
      }
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Stage 2 Quality Criteria - 90% Stage 3 Quality Criteria - 70% Stage 4 Quality Criteria - 40%",
              "name": "Quality",
              "numbers": [
                {
                  "number": 90.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Stage 2 Price Criteria - 10% Stage 3 Price Criteria - 30% Stage 4 Price Criteria - 60%",
              "name": "Price",
              "numbers": [
                {
                  "number": 10.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2036-10-15T23:59:59+01:00",
          "maxExtentDate": "2041-10-15T23:59:59+01:00",
          "startDate": "2026-10-16T00:00:00+01:00"
        },
        "description": "Records Management Solution (RMS) and Associated Services to the specifically named Authorities: \u2022 Kent Police \u2022 Essex Police \u2022 Norfolk Police \u2022 Suffolk Police \u2022 Bedfordshire Police \u2022 Cambridgeshire Police \u2022 Hertfordshire Police",
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "1 period of 5 years"
        },
        "status": "active",
        "title": "RMS and Associated Services to 7F",
        "value": {
          "amount": 100000000.0,
          "amountGross": 120000000.0,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Stage 2 Quality Criteria - 90% Stage 3 Quality Criteria - 70% Stage 4 Quality Criteria - 40%",
              "name": "Quality",
              "numbers": [
                {
                  "number": 90.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Stage 2 Price Criteria - 10% Stage 3 Price Criteria - 30% Stage 4 Price Criteria - 60%",
              "name": "Price",
              "numbers": [
                {
                  "number": 10.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2036-10-15T23:59:59+01:00",
          "maxExtentDate": "2041-10-15T23:59:59+01:00",
          "startDate": "2026-10-16T00:00:00+01:00"
        },
        "description": "Records Management Solution and Associated Services to all other UK Police Forces",
        "hasRenewal": true,
        "id": "2",
        "renewal": {
          "description": "1 period of 5 years"
        },
        "status": "active",
        "title": "RMS and Associated Services to all other UK Police Forces",
        "value": {
          "amount": 350000000.0,
          "amountGross": 420000000.0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "participationFees": [
      {
        "description": "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.",
        "id": "ocds-h6vhtk-05a553",
        "type": [
          "win"
        ]
      }
    ],
    "procedure": {
      "features": "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."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "riskDetails": "1. Performance Failure - during implementation and/or the life of the contract. 2. Complex Interoperability with systems \u0026 software across the region. 3. Inadequate Security \u0026 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.",
    "status": "active",
    "submissionMethodDetails": "https://7force.force.com",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "techniques": {
      "frameworkAgreement": {
        "buyerCategories": "UK Police Forces",
        "description": "Single Supplier Framework",
        "maximumParticipants": 1,
        "method": "withoutReopeningCompetition",
        "periodRationale": "This is a contract for a critical RMS, which will require significant years of Testing, Training, Implementation etc.",
        "type": "open"
      },
      "hasFrameworkAgreement": true
    },
    "title": "Records Management System Gen 2",
    "value": {
      "amount": 450000000.0,
      "amountGross": 540000000.0,
      "currency": "GBP"
    }
  }
}