Awarded
Police Records Management System
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Descriptions
The Police & 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.
The scope of the system and associated services includes:
Information Assurance (IA)
Audit & Assurance (AA)
Case Management (CM)
Investigation Management (IM)
Custody (CY)
Integration & Interfacing (II)
Intelligence Handling (IH)
Misc. Functions (MF)
Non-Functional Requirements (NF)
Training (TG)
Victim & Witness Management (VW)
Prevention (PR)
Data Quality (DQ)
Data Analysis (DA)
The Supplier shall provide:
Implementation Services including Supplier-side project management, integration, and testing services.
Software Support and Maintenance services including
Service desk
Software maintenance support
Database analysis and diagnostics
Fault diagnosis
Technical assistance and fault rectification (which shall include fault management with associated service levels and performance guarantees);
Upgrades to new Software versions.
Application Related Technical Consultancy Services (on demand).
The requirement was tendered as a single lot under the Procurement Act 2023, using a competitive flexible procedure comprising the following stages:
Stage 1: Participation & Tender
Stage 2: Demonstrations & Best and Final Offer (BAFO)
Stage 3: Contract Award
The contracting authority confirms that it has completed Conflict of Interest assessments in accordance with Sections 81-83 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.
This 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.
During 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.
While 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.
The 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.
During the contract award stage the supplier has confirmed that they will subcontract the data migration to Blue Skies Associates Limited, PPON PVGH-5733-NHJR.
The 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.
The following milestones have been set:
Milestone 1 Unconfigured NicheRMS db shared
Milestone 2 Initial system Training completed
Milestone 3 Delivery of configured Software and User Acceptance Testing Completed
Milestone 4 Acceptance of Configured Software
Milestone 5 Go-live of the Software
Milestone 6 Completion of 45 days clear running after Go-Live with no P1 or P2 outstanding as faults defined in SLA
In 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.
KPI 1 System Availability
KPI 2 Resolution Time for Priority 1 Incidents
KPI 3 Contract Management
These 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.
The value of the contract over the implementation period and the initial 6 years is: £3,428,536.00 plus VAT. Assuming annual increases of around 3% the total including extensions is likely to be in the range of £4.9m to £5m plus VAT.
Timeline
Published Date :
Deadline :
Contract Start :
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Tender Regions
CPV Codes
48000000 - Software package and information systems
72266000 - Software consultancy services
72261000 - Software support services
72000000 - IT services: consulting, software development, Internet and support
72263000 - Software implementation services
48100000 - Industry specific software package
72260000 - Software-related services
72268000 - Software supply services
Keywords
IT consulting
software sales
web services
network support
rollout planning
cloud services
systems analysis
SLA management
IT advisory
IT systems
IT outsourcing
software consulting
user inquiry handling
software troubleshooting
software development
cybersecurity support
user manual creation
IT application supply
custom IT planning
application maintenance
feature enablement setup
integration planning
version upgrade support
deployment scripting
software distribution
digital solutions
help desk services
enterprise software
digital transformation
application strategy
technical support
application software
training and onboarding
licensed software supply
IT solution design
off-the-shelf software
system integration
deployment assistance
software customization
packaged applications
software licensing
bug ticket processing
software feasibility studies
digital transformation advice
enterprise software consulting
IT infrastructure management
packaged software delivery
post-install configuration
license management support
specialised enterprise software
version patching services
change management assistance
software lifecycle guidance
vertical market application
commercial software solutions
tailored industry IT solution
tech writing and documentation
long-term software upkeep
software architecture planning
industry-specific software
software package and information systems
enterprise software provision
integration with existing systems
feature request coordination
implementation success tracking
digital software products
platform migration services
Tender Lot Details & Award Criteria
1 Tender Lots
Workflows
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Details
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