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PROCUREMENT OPPORTUNITY

RMS Gen 2

The Police, Fire and Crime Commissioner for Essex · Tender notice on Find a Tender

Tender information last checkedLast checked 29 Sept 2026, 23:43.

Opportunity overview

This project will look to procure a replacement Records Management System, for the following 7 Forces; Beds, Cambs, Herts, 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.

Classification

  • CPV48780000 — System, storage and content management software package
  • CPV72212783 — Content management software development services
  • CPV79996100 — Records management

Lots

  • RMS and associated Services to 7F£100m
  • RMS solution and associated Services for all other UK Police Forces£350m

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
ocds-h6vhtk-04ff66
Status
cancelled
Published risks
1. Performance Failure - during implementation and/or the life of the contract 2. Complex Interoperability with systems & software across the region 3. Inadequate Security & Cybersecurity 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
Above Threshold
Yes
Procurement Method
open
Main Procurement Category
services
Procurement Method Details
Competitive flexible procedure
Expression Of Interest Deadline
6 May 2025, 13:00

Procedure

Features
This project will look to procure a replacement Records Management System, for the following 7 Forces; Beds, Cambs, Herts, Kent, Essex, Norfolk, Suffolk,

Legal basis

Id
2023/54
Scheme
UKPGA

Lot Details

Award criteria

Description
Lot 1 - 7 named Police Forces Lot 2 - all other UK Police Forces

Techniques

Has Framework Agreement
Yes

Framework Agreement

Type
open
Method
withoutReopeningCompetition
Description
Single Supplier Framework
Buyer Categories
UK Police Forces
Period Rationale
This is a contract for a critical RMS, which will require significant years of Testing, Training, Implementation etc
Maximum Participants
1

Expected award period

Ends
13 Jun 2026, 00:59

Enquiry period

Ends
29 Apr 2025, 13:00

Submission terms

Electronic Submission Policy
allowed

Languages

en

Participation Fees

Entry 1
Id
ocds-h6vhtk-04ff66
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.

Type

win

Lots and requirements

Entry 1
Id
a2USi000000WL4XMAW
Title
RMS and associated Services to 7F
Status
cancelled
Has Renewal
Yes
Description
Record Management System solution and associated Services to the specifically named Forces - Kent, Essex, Beds, Cambs, Herts, Norfolk & Suffolk

Value

Amount
100,000,000
Currency
GBP
Including VAT
120,000,000

Renewal

Description
1 x 5 year extension

Award criteria

Criteria

Criterion 1
Name
Implementation Plans
Type
quality
Description
Implementation Plans weightings; Initial Tender 10% Demonstrations 5% Final Tender 5%

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 2
Name
Solution Accuracy, Efficiency & Interoperability
Type
quality
Description
Solution Accuracy, Efficiency & Interoperability weightings; Initial Tender 20% Demonstrations 30% Final Tender 5%

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 3
Name
Implementation Cost
Type
price
Description
Cost of Implementation weightings; Initial Tender 3% Demonstrations 10% Final Tender 20%

Numbers

Entry 1
Number
2.98
Weight
percentageExact
Criterion 4
Name
Legal Principles & Terms & Conditions
Type
quality
Description
Legal Principles & Terms & Conditions weightings; Initial Tender 0% Demonstrations 0% Final Tender 5%

Numbers

Entry 1
Number
0.01
Weight
percentageExact
Criterion 5
Name
Total Cost of System
Type
price
Description
Total Cost of the System weightings; Initial Tender 7% Demonstrations 20% Final Tender 40%

Numbers

Entry 1
Number
7
Weight
percentageExact
Criterion 6
Name
Accessibility & Ease of Use
Type
quality
Description
Accessibility & Ease of Use weightings; Initial Tender 20% Demonstrations 10% Final Tender 3%

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 7
Name
Solution Flexibility & Configurability
Type
quality
Description
Solution Flexibility & Configurability weightings; Initial Tender 20% Demonstrations 10% Final Tender 5%

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 8
Name
Customer Service, Communications & Continuous Improvement
Type
quality
Description
Customer Service, Communications & Continuous Improvement weightings; Initial Tender 10% Demonstrations 15% Final Tender 2%

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 9
Name
Social Value
Type
quality
Description
Social Value weightings; Initial Tender 10% Demonstrations 0% Final Tender 10%

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 10
Name
Non-functional Requirements
Type
quality
Description
Non-functional Requirements weightings; Initial Tender 0% Demonstrations 0% Final Tender 5%

Numbers

Entry 1
Number
0.01
Weight
percentageExact

Contract period

Ends
1 Aug 2036, 00:59
Starts
1 Aug 2026, 01:00
Max Extent Date
1 Aug 2041, 00:59
Entry 2
Id
a2USi000000WL69MAG
Title
RMS solution and associated Services for all other UK Police Forces
Status
cancelled
Has Renewal
Yes
Description
Record Management Services solution and associated Services for all other UK Police Forces

Value

Amount
350,000,000
Currency
GBP
Including VAT
420,000,000

Renewal

Description
1 x 5 year extension

Award criteria

Criteria

Criterion 1
Name
Implementation Plans
Type
quality
Description
Implementation Plans weightings; Initial Tender 10% Demonstrations 5% Final Tender 5%

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 2
Name
Solution Accuracy, Efficiency & Interoperability
Type
quality
Description
Solution Accuracy, Efficiency & Interoperability weightings; Initial Tender 20% Demonstrations 30% Final Tender 5%

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 3
Name
Implementation Cost
Type
price
Description
Cost of Implementation weightings; Initial Tender 3% Demonstrations 10% Final Tender 20%

Numbers

Entry 1
Number
2.98
Weight
percentageExact
Criterion 4
Name
Legal Principles & Terms & Conditions
Type
quality
Description
Legal Principles & Terms & Conditions weightings; Initial Tender 0% Demonstrations 0% Final Tender 5%

Numbers

Entry 1
Number
0.01
Weight
percentageExact
Criterion 5
Name
Total Cost of System
Type
price
Description
Total Cost of the System weightings; Initial Tender 7% Demonstrations 20% Final Tender 40%

Numbers

Entry 1
Number
7
Weight
percentageExact
Criterion 6
Name
Accessibility & Ease of Use
Type
quality
Description
Accessibility & Ease of Use weightings; Initial Tender 20% Demonstrations 10% Final Tender 3%

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 7
Name
Solution Flexibility & Configurability
Type
quality
Description
Solution Flexibility & Configurability weightings; Initial Tender 20% Demonstrations 10% Final Tender 5%

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 8
Name
Customer Service, Communications & Continuous Improvement
Type
quality
Description
Customer Service, Communications & Continuous Improvement weightings; Initial Tender 10% Demonstrations 15% Final Tender 2%

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 9
Name
Social Value
Type
quality
Description
Social Value weightings; Initial Tender 10% Demonstrations 0% Final Tender 10%

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 10
Name
Non-functional Requirements
Type
quality
Description
Non-functional Requirements weightings; Initial Tender 0% Demonstrations 0% Final Tender 5%

Numbers

Entry 1
Number
0.01
Weight
percentageExact

Contract period

Ends
1 Aug 2036, 00:59
Starts
1 Aug 2026, 01:00
Max Extent Date
1 Aug 2041, 00:59

Items and delivery

Item 1
Id
a2USi000000WL4XMAW
Related Lot
a2USi000000WL4XMAW

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
79996100
Scheme
CPV
Description
Records management
Entry 2
Id
72212783
Scheme
CPV
Description
Content management software development services
Entry 3
Id
48780000
Scheme
CPV
Description
System, storage and content management software package
Item 2
Id
a2USi000000WL69MAG
Related Lot
a2USi000000WL69MAG

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
79996100
Scheme
CPV
Description
Records management
Entry 2
Id
72212783
Scheme
CPV
Description
Content management software development services
Entry 3
Id
48780000
Scheme
CPV
Description
System, storage and content management software package

Published documents

Entry 1
Id
conflictOfInterest
Description
Not published
Document Type
conflictOfInterest
Entry 2
Id
013876-2025
Format
text/html
Notice Type
UK4
Description
Tender notice on Find a Tender
Document Type
tenderNotice
Published
9 Apr 2025, 10:43
Entry 3
Id
052246-2025
Format
text/html
Notice Type
UK12
Description
Procurement termination notice on Find a Tender
Document Type
tenderCancellationNotice
Published
29 Aug 2025, 07:11

Buyer, suppliers and contacts

Organisation 1
Id
GB-PPON-PPBL-4276-QHPM
Name
The Police, Fire and Crime Commissioner for Essex

Roles

buyer

Address

Region
UKH34
Country
GB
Locality
Witham
Postal Code
CM8 3HB
Country Name
United Kingdom
Street Address
Kelvedon Park, London Road, Rivenhall

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PPBL-4276-QHPM
Scheme
GB-PPON

Contact

Organisation 2
Id
GB-PPON-PGQM-8624-MNJX
Name
The Police and Crime Commissioner for Norfolk

Roles

buyer

Address

Region
UKH17
Country
GB
Locality
Wymondham
Postal Code
NR18 0WW
Country Name
United Kingdom
Street Address
Jubilee House, Falconers Chase

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PGQM-8624-MNJX
Scheme
GB-PPON

Contact

Organisation 3
Id
GB-PPON-PDLT-3241-XVCD
Name
The Police and Crime Commissioner for Suffolk

Roles

buyer

Address

Region
UKH14
Country
GB
Locality
Ipswich
Postal Code
IP5 3QS
Country Name
United Kingdom
Street Address
Police Headquarters, Portal Avenue, Martlesham Heath

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PDLT-3241-XVCD
Scheme
GB-PPON

Contact

Organisation 4
Id
GB-PPON-PLZD-7548-CLJY
Name
The Police and Crime Commissioner for Kent

Roles

buyer

Address

Region
UKJ45
Country
GB
Locality
Maidstone
Postal Code
ME15 9BZ
Country Name
United Kingdom
Street Address
Kent Police HQ, Sutton Road

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PLZD-7548-CLJY
Scheme
GB-PPON

Contact

Organisation 5
Id
GB-PPON-PMYD-4367-RCGW
Name
The Police and Crime Commissioner for Bedfordshire

Roles

buyer

Address

Region
UKH24
Country
GB
Locality
Kempston
Postal Code
MK43 9AX
Country Name
United Kingdom
Street Address
Bedfordshire Police HQ Bridgebury House, Woburn Road,

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PMYD-4367-RCGW
Scheme
GB-PPON

Contact

Organisation 6
Id
GB-PPON-PYNN-7542-TPNQ
Name
The Police and Crime Commissioner for Cambridgeshire

Roles

buyer

Address

Region
UKH12
Country
GB
Locality
Huntingdon
Postal Code
PE29 9LA
Country Name
United Kingdom
Street Address
PO Box 688

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PYNN-7542-TPNQ
Scheme
GB-PPON

Contact

Organisation 7
Id
GB-PPON-PPMD-2748-DXXY
Name
The Police and Crime Commissioner for Hertfordshire

Roles

buyer

Address

Region
UKH23
Country
GB
Locality
Harpenden
Postal Code
AL5 4GZ
Country Name
United Kingdom
Street Address
Harpenden Police Station, 13 Vaughan Road

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PPMD-2748-DXXY
Scheme
GB-PPON

Contact

Award information

Award 1
Id
1
Status
cancelled
Status Details
The evaluation model has identified some unintended outcomes and price has shown itself to be disproportionately impactful at this stage of the procurement than was intended. We have reviewed our model to understand how this has happened and identified the issue and therefore will correct and restart the process under a new procurement.
Final Status Date
28 Aug 2025, 00:00

Related lots

a2USi000000WL4XMAW
a2USi000000WL69MAG

Recorded locations

  • Buyer location · Witham · UKH34 · CM8 3HB · United Kingdom
  • Delivery location · UK · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-04ff66-2025-08-29T07:11:57+01:00Tender notice on Find a Tender ·