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PROCUREMENT OPPORTUNITY

Records Management System Gen 2

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

Tender information last checkedLast checked 30 Sept 2026, 10:12.

Opportunity overview

This project will look to procure a replacement Records Management System (RMS), for the following 7 Forces: Bedfordshire, Cambridgeshire, Hertfordshire, 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 and Associated Services to 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-05a552
Status
active
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 & 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.
Above Threshold
Yes
Procurement Method
selective
Main Procurement Category
services
Procurement Method Details
Competitive flexible procedure
Expression Of Interest Deadline
27 Oct 2025, 12:00

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.

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
7 Sept 2026, 23:59

Enquiry period

Ends
21 Oct 2025, 12:00

Submission terms

Electronic Submission Policy
allowed

Languages

en

Participation Fees

Entry 1
Id
ocds-h6vhtk-05a552
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
1
Title
RMS and Associated Services to 7F
Status
active
Has Renewal
Yes
Description
Records Management Solution (RMS) and Associated Services to the specifically named Authorities: • Kent Police • Essex Police • Norfolk Police • Suffolk Police • Bedfordshire Police • Cambridgeshire Police • Hertfordshire Police

Value

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

Renewal

Description
1 period of 5 years

Award criteria

Criteria

Criterion 1
Name
Quality
Type
quality
Description
Stage 2 Quality Criteria - 90% Stage 3 Quality Criteria - 70% Stage 4 Quality Criteria - 40%

Numbers

Entry 1
Number
90
Weight
percentageExact
Criterion 2
Name
Price
Type
price
Description
Stage 2 Price Criteria - 10% Stage 3 Price Criteria - 30% Stage 4 Price Criteria - 60%

Numbers

Entry 1
Number
10
Weight
percentageExact

Contract period

Ends
15 Oct 2036, 23:59
Starts
16 Oct 2026, 00:00
Max Extent Date
15 Oct 2041, 23:59
Entry 2
Id
2
Title
RMS and Associated Services to all other UK Police Forces
Status
active
Has Renewal
Yes
Description
Records Management Solution and Associated Services to all other UK Police Forces

Value

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

Renewal

Description
1 period of 5 years

Award criteria

Criteria

Criterion 1
Name
Quality
Type
quality
Description
Stage 2 Quality Criteria - 90% Stage 3 Quality Criteria - 70% Stage 4 Quality Criteria - 40%

Numbers

Entry 1
Number
90
Weight
percentageExact
Criterion 2
Name
Price
Type
price
Description
Stage 2 Price Criteria - 10% Stage 3 Price Criteria - 30% Stage 4 Price Criteria - 60%

Numbers

Entry 1
Number
10
Weight
percentageExact

Contract period

Ends
15 Oct 2036, 23:59
Starts
16 Oct 2026, 00:00
Max Extent Date
15 Oct 2041, 23:59

Items and delivery

Item 1
Id
1
Related Lot
1

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

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

Published documents

Entry 1
Id
conflictOfInterest
Description
Not published
Document Type
conflictOfInterest
Entry 2
Id
061053-2025
Format
text/html
Notice Type
UK4
Description
Tender notice on Find a Tender
Document Type
tenderNotice
Published
30 Sept 2025, 16:53

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-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 3
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 4
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 5
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 6
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 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

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-05a552-2025-09-30T16:53:35+01:00Tender notice on Find a Tender ·