Section one: Contracting authority
one.1) Name and addresses
West Mercia Police
Hindlip Hall
Worcester
WR3 8SP
Contact
Farzad Zeb
farzad.zeb@westmercia.police.uk
Telephone
+44 1905331621
Country
United Kingdom
NUTS code
UKG1 - Herefordshire, Worcestershire and Warwickshire
National registration number
N/A
Internet address(es)
Main address
http://www.westmercia.police.uk
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=45438&B=BLUELIGHT
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=45438&B=BLUELIGHT
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Public order and safety
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Tender for a System incorporating Human Resources, Duties Management & Training Administration
Reference number
11405
two.1.2) Main CPV code
- 72261000 - Software support services
two.1.3) Type of contract
Services
two.1.4) Short description
The West Mercia Police & Crime Commissioner (the Authority) invites you to tender for the provision for and implementation of a system that incorporates Human Resources, Duties Management and Training Administration. The solution needs to be tried and tested in the policing environment (or equivalent) to minimise any risk of operational impact.
The Contract will be with a single supplier to commence on date of Purchase Order and shall run for a period of 3 years with an option to extend for a further 2 x 12 months at the Authority’s discretion following a review of the service. This extension period shall be subject to:
• The organisational requirements of the Authority.
• The Contractor maintaining levels of performance which are acceptable to the Authority throughout the preceding contract period.
• The Contractor offering levels of pricing and value which are acceptable to the Authority for the extension period.
two.1.5) Estimated total value
Value excluding VAT: £3,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48450000 - Time accounting or human resources software package
two.2.3) Place of performance
NUTS codes
- UKG1 - Herefordshire, Worcestershire and Warwickshire
Main site or place of performance
WR3 8SP
two.2.4) Description of the procurement
The existing HR, DMS and TAS system provides a number of capabilities to West Mercia Police.
The Human Resources (HR) element provides the capability for the recording and management of employee records including personal data (name, DOB, address, gender, ethnicity etc), leave, sickness and disciplinary information. The existing system holds details of circa 4,000 employees and contains legacy information of individuals who have left or retired from the organisation. It also allows for reporting to the home office on specific categories.
The Duties Management System (DMS) element enables future scheduling of officers and staff, assigning individuals to specific areas or units on a daily, weekly or monthly basis.
The Training Administration System (TAS) element provides the capability for the recording and management of training records associated to employees including expiry data.
The data contained within this system is central to the effective operation of the force, and as such there is a strong need for this data to be accessible, and to be able to be integrated to a significant number of other systems within West Mercia. The solution will need to be able to broker these data exchanges, to ensure the data within is as interoperable as possible.
This tender is seeking a contractor to deliver to the organisation a new, current, modern solution to cater for these business practices and processes.
It is required that the successful contractor will (as part of the implementation services) complete a migration of West Mercia data within the current system to the new system
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £3,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
Initial period of 36 months followed by 2 x 12 months renewals subject to satisfactory performance
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
The Authority expressly reserves the right to make changes to the tendering timetable and accepts no liability should this happen. Interested bidders will be notified of any changes as required
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Option to extend for a further 2 x 12 months at the Authority’s discretion following a review of the service. This extension period shall be subject to:
• The organisational requirements of the Authority.
• The Contractor maintaining levels of performance which are acceptable to the Authority throughout the preceding contract period.
• The Contractor offering levels of pricing and value which are acceptable to the Authority for the extension period
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
27 May 2022
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
27 May 2022
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: 60 months
six.4) Procedures for review
six.4.1) Review body
West Mercia Police and Crime Commissioner
Hindlip Hall, Hindlip
Worcester
WR3 8SP
Country
United Kingdom