Scope
Description
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.
Commercial tool
Establishes a framework
Total value (estimated)
- £450,000,000 excluding VAT
- £540,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 August 2026 to 1 August 2036
- Possible extension to 31 July 2041
- 15 years
Description of possible extension:
1 x 5 year extension
Main procurement category
Services
CPV classifications
- 79996100 - Records management
- 72212783 - Content management software development services
- 48780000 - System, storage and content management software package
Contract locations
- UK - United Kingdom
Lot constraints
Description of how multiple lots may be awarded:
Lot 1 - 7 named Police Forces Lot 2 - all other UK Police Forces
Lot a2USi000000WL4XMAW. RMS and associated Services to 7F
Description
Record Management System solution and associated Services to the specifically named Forces - Kent, Essex, Beds, Cambs, Herts, Norfolk & Suffolk
Lot value (estimated)
- £100,000,000 excluding VAT
- £120,000,000 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot a2USi000000WL69MAG. RMS solution and associated Services for all other UK Police Forces
Description
Record Management Services solution and associated Services for all other UK Police Forces
Lot value (estimated)
- £350,000,000 excluding VAT
- £420,000,000 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Framework
Maximum number of suppliers
1
Maximum percentage fee charged to suppliers
0%
Further information about fees
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.
Justification for framework term over 4 years
This is a contract for a critical RMS, which will require significant years of Testing, Training, Implementation etc
Framework operation description
Single Supplier Framework
Award method when using the framework
Without competition
Contracting authorities that may use the framework
UK Police Forces
Submission
Enquiry deadline
29 April 2025, 1:00pm
Submission type
Tenders
Deadline for requests to participate
6 May 2025, 1:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
13 June 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Solution Accuracy, Efficiency & Interoperability | Solution Accuracy, Efficiency & Interoperability weightings; Initial Tender 20% Demonstrations 30% Final Tender 5% |
Quality | 20.00% |
| Accessibility & Ease of Use | Accessibility & Ease of Use weightings; Initial Tender 20% Demonstrations 10% Final Tender 3% |
Quality | 20.00% |
| Solution Flexibility & Configurability | Solution Flexibility & Configurability weightings; Initial Tender 20% Demonstrations 10% Final Tender 5% |
Quality | 20.00% |
| Implementation Plans | Implementation Plans weightings; Initial Tender 10% Demonstrations 5% Final Tender 5% |
Quality | 10.00% |
| Customer Service, Communications & Continuous Improvement | Customer Service, Communications & Continuous Improvement weightings; Initial Tender 10% Demonstrations 15% Final Tender 2% |
Quality | 10.00% |
| Social Value | Social Value weightings; Initial Tender 10% Demonstrations 0% Final Tender 10% |
Quality | 10.00% |
| Total Cost of System | Total Cost of the System weightings; Initial Tender 7% Demonstrations 20% Final Tender 40% |
Price | 7.00% |
| Implementation Cost | Cost of Implementation weightings; Initial Tender 3% Demonstrations 10% Final Tender 20% |
Price | 2.98% |
| Legal Principles & Terms & Conditions | Legal Principles & Terms & Conditions weightings; Initial Tender 0% Demonstrations 0% Final Tender 5% |
Quality | 0.01% |
| Non-functional Requirements | Non-functional Requirements weightings; Initial Tender 0% Demonstrations 0% Final Tender 5% |
Quality | 0.01% |
Other information
Description of risks to contract performance
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
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This project will look to procure a replacement Records Management System, for the following 7 Forces; Beds, Cambs, Herts, Kent, Essex, Norfolk, Suffolk,
Contracting authorities
The Police, Fire and Crime Commissioner for Essex
- Public Procurement Organisation Number: PPBL-4276-QHPM
Kelvedon Park, London Road, Rivenhall
Witham
CM8 3HB
United Kingdom
Email: esther.beaumont@essex.police.uk
Website: https://7force.force.com
Region: UKH34 - Essex Haven Gateway
Organisation type: Public authority - sub-central government
The Police and Crime Commissioner for Norfolk
- Public Procurement Organisation Number: PGQM-8624-MNJX
Jubilee House, Falconers Chase
Wymondham
NR18 0WW
United Kingdom
Email: esther.beaumont@essex.police.uk
Website: https://7force.force.com
Region: UKH17 - Breckland and South Norfolk
Organisation type: Public authority - sub-central government
The Police and Crime Commissioner for Suffolk
- Public Procurement Organisation Number: PDLT-3241-XVCD
Police Headquarters, Portal Avenue, Martlesham Heath
Ipswich
IP5 3QS
United Kingdom
Email: esther.beaumont@essex.police.uk
Website: https://7force.force.com
Region: UKH14 - Suffolk
Organisation type: Public authority - sub-central government
The Police and Crime Commissioner for Kent
- Public Procurement Organisation Number: PLZD-7548-CLJY
Kent Police HQ, Sutton Road
Maidstone
ME15 9BZ
United Kingdom
Email: esther.beaumont@essex.police.uk
Website: https://7force.force.com
Region: UKJ45 - Mid Kent
Organisation type: Public authority - sub-central government
The Police and Crime Commissioner for Bedfordshire
- Public Procurement Organisation Number: PMYD-4367-RCGW
Bedfordshire Police HQ Bridgebury House, Woburn Road,
Kempston
MK43 9AX
United Kingdom
Email: esther.beaumont@essex.police.uk
Website: https://7force.force.com
Region: UKH24 - Bedford
Organisation type: Public authority - sub-central government
The Police and Crime Commissioner for Cambridgeshire
- Public Procurement Organisation Number: PYNN-7542-TPNQ
PO Box 688
Huntingdon
PE29 9LA
United Kingdom
Email: esther.beaumont@essex.police.uk
Website: https://7force.force.com
Region: UKH12 - Cambridgeshire CC
Organisation type: Public authority - sub-central government
The Police and Crime Commissioner for Hertfordshire
- Public Procurement Organisation Number: PPMD-2748-DXXY
Harpenden Police Station, 13 Vaughan Road
Harpenden
AL5 4GZ
United Kingdom
Email: esther.beaumont@essex.police.uk
Website: https://7force.force.com
Region: UKH23 - Hertfordshire
Organisation type: Public authority - sub-central government