Scope
Reference
JPS1266
Description
The Forensic Science Regulator (FSR) timeline for achieving compliance with statutory regulations means that a number of business areas within Surrey Police and Sussex Police are either currently already accredited or are looking to become accredited or compliant with the FSR's Code of Practice. As such the demand upon the current Quality Management System (QMS) being used, has never been so high and is only due to continue to expand as more units/sites and departments seek to become accredited and become fully engaged with the accreditation process and meeting statutory requirements
This Invitation to Tender ("ITT") has been issued by the Police and Crime Commissioner for Surrey on behalf of itself and the Police and Crime Commissioner for Sussex (together "the Contracting Authority") who are seeking to award a Contract for the provision of an Electronic Quality Management System (eQMS).
The Requirement will be tendered for a single Supplier.
The Contract Term shall be for a period of 5 years with the option to extend by a further two 12 month periods.
The anticipated commencement date of the Contract is 1st August 2025. Any changes to this commencement date will be communicated to all bidders through the Contracting Authority's e-tendering portal (https://sell2.in-tend.co.uk/blpd). Please note that before any contract can be awarded, there will be an internal governance process to obtain approval before proceeding, this may be delayed if the cost of the contract is greater than that currently budgeted for.
Total value (estimated)
- £470,000 excluding VAT
- £564,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 October 2025 to 30 September 2030
- Possible extension to 30 September 2032
- 7 years
Description of possible extension:
2 x 12 months
Main procurement category
Services
CPV classifications
- 48600000 - Database and operating software package
- 64216200 - Electronic information services
- 72212610 - Database software development services
- 72222000 - Information systems or technology strategic review and planning services
- 72223000 - Information technology requirements review services
Contract locations
- UKJ - South East (England)
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
6 May 2025, 12:00pm
Tender submission deadline
19 May 2025, 10:00am
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 July 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 80% |
| Price | Price | 20% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
The Police and Crime Commissioner for Surrey
- Public Procurement Organisation Number: PTBH-8315-RNZP
PO Box 412
Guildford
GU3 1YJ
United Kingdom
Region: UKJ25 - West Surrey
Organisation type: Public authority - sub-central government