Scope
Reference
JPS2015
Description
The Police and Crime Commissioner for Surrey, on behalf of themselves and the following authorities;
• The Police and Crime Commissioner for Sussex
• The Chief Constable for Thames Valley Police, acting on behalf of The Chief Constanble for Hampshire and Isle of Weight Constabulary
• The Police, Fire and Crime Commissioner for Northamptonshire (acting as Policing Body for Northamptonshire)
They are running this single stage open process to award a contract for the provision of an automated text redaction solution, as detailed in the Invitation to Tender and Statement of Requirement.
The contract(s) will be for an initial 2 years with the option to extend further for up to 8 x 12 month increments.
Whilst participating under one tender, each Authority will have the option to contract with the successful supplier, with individual contracts.
The anticipated commencement date of the Contract is 1st August 2025, with an appetite to the solution going live shortly after.
Police Forces routinely handle large volumes of sensitive information across a range of operational and administrative contexts. Whether processing crime reports, body worn video transcripts, witness statements or disclosure bundles, there is a consistent and critical need to protect personally identifiable information (PII), safeguarding data subjects and maintaining compliance with legal obligations such as the UK GDPR, the Data Protection Act 2018, and Criminal Procedure and Investigations Act (CPIA) requirements.
Automated text redaction software offers an opportunity to streamline workflows, reduce the burden on staff, and ensure consistent application of redaction rules. By leveraging AI or rules-based automation, forces can safeguard sensitive context while freeing up valuable time and resources for high value tasks, ultimately improving service delivery, data security and public trust
Total value (estimated)
- £337,593 excluding VAT
- £405,111 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 1 September 2027
- Possible extension to 1 September 2033
- 8 years, 1 day
Description of possible extension:
8 x 12 month extensions
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48170000 - Compliance software package
- 48190000 - Educational software package
- 48300000 - Document creation, drawing, imaging, scheduling and productivity software package
- 48310000 - Document creation software package
- 48311000 - Document management software package
- 48311100 - Document management system
- 48317000 - Word-processing software package
- 48422000 - Software package suites
Submission
Enquiry deadline
7 July 2025, 1:00pm
Tender submission deadline
14 July 2025, 1:00pm
Submission address and any special instructions
In order to submit, Bidders must register on the following: https://sell2.in-tend.co.uk/blpd/
Once registered sign in, click Portals in the top right corner and then find Surrey Police - click register with organisation.
You will then be able to access the opportunity.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
2 August 2025
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | Weighting will be applied as follows: Quality 21.25% Video Demonstration Assessment: 20% Technical 35% Price: 13.75% Social Value: 10% |
Price |
Weighting description
Weighting will be applied as follows:
Quality 21.25%
Video Demonstration Assessment: 20%
Technical 35%
Price: 13.75%
Social Value: 10%
Other information
Payment terms
30 day payment terms
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