Scope
Reference
WPA25-0035
Description
You are invited to tender for the provision of a Records Management System solution and associated services to Warwickshire Police. The requirement will be tendered as a single requirement.
We are following a competitive flexible procedure comprising of the following stages:
Stage 1 - Participation & Tender
Stage 2 - Demonstrations & BAFO
Stage 3 - Contract Award
This tender falls above the relevant threshold, therefore, is inside The Procurement Act 2023.
The contract shall be for an initial period which includes the implementation period plus 6 year(s) licence, support & maintenance (from system go live) with an option to extend for up to a further 2 x 24 month periods. The contract dates and extension dates provided in this notice are estimated.
Estimated contract value range £6.5 million to £8 million including one off implementation costs. Costs are estimated and may be subject to change depending on the type of solution and licensing terms selected.
All expressions of interest should me made via the Warwickshire Police In-tend tendering portal accessible via the In-tend Bluelight Hub: https://sell2.in-tend.co.uk/blpd/home. You can view the tender details via the `Tenders` tab. However to view the procurement documents you must register/ log in. To register please go to the `Portals` section and select Warwickshire Police to get to our tender portal. If you are already registered, simply log in and go the `Tenders` section to access the tender and the documents.
Link to Supplier Guide for the InTend Sell2Bluelight system
https://bluelightcommercial.police.uk/media/2284/sell2bluelight-in-tend-full-supplier-guide.pdf
Any questions relating to this procurement procedure must be made via the Correspondence function on the In-tend portal.
Total value (estimated)
- £8,000,000 excluding VAT
- £9,600,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2032
- Possible extension to 31 March 2036
- 10 years
Description of possible extension:
2 x 24 months
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 72000000 - IT services: consulting, software development, Internet and support
- 72260000 - Software-related services
- 72261000 - Software support services
- 72263000 - Software implementation services
- 72266000 - Software consultancy services
- 72268000 - Software supply services
Submission
Submission type
Tenders
Tender submission deadline
21 October 2025, 12:00pm
Submission address and any special instructions
Where stages require the submission of documents, you must submit one electronic copy of the entire stage response via the InTend BlueLight Tendering portal https://sell2.in-tend.co.uk/blpd/home
Please clearly label the title of all electronic files uploaded so that they are easily identifiable.
All documents must be completed in English.
In submitting via the Tendering portal, please upload your submission using the 'Attach documents' button - please do not send via any other method and please do not use the correspondence function as this will not be accepted. Please ensure that once attached you click 'Submit Response'. Failure to submit by the required deadline will result in disqualification from the procedure.
NOTE: Large files may take some time to upload. We advise that you log-on to commence your upload process at least 2 hours prior to the deadline.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
10 December 2025
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | Weightings are set at ranges which we reserve the right to refine at different stages of the procedure. Stage 1 Participation & Tender Supplier Information/Central Digital Platform - Pass/Fail... |
Price |
Weighting description
Weightings are set at ranges which we reserve the right to refine at different stages of the procedure.
Stage 1 Participation & Tender
Supplier Information/Central Digital Platform - Pass/Fail
Functional and Non-Functional Requirements Matrix - Pass/Fail
Tender Questions - Technical & Social Value 96.95% (Published Range 20% - 70%)
Pricing 30.05% (Published Range 30% - 40%).
Stage 2 Demo & BAFO
Tender Quality Score 20% (from Stage 1) - (Published Range 20% - 70%)
System Demo 40% (Published Range 0% -...
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Stage 1 - Participation & Tender
Stage 2 - Demonstrations & BAFO
Stage 3 - Contract Award
Contracting authority
The Police and Crime Commissioner for Warwickshire
- Public Procurement Organisation Number: PXNY-4251-DZLZ
Warwickshire Police Headquarters
Leek Wootton
CV35 7QB
United Kingdom
Region: UKG13 - Warwickshire
Organisation type: Public authority - sub-central government