Scope
Reference
WPA25-0036
Description
You are invited to tender for the provision of a Human Resources (HR) System and Duties Management System to Warwickshire Police.
The requirement will be tendered in the following lots:
Lot 1 - HR System including:
o Human Resources Management and Training Administration (core requirements).
o Case Management, Performance Management, and Recruitment (optional).
Lot 2 - Duties Management System - A system which holds working hours and shift patterns for our officers and staff encompassing shift planning, rostering, managing minimum staffing levels, and leave requests.
Important Note: For Lot 2 bidders must be able to deliver the solution directly and not through a partner. It is a condition of participation for Lot 2 that suppliers have a developed Duties Management System which is operating in a policing environment.
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 5-year(s) licence, support & maintenance (from system go live) with an option to extend for up to a further 3 x 12-month periods. The contract dates and extension dates provided in this notice are for guidance only based upon estimated timescales of an implementation period February 2026 to July 2027 with an anticipated Go live of systems 01 August 2027.
Estimated contract value ranges are as follows:
Lot 1 - £900K to £1.5 million (excluding VAT) including one off implementation costs plus options
Lot 2 - £800K to £1.25 million (excluding VAT) 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 be 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 In-tend Bluelight hub https://bluelightcommercial.police.uk/media/2284/sell2bluelight-in-tend-full-supplier-guide.pdf
Please note that if you previously expressed interest in the Preliminary Market Engagement exercise, you must register separately for this tender exercise on In-tend.
Any questions relating to this procurement procedure must be made via the Correspondence function on the In-tend portal.
Total value (estimated)
- £2,750,000 excluding VAT
- £3,300,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 February 2026 to 31 July 2032
- Possible extension to 1 August 2035
- 9 years, 6 months, 1 day
Description of possible extension:
3 x 12-month periods
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48450000 - Time accounting or human resources software package
- 72261000 - Software support services
- 72263000 - Software implementation services
- 72268000 - Software supply services
Lot LOT-0001. HR System
Description
Human Resources Management and Training Administration (core requirements).
Case Management, Performance Management, and Recruitment (optional).
Our requirements are split into core elements and optional modules which are currently subject to separate contracts, but which we may wish to bring into scope at a later date. For the purposes of evaluation, only core requirements will be considered.
System Scope (Core):
We are looking for a system with the following functionality:
• Human Resources Management
• Centralised database
• Employee self-service
• Onboarding and offboarding
• Absence Management
• Workforce analytics
• Compliance
• Training Administration
• Creating, scheduling, and managing courses
• Creating and maintaining training and skills records
• Reporting tools dashboards and analytics
• System Administration tools
• Integration with Duties Management System and other third-party systems (e.g. payroll, Corevet)
• Integrations with Microsoft 365 and Business Objects
• Secure data capture and reporting
• System Support and Maintenance
• Training Support and Materials
System Scope (Optional Modules):
Recruitment
Performance Management
Case Management
All Functional & Non-Functional Requirements are detailed in "2a Annex 1 Functional & Non-Functional Requirements".
Full details are included in the Invitation to Tender documents.
Lot value (estimated)
- £1,500,000 excluding VAT
- £1,800,000 including VAT
Same for all lots
CPV classifications and contract dates are shown in the Scope section, because they are the same for all lots.
Lot LOT-0002. Duties Management System
Description
A system which holds working hours and shift patterns for our officers and staff encompassing shift planning, rostering, managing minimum staffing levels, and leave requests.
Important Note: For Lot 2 bidders must be able to deliver the solution directly and not through a partner. It is a condition of participation for Lot 2 that suppliers have a developed Duties Management System which is operating in a policing environment.
We are looking for a system with the following functionality:
• Shift Scheduling
• Leave and Absence Management
• Reporting tools dashboards and analytics
• System Administration tools
• Integration with HR Management System
• Integrations with Microsoft 365 and Business Objects
• Secure data capture and reporting
• System Support and Maintenance
• Training Support and Materials
All Functional & Non-Functional Requirements are detailed in "2a Annex 1 Functional & Non-Functional Requirements".
Full details are included in the Invitation to Tender documents
Lot value (estimated)
- £1,250,000 excluding VAT
- £1,500,000 including VAT
Same for all lots
CPV classifications and contract dates are shown in the Scope section, because they are the same for all lots.
Submission
Enquiry deadline
28 October 2025, 5:00pm
Submission type
Tenders
Tender submission deadline
31 October 2025, 12:00pm
Submission address and any special instructions
Please note that if you previously expressed interest in the Preliminary Market Engagement exercise, you must register separately for this tender exercise on the In-tend Bluelight portal.
Where stages require the submission of documents, you must submit one electronic copy of the entire stage response via the In-tend Bluelight tendering portal https://sell2.in-tend.co.uk/blpd/publictenders
Link to user guide for the In-tend Bluelight portal https://bluelightcommercial.police.uk/media/2284/sell2bluelight-in-tend-full-supplier-guide.pdf
For your submissions 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 documents 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)
6 January 2026
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 (same criteria for both lots) Supplier Information/Central Digital... |
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 (same criteria for both lots)
Supplier Information/Central Digital Platform - Pass/Fail
Functional & Non-functional Requirements Matrix - Pass/Fail
Tender Questions - Technical & Social Value 70% (Published Range 20% - 70%)
Pricing 30% (Published Range 30% - 40%)
System Demo 0% (Published Range 0% - 30%)
The top 3 highest scoring bidders in each lot will be invited to...
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