Scope
Reference
WPA25-0035
Description
The Police & Crime Commissioner for Warwickshire intends to award a contract for the provision of a Records Management System (RMS) solution and associated services for Warwickshire Police. The requirement was tendered as a single lot under the Procurement Act 2023, using a competitive flexible procedure comprising the following stages:
Stage 1: Participation & Tender
Stage 2: Demonstrations & Best and Final Offer (BAFO)
Stage 3: Contract Award
The contract covers the implementation of the RMS solution, followed by licensing, support, and maintenance for six years from system go-live, with options to extend for up to two additional periods of 24 months each. Contract dates and extension periods are indicative and subject to final agreement.
The value of the contract over the implementation period and the initial 6 years is: £3,428,536.00 plus VAT. Assuming annual increases of around 3% the total including extensions is likely to be in the range of £4.9m to £5m plus VAT.
Contract 1. Police Records Management System
Supplier
Contract value
- £4,977,200 excluding VAT
- £5,972,640 including VAT
Above the relevant threshold
Award decision date
3 December 2025
Date assessment summaries were sent to tenderers
3 December 2025
Standstill period
- End: 12 December 2025
- 8 working days
Earliest date the contract will be signed
14 January 2026
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
- 48100000 - Industry specific software package
- 72261000 - Software support services
- 72000000 - IT services: consulting, software development, Internet and support
- 72260000 - Software-related services
- 48000000 - Software package and information systems
- 72263000 - Software implementation services
- 72266000 - Software consultancy services
- 72268000 - Software supply services
Contract locations
- UKG13 - Warwickshire
Information about tenders
- 6 tenders received
- 1 tender assessed in the final stage:
- 1 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 0 suppliers unsuccessful (details included for contracts over £5 million)
Submission
Submission type
Tenders
Procedure
Procedure type
Competitive flexible procedure
Supplier
NICHE TECHNOLOGY UK LIMITED
- Public Procurement Organisation Number: PTWD-1456-LNVJ
Azets, Wynyard Park House,
STOCKTON-ON-TEES
TS22 5TB
United Kingdom
Email: PROPOSALS@NICHERMS.COM
Region: UKC11 - Hartlepool and Stockton-on-Tees
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. Police Records Management System
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