Notice Information
Notice Title
Replacement for Records Management System for 9 Police Forces
Notice Description
The current police Records Management System (RMS) (Athena) serves a collaboration of 9 police forces under a single shared IT solution.
Lot Information
Lot 1
To allow data sharing across the four key functional pillars of Case, Custody, Intelligence and Investigation, on a centrally hosted/managed environment. If you have already registered interest via the previous PIN, this is noted and there is no need to re-register. Additional information: The current police Records Management System (RMS) (Athena) serves a collaboration of 9 police forces under a single shared IT solution to allow data sharing across the four key functional pillars of Case, Custody, Intelligence and Investigation, on a centrally hosted/managed environment.
The purpose of this Prior Information Notice is to gain an understanding of the latest developments/ innovations and capabilities for a cloud-based police/law enforcement records management solution. This includes exploring the potential use of technologies such as artificial intelligence, robotic process automation, facial recognition, transcription and must have data quality automation and the ability to work with mobile devices built in.
The collaboration of 9 Forces wish to establish the level of market interest in participating in the procurement process. At this stage, information gathered through market consultation may be used to inform internal business planning, requirements capture and any subsequent procurement process; and will NOT be appraised in any future tender evaluation exercise.
Participation or non-participation in this preliminary market consultation exercise shall not prevent any supplier participating in any potential procurement process, nor is it intended that any information supplied shall place any supplier at an advantage or disadvantage in any forthcoming procurement process. For the avoidance of doubt, this is the scoping phase of the project and is not part of a formal procurement process.
The Procurement will be for a managed services agreement (up to a term of 10 years (tbc)) for the delivery of software and related services through a single supplier or suppliers.
Description of the procurement
We wish to explore suppliers' ability to innovate, develop and deploy a secure, agile, always on, resilient, cloud-based Records Management System (RMS). The solution MUST provide the four key pillars of Intelligence, Investigation, Case Management & Custody but could also include other elements such as property management. The solution must incorporate the ability to input and output information to and from mobile and fixed devices in a manner appropriate for the device being used and with full interoperability between the various platforms. The user experience will be of paramount importance including ease of use, simplicity in training and automated tips/guidance as and when inconsistencies in input data are detected. Mandated metadata and automated cross checking will also need to be incorporated to ensure input information is as accurate and specific as it can be and to avoid duplicates/incorrect information storage. Open interfaces and interoperability will also be an important consideration for current and future flexibility and ensure ease of access to core police data for a multiplicity of needs.
The current RMS system is a fully integrated, web-based information and communications technology solution managing business critical core policing processes and workflow, including:
* Intelligence Management
* Investigation Management
* Protection of Vulnerable People
* Anti-Social Behaviour
* Defendant Management (Custody and Case preparation)
* Warrants Management
* Digital Public Contact
* Problem Solving Platform
* Data Analytics
There are 34,000 registered users.
Average daily peak is ~ 6000 users.
Average system usage over previous 12 months: (Also see data in Section VI -Complimentary Information)
* Arrests: 2.9m
* Cases: 2.4m
* Custody: 1.9m
* Investigations: 14m
* Documents: 50m
* Intelligence reports: 5.7m
* Object Link count within Athena RMS: 593m
Current Interfaces are to multiple third-party policing technology systems, including:
* Police National Database (PND)
* Police National Computer (PNC)
* Crown Prosecution Service
* Police force mobile phone devices
The contracting authorities referred to in Section I.1, as contracting authorities for their respective police forces, will shortly undertake a competitive flexible procurement to appoint a supplier to provide and fully manage a highly resilient, police records management system. The successful supplier(s) will be required to work alongside representatives from the contracting authorities and relevant third parties, to implement, and configure the system to the requirements of the contracting authorities including the provision of appropriate resources to support this. The successful supplier(s) may be required to enter into either a single contract with all contracting parties, or individual contracts with each contracting party. **PLEASE Note - this is the second iteration of the PIN Notice therefore suppliers already expressed an interest in the previous notice do not need to resubmit response as we want to extend our market test - SEE ATTACHMENT FOR FURTHER DETAILS**
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-04ce48
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/000537-2025
- Current Stage
- Planning
- All Stages
- Planning
Procurement Classification
- Notice Type
- Planning Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Not Specified
- Procurement Method Details
- Not specified
- Tender Suitability
- Not specified
- Awardee Scale
- Not specified
Common Procurement Vocabulary (CPV)
- CPV Divisions
79 - Business services: law, marketing, consulting, recruitment, printing and security
-
- CPV Codes
79996100 - Records management
Notice Value(s)
- Tender Value
- £120,000,000 £100M-£1B
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 8 Jan 20251 years ago
- Submission Deadline
- Not specified
- Future Notice Date
- 5 Apr 2025Expired
- Award Date
- Not specified
- Contract Period
- Not specified - Not specified
- Recurrence
- Not specified
Notice Status
- Tender Status
- Planned
- Lots Status
- Planned
- Awards Status
- Not Specified
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- 7 FORCE COMMERCIAL SERVICES
- Contact Name
- Not specified
- Contact Email
- farzad.zeb@beds.police.uk
- Contact Phone
- Not specified
Buyer Location
- Locality
- MARTLESHAM HEATH
- Postcode
- IP5 3QS
- Post Town
- Ipswich
- Country
- England
-
- Major Region (ITL 1)
- TLH East (England)
- Basic Region (ITL 2)
- TLH6 Suffolk
- Small Region (ITL 3)
- TLH63 East Suffolk
- Delivery Location
- Not specified
-
- Local Authority
- East Suffolk
- Electoral Ward
- Martlesham & Purdis Farm
- Westminster Constituency
- Suffolk Coastal
Further Information
Notice URLs
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.
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