Planning

Replacement of Cell Management Systems at South Wales Police Custody Suites

POLICE AND CRIME COMMISSIONER FOR SOUTH WALES

This public procurement record has 2 releases in its history.

Planning

15 Oct 2025 at 15:40

UK2 - Preliminary Market Engagement Notice
Planning

15 May 2025 at 10:13

UK1 - Pipeline Notice
Summary of the contracting process

The Police and Crime Commissioner for South Wales is currently in the planning stage for a procurement process titled "Replacement of Cell Management Systems at South Wales Police Custody Suites". This procurement falls within the goods category and aims to replace the cell management systems initially at the Cardiff Bay Custody Suite, with potential expansions to Bridgend, Merthyr Tydfil, and Swansea. The project is part of a competitive flexible procedure and involves a Preliminary Market Engagement set to take place in November 2025, with key opportunities for suppliers to provide input and demonstrate capabilities. This procurement is located in various regions within South Wales, United Kingdom, with a planned contract period starting from October 2026 to October 2033. The Police and Crime Commissioner is keen on understanding market capabilities in this domain and has outlined a timeline with important engagement dates to gather comprehensive market insights.

This procurement presents significant business opportunities, particularly for suppliers specialising in integrated security and surveillance systems, as well as companies with a strong background in installing and maintaining complex custodial technology systems. Small to medium-sized enterprises (SMEs) are deemed suitable to compete, which may invite a diverse range of suppliers into the competitive framework. The requirement for robust emergency call-out services and adherence to standards such as ISO27001:2022 offers opportunities for businesses equipped to meet high operational and security demands. Companies ready to engage with the South Wales Police's cyber security initiatives and possessing experience in the specified technology sectors could greatly benefit from participating in this tender. The opportunity to become a part of a framework arrangement also suggests potential long-term business growth prospects as the project evolves over the planned seven-year contract term.

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Notice Information

Notice Title

Replacement of Cell Management Systems at South Wales Police Custody Suites

Notice Description

The Police and Crime Commissioner for South Wales has a requirement to replace part or all of the Cell Management System initially at Cardiff Bay Custody Suite, due to the current System approaching end of life. Subsequent works may include further upgrades at Bridgend, Merthyr Tydfil and Swansea sites for all, or some parts of the systems detailed in this notice. The Custody System will consist of an integrated solution that provides all or part of: 1) CCTV, audio and recording equipment 2) Affray strip alarm & indication alerts 4) Audio recording microphones 5) In-cell two-way call system 6) Intercoms to doors 7) Remote Access & network Integration with existing Cavexa and Tassica systems Related notice: UK1 Pipeline Notice 2025/S 000-021629 Any subsequent projects at Bridgend, Merthyr and Swansea will be added to the requirement at a later date but are expressly allowed for in the planned process.

Planning Information

The Police and Crime Commissioner for South Wales wishes to explore the market capabilities and appetite for the services listed in this notice, with a view to conducting a procurement in 2025/2026, informed by any relevant findings and outcomes of this Preliminary Market Engagement exercise. Participation in this Preliminary Market Engagement exercise is voluntary, and non-participation will not preclude any potential supplier taking part in any subsequent procurement competition. Potential suppliers are asked to have or comment on or commit to having at least: 1. Relevant experience installing this type of integrated and industrial-grade technology suitable for a custodial setting. 2. Two installations capable of visits/reference queries being made by us. 3. Have 24x7x365(6) emergency 2-hour on-site call-out capability for our four sites in South Wales. 4. Capability and capacity to deliver up to four sites in serial or with some overlap over 7 years. 5. These standards or equivalents (or be working towards them in time for the contract award in 2026): • Cyber Essentials Plus; • ISO27001:2022; • NSI Silver accreditation; • and a commitment to engage with South Wales Police's cyber security initiatives, e.g. remote monitoring of your web-facing cyber vulnerabilities. The Preliminary Market Engagement exercise may take the form of some or all of these activities: 1. Initial engagement registered via email responses to this Preliminary Market Engagement Notice. 2. An invitation outlining details of a one-to-many presentation by South Wales Police' stakeholders. This may be online or at the Cardiff Bay site or another location. The planned time and date is 10am-Noon Monday 10th November 2025. 3. A recorded one-to-many presentation by South Wales Police' stakeholders to potential Suppliers on the day. Questions will be welcomed at the end of the presentation, and in optional one-to-one meetings, which responders should request when replying to this notice. 4. A series of up to one hour one-to-one meetings with presentations and questions raised by potential suppliers, to set out how the potential supplier will address the requirement. These are planned to start 9am on Tuesday 11th November 2025 and end no later than noon Friday 14th November 2025. 5. Site visits may be offered by potential bidders, and the Commissioner may accept these and document any information the commissioners representative's relay. To ensure fairness and transparency any such information will be added to any future bid collateral. 6. A follow-up questionnaire may be issued by the Commissioner for optional completion by interested parties to further assist the programme. Please register your interest to attend by contacting swp_procurement@south-wales.police.uk on or before noon 6th November 2025. A Microsoft Teams invitation will be sent on or about 7th November 2025. Additional questions may be submitted by email up until noon 1st December 2025. A summary of answers will then be sent to all attendees and any future bidders when the competition is launched. The presentation recording, and all questions-and-answers will also be included in any subsequent competition phase to ensure a transparent and full set of market engagement collateral and ideas (unless agreed to be proprietary by SWP in its sole discretion) will be shared to ensure no disadvantage to any bidders who did not participate in the engagement event.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-051418
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/065707-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Framework
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

32 - Radio, television, communication, telecommunication and related equipment

35 - Security, fire-fighting, police and defence equipment

42 - Industrial machinery

50 - Repair and maintenance services

CPV Codes

32330000 - Apparatus for sound, video-recording and reproduction

32340000 - Microphones and loudspeakers

32350000 - Parts of sound and video equipment

32360000 - Intercom equipment

35120000 - Surveillance and security systems and devices

42961100 - Access control system

50610000 - Repair and maintenance services of security equipment

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
15 Oct 20254 months ago
Submission Deadline
Not specified
Future Notice Date
3 Nov 2025Expired
Award Date
Not specified
Contract Period
30 Sep 2026 - 1 Oct 2033 Over 5 years
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
POLICE AND CRIME COMMISSIONER FOR SOUTH WALES
Contact Name
Not specified
Contact Email
swp-procurement@south-wales.police.uk
Contact Phone
Not specified

Buyer Location

Locality
BRIDGEND
Postcode
CF31 3SU
Post Town
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL51 Central Valleys and Bridgend
Delivery Location
TLL15 Central Valleys, TLL17 Bridgend and Neath Port Talbot, TLL18 Swansea, TLL22 Cardiff and Vale of Glamorgan
Local Authority
Bridgend
Electoral Ward
Brackla East and Coychurch Lower
Westminster Constituency
Bridgend

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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