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Police Records Management System

The Police and Crime Commissioner for Warwickshire

This public procurement record has 4 releases in its history.

Award

03 Feb 2026 at 11:17

UK7 - Contract Details Notice
Award

03 Dec 2025 at 13:34

UK6 - Contract Award Notice
TenderUpdate

24 Sep 2025 at 10:28

UK4 - Tender Notice
Tender

16 Sep 2025 at 09:59

UK4 - Tender Notice
Summary of the contracting process

The Police and Crime Commissioner for Warwickshire has awarded a contract for the provision of a Police Records Management System (RMS) to NICHE TECHNOLOGY UK LIMITED. The project involves supplying a comprehensive software package, including Information Assurance, Audit & Assurance, and Case Management, among other functionalities. The procurement, valued at approximately £3.4 million plus VAT, was conducted using a selective, competitive flexible procedure under the Procurement Act 2023. Key stages of this procedure included participation and tender, demonstrations & BAFO, followed by contract award. Located in Leek Wootton, Warwickshire, the headquarters will serve as the primary point of implementation. The contract, signed on 30th January 2026, will run through 21st February 2033, with renewal options up to 2037.

This tender presents significant opportunities for businesses in the IT services sector, particularly those specialising in software development, implementation, consulting, and support. Companies with expertise in software support services and those capable of delivering high-quality software implementation stand to benefit. The project involves key areas such as database analysis, fault diagnosis, and software consultancy services, providing ample opportunity for IT professionals and tech firms to grow and showcase their capabilities through the delivery and support of critical public sector infrastructure. Collaboration with subcontractors for niche roles, such as data migration specialists, further expands commercial opportunities within this high-value contract.

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Notice Information

Notice Title

Police Records Management System

Notice Description

The Police & Crime Commissioner for Warwickshire has awarded a contract for the provision of a Police Records Management System (RMS) solution and associated services for Warwickshire Police. The scope of the system and associated services includes: Information Assurance (IA) Audit & Assurance (AA) Case Management (CM) Investigation Management (IM) Custody (CY) Integration & Interfacing (II) Intelligence Handling (IH) Misc. Functions (MF) Non-Functional Requirements (NF) Training (TG) Victim & Witness Management (VW) Prevention (PR) Data Quality (DQ) Data Analysis (DA) The Supplier shall provide: Implementation Services including Supplier-side project management, integration, and testing services. Software Support and Maintenance services including Service desk Software maintenance support Database analysis and diagnostics Fault diagnosis Technical assistance and fault rectification (which shall include fault management with associated service levels and performance guarantees); Upgrades to new Software versions. Application Related Technical Consultancy Services (on demand). 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 contracting authority confirms that it has completed Conflict of Interest assessments in accordance with Sections 81-83 of the Procurement Act 2023, which require contracting authorities to identify, review and mitigate actual, potential, and perceived conflicts of interest throughout a covered procurement. The authority further confirms that it will continue to review, update and complete Conflict of Interest assessments at all required points in line with its ongoing obligations under Section 83 of the Act. This process ensures that any actual, potential or perceived conflicts are identified, recorded and appropriately mitigated to safeguard the integrity of the procurement and to ensure fair and impartial decision making throughout the contract lifecycle. During the tender process, the supplier that was ultimately successful informed the contracting authority that they would need to rely on a specialist subcontractor to meet the technical ability condition of participation relating specifically to data migration. The supplier confirmed that engagement of a specialist migration partner would be required to ensure that the data migration element of the contract could be delivered to the required standard. While the supplier confirmed that a subcontractor would be engaged to deliver the necessary data migration capability, the specific subcontractor had not yet been selected at the time of tender submission or contract award. This approach remained compliant with Section 22 of the Procurement Act 2023, which permits suppliers to rely on the capacity and ability of third parties where appropriate, provided the contracting authority is satisfied through its assessment. The contracting authority confirmed that each potential subcontractor option could meet the technical condition of participation, and that reliance on a specialist migration partner was appropriate and proportionate given the nature of the requirement. During the contract award stage the supplier has confirmed that they will subcontract the data migration to Blue Skies Associates Limited, PPON PVGH-5733-NHJR. The contract covers the implementation of the RMS solution including data migration, 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. The following milestones have been set: Milestone 1 Unconfigured NicheRMS db shared Milestone 2 Initial system Training completed Milestone 3 Delivery of configured Software and User Acceptance Testing Completed Milestone 4 Acceptance of Configured Software Milestone 5 Go-live of the Software Milestone 6 Completion of 45 days clear running after Go-Live with no P1 or P2 outstanding as faults defined in SLA In accordance with Section 52 of the Procurement Act 2023, the contracting authority has identified three Key Performance Indicators (KPIs) that are material to the performance of this contract. These KPIs will be monitored throughout the contract lifecycle and reviewed at each scheduled contract review meeting. KPI 1 System Availability KPI 2 Resolution Time for Priority 1 Incidents KPI 3 Contract Management These KPIs have been selected as the most material measures of supplier performance for this contract and support compliance with the transparency requirements of the Procurement Act 2023. The value of the contract over the implementation period and the initial 6 years is: PS3,428,536.00 plus VAT. Assuming annual increases of around 3% the total including extensions is likely to be in the range of PS4.9m to PS5m plus VAT.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-059af5
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/009367-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

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

Notice Value(s)

Tender Value
£12,000,000 £10M-£100M
Lots Value
£12,000,000 £10M-£100M
Awards Value
£4,977,200 £1M-£10M
Contracts Value
£4,977,200 £1M-£10M

Notice Dates

Publication Date
3 Feb 20266 months ago
Submission Deadline
21 Oct 2025Expired
Future Notice Date
Not specified
Award Date
3 Dec 20258 months ago
Contract Period
1 Feb 2026 - 21 Feb 2033 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
The Police and Crime Commissioner for Warwickshire
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LEEK WOOTTON
Postcode
CV35 7QB
Postcode Area
Coventry
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG1 Herefordshire, Worcestershire and Warwickshire
Small Region (ITL 3)
TLG13 Warwickshire CC
Delivery Location
Not specified
Local Authority
Warwick
Electoral Ward
Warwick All Saints & Woodloes
Westminster Constituency
Warwick and Leamington

Supplier Information

Number of Suppliers
1
Supplier Name

NICHE TECHNOLOGY UK LIMITED

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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