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Records Management System Gen 2

The Police, Fire and Crime Commissioner for Essex

This public procurement record has 1 release in its history.

Tender

30 Sep 2025 at 16:53

UK4 - Tender Notice
Summary of the contracting process

The public procurement process detailed involves the replacement of a Records Management System (RMS) by The Police, Fire and Crime Commissioner for Essex, acting as the buying organisation. This tender, titled "Records Management System Gen 2," falls within the industry category of records management and content management software and encompasses a total of seven police forces: Bedfordshire, Cambridgeshire, Hertfordshire, Kent, Essex, Norfolk, and Suffolk. The procurement is at the tender stage, with an expression of interest deadline set for 27 October 2025 and enquiries closing on 21 October 2025. The procurement method being used is a selective, competitive flexible procedure aimed at establishing a single-supplier framework without reopening competition, with contract awards expected by 7 September 2026 and delivery extending up to 15 October 2036.

This tender offers significant business growth opportunities, especially for firms specialising in records and content management systems, software development, and systems integration. Given the contract's scope to cover multiple police forces across the United Kingdom and its high-value tender estimated at £450 million, this opportunity is well-suited for businesses that can provide robust software solutions capable of interoperating with existing systems while ensuring high levels of data security. The potential for a long-term relationship, considering the contract period and renewal option, could be highly beneficial for a selected supplier capable of meeting the rigorous quality specifications and performance criteria outlined.

How relevant is this notice?

Notice Information

Notice Title

Records Management System Gen 2

Notice Description

This project will look to procure a replacement Records Management System (RMS), for the following 7 Forces: Bedfordshire, Cambridgeshire, Hertfordshire, Kent, Essex, Norfolk & Suffolk. The current RMS is widely used as a day-to-day business tool covering the functions of Investigation (Crime) Management; Intelligence and Defendant Management (Custody and Case Preparation). This is a critical system for Forces.

Lot Information

RMS and Associated Services to 7F

Records Management Solution (RMS) and Associated Services to the specifically named Authorities: * Kent Police * Essex Police * Norfolk Police * Suffolk Police * Bedfordshire Police * Cambridgeshire Police * Hertfordshire Police

Renewal: 1 period of 5 years

RMS and Associated Services to all other UK Police Forces

Records Management Solution and Associated Services to all other UK Police Forces

Renewal: 1 period of 5 years

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05a553
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/061054-2025
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

48780000 - System, storage and content management software package

72212783 - Content management software development services

79996100 - Records management

Notice Value(s)

Tender Value
£450,000,000 £100M-£1B
Lots Value
£450,000,000 £100M-£1B
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
30 Sep 202511 months ago
Submission Deadline
21 Oct 2025Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
16 Oct 2026 - 15 Oct 2036 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
The Police, Fire and Crime Commissioner for Essex
Additional Buyers

The Police and Crime Commissioner for Bedfordshire

The Police and Crime Commissioner for Cambridgeshire

The Police and Crime Commissioner for Hertfordshire

The Police and Crime Commissioner for Kent

The Police and Crime Commissioner for Norfolk

The Police and Crime Commissioner for Suffolk

Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
HARPENDEN
Postcode
CM8 3HB
Postcode Area
Chelmsford
Country
England
Major Region (ITL 1)
TLH East (England)
Basic Region (ITL 2)
TLH3 Essex
Small Region (ITL 3)
TLH34 Essex Haven Gateway
Delivery Location
Not specified
Local Authority
Braintree
Electoral Ward
Silver End & Cressing
Westminster Constituency
Witham

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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