Planning

Case Management and Investigation Tracking System

WEST YORKSHIRE POLICE

This public procurement record has 1 release in its history.

Planning

25 Nov 2025 at 11:16

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

West Yorkshire Police is conducting a procurement process for a new Case Management and Investigation Tracking System, as the current solution is set to expire on 31st March 2026. This procurement process is currently in the planning stage, with an Expression of Interest (EOI) required by 10th December 2025. The procurement falls under the category of IT services, specifically focusing on industry-specific software packages and information systems. The project location is within the United Kingdom, specifically the UKE4 region. The procurement seeks commercial off-the-shelf solutions that conform to legislative requirements and is intended to transition from a legacy desktop to a web-based platform. The total project value is estimated at £150,000, excluding taxes.

This tender presents an opportunity for businesses specialising in IT services, particularly those offering software development and support, to engage with West Yorkshire Police. Companies with expertise in developing web-based platforms and those capable of ensuring compliance with legislative mandates will have a competitive edge. Additionally, small and medium-sized enterprises (SMEs) are encouraged to participate, as the project includes considerations for solutions that support flexible and scalable implementations. The proposed contract period is from 1st April 2026 to 31st March 2030, providing a long-term business growth opportunity for the selected supplier.

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Notice Information

Notice Title

Case Management and Investigation Tracking System

Notice Description

West Yorkshire Police (WYP) currently utilises a Case Management and Investigation Tracking System which is due to expire on 31st March 2026. In preparation for its replacement, WYP is seeking to explore the market to identify alternative solutions that meet its operational requirements and to assess compliant procurement routes. The Authority is specifically interested in Commercial Off-The-Shelf (COTS) solutions that are readily available and can be easily configured to align with WYP's needs. Any proposed solution must comply with relevant legislation, including the Police (Complaints and Misconduct) Regulations 2020 and the Police Conduct Regulations, and must be adaptable to accommodate future legislative updates. As a minimum, the solution must offer the core functionality outlined below. 1. Overview Purpose: Case management and investigation tracking system with full auditability and workflow integration. New System Type: Transitioning from legacy desktop to a web-based platform (trial started April 2025 by WYP with the intention to use this model to roll out to other forces). There is a new Version 7.6 which is a legislative changed coming within the next 6 months. 2. User Access & Authentication - Client-based access control with configurable access levels. - User IDs: Employee number assigned; password set on enrolment and changed on first login. Administrator capabilities: - Configure search options and table contents. (configurable). - Manage users and groups. (configurable). - Grant/revoke access to specific reports. (configurable). - Login method: Web link with username/password. 3. Case Management Features - Investigations Tab: Displays assigned cases for workload management. - Search Capabilities: Case reference, type, status, IOPC reference. - Configurable sub-types linked to case type. (configurable). - All information fields searchable. (configurable). - Case Details: 7+ searchable fields including district level. (configurable). - Summary, progress, details, notes tabs. - Allegation types and sub-types (configurable). - Risk assessments driven by legislation. (should be driven by current and emerging legislation and be kept up to date by the supplier) - Sub Judice case holding. - Protected characteristics recording. (configurable). - Geographical/time/date recording. - Automatic calculation of investigation days. - "Case-clock" to pause investigation time. - Assessment tracking. 4. Workflow & Task Management - Progress Entries: System-generated prompts (e.g., updates needed). - Workflow Configuration: (configurable). - Allocate, monitor, complete workstreams. - Task assignment with due dates. - Task transfer and sign-off. - Workflow access control. - Traffic-light system for task review. (configurable). 5. Integration & Automation HR System Integration: - Daily auto-import of staff data. - Pre-populated officer assignment fields. - Staff history visibility. Document Handling: - Add files (Word, Excel, PDF) via drag/drop or browse. - Document repository with folder structure. (configurable). - DID (Documents in Database) functionality. (configurable). Email integration with Microsoft: - Attach case documents. - Format documents into bundles. - Use templates from X drive. 6. Reporting & Auditing Audit Trails: - Track case views/changes. - Log user/group changes. (configurable). - View active sessions. - Export Functionality: (configurable). - Export search results to Excel. 7. Legislative Compliance Legislation Monitoring: - System prompts for legislative changes that are available from the Home Office. (updates must come from the legislative body and be kept up to date) - Supplier updates system accordingly with direct input from the governing body in the Home Office. - Admin verification prompts that must have (e.g., "Is this a 2020 case?"). (configurable). - Time-period based logic for legislation handling. - Supplier Practices: Must align with Home Office standards. These must be able to be demonstrated and assurance lead. 8. Additional Features - Staff Tab: Complaint history visibility. (configurable). - Agent Tab: Third-party information logging. (configurable). - Interview Logging. - Niche RMS Integration. 9. Enhancements & Operational Feedback Lessons Learned - Add lessons learned per case to build corporate memory at force and individual levels. - Categorise themes (e.g., custody-related, mispers). (configurable). Mandatory IOPC Referrals - System must show referral status and reasons. - Include a "Mandatory IOPC Referrals List" for categorisation. - Support referrals for death or serious injury cases. IOPC Data Extraction - Quarterly data extraction with date filters. - "Get Data" function to compile and format relevant case data. Reactive Investigations - Auto-add Terms of Reference and Investigation Plans. (configurable). - Inspector/Sergeant tools for team and task management. (configurable). - Persistent investigation tracking with documented action logs. Person & Staff Tabs - Search by name, details, and protected characteristics. - View all linked cases. - Staff tab links to HR system for location and identifiers. Search Configuration - Desired ability to configure search criteria beyond defaults. Protected Characteristics - Expand staff tab to include all protected characteristics via HR integration. (configurable). Officer Case Details - Add suspension/restriction details with visibility across all cases. - Record hearing outcomes with expiry dates. - Display allegation history in list format. Agents Tab - Searchable functionality for third-party agents. Whiteboard Tab - Displays all live cases centrally like a custody whiteboard. (configurable). Queries Tab - Used for FOI requests and custom data extraction. (configurable). Administration Tab(configurable). - Admins can: - Configure date ranges, legislation prompts, user views. - Set auto-messages (e.g., case volume alerts). - Manage weeding and retention periods (e.g., 7 years, MOPI rules). - Configure Azure-based user sign-in. - Create/manage categories and sub-categories. - Lock/unlock cases and audit access/modifications. - Translate ranks and manage document folders/templates. - Configure traffic-light progress management. - Manage investigation/workflow teams/groups. - Merge duplicate staff records. - Restrict access to sensitive cases. Access Control - Add users, assign groups, set security levels and user settings. (configurable). Management Information - SLA/KPI tracking and system-wide performance overview. (configurable). Reporting - Built-in Crystal Reports and bespoke Client Reports. (configurable). - Admins import custom reports based on external specifications. Help - Online guide link available for user support.

Planning Information

The current solution is due to expire 31st March 2026 and this EOI seeks to determine current and future market capabilities to inform our procurement route. In order to assist WYP in developing the procurement of our requirement we would appreciate responses to this PME from interested parties. Suppliers should request request a copy of the EOI document by email to: gareth.newton2@westyorkshire.police.uk Please note all EOI's must be submitted to email address above by 13:00pm 10th December 2025. Further detail and instructions can be found in the requested EOI Document.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05e820
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/076778-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
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

CPV Codes

48100000 - Industry specific software package

48311000 - Document management software package

48780000 - System, storage and content management software package

48800000 - Information systems and servers

48900000 - Miscellaneous software package and computer systems

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
£150,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
25 Nov 20252 months ago
Submission Deadline
Not specified
Future Notice Date
10 Dec 2025Expired
Award Date
Not specified
Contract Period
31 Mar 2026 - 31 Mar 2030 4-5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
WEST YORKSHIRE POLICE
Contact Name
Not specified
Contact Email
yb.procurement@westyorkshire.police.uk
Contact Phone
Not specified

Buyer Location

Locality
WAKEFIELD
Postcode
WF1 3QP
Post Town
Wakefield
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE45 Wakefield
Delivery Location
TLE4 West Yorkshire
Local Authority
Wakefield
Electoral Ward
Wakefield North
Westminster Constituency
Wakefield and Rothwell

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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