Planning

HR and Duty Management System

THE POLICE AND CRIME COMMISSIONER FOR DERBYSHIRE

This public procurement record has 1 release in its history.

Planning

13 Mar 2026 at 11:00

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The Police and Crime Commissioner for Derbyshire is currently in the planning stage of a procurement process for a new HR and Duty Management System, intended to serve both Derbyshire Constabulary and Leicestershire Police. This initiative aims to modernise HR services by replacing legacy systems with integrated solutions that enhance efficiency and connectivity across functions. The procurement belongs to the goods and services categories, specifically targeting human resources and software solutions. The procurement process will progress with a preliminary market engagement scheduled for completion by 27th March 2026, with future notices expected by 1st May 2026. Potential suppliers have the opportunity to provide input on options for Core HR, Duty Management, or a combined system, aligning with public authority - sub-central government standards.

This tender represents a significant opportunity for businesses specialising in human resources software, enterprise resource planning, and software consultancy services to engage with law enforcement agencies. It is particularly suited for SMEs and VCSEs capable of delivering software solutions that streamline HR operations and improve operational efficiency for public services. By participating in this tender, businesses can contribute to modernising critical police operations, enhancing value for money, eliminating duplication, and supporting future-proofed business functions. Companies adept in time accounting, business transaction software, and utility software packages can leverage this opportunity to grow their portfolio within the public sector, fostering collaborations that promise both economic and technological advancements.

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Notice Information

Notice Title

HR and Duty Management System

Notice Description

Derbyshire Constabulary (DC) and Leicestershire Police (LP) are currently exploring the market for solutions that could modernise our HR and Duty Management system. The force aims to rationalise its digital landscape by replacing legacy applications with a set of integrated systems capable of supporting end to end business processes. DC currently operates an HR Shared Service with LP covering HR and Duty Management. As part of this market engagement, suppliers are invited to respond to one of the options below: 1. Core HR and Duty Management 2. Core HR 3. Duty Management Both forces must ensure optimal value for money across its technology estate. By transitioning to streamlined and cost effective solutions, aiming to achieve operational efficiencies, reduce duplication, eliminate siloed working practices, and future proof core business functions. A consolidated platform is expected to strengthen organisational resilience and support more connected, efficient ways of working across both frontline and support functions. As part of this Preliminary Market Engagement (PME), the forces are exploring whether a solution could serve multiple enabling-services departments across different policing areas. Assessing whether the proposed solution could incorporate a partitioned platform capable of hosting HR and Duty Management services. This approach would enable both forces to benefit from shared technological advancements while maintaining operational independence, data segregation, and appropriate local governance controls. Key Systems Core HR Core HR to provide the essential systems and processes needed to manage an organisation's workforce. It centralises employee data, supports key HR functions such as payroll, attendance, recruitment, and performance, and ensures consistent, efficient HR operations. A modern Core HR capability improves data accuracy, reduces manual administration, and gives employees and managers easy access to the information and tools they need. * Core HR / Human Resources Information System (HRIS): Maintains centralized employee records, organizational charts, personal data, and job history. * Payroll Management: Automates salary calculations, tax deductions, benefits, and pay stub generation. * Recruitment and Onboarding: Manages the hiring process, including applicant tracking, resume screening, interviewing, and onboarding new employees. * Performance Management: Tracks employee goals, conducts performance appraisals, and provides feedback. * Training and Development (Learning Management): Tracks employee training sessions, certifications, and development activities. * Benefits Administration: Manages employee benefits selections, health insurance and retirement plans. * Employee Self-Service (ESS) & Manager Self-Service (MSS): Allows employees to update personal info, annual leave, sickness reporting, and access pay stubs, while managers approve requests. * Expense Management: Tracks and manages employee expenses. * Health and Safety: Manage workplace risks, ensure legal compliance, and protect employee wellbeing by tracking policies, training, and incident reporting. Duty Management A Duty Management System (DMS) provides the essential tools needed to plan, schedule, deploy, and record the working duties of police officers and staff. It ensures that operational resources are aligned to demand, supports compliance with working time regulations, and provides real time visibility of workforce availability and skills. A modern DMS improves operational efficiency, enhances decision making, and supports the effective deployment of officers across a range of policing activities. * Resource Planning & Scheduling: Create and manages rosters, shift patterns, and duty assignments, ensuring operational coverage across all policing functions. * Real Time Availability & Deployment: Provides up to date visibility of officer and staff availability, role qualifications, and deployable skills to support operational decision making. * Overtime & Additional Duties Management: Records and manages overtime, short notice duties, and special operations requirements with integrated approval workflows. * Demand & Event Resourcing: Supports planning and allocation of resources for pre planned events, major incidents, mutual aid, and surge requirements. * Working Time Compliance: Monitors adherence to Working Time Regulations, police-specific rostering rules, rest periods, and fatigue management standards. * Skills & Accreditation Tracking: Aligns deployment decisions to individual skills, accreditations, firearms authorisations, driving qualifications, and training currency. * Integration with Payroll & HR: Sends duty, overtime, and allowance data directly to payroll, while ensuring accurate alignment with Core HR records. * Time and Attendance Tracking: Manages clock-in/out, work hours, shifts, and integration with payroll. The Preliminary Market Engagement (PME) will support DC/LP with the development of a Business Case (BC).

Planning Information

https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=103725&TID=100108915&B=

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06697f
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/022819-2026
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, VCSE
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

48000000 - Software package and information systems

48400000 - Business transaction and personal business software package

48450000 - Time accounting or human resources software package

48451000 - Enterprise resource planning software package

48700000 - Software package utilities

48770000 - General, compression and print utility software package

48771000 - General utility software package

48800000 - Information systems and servers

72200000 - Software programming and consultancy services

72261000 - Software support services

Notice Value(s)

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

Notice Dates

Publication Date
13 Mar 2026Yesterday
Submission Deadline
Not specified
Future Notice Date
1 May 20262 months to go
Award Date
Not specified
Contract Period
1 Mar 2027 - 28 Feb 2030 3-4 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
THE POLICE AND CRIME COMMISSIONER FOR DERBYSHIRE
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
RIPLEY, DERBYSHIRE
Postcode
DE5 3RS
Post Town
Derby
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF1 Derbyshire and Nottinghamshire
Small Region (ITL 3)
TLF13 South and West Derbyshire
Delivery Location
TLF East Midlands (England)
Local Authority
Amber Valley
Electoral Ward
Ripley
Westminster Constituency
Amber Valley

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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