---
title: "Replacement for Records Management System for 9 Police Forces"
ocid: "ocds-h6vhtk-049caf"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-049caf"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-049caf.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-049caf.json"
source: "Find A Tender Service"
current_stage: "Planning"
buyer: "7 FORCE COMMERCIAL SERVICES"
published: "2024-09-20"
---

# Replacement for Records Management System for 9 Police Forces

Buyer: 7 FORCE COMMERCIAL SERVICES  
Current stage: Planning  
OCID: ocds-h6vhtk-049caf

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-049caf)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-049caf.json)

## Summary

The procurement process initiated by 7 Force Commercial Services, encompassing a collaboration of nine police forces, aims to replace the current Records Management System (Athena) with a new cloud-based solution. The planned tender, identified as "7F-2024-I383," in the records management services category, will explore modern technological innovations, including artificial intelligence and mobile compatibility, to support core policing functions such as case management, custody, intelligence, and investigation. Located in the region of UKH1, the procurement is currently in the planning stage, with a future notice date set for 7 April 2025 and an estimated total value of £100 million.

This tender presents significant growth opportunities for technology and software development companies experienced in creating robust, secure, and interoperable IT solutions. Particularly suitable for firms specialising in cloud-based systems, artificial intelligence, and data security, the procurement process seeks suppliers capable of offering innovative and resilient managed services. Companies with expertise in records management, business intelligence, and system integration will find this opportunity well-aligned with their capabilities, fostering long-term collaborations with multiple police forces and potentially securing a contract to deliver critical public safety infrastructure.

## Notice

The current police Records Management System (RMS) (Athena) serves a collaboration of 9 police forces under a single shared IT solution.

### Lot Information

Lot 1

To allow data sharing across the four key functional pillars of Case, Custody, Intelligence and Investigation, on a centrally hosted/managed environment. Additional information: The current police Records Management System (RMS) (Athena) serves a collaboration of 9 police forces under a single shared IT solution to allow data sharing across the four key functional pillars of Case, Custody, Intelligence and Investigation, on a centrally hosted/managed environment. 
The purpose of this Prior Information Notice is to gain an understanding of the latest developments/ innovations and capabilities for a cloud-based police/law enforcement records management solution. This includes exploring the potential use of technologies such as artificial intelligence, robotic process automation, facial recognition, transcription and must have data quality automation and the ability to work with mobile devices built in. 
The collaboration of 9 Forces wish to establish the level of market interest in participating in the procurement process. At this stage, information gathered through market consultation may be used to inform internal business planning, requirements capture and any subsequent procurement process; and will NOT be appraised in any future tender evaluation exercise. 
Participation or non-participation in this preliminary market consultation exercise shall not prevent any supplier participating in any potential procurement process, nor is it intended that any information supplied shall place any supplier at an advantage or disadvantage in any forthcoming procurement process. For the avoidance of doubt, this is the scoping phase of the project and is not part of a formal procurement process.
The Procurement will be for a managed services agreement (up to a term of 10 years (tbc)) for the delivery of software and related services through a single supplier or suppliers.
Description of the procurement
We wish to explore suppliers' ability to innovate, develop and deploy a secure, agile, always on, resilient, cloud-based Records Management System (RMS). The solution MUST provide the four key pillars of Intelligence, Investigation, Case Management & Custody but could also include other elements such as property management. The solution must incorporate the ability to input and output information to and from mobile and fixed devices in a manner appropriate for the device being used and with full interoperability between the various platforms. The user experience will be of paramount importance including ease of use, simplicity in training and automated tips/guidance as and when inconsistencies in input data are detected. Mandated metadata and automated cross checking will also need to be incorporated to ensure input information is as accurate and specific as it can be and to avoid duplicates/incorrect information storage. Open interfaces and interoperability will also be an important consideration for current and future flexibility and ensure ease of access to core police data for a multiplicity of needs.
The current RMS system is a fully integrated, web-based information and communications technology solution managing business critical core policing processes and workflow, including:
* Intelligence Management
* Investigation Management
* Protection of Vulnerable People
* Anti-Social Behaviour
* Defendant Management (Custody and Case preparation)
* Warrants Management
* Digital Public Contact
* Problem Solving Platform
* Data Analytics
There are 34,000 registered users.
Average daily peak is ~ 6000 users.
Average system usage over previous 12 months: (Also see data in Section VI -Complimentary Information)
* Arrests: 2.9m
* Cases: 2.4m
* Custody: 1.9m 
* Investigations: 14m
* Documents: 50m
* Intelligence reports: 5.7m 
* Object Link count within Athena RMS: 593m
Current Interfaces are to multiple third-party policing technology systems, including:
* Police National Database (PND)
* Police National Computer (PNC)
* Crown Prosecution Service 
* Police force mobile phone devices 
The contracting authorities referred to in Section I.1, as contracting authorities for their respective police forces, will shortly undertake a competitive flexible procurement to appoint a supplier to provide and fully manage a highly resilient, police records management system. The successful supplier(s) will be required to work alongside representatives from the contracting authorities and relevant third parties, to implement, and configure the system to the requirements of the contracting authorities including the provision of appropriate resources to support this. The successful supplier(s) may be required to enter into either a single contract with all contracting parties, or individual contracts with each contracting party. **PLEASE SEE ATTACHMENT FOR FURTHER DETAILS**

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/030217-2024 |
| Notice type | Planning Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Not Specified |
| Procurement method details | Not specified |
| Tender suitability | Not specified |
| Awardee scale | Not specified |
| All stages | Planning |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 20 Sep 2024 |
| Submission deadline | Not specified |
| Future notice date | 6 Apr 2025 |
| Award date | Not specified |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £100,000,000 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Planned |
| Lots status | Planned |
| Awards status | Not specified |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | 7 FORCE COMMERCIAL SERVICES |
| Locality | MARTLESHAM HEATH |
| Post town | Ipswich |
| Postcode | IP5 3QS |
| Country | England |
| ITL 1 | TLH East (England) |
| ITL 2 | TLH6 Suffolk |
| ITL 3 | TLH63 East Suffolk |
| Local authority | East Suffolk |
| Electoral ward | Martlesham & Purdis Farm |
| Westminster constituency | Suffolk Coastal |
| Delivery location | Not specified |

## CPV Codes

### 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

### Codes

- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48517000 - IT software package
- 48627000 - Real-time operating system software package
- 72110000 - Hardware selection consultancy services
- 72212100 - Industry specific software development services
- 72212211 - Platform interconnectivity software development services
- 72212482 - Business intelligence software development services
- 72212517 - IT software development services
- 72212600 - Database and operating software development services
- 72212610 - Database software development services
- 72212670 - Real time operating system software development services
- 72212730 - Security software development services
- 72212731 - File security software development services
- 72212732 - Data security software development services
- 72212780 - System, storage and content management software development services
- 72212783 - Content management software development services
- 72212984 - Program testing software development services
- 72220000 - Systems and technical consultancy services
- 72227000 - Software integration consultancy services
- 72228000 - Hardware integration consultancy services
- 72252000 - Computer archiving services
- 72261000 - Software support services
- 72262000 - Software development services
- 72263000 - Software implementation services
- 72265000 - Software configuration services
- 72300000 - Data services
- 72310000 - Data-processing services
- 72314000 - Data collection and collation services
- 72320000 - Database services
- 79996100 - Records management

## Release History

- 20 Sep 2024 at 14:17 - Planning - Planning Notice - https://www.find-tender.service.gov.uk/Notice/030217-2024

## Notice URLs

- https://7force.force.com

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-049caf. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-049caf.json.