--- title: "Risk Management System Project" ocid: "ocds-h6vhtk-058e09" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-058e09" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-058e09.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-058e09.json" source: "Find A Tender Service" current_stage: "Planning" buyer: "ROYAL BERKSHIRE FIRE AND RESCUE SERVICE" published: "2025-08-26" --- # Risk Management System Project Buyer: ROYAL BERKSHIRE FIRE AND RESCUE SERVICE Current stage: Planning OCID: ocds-h6vhtk-058e09 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-058e09) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-058e09.json) ## Summary The Royal Berkshire Fire and Rescue Service (RBFRS), a public authority in Reading, United Kingdom, is in the planning stage of a procurement process for a new Prevention, Protection and Risk Management System. The project, titled "Risk Management System Project", falls under the services category and aims to enhance the RBFRS’s operational capabilities in compliance with multiple regulations, including the Fire Safety Act 2021. The procurement process includes an upcoming period of market engagement to explore potential solutions, scheduled to be completed by 17th October 2025. Suppliers interested in participating can do so via sessions at the RBFRS headquarters or remotely. The anticipated delivery of the system will span from February 2027 to April 2037. This tender presents a substantial business growth opportunity for companies operating within the software and computer-related services industry, particularly those skilled in industry-specific and database software packages. It is especially suitable for SMEs capable of providing a comprehensive, integrated system that adheres to stringent regulatory requirements while offering modular design to avoid vendor lock-in. Businesses that can offer services such as data migration, system configuration, ongoing support, and training are well-positioned to compete. There is a strong potential for companies to establish themselves as key service providers within the UK public safety sector through this engagement. ## Notice Royal Berkshire Fire and Rescue Service is committed to delivering high-quality prevention and protection services and invites tenders for the supply, configuration, implementation, and support of a Prevention, Protection and Risk Management System. The new system is required to support the Fire Authority in meeting its statutory duties and operational priorities under the Fire and Rescue Services Act 2004, the Regulatory Reform (Fire Safety) Order 2005, the Fire Safety Act 2021, Fire Safety (England) Regulations 2022, the Building Safety Act 2022 and the National Fire Chiefs Council's (NFCC) guidance. 7. LEGAL AND REGULATORY COMPLIANCE In compliance with the UK Government Procurement Act 2023, the system and procurement must: * Be transparent: all technical and commercial criteria will be openly published and justified. * Ensure fair treatment of all potential suppliers. * Include social value outcomes, such as local workforce development or sustainability contributions. * Demonstrate value for money across the lifecycle, including maintenance and scalability. * Support future upgrades and prevent vendor lock-in through modular, standards-based design. 8. SUPPLIER DELIVERABLES The successful bidder must deliver: * A fully operational and integrated Prevention, Protection and Risk Management System * Data migration from legacy systems * User documentation and technical architecture * Configuration of workflows, alerts, and user roles * Training for RBFRS prevention, protection and risk officers, IT administrators, and management * Ongoing technical support (minimum 3-year term, extendable) _________________________________________________________________________________ CORE FUNCTIONAL REQUIREMENTS 9. PREVENTION MODULE 9.1 Case management for Safe and Well visits, referrals, and outcomes. 9.2 Risk profiling of households and individuals. 9.3 A search facility to match people to different addresses when they move. 9.4 Recording of community prevention activities 9.5 Mobile access for field personnel. 9.6 Reporting, scheduling and workforce management for prevention activity. 9.7 Document capture and upload of Fire Investigation and Significant Fire Incident Review outcomes. 10. PROTECTION MODULE 10.1 Risk-Based Inspection Programme (RBIP) management. 10.2 Premises and inspection case file management. 10.3 Recording of Building Consultations 10.4 Ability to search on and match, multiple properties where the Responsible Person (RP), Accountable Person (AP) and Principle Accountable Person (PAP) is the same person. 10.5 Accurate recording of High-Rise Residential Premises and those within Interim Measures. 10.6 Workflow for, notices, statutory letters, enforcement action, legal escalation, legally compliant for note taking and legally compliant for taking photographs. 10.7 Integration with local gazetteers (e.g. LLPG), building data sources, mapping systems, and national databases (e.g. BSR). 10.8 Document and image capture, upload, and linking to premises records. 10.9 Report functionality for statistical and analytical purposes with API capability. 11. RISK MODULE 11.1 Community Risk Management Plan (CRMP) data integration 11.2 Dynamic risk mapping and analytical dashboards. 11.3 Fire risk scoring at building, street, and area level. 11.4 Real-time reporting and forecasting tools 12. NON-FUNCTIONAL REQUIREMENTS 12.1 Security: Must comply with ISO 27001 and UK Cyber Essentials standards. 12.2 Data Protection: Full compliance with UK GDPR; data stored within the UK, Data Protection Act 2018 and the Data (Use and Access) Act 2025 (DUAA) 12.3 Accessibility: User interface accessible to COGA, WCAG 2.2 AA standards and principles of Inclusive Design. 12.4 Scalability: Support future functional expansion and user base growth. 12.5 Integration: Must support RESTful APIs and standard data exchange formats (e.g., XML, JSON). 12.6 Seamless integration with RBFRS technology ecosystem and identity management. 12.7 User Experience: A modern, responsive interface suitable for a wide range of user types, committing to future enhancements to keep up with new and emerging technologies, specifically including AI. 12.8 Legislative: There must be a clear and documented approach to responding to any legislative, regulatory or similar changes relating to how the Fire Service make information available or services which the organisation must provide. 12.9 Availability: Cloud-based system with at least 99.9% availability SLA, with 24/7 usability. 12.10 Disaster Recovery: Robust backup and recovery provisions. 12.11 Advanced analytics: The system must allow for advanced analytics with use of RBFRS toolsets by either directly integrating or offering direct access to live data without detriment to performance of the system. 12.12 Automation and triggers: The system must offer automation to reduce staff workloads and support improvements in service delivery to the public. 13. IMPLEMENTATION REQUIREMENTS 13.1 Implementation must be completed within a reasonable amount of time from contract award 13.2 Supplier must produce a detailed implementation plan including: 13.2.1 Discovery and gap analysis. 13.2.2 Data migration strategy. 13.2.3 Integration architecture. 13.2.4 User acceptance testing (UAT). 13.2.5 Go-live and post-go-live support plan. 14. SUPPORT AND MAINTENANCE 14.1 Supplier must provide a 1st, 2nd, and 3rd line support model. 14.2 Service Desk availability Monday-Friday, 07:00-19:00 (excluding Bank Holidays). 14.3 Clear SLAs for incident response and resolution. 14.4 Regular updates and patching schedule. 14.5 Annual system health check and performance review. 15. TRAINING AND DOCUMENTATION 15.1 Onsite or remote training for super users and end-users. 15.2 System administration training for ICT personnel. 15.3 Provision of user guides, quick reference guides, and online support materials. ### Planning Information RBFRS would like to carry out a period of soft market engagement to gain understanding of the potential solutions available. Interested suppliers will be invited to demonstrate their solution offerings during an engagement session at the RBFRS HQ in Calcot, or over Teams, depending upon the most logistically appropriate and at RBFRS discretion. Market Engagement and all demonstrations of solutions to be completed by mid-October 2025. To book a slot email at bhandaris@rbfrs.co.uk , with your organisation's name, contact details and time and date for demonstration. Slots will be allocated on first come first serve basis. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/051383-2025 | | Notice type | UK2 - Preliminary Market Engagement Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Not Specified | | Procurement method details | Not specified | | Tender suitability | SME | | Awardee scale | Not specified | | All stages | Planning | ## Dates | Field | Value | | --- | --- | | Publication date | 26 Aug 2025 | | Submission deadline | Not specified | | Future notice date | 17 Oct 2025 | | Award date | Not specified | | Contract period | 1 Feb 2027 - 15 Apr 2037 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Planning | | Lots status | Planning | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | ROYAL BERKSHIRE FIRE AND RESCUE SERVICE | | Locality | READING | | Post town | Reading | | Postcode | RG31 7SD | | Country | England | | ITL 1 | TLJ South East (England) | | ITL 2 | TLJ1 Berkshire, Buckinghamshire and Oxfordshire | | ITL 3 | TLJ16 Berkshire West | | Local authority | West Berkshire | | Electoral ward | Tilehurst Birch Copse | | Westminster constituency | Reading West and Mid Berkshire | | Delivery location | TLJ11 Berkshire | ## CPV Codes ### Divisions - 48 - Software package and information systems - 72 - IT services: consulting, software development, Internet and support ### Codes - 48100000 - Industry specific software package - 48600000 - Database and operating software package - 48700000 - Software package utilities - 48900000 - Miscellaneous software package and computer systems - 72500000 - Computer-related services ## Release History - 26 Aug 2025 at 16:23 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/051383-2025 ## Documents - https://www.find-tender.service.gov.uk/Notice/051383-2025 26th August 2025 - Preliminary market engagement notice on Find a Tender ## Notice URLs - https://www.legislation.gov.uk/ukpga/2023/54/contents ## 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-058e09. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-058e09.json.