Software-related services

Tender description

The West Mercia Police and Crime Commissioner and the Warwickshire Police and Crime Commissioner (the Authority) invites you to tender for the provision of property/archive system implementation. The solution needs to be tried and tested in the policing environment (or equivalent) to minimise any risk of operational impact. The contract will be with a single supplier to commence on date of purchase order and shall run for a period of 3 years with an option to extend for a further 2 x 12 months at the authority’s discretion following a review of the service. This extension period shall be subject to: • the organisational requirements of the authority; • the contractor maintaining levels of performance which are acceptable to the authority throughout the preceding contract period; • the contractor offering levels of pricing and value which are acceptable to the authority for the extension period. The property management system (PMS) and archive record management system (ARMS) are joint use systems that provide a number of capabilities to Warwickshire and West Mercia. PMS provides the capability for the recording, management and tracking of all seized and found property across the force. This solution provides a comprehensive recording, tracking and auditing process to ensure that the force is able to successfully identify the location of, prove any evidential chain for and audit property within the possession of the organisation. This solution also provides the capability for management reporting and to extract data for the statutory reporting required. ARMS provides the capability for the recording, management and tracking of all archive records which we are required to retain under the requirements of MOPI and/or GDPR. This solution provides for recording the location, booking in/out of the file(s), highlighting of reviews required and audit processes. This tender is seeking a contractor to deliver to the organisation a new solution to cater for these business practices and processes. The current solutions are joint use across West Mercia and Warwickshire and it is proposed that PMS will be split following the implementation therefore forming two standalone (separate) contracts for each authority. The ARMS will be utilised on a ‘joint’ use basis and hosted by West Mercia as the main party with Warwickshire gaining access, due to Warwickshire utilising the West Mercia store with no current plans to replicate this elsewhere. The contract, once established will run for a period of 3 years plus 2 x 12-month extensions. This extension period shall be subject to: • the organisational requirements of the authority; • the contractor maintaining levels of performance which are acceptable to the Authority throughout the preceding contract period; • the contractor offering levels of pricing and value which are acceptable to the Authority for the extension period. The authority reserves the right to change the tendering period at its discretion and will notify participants and the market more widely in accordance with the requirements in line with Public Contracts Regulations 2015.