Police Records Management System

Description

Scope Description
This is a Preliminary Market Engagement (PMEN) notice. It is not a formal invitation to tender. You will need to respond to the tender notice when published in order to be considered for the forthcoming Contract. The purpose of this PMEN is to maximise transparency and competition for the upcoming tender notice. All details in this PMEN are subject to being updated or changed in the tender notice.
The PMEN is being published to advertise a Preliminary Market Engagement Event to be held online on 11th April 2025 at 14:00pm UK where more information about the requirements will be shared. Following this engagement event interested Suppliers may be offered the opportunity to discuss the requirements. The purpose of these meetings will be to understand current market capabilities costings and; 
(a)develop the Authority’s requirements and approach to the procurement;
(b)design a procedure, conditions of participation and/or award criteria;
(c)support preparation of the tender notice and associated tender documents;
(d)identify suppliers that may be able to supply the services required;
(e)identifying likely contractual terms;
(f)building capacity among suppliers in relation to the contract being awarded.
The PMEN fulfils the requirement for a Preliminary Market Engagement Notice to be issued under the Procurement Act 2023. 
Suppliers interested in this opportunity should respond to the Expression of Interest (EOI) as advised in point 1.4 of the EOI document. The requirement to; 
-	Confirmation the Supplier has a commercial of the shelf solution which meets the needs outlined in the EOI. 
-	Provide an outline of the solution (500-word count limit) 
-	Provide High level/indicative costs (where available) 
-	Confirm vetting status
 A link to the event and draft specification will be sent upon receipt of the information above. 
The Sovereign Base Areas (SBAs) require a new Police Record Management Information System (RMS) to replace the current legacy system. The SBA Administration requires a Commercial Off the Shelf (COTS) solution with a Support Service to replace the bespoke legacy system. 
The Solution must provide pre-configured functionality supporting the management of Crime, Case, Custody, Safeguarding and Intelligence. Enabling Officers to record known intelligence on criminals, manage investigations, build prosecution cases and bring offenders to justice through integration with the Crown Prosecution Service and Courts. 
Core requirements include: storage, searching, retrieval, retention, management, archiving, viewing of information, records, documents or files pertaining to law enforcement operations
Interested parties are to confirm their attendance confirming their vetting status no later than 12.00 noon 11th April 2025 :
The event will be held on 11th April 2025  14:00pm UK via Microsoft Teams. Suppliers may be invited to further meetings to discuss requirements and slides will be shared with interested providers who meet the security requirements.
Contract Dates 
Main Procurement Category
CPV code
Engagement Deadline
Engagement Process Description 
This is a Preliminary Market Engagement Notice (PMEN) for information purposes only. It is not a formal invitation to tender. You will need to respond to the tender notice in order to be considered for these contracts. The purpose of this PMEN is to maximise transparency and competition for the upcoming tender notice. All details in this PMEN are subject to being updated or changed in the tender notice.
Suppliers  interested in this opportunity are invited to attend a briefing session. Attendance is subject to the following criteria:
Attendee Numbers – Maximum of two (2) persons only per Supplier 
Capability Statement – Submit a (500-word count limit) statement/summary explaining your interest/ reasons for attending. The supporting information is required as soon as possible but no later than 16th April 2025 12 noon
Costs – Indicative costs should be provided based on a user base of 150 no later than 16th April 2025 12 noon
Vetting – All attendees to hold BPSS/SC clearance as a minimum, confirmation of which must be provided by 11th April 2025 12.noon
Attendance – Upon return of the above, invitation and draft requirements will be forwarded to attendees. 
Documents will be restricted view for those individuals who have met the above stated security requirements. Should suppliers withdraw from the process at any stage, all documentation must be securely disposed of and confirmation provided.