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Published 29 Aug 2025, 07:11 BST

Official UK procurement notice

RMS Gen 2 · UK public procurement notice

Official notice

Authority: The Police, Fire and Crime Commissioner for Essex (Police & fire)·Consortium: 7 public authorities

Framework agreement2 lotsServicesCompetitive flexible procedureAbove threshold
Sectors: Software Packages & ERP (48)IT Services & Software (72)Business Services & Consultancy (79) Delivery: UK
Framework ceiling (notional)£450,000,000total for 2 lots · framework ceiling, not attributable revenue
Submissions closed 6 May 2025
Lots 2see the lot list below
Framework period 10 yrsends 1 Aug 2036 · up to 1 Aug 2041 with extensions · starts 1 Aug 2026

What is being bought2 lots · detail below

Published requirement description

This project will look to procure a replacement Records Management System, for the following 7 Forces; Beds, Cambs, Herts, Kent, Essex, Norfolk & Suffolk. The current RMS is widely used as a day-to-day business tool covering the functions of Investigation (Crime) Management; Intelligence and Defendant Management (Custody and Case Preparation). This is a critical system for Forces.

  • How the procedure runs: This project will look to procure a replacement Records Management System, for the following 7 Forces; Beds, Cambs, Herts, Kent, Essex, Norfolk, Suffolk,

CPV: Content management software development services · Records management · System, storage and content management software package

How this framework works

From the published notice
Type
Open framework
Call-offs
call-offs are awarded directly to appointed suppliers, without further competition
Places
up to 1 suppliers
Framework period

10 yrs · up to 15 yrs from 1 Aug 2026, This is a contract for a critical RMS, which will require significant years of Testing, Training, Implementation etc

Supplier levy on call-offs (max %)

An administration charge of 1% per year of the contract value of each call-off contract will be payable by the supplier to the 7F Commercial Services for the costs of administering the framework agreement, for the duration of each call-off contract.

Who may buy through it

UK Police Forces

Published description of the framework

Single Supplier Framework

Lots and requirements (2)Procurement structure

2 lots · all with a published value · same evaluation weights on every lot
Lot #1RMS and associated Services to 7FCancelledRenewal 10 yrsPublished value£100,000,000

Record Management System solution and associated Services to the specifically named Forces - Kent, Essex, Beds, Cambs, Herts, Norfolk & Suffolk

Contract period: 1 Aug 2026 – 1 Aug 2036 (10 yrs) · up to 1 Aug 2041 with extensionsValue: £100,000,000 exc. VAT · £120,000,000 inc. VAT
Delivery: UK
Extensions: 1 x 5 year extension
48780000 System, storage and content management software package72212783 Content management software development services79996100 Records management
Lot #2RMS solution and associated Services for all other UK Police ForcesCancelledRenewal 10 yrsPublished value£350,000,000

Record Management Services solution and associated Services for all other UK Police Forces

Contract period: 1 Aug 2026 – 1 Aug 2036 (10 yrs) · up to 1 Aug 2041 with extensionsValue: £350,000,000 exc. VAT · £420,000,000 inc. VAT
Delivery: UK
Extensions: 1 x 5 year extension
48780000 System, storage and content management software package72212783 Content management software development services79996100 Records management

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 2 lots
Quality: 80.02000000000001Price: 9.98Social value: 10
Published sub-criteria (10)
  • Implementation Plans: 10
  • Solution Accuracy, Efficiency & Interoperability: 20
  • Legal Principles & Terms & Conditions: 0.01
  • Accessibility & Ease of Use: 20
  • Solution Flexibility & Configurability: 20
  • Customer Service, Communications & Continuous Improvement: 10
  • Non-functional Requirements: 0.01
  • Implementation Cost: 2.98
  • Total Cost of System: 7
  • Social Value: 10
Published award criteria (10)
  • Implementation Plans: Implementation Plans weightings; Initial Tender 10% Demonstrations 5% Final Tender 5%
  • Solution Accuracy, Efficiency & Interoperability: Solution Accuracy, Efficiency & Interoperability weightings; Initial Tender 20% Demonstrations 30% Final Tender 5%
  • Implementation Cost: Cost of Implementation weightings; Initial Tender 3% Demonstrations 10% Final Tender 20%
  • Legal Principles & Terms & Conditions: Legal Principles & Terms & Conditions weightings; Initial Tender 0% Demonstrations 0% Final Tender 5%
  • Total Cost of System: Total Cost of the System weightings; Initial Tender 7% Demonstrations 20% Final Tender 40%
  • Accessibility & Ease of Use: Accessibility & Ease of Use weightings; Initial Tender 20% Demonstrations 10% Final Tender 3%
  • Solution Flexibility & Configurability: Solution Flexibility & Configurability weightings; Initial Tender 20% Demonstrations 10% Final Tender 5%
  • Customer Service, Communications & Continuous Improvement: Customer Service, Communications & Continuous Improvement weightings; Initial Tender 10% Demonstrations 15% Final Tender 2%
  • Social Value: Social Value weightings; Initial Tender 10% Demonstrations 0% Final Tender 10%
  • Non-functional Requirements: Non-functional Requirements weightings; Initial Tender 0% Demonstrations 0% Final Tender 5%
Lot distribution rule: Lot 1 - 7 named Police Forces Lot 2 - all other UK Police Forces
What this means for your bid
  • Price carries 10 of 100 points: a 10% discount moves about 1 points. The method statement decides this lot, not the discount.
  • “RMS Gen 2” is a framework: the contest is a place on its panel, up to 1 suppliers, not a single contract, and call-offs are awarded directly: getting appointed is the whole game.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Competitive flexible procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Cancelled
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
UK Police Forces
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
29 Aug 2025, 07:11 BST
Last source update
29 Aug 2025, 07:11 BST
Award evaluation window
Submission end – 13 Jun 2026
FTS notice number
2025/S 000-013876
Latest notice
Procurement termination notice (UK12)
Classification (CPV)
Content management software development servicesRecords managementSystem, storage and content management software package
Delivery area
UK
Official registry OCID
ocds-h6vhtk-04ff66 Find a Tender
How it runs

This project will look to procure a replacement Records Management System, for the following 7 Forces; Beds, Cambs, Herts, Kent, Essex, Norfolk, Suffolk,

Review and risk notes
Risks
  1. Performance Failure - during implementation and/or the life of the contract 2. Complex Interoperability with systems & software across the region 3. Inadequate Security & Cybersecurity controls 4. Difficulty with access to legacy data / transition of historical data into the new system 5. Inability or restrictions with the Integration of the solution with current Force systems

How it was run

Official notice
Run through: portal not identified
Electronic submission allowedLanguage: EN
Requests to participate (first stage)
6 May 2025, 13:00 BST
Appointment period ends
6 May 2025, 13:00 BST
Clarification deadline
29 Apr 2025, 13:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Supplier levy on call-offs (max %)

call-off levy · An administration charge of 1% per year of the contract value of each call-off contract will be payable by the supplier to the 7F Commercial Services for the costs of administering the framework agreement, for the duration of each call-off contract.

Detailed submission instructions & authority contactsFrom official release

7force.force.com ↗

Timeline

9 Apr 2025 → 1 Aug 2026 · 6 dates
  1. Tender notice published
    9 Apr 2025, 10:43 BST
  2. Clarification questions by
    29 Apr 2025, 13:00 BST
  3. Admission / appointment period endsperiod end, not a bid countdown
    6 May 2025, 13:00 BST
  4. Latest notice published
    29 Aug 2025, 07:11 BST
  5. Award decision expected by136 days ago
    13 Jun 2026, 00:59 BST
  6. Contract starts87 days ago
    1 Aug 2026

Notice history

2 events · 1 release on Find a Tender · since 9 Apr 2025
  1. Tender notice published
    9 Apr 2025, 10:43 BST
    UK4
  2. Procurement termination notice published
    29 Aug 2025, 07:11 BST
    UK12

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded toValueDateStatus
Across several lots1 award
supplier not published—28 Aug 2025CancelledThe evaluation model has identified some unintended outcomes and price has shown itself to be disproportionately impactful at this stage of the procurement than was intended. We have reviewed our model to understand how this has happened and identified the issue and therefore will correct and restart the process under a new procurement.

Contracting authority & participating public bodies

7 public bodies on the notice

The Police, Fire and Crime Commissioner for Essex

Contracting authorityPublic authority - sub-central government GB-PPON: PPBL-4276-QHPM Kelvedon Park, London Road, Rivenhall, Witham, East of England, CM8 3HBContact email

Consortium members and other public bodies

Official documents & specifications (2)

Official links; attachments are not copied

Notices published for this procedure

  • Procurement termination notice tenderProcurement termination noticeUK12Procurement termination notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender