Provision of a Human Resource System & Duties Management System

A Addendum Notice
by THE POLICE AND CRIME COMMISSIONER FOR WARWICKSHIRE

Source
Find a Tender
Type
Contract (Goods)
Duration
6.5 year
Value
£4M
Sector
TECHNOLOGY
Published
24 Sep 2025
Delivery
01 Feb 2026 to 31 Jul 2032
Deadline
31 Oct 2025 12:00

Concepts

Location

Geochart for 1 buyers and 0 suppliers

1 buyer

Description

You are invited to tender for the provision of a Human Resources (HR) System and Duties Management System to Warwickshire Police. The requirement will be tendered in the following lots: Lot 1 – HR System including: o Human Resources Management and Training Administration (core requirements). o Case Management, Performance Management, and Recruitment (optional). Lot 2 – Duties Management System - A system which holds working hours and shift patterns for our officers and staff encompassing shift planning, rostering, managing minimum staffing levels, and leave requests. Important Note: For Lot 2 bidders must be able to deliver the solution directly and not through a partner. It is a condition of participation for Lot 2 that suppliers have a developed Duties Management System which is operating in a policing environment. We are following a competitive flexible procedure comprising of the following stages: Stage 1 – Participation & Tender Stage 2 – Demonstrations & BAFO Stage 3 – Contract Award This tender falls above the relevant threshold, therefore, is inside The Procurement Act 2023. The contract shall be for an initial period which includes the implementation period plus 5-year(s) licence, support & maintenance (from system go live) with an option to extend for up to a further 3 x 12-month periods. The contract dates and extension dates provided in this notice are for guidance only based upon estimated timescales of an implementation period February 2026 to July 2027 with an anticipated Go live of systems 01 August 2027. Estimated contract value ranges are as follows: Lot 1 - £900K to £2.25 million (excluding VAT) including one off implementation costs plus options Lot 2 - £800K to £1.85 million (excluding VAT) including one off implementation costs Costs are estimated and may be subject to change depending on the type of solution and licensing terms selected. (Notice has been updated 24 September 2025 to cover extension periods in the estimate contract values)

Lot Division

1 HR System
  • Value: £2M

Human Resources Management and Training Administration (core requirements). Case Management, Performance Management, and Recruitment (optional). Our requirements are split into core elements and optional modules which are currently subject to separate contracts, but which we may wish to bring into scope at a later date. For the purposes of evaluation, only core requirements will be considered. System Scope (Core): We are looking for a system with the following functionality: • Human Resources Management • Centralised database • Employee self-service • Onboarding and offboarding • Absence Management • Workforce analytics • Compliance • Training Administration • Creating, scheduling, and managing courses • Creating and maintaining training and skills records • Reporting tools dashboards and analytics • System Administration tools • Integration with Duties Management System and other third-party systems (e.g. payroll, Corevet) • Integrations with Microsoft 365 and Business Objects • Secure data capture and reporting • System Support and Maintenance • Training Support and Materials System Scope (Optional Modules): Recruitment Performance Management Case Management All Functional & Non-Functional Requirements are detailed in “2a Annex 1 Functional & Non-Functional Requirements”. Full details are included in the Invitation to Tender documents. Estimated values updated 24 September 2025 to include extension periods.
2 Duties Management System
  • Value: £2M

A system which holds working hours and shift patterns for our officers and staff encompassing shift planning, rostering, managing minimum staffing levels, and leave requests. … We are looking for a system with the following functionality: • Shift Scheduling • Leave and Absence Management • Reporting tools dashboards and analytics • System Administration tools • Integration with HR Management System • Integrations with Microsoft 365 and Business Objects • Secure data capture and reporting • System Support and Maintenance • Training Support and Materials All Functional & Non-Functional Requirements are detailed in “2a Annex 1 Functional & Non-Functional Requirements”. Full details are included in the Invitation to Tender documents. Estimated values updated 24 September 2025 to include extension periods.

Renewal Options

3 x 12-month periods

Award Criteria

Simple description Weightings are set at ranges which we reserve the right to refine at different stages of the procedure. Stage 1 Participation & Tender (same criteria for both lots) Supplier Information/Central Digital Platform - Pass/Fail Functional & Non-functional Requirements Matrix - Pass/Fail Tender Questions - Technical & Social Value 70% (Published Range 20% - 70%) Pricing 30% (Published Range 30% - 40%) System Demo 0% (Published Range 0% - 30%) The top 3 highest scoring bidders in each lot will be invited to participate in Stage 2 Stage 2 Demo & BAFO (same criteria for both lots) Tender Quality Score (From stage 1) 20% (Published Range 20% - 70%) System Demo 40% (Published Range 0% - 40%) Final Pricing 40% (Published Range 30% - 40%) We reserve the right to refine the award criteria during the procedure prior to inviting final tenders. Full stage details are set out in Section 6 of the Invitation to Tender.

CPV Codes

  • 48000000 - Software package and information systems
  • 48100000 - Industry specific software package
  • 48450000 - Time accounting or human resources software package
  • 72261000 - Software support services
  • 72263000 - Software implementation services
  • 72268000 - Software supply services

Indicators

  • Renewals are available.

Other Information

All expressions of interest should be made via the Warwickshire Police In-tend tendering portal accessible via the In-tend Bluelight Hub: https://sell2.in-tend.co.uk/blpd/home. You can view the tender details via the `Tenders` tab. However to view the procurement documents you must register/ log in. To register please go to the `Portals` section and select Warwickshire Police to get to our tender portal. If you are already registered, simply log in and go the `Tenders` section to access the tender and the documents. Link to Supplier Guide for the In-tend Bluelight hub https://bluelightcommercial.police.uk/media/2284/sell2bluelight-in-tend-full-sup... Please note that if you previously expressed interest in the Preliminary Market Engagement exercise, you must register separately for this tender exercise on In-tend. Any questions relating to this procurement procedure must be made via the Correspondence function on the In-tend portal. ** PREVIEW NOTICE, please check Find a Tender for full details. **

Reference

Domains