Supply Digital Asset Management System for Kent Police

Supply Digital Asset Management System for Kent Police

Digital asset management system to store, analyse, and share digital assets such as images, videos, audio clips and documents.

United Kingdom-Maidstone: Database software development services

2017/S 114-229729

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The Police and Crime Commissioner for Kent
Kent Police HQ
ME15 9BZ
United Kingdom
NUTS code: UKJ4
Internet address(es):Main address:

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Public order and safety

Section II: Object

II.1)Scope of the procurement


Digital Asset Management System for Kent Police.

Reference number: 2016/130

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Kent Police wish to procure a digital asset management system to store, analyse, and share digital assets such as images, videos, audio clips and documents.

II.1.5)Estimated total value

Value excluding VAT: 49 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKJ4
Main site or place of performance:

Kent Police HQ, Maidstone, ME15 9BZ.

II.2.4)Description of the procurement:

Kent Police wish to procure a digital asset management system to store digital assets from a number of sources, including (without limitation): CCTV, body-worn video, smartphones, dash cameras, digital interviews, photographs, phone calls, crime scene material, Serious Collision Investigation Unit material, annotated maps, and documents.

The system must interface with a number of other pieces of police software, such as Athena and Niche.

The system must have analytic capabilities to identify digital assets that may be related and identify individuals and objects in images.

The system must be capable of sharing digital assets securely with third parties such as CPS, Border Force, IPCC, other police forces, local authorities and HMIC.

Kent Police wish to identify a single preferred supplier to enter into a contract for the development of a proof-of-concept system, and the same supplier to enter into a framework agreement, under which call-off contracts may be let for the provision of a full system to Kent Police and any other national police force that wishes to call off.

Full details of the procurement and Kent Police’s requirements are set out in the procurement documents.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 49 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

As set out in the procurement documents.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

As set out in the procurement documents.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Competitive dialogue

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
In the case of framework agreements, provide justification for any duration exceeding 4 years: Not applicable — the framework agreement will be for a duration of 4 years.

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2016/S 223-406369

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 17/07/2017
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 28/07/2017

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The purpose of this procurement is identify a single supplier to award both a proof of concept contract to develop a digital asset management system for the Police and Crime Commissioner for Kent, and a framework agreement with a term 4 years. The call-off contracts under the framework agreement shall be based on the Crown Commercial Service model services contract and will be for up to 5 years’ duration, made up of an initial term of 3 years plus the ability to extend by 1 or more periods up to a further aggregate of 2 years.

The police forces permitted to let call-off contracts from the framework agreement are set out at: and are at the date of publication of this notice the following 48 forces:


* Avon and Somerset Constabulary;

* Bedfordshire Police;

* Cambridgeshire Constabulary;

* Cheshire Constabulary;

* City of London Police;

* Cleveland Police;

* Cumbria Constabulary;

* Derbyshire Constabulary;

* Devon and Cornwall Police;

* Dorset Police;

* Durham Constabulary;

* Essex Police;

* Gloucestershire Constabulary;

* Greater Manchester Police;

* Hampshire Constabulary;

* Hertfordshire Constabulary;

* Humberside Police;

* Kent Police;

* Lancashire Constabulary;

* Leicestershire Police;

* Lincolnshire Police;

* Merseyside Police;

* Metropolitan Police Service;

* Norfolk Constabulary;

* North Yorkshire Police;

* Northamptonshire Police;

* Northumbria Police;

* Nottinghamshire Police;

* South Yorkshire Police;

* Staffordshire Police;

* Suffolk Constabulary;

* Surrey Police;

* Sussex Police;

* Thames Valley Police;

* Warwickshire Police;

* West Mercia Police;

* West Midlands Police;

* West Yorkshire Police;

* Wiltshire Police.

Northern Ireland:

* Police Service of Northern Ireland.


* Police Scotland.


* Dyfed-Powys Police;

* Gwent Police;

* North Wales Police;

* South Wales Police.

National special police forces:

* British Transport Police;

* Civil Nuclear Constabulary;

* Ministry of Defence Police.

The estimated maximum value of this procurement has been calculated as follows:

1 500 000 GBP for the proof of concept contract to be entered into between the supplier and the Police and Crime Commissioner for Kent.

500 000 GBP for the first call-off contract from the framework awarded by the Police and Crime Commissioner for Kent.

1 000 000 GBP for each subsequent call-off contract awarded by the police forces listed above (up to 47 call-off contracts, not including the call-off contract let by the Police and Crime Commissioner for Kent).

The framework agreement could therefore potentially reach a value of approximately 49 000 000 GBP, depending on the number of call-off contracts awarded. However, bidders should note that there is no guarantee that any call-off contracts will be awarded and/or orders placed by the Authority or the Related Authorities under the framework agreement.

The duration of the contract has been specified as 48 months. This is the duration of the framework agreement. Please note that the framework agreement will commence on the day that User Acceptance Testing is complete under the proof of concept contract, and individual call-off contracts may be greater than 48 months in duration if the option to extend is invoked.

VI.4)Procedures for review

VI.4.1)Review body

High Court
The Royal Courts of Justice, Strand
United Kingdom

VI.4.2)Body responsible for mediation procedures

High Court
The Royal Courts of Justice, Strand
United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the Contracting Authority before the contract is entered into. If an appeal regarding the award of the contract has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

VI.4.4)Service from which information about the review procedure may be obtained

High Court
The Royal Courts of Justice, Strand
United Kingdom

VI.5)Date of dispatch of this notice:



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