Provision of a Human Resource System & Duties Management System

Overview

The Police and Crime Commissioner for Warwickshire has awarded contracts for the provision of a Human Resources (HR) System and a Duties Management System (DMS) for Warwickshire Police. The requirement was tendered in two lots. Lot 1 covered the provision of a HR System including Human Resources Management, Training Administration, reporting tools, dashboards and analytics, system support and maintenance, and training support and materials. Lot 2 covered the provision of a Duties Management System to manage working hours and shift patterns for officers and staff, encompassing shift planning, rostering, minimum staffing levels and leave management. The Duties Management System includes functionality for shift scheduling, leave and absence management, reporting tools, dashboards and analytics, system administration tools, integration with HR management and payroll systems, integration with Microsoft 365 and Business Objects, secure data capture and reporting, system support and maintenance, and training support and materials. The requirement was tendered under the Procurement Act 2023 as an above‑threshold covered procurement using a competitive flexible procedure comprising the following stages: Stage 1 – Participation and Tender; Stage 2 – Supplier Demonstrations and Best and Final Offer (BAFO); and Stage 3 – Contract Award. As the procurement exceeded the relevant financial threshold, it falls within the scope of the Procurement Act 2023. The contracting authority confirms that it has completed Conflict of Interest Assessments in accordance with Sections 81 to 83 of the Procurement Act 2023, which require contracting authorities to identify, review and mitigate actual, potential and perceived conflicts of interest throughout a covered procurement. The authority further confirms that it will continue to review, update and complete conflict of interest assessments at all required points in line with its ongoing obligations under Section 83 of the Act. This process ensures that any actual, potential or perceived conflicts of interest are identified, recorded and appropriately mitigated in order to safeguard the integrity of the procurement and to ensure fair and impartial decision‑making throughout the contract lifecycle. Key Performance Indicators that are material to the performance of these contracts will be monitored; however, the contract values do not meet the £5 million threshold that would require the publication of KPIs under the Procurement Act 2023. The contract values have been amended since publication of the UK6 Contract Award Notice due to the post‑award addition of costs associated with a Software‑as‑a‑Service environment to support the implementation phase, the inclusion of more accurate forecasting based on indexation provisions contained within the supplier’s contractual terms, and post‑award changes to the contract term for Lot 1 to a total duration of 66 months including implementation phase. All values are indicative and may vary over the contract term due to fluctuations in indices, changes in user volumes and the adoption of additional functionality within the scope of the contracts. Further details on contract value, duration, supplier identity and other required award information are captured within the structured fields of this UK7 Contract Details Notice.