DOJ – OPONI – Provision, implementation and Support of a Case Management System and On-line Complaints Portal

{
  "buyer": {
    "id": "GB-PPON-PDYZ-7751-QWQD",
    "name": "Office of the Police Ombudsman Northern Ireland"
  },
  "date": "2025-09-12T18:01:08+01:00",
  "id": "056371-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-0599cb",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "BELFAST",
        "postalCode": "BT1 1PG",
        "region": "UKN06",
        "streetAddress": "11 Church Street"
      },
      "contactPoint": {
        "email": "SSDAdmin.CPD@finance-ni.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - central government",
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Northern Irish devolved regulations apply",
            "id": "GB-NIR",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ]
      },
      "id": "GB-PPON-PDYZ-7751-QWQD",
      "identifier": {
        "id": "PDYZ-7751-QWQD",
        "scheme": "GB-PPON"
      },
      "name": "Office of the Police Ombudsman Northern Ireland",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Belfast",
        "postalCode": "BT3 9ED",
        "region": "UKN06",
        "streetAddress": "Clare House 303 Airport Road West"
      },
      "contactPoint": {
        "email": "SSDAdmin.CPD@finance-ni.gov.uk"
      },
      "id": "GB-PPON-PVWG-8426-YWXV",
      "identifier": {
        "id": "PVWG-8426-YWXV",
        "scheme": "GB-PPON"
      },
      "name": "CPD - Supplies and Services Division",
      "roleDetails": "Construction and Procurement Delivery - Supplies and Services Division, is a Centre of Procurement Expertise and provides a central procurement function for central government in Northern Ireland",
      "roles": [
        "procuringEntity",
        "processContactPoint"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "The following PME\u0027s were carried out regarding this Tender, prior to  PA23 therefore no PME Notices following the introduction of PA23 were issued;\nCFT 1171583 - DOJ -Police Ombudsman NI \u2013 Replacement Case Handling System and recurring Support and Maintenance of the system -PME \u2013 Published on etendersni - 27/10/17\nID 3746608 - DOJ \u2013 PONI \u2013 Case Handling System (replacement) \u2013 Pre Market Engagement Exercise \u2013 Published on etendersni  - 01/11/2021\nID 4777000 - DOJ \u2013 PONI- Provision of a Case Handling System \u2013 PME published on etendersni  - 26/04/23\nAs part of this engagement suppliers were invited to submit a response to a questionnaire followed by meetings with suppliers who submitted a response with Police Ombudsman NI."
  },
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2025-11-14T23:59:59+00:00"
    },
    "contractTerms": {
      "financialTerms": "Contract Value \nThe estimated value figure indicated in the Scope Section represents an overall estimated contract value. This value reflects the potential scale of the contract and takes into account potential optional extension periods and the uptake of potential optional services as detailed in the tender documents. This figure does not however take into account the application of indexation or increases to charges due to increases in the Real Living Wage. Neither CPD nor the contracting Authority can provide any guarantee as to the level of business under this contract. The Contracting Authority does not bind itself to accept the lowest or any tender. Suppliers remain responsible for all costs and expenses incurred by them or by any third party acting under instructions from the Supplier in connection with taking part in this procurement process regardless of whether such costs arise as a consequence, directly or indirectly of any amendments made to the procurement documents by the Contracting Authority at any time. No legally binding contract shall arise (and a Supplier shall have no legitimate expectation that a contract will be entered into) until such time as entry into the Contract has been confirmed by the Contracting Authority. \nInvoicing details are contained within the Tender Documents."
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "The Office of the Police Ombudsman (OPONI) (Buyer / Authority) has a requirement for the provision of a COTS solution for the Provision, Implementation and Support of a Case Management System with one-way customer portal. (Contract).  \nOPONI requires a managed solution which will transform its current investigations tools and processes and deliver efficiencies by exploiting current and emerging technology matched to the current and future needs of OPONI\u2019s continuous improvement priorities.\nSuppliers should refer to the ID 6127895 -Schedule 2 - Specification for full detail on the deliverables/requirements of this contract\nThis procurement is for the award of a public contract through a competitive flexible procedure in accordance with section 20(1) and (2)(b) of the PA 2023.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-09-12T18:01:08+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "056371-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/056371-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-10-03T23:59:59+01:00"
    },
    "hasRecurrence": true,
    "id": "ID 6127895",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          },
          {
            "description": "Software programming and consultancy services",
            "id": "72200000",
            "scheme": "CPV"
          },
          {
            "description": "Data services",
            "id": "72300000",
            "scheme": "CPV"
          },
          {
            "description": "Document management software development services",
            "id": "72212311",
            "scheme": "CPV"
          },
          {
            "description": "Application service providers",
            "id": "72416000",
            "scheme": "CPV"
          },
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          },
          {
            "description": "Document management software package",
            "id": "48311000",
            "scheme": "CPV"
          },
          {
            "description": "Document management system",
            "id": "48311100",
            "scheme": "CPV"
          },
          {
            "description": "Software package suites",
            "id": "48422000",
            "scheme": "CPV"
          },
          {
            "description": "IT software package",
            "id": "48517000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKN"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "As per Tender documentation.  \nWeighting = 21%",
              "name": "AC 1 - Development \u0026 Implementation",
              "type": "quality"
            },
            {
              "description": "As per Tender documentation.  \nWeighting = 10.8% ",
              "name": "AC2 - Effectiveness of Solution",
              "type": "quality"
            },
            {
              "description": "As per Tender documentation.  \nWeighting = 12%",
              "name": "AC3 - Data Security",
              "type": "quality"
            },
            {
              "description": "As per Tender documentation.  \nWeighting = 6%",
              "name": "AC4 -Contract Management - Support and Contingency",
              "type": "quality"
            },
            {
              "description": "As per Tender documentation.  \nWeighting = 10.2%",
              "name": "AC5 - Social Value",
              "type": "quality"
            },
            {
              "description": "As per Tender documentation.  \nWeighting = 40%",
              "name": "AC6 - Price",
              "type": "cost"
            }
          ],
          "weightingDescription": "Award Criteria (AC)"
        },
        "contractPeriod": {
          "endDate": "2031-06-16T23:59:59+01:00",
          "maxExtentDate": "2036-06-16T23:59:59+01:00",
          "startDate": "2025-11-17T00:00:00+00:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "There will be an option to extend the Contract for a further two periods; a 3-year extension and then a 2-year extension. (5 yrs 6 months (+ 3yrs + 2 yrs))."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "As per Tender documentation",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 3000000,
          "amountGross": 3600000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "Solution Demonstration/Verification Stage\nBefore the intention to award phase, as part of the verification process, the tenderer with the highest scoring compliant bid will be required to provide a working demonstration of their proposed solution to verify some technical requirements by way of a verification exercise.  \nThe solution must be demonstrated comprehensively against the requirements marked with \u2018(Y) and (Y*) within the detailed requirements in Schedule 2 (Specification). This is to ensure that the solution meets the requirements. NOTE:  the requirements indicated by (Y*) for verification, it is only the areas within that requirement marked with a * that will require to be verified.\nIn the event that the Tenderer\u2019s proposed system is determined not to comply with any Requirement of the specification following the verification exercise, the tenderer will be considered eliminated from the tender exercise and the next highest scoring tenderer will be asked to undertake verification.  "
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2036-09-29T23:59:59+01:00"
        }
      ]
    },
    "riskDetails": "The Contracting Authority has identified the following risks as risks that satisfy the criteria of Schedule 8 sub-paragraph (6)(a) of the Procurement Act 2023 i.e.  that the risk/s could jeopardise the satisfactory performance of the contract but, because of its/their nature, cannot be addressed in the contract as awarded:\n1.\tThis contract includes additional service days to provide for continuous improvement and also to cover for unknown risks that may arise throughout the contract period.  The additional services days may be used to cover the following as a minimum;\n\u2022\tEnhancement to the functionality of the solution within the scope of this contract;\n\u2022\tSystem configuration changes/upgrades;\n\u2022\tEnhancement or additional interface requirements;\n\u2022\tTechnology changes \u2013 to support the introduction of new technologies;\n\u2022\tChanges required to the solution due to changes to legislation;\n\u2022\tDevelopment of new reports or amendments to existing reports; and\n\u2022\tImport/export data changes to system interfaces\n.        Additional Training \nThe pricing Schedule includes an area for Suppliers to insert their daily rate for the provision of additional services throughout the contract period.\n2.  The Contracting Authority has concluded that there is a possibility that the contract may have to be modified as a result of a materialisation of the known risk/s at a later date in accordance with Schedule 8 paragraph 5 of the Procurement Act 2023. \nExclusions\nIf at any time during the procurement, or post award, it comes to the attention of the Contracting Authority (CA) or CPD, by whatever means, that a Supplier has become \u2018excluded\u2019 or \u2018excludable\u2019 as per Sec 57 of the PA 2023, the CA, after compliance with its obligations under the PA 23, reserves the right to exclude said Supplier from the procurement procedure or terminate any contract they have been awarded. \nInsert appropriate reservations of rights and disclaimers of liability here consider - e.g.\nThe Contracting Authority expressly reserves the rights:\n(I).\tnot to award any contract as a result of the procurement process commenced by publication of this notice;\n(II).\tto make whatever changes it may see fit to the content and structure of the tendering Competition;\n(III).\tto award (a) contract(s) in respect of any part(s) of the [services] covered by this notice; and\n(IV).\tto award contract(s) in stages.\nand in no circumstances will the Authority be liable for any costs incurred by candidates.\nThis tender competition includes a verification stage;\nBefore the intention to award phase, as part of the verification process, the tenderer with the highest scoring compliant bid will be required to provide a working demonstration of their proposed solution to verify some technical requirements by way of a verification exercise.   \nThe solution must be demonstrated comprehensively against the requirements marked with \u2018(Y) and (Y*) within the detailed requirements in Schedule 2 (Specification). This is to ensure that the solution meets the requirements. NOTE:  the requirements indicated by (Y*) for verification, it is only the areas within that requirement marked with a * that will require to be verified.\nIn the event that the Tenderer\u2019s proposed system is determined not to comply with any Requirement of the specification following the verification exercise, the tenderer will be considered eliminated from the tender exercise and the next highest scoring tenderer will be asked to undertake verification.  \nSuppliers should note that all dates, time periods and figures in relation to values and volumes specified in this notice and the procurement documents are approximate only and the Contracting Authority reserves the right to change any or all of them. ",
    "status": "active",
    "submissionMethodDetails": "Tenders must be submitted electronically via the  relevant Call for Tender (CfT) opportunity  on eTendersNI, website details immediately below.\nPaper submissions will not be accepted or considered and will be rejected by the Contracting Authority / Buyer.\nThe tender documents are available with unrestricted and full direct access, free of charge, at: URL https://etendersni.gov.uk/epps",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-10-13T15:00:00+01:00"
    },
    "title": "DOJ \u2013 OPONI \u2013 Provision, implementation and Support of a Case Management System and On-line Complaints Portal",
    "value": {
      "amount": 3000000,
      "amountGross": 3600000,
      "currency": "GBP"
    }
  }
}