UK

Voluntary Ex Ante Transparency Notice

Information

Published

External Reference: 2024-503506

FTS Reference: 2024-040715

Voluntary Ex Ante Transparency Notice

Voluntary ex ante transparency notice

Services

Section I: Contracting authority/entity

I.1)

Name and addresses

Cheshire Constabulary on behalf of the Police and Crime Commissioner for Cheshire
N/A
Headquarters, Clemonds Hey, Oakmere Road,
Winsford, Cheshire
CW7 2UA
UK
Contact person: Katie Howell
Telephone: +44 01606362063
E-mail: katie.howell2@cheshire.police.uk
NUTS code:  UKD6 -  Cheshire
Internet address(es):
Main address: http://www.cheshire.police.uk

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

II.1.1)

Title

Crown Duty Management System - Support and Maintenance
Reference number:  CPA/SPU/2479P
II.1.2)

Main CPV code

72261000  -  Software support services
II.1.3)

Type of contract

Services
II.1.4)

Short description

VEAT notice - Crown DMS is a core system that forms part of the Business Services function. The system is used to record staff attendance and is critical for the Resource Management department to manage planning and deployment of resources.
The Crown DMS can only be supported and maintained by Crown as it is their system. The support and maintenance contract is for a period of 3 years (01/02/25 to 31/01/28) plus option to extend for 2+2 years (total 7years).
II.1.6)

Information about lots

This contract is divided into lots: no
II.1.7)

Total value of the procurement

Value excluding VAT:  441311.00  GBP
II.2)

Description

II.2.2)

Additional CPV code(s)

72261000  -  Software support services
II.2.3)

Place of performance

NUTS code:  UKD6 -  Cheshire
Main site or place of performance:  
Winsford. CW7 2UA
II.2.4)

Description of the procurement

VEAT notice - Crown DMS is a core system that forms part of the Business Services function. The system is used to record staff attendance and is critical for the Resource Management department to manage planning and deployment of resources.
The Crown DMS can only be supported and maintained by Crown as it is their system. The support and maintenance contract is for a period of 3 years (01/02/25 to 31/01/28) plus option to extend for 2+2 years (total 7years).
II.2.11)

Information about options

Options: no
II.2.13)

Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

Section IV: Procedure

IV.1)

Description

IV.1.1)

Type of procedure

Award of a contract without prior publication of a call for competition in the Find a Tender service in the cases listed below
  • The contract falls outside the scope of application of the regulation
Explanation
Crown Computing Ltd is the developer and proprietor of the Licences and Support and therefore competition is absent for technical reasons 32(2)(b)(ii).
Crown is the developer and proprietor of the licences and support and a contract for support and maintenance can only be supplied by them.
The system was originally procured as part of a larger contract, which was subject to an above threshold tender process. Due to changes required in hosting location as part of the move to an on-premise solution, support and maintenance is being sourced directly.
This is a continuation of the support and maintenance of an existing system.
IV.1.8)

Information about the Government Procurement Agreement (GPA)

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

Administrative information

Section V: Award of contract/concession

Contract No: CPA/SPU/2479P

Title: AGREEMENT FOR THE SUPPLY, LICENCE SUPPORT AND MAINTENANCE OF DMS SOFTWARE

V.2)

Award of contract/concession

V.2.1)

Date of conclusion of the contract/concession award decision

16/12/2024
V.2.2)

Information about tenders

The contract has been awarded to a group of economic operators :  no
V.2.3)

Name and address of the contractor/concessionaire

Crown Computing Limited
02186297
Amber Close, Tamworth Business Park, Amington,
Tamworth
B77 4RP
UK
NUTS code:  UKG24 -  Staffordshire CC

The contractor/concessionaire will be an SME : yes
V.2.4)

Information on value of the contract/lot/concession (excluding VAT)

Initial estimated total value of the contract/lot/concession:  441311.00  GBP
Total value of the contract/lot/concession:  441311.00  GBP

Section VI: Complementary information

VI.3)

Additional information

Crown is the developer and proprietor of the Licences and Support and a contract for support and maintenance can only be supplied by them.
The system was originally procured as part of a larger contract, which was subject to an above threshold tender process. Due to changes required in hosting location as part of the move to an on-premise solution, support and maintenance is being sourced directly.
Although there are other systems available that provide time recording capabilities, Crown DMS provides us with the capability for our complex operational planning and deployment of resources and builds on the heavy investment already made in the configuration of the Crown DMS so it meets our needs. If we were to move to a new system, it would require significant funding and re-investment to meet these requirements and capabilities, as well as a long period of implementation and dual running of Crown DMS and an alternative DMS.
It is our intention for this VEAT notice to be linked to a 10 day standstill period which will commence on Wednesday 18th December (that being the day after this notice is issued) and the period will end at midnight at the end of Friday 27th December 2024. The PCC intends to sign a new agreement with the supplier with a start date of 1st February 2025 subject to the ending of the standstill period.
VI.4)

Procedures for review

VI.4.1)

Review body

High Court
Manchester
UK