Public procurement notice: Additional Information
Published: 2019-03-26
Buyer: Office of the Sussex Police and Crime Commissioner
Country: UK
Contract type: Supplies
Procedure: Negotiated without a prior call for competition
CPV classification: 48517000 | 72000000 | 72250000: System and support services | 72260000: Software-related services
Award criteria: The most economic tender

Technical requirements: To enable Surrey user access to a single command and control system hosted within the Sussex datacentre, the existing Sussex Oracle Software licencing requires extending to allow surrey users the right to access and use Oracle underpinned systems hosted by a third party, in this case Sussex Police.
The goods/services can be provided only by a particular tenderer for reasons that are: technical, connected with the protection of exclusive rights. It is considered that this contract must be placed using the negotiated procedure without prior publication pursuant to Regulation 32(2)(b) of the Public Contracts Regulations 2015 as to place with another supplier would mean disproportionate and significant additional costs to the forces. It would also mean unacceptable technical issues and difficulties and cause delay and disruption to key areas of public safety, including emergency incidents, potentially endangering the public. The forces are under a legal obligation to keep collaboration opportunities under review and collaborate where it is in the interests of the efficiency or effectiveness of their own and other police force areas. Surrey and Sussex Police have signed a collaboration statement of intent “to establish and operate joint services where, in the interest of efficiency and/or effectiveness of either or both, those joint services are best delivered under a Lead Force Model”. Both Forces have agreed a business case to align processes in the 2 C&D functions, with a single command and control system, to maximise efficiency around resource assignment and dispatch. One command and control system allows the deployment of local and collaborative resources across geographical boundaries to best meet demand and increase interoperability. It also mitigates against public safety implications and delay in operators having to access separate systems, based on location where a call is made. To enable access to the single system hosted within the Sussex datacentre, the existing Sussex Oracle Software licencing requires extending to allow Surrey users the right to access and use Oracle underpinned systems hosted by a third party, in this case Sussex Police.
This is viewed as additional deliveries by an original supplier which are intended either as a partial replacement of supplies or installations or an extension of existing supplies or installations where a change of supplier would oblige the Contracting Authority to acquire supplies having different technical characteristics which would result in incompatibility or disproportionate technical difficulties in operation and maintenance.
Additionally, to place the opportunity with another supplier would mean disproportionate and significant additional costs to the forces. It would also mean unacceptable technical issues and difficulties and cause delay and disruption to key areas of public safety, including emergency incidents, potentially endangering the public. The forces are under a legal obligation to keep collaboration opportunities under review and collaborate where it is in the interests of the efficiency or effectiveness of their own and other police force areas. Surrey and Sussex Police have signed a collaboration statement of intent “to establish and operate joint services where, in the interest of efficiency and/or effectiveness of either or both, those joint services are best delivered under a Lead Force Model”. Both forces have agreed a business case to align processes in the 2 C&D functions, with a single command and control system, to maximise efficiency around resource assignment and dispatch. One command and control system allows the deployment of local and collaborative resources across geographical boundaries to best meet demand and increase interoperability. It also mitigates against public safety implications and delay in operators having to access separate systems, based on location where a call is made. To enable access to the single system hosted within the Sussex datacentre, Surrey Police requires additional Oracle Software licencing to allow Surrey users the right to access and use Oracle underpinned systems hosted by a third party, in this case Sussex Police.
The forces are of the view that due to the collaborative nature of their relationship this approach can be viewed as constituting additional deliveries by an original supplier which are intended either as a partial replacement of supplies or installations or an extension of existing supplies or installations where a change of supplier would oblige the contracting authority to acquire supplies having different technical characteristics which would result in incompatibility or disproportionate technical difficulties in operation and maintenance. Such a contract award is permitted under Regulation 32(5)(b) of the Public Contracts Regulations 2015.