Public procurement notice: Contract Notice
Published: 2020-06-09
Buyer: Scottish Police Authority
Country: UK
Contract type: Services
Procedure: Open procedure
CPV classification: 48000000 | 72222300: Information technology services | 72267100: Maintenance of information technology software
Estimated value: 6000000 GBP
Submission deadline: 2020-07-08
Award criteria: The most economic tender

Technical requirements: The Scottish Police Authority (known as ‘the Authority’) has a requirement for a data discovery capability to provide a foundation for compliance to GDPR and other key legislation. The authority is required to tender for this opportunity to appoint a suitably experienced and competent contractor.
The Scottish Police Authority (known as ‘the Authority’) has a requirement for a meta data management solution. The authority is required to tender for this opportunity to appoint a suitably experienced and competent contractor.
The Scottish Police Authority (known as ‘the Authority’) has a requirement for a force wide analytics data virtualisation solution. The authority is required to tender for this opportunity to appoint a suitably experienced and competent contractor.
There will be three (3) separate contracts awarded as a result of this multi lot tender, unless in circumstances where the same tenderer is successful in multiple lots.
Tenderers may choose to provide a response for either all or any individual lots at their discretion.
If a tenderer is successful with multiple lots (and in particular for example if it’s a single system with modular software add-ons to satisfy each requirement), the authority would expect there to be a period of post tender negotiation to reach agreement on combined contract and solution for each elements of software and services.
Data is key to all digital transformation and to driving insight within Police Scotland, so therefore is compliance of that data as well as its security and privacy. The ability to classify information i.e. give context to data and therefore evaluate its sensitivity is key to identifying and driving the necessary compliance and security activities. Across Police Scotland it is estimated that 100TB of Unstructured data exists alongside a further 60TB of Structured data. Therefore there is a need to implement and operationalize data classification policies to help understand the data security and compliance risk position of Police Scotland and allow that risk to be appropriately assessed and mitigated; for example identify and delete over retained personal data, remediate security vulnerabilities and service DSAR requests. These are just some of the use cases that a foundational classification capability will help address alongside further capability to address and remediate compliance and security requirements themselves.
— software licence(s) for a data discovery solution with annual support and maintenance services. Licences will be scalable but will support minimum of 50 registered users, 20 concurrent users and occasional high load of 30 concurrent users,
— services to support the initial installation, configuration and integration of solution with force wide operational systems,
— discretionary transition to cloud model during contract term. The solution shall be deployed, initially, on premise, but deployable, in part or in whole, on a private or public hosted cloud environment at a later date,
— costs are expected to be provided within the commercial response for any licence transition and associated support and services for a potential move to a cloud based model within the contract term. This would not be expected as a complete re-licence exercise, more a transition.
The duration of the contract will be four (4) years with the option to extend the contract for a further three (3) periods of up to twelve (12) months each period at the sole discretion of the authority. Maximum contract duration of seven (7) years.
This contract may be renewed in 4 years from the contract start date or 5, 6 or 7 years if the optional year extensions is activated.
SPA have immediate licence requirements which have been provided as part of the tender document. This does not limit the requirements to what is noted in the tender document and SPA may require additional licences through the life of the agreement.
The authority will also reserve the right to procure further licencing, support and maintenance and professional services (over and above the initial purchase requirements) in relation to the proposed solution and any additional licensing for the duration of the contract. Any such additional spend will be limited to a maximum of 50 % of the overall contract value. The final value of the contract award notices will include headroom for this over and above the initial contracted costs to deliver the initial solution.

Eligibility requirements: Quality control requirements Tenderers may be required to provide the following for Quality Control requirements: Either: Option A) If a Tenderers organisation holds a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 27001 (or equivalent) a copy of the certificate may be requested. OR Option B) If a Tenderers organisation has a documented policy regarding quality management, a copy of the policy may be requested. Guidance The policy should set out your organisation's responsibilities for quality management. Demonstrating that your organisation has and continues to implement a quality management policy that is authorised by the Chief Executive or equivalent and is periodically reviewed at a senior management level. The policy should be relevant to the nature and scale of the work to be undertaken.

Award value: 6000000