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United Kingdom-Glasgow: Information technology services
Section I: Contracting authority
Main address: http://www.spa.police.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19762
Section II: Object
Data Drives Digital: Provision of Software and Services
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.
Full details of each lot contained in tender documentation.
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.
Police Scotland are seeking a supplier to provide:
— 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 further services, to be quoted on a day rate basis,
— licences for different user types (example – read only, admin users etc.),
— discretionary optional licences for the elements marked as ‘Could’ within the requirements,
— 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.
Meta Data Management
Data is key to all digital transformation and to driving insight within Police Scotland. An intelligent metadata layer, constructed, inferred, enriched, will provide a deep insight into the service’s rapidly growing data sets as well as maximize the use and value of its data. Meta data describes other data, for example it describes when a data set was created, by whom, when it was last used in other words without meta data it is impossible to determine the relevancy and value of a particular data set. Across Police Scotland it is estimated that 100TB of Unstructured data exists alongside a further 60TB of Structured data, the value of which needs to be better understood and governed for it to be exploited. Given the scale of the challenge as well as the requirement to comply with complex regulations, automation and collaboration tools are imperative. Data governance, data risk and compliance, data security and data analysis are just some of the key use cases that it is expected that a meta data management capability will help support within Police Scotland. Metadata will provide a means of understanding the breadth and type of information available across the service, its quality, and relevance thereby enabling self-service by providing the right data context for users. That capability should be overlaid with machine learning, augmented with human knowledge and integrated the wider data management processes such as master data management and virtualization.
— software licence(s) for a meta data management 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 further services, to be quoted on a day rate basis
— licences for different user types (example – read only, admin users, etc.),
Since reform, Police Scotland now delivers all of the functions of a national force and ICT systems integration continues to implement and improve ICT services to support that delivery. One of these services is the collection, management and use of data to support operational policing and reporting. Police Scotland employs data analysts, scientists and statisticians in a teams across its estate tasked with using the available data to deliver analysis, dashboards and reports to Police Scotland and its external stakeholders, including the Scottish Government. Currently the data is available from a variety of sources, including a traditional data warehouse, functional reporting data sets and directly from operational systems. Access rights and software tools vary, by data source, by individual and by team.
Police Scotland intends to improve analytical capabilities to, in turn, improve operational policing and is developing an initiative to deliver:
‘Rapid deployment of easy access to a single view of trusted, linked force-wide data’.
The preferred approach is to implement a virtual data warehouse and a data lake (repository of raw data) to facilitate:
1) Controlled access to all data in all sources in a single view;
2) The extract of data from operational systems to the data lake;
3) The application of quality controls and governance to import data from the data lake into the data warehouse.
At this stage the focus is on step 1.
We are seeking to procure the implementation of a suitable data virtualisation software solution into the Police Scotland in-house ICT environment to allow a single view of all available data to all authorised users on the following basis:
— software licence(s) for a data virtualisation solution with annual support and maintenance services. Licences will be scalable but will be used by 200 users initially,
Section III: Legal, economic, financial and technical information
Quality control requirements
Tenderers may be required to provide the following for Quality Control requirements:
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.
Option B) If a Tenderers organisation has a documented policy regarding quality management, a copy of the policy may be requested.
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.
The bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated below:
Employers (Compulsory) Liability Insurance = GBP 10 million in respect of each claim without limit to the number of claims. Tenderers may be required to provide their current employers liability insurance certificate which should include name of the insurers, policy numbers, expiry date and limits for any one incident and annual aggregate caps and the excesses under the policies.
Public liability insurance = GBP 5 million in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current public liability insurance certificate.
Product liability insurance = GBP 5 million in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current Product Liability Insurance Certificate.
The authority will access a credit safe report for a tenderers organisation and use the information contained within to assist with the assessment of the bidder’s economic and financial standing. Tenders are asked to provide their company number within the ESPD to allow the Authority to access a credit safe report.
Within such reports, the risk of business failure is expressed as a score of 30 or below (high risk of business failure). In the event that a company is determined to have a risk failure rating of 30 and below i.e. that the company is considered to have a high risk of business failure, the submission will not be considered further.
If you are successful in the award of this contract and your risk failure rating falls below 30 then the SPA reserve the right to remove you from this contract. It is the contractor’s responsibility to ensure that the information held by credit safe is accurate and up to date.
For the avoidance of doubt, the SPA will request a report from credit Safe following the closing date for the receipt of the tenders to ensure that the most up to date information is used. Where you are not registered on credit safe e.g. charitable organisations or new start companies/sole traders with less than 3 years trading history, discretionary powers are available to the Director of Finance to consider abbreviated accounts along with bankers references etc.
Tenderers should be aware that any outstanding County Court Judgements will have a detrimental effect on the rating held by credit safe and it is your responsibility to ensure that the information held by credit safe is accurate and up to date — failure to do so will result in rejection of your submission.
Important note — this requirement is not applicable to sole traders/charities. Sole traders/charities may be required to provide a bankers reference if successful.
Section IV: Procedure
Police Scotland, Clyde Gateway, Dalmarnock
Procurement Specialist — Opened via PCS Tender.
Section VI: Complementary information
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 16371. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
Tenders are also required to provide an outline of all Community Benefits that can be offered in relation to the contract.
The Scottish Police Authority is committed to sustainable procurement and aims to ensure delivery and compliance with policy and practice to the highest level. The contractor must take all reasonable steps to choose products that are designed for sustainability as well as safety and minimise the environmental impacts that arise.
It has become clear that there is scope within the EU legal framework which applies to public contracts, to use contracts to deliver wider social benefits such as:
— targeted recruitment and training (providing employment and training opportunities/apprenticeships);
— SME and social enterprise development
Internet address: http://www.spa.police.uk