Award

Legal Document Management System

UNIVERSITY OF SOUTHAMPTON

This public procurement record has 1 release in its history.

Award

28 Apr 2020 at 10:28

Award Notice
Summary of the contracting process

The University of Southampton is initiating a procurement process for a "Legal Document Management System" within the software programming and consultancy services industry category, specifically aimed at improving legal services across the institution. The procurement method adopted is selective, calling off from a framework agreement, and the tender was awarded on 20 April 2020. The contract period is set to commence on 27 April 2020 and will end on 26 April 2022. The total value of the awarded contract is £53,968, with delivery addresses located in Southampton, England.

This tender presents significant growth opportunities for businesses that specialise in delivering legal case management systems, particularly those offering off-the-shelf software solutions complemented by robust process management. Small and medium-sized enterprises (SMEs) that can demonstrate agility and innovation in legal technology will be well-positioned to compete, especially if they can provide a seamless integration of their solutions to address the complex regulatory needs of the University. With an increasing demand for efficiency in legal processes, businesses focusing on software solutions that reduce manual oversight and risk exposure stand to benefit greatly.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

Legal Document Management System

Notice Description

Legal Services provide legal advice to all Professional Service departments and Faculties across the University. This includes providing advice in minimising legal risk to the University across broad ranging areas of law such as commercial, employment, property, procurement and information law (e.g. freedom of information, subject access and data breaches); negotiating and reviewing commercial and education agreements, settling disputes (including through litigation) across our supply chain, or with students, employees or third parties and advising on the implementation or effect of legislative and regulatory requirements in the University. The demands from a complex regulatory environment coupled with the University's strategic objectives is leading to an ever-increasing demand on the support provided by our department. At the moment, the team rely on an excel spread-sheet together with people-driven processes, email, SharePoint and J-drive to manage our case-load but this is inefficient and relies on too many manual processes with single points of failure increasing the risk exposure of the University. The implementation of a legal case management system (an off the shelf solution) supported by robust processes and workflows is identified as a key element requiring implementation to assist in managing the risk faced by the University where important deadlines may be missed due to manual processes and single points of failure and this is particularly so in litigious matters.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-e5d3f3f2-3004-42af-b181-f21323883266
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/9454b439-c317-4200-8b51-9909652f96c5
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Goods
Procurement Method
Selective
Procurement Method Details
Call-off from a framework agreement
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

CPV Codes

72200000 - Software programming and consultancy services

Notice Value(s)

Tender Value
£53,968 Under £100K
Lots Value
Not specified
Awards Value
£53,968 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
28 Apr 20205 years ago
Submission Deadline
1 Apr 2020Expired
Future Notice Date
Not specified
Award Date
19 Apr 20205 years ago
Contract Period
26 Apr 2020 - 26 Apr 2022 1-2 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF SOUTHAMPTON
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
SOUTHAMPTON
Postcode
SO17 1BJ
Post Town
Southampton
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ32 Southampton
Delivery Location
Not specified
Local Authority
Southampton
Electoral Ward
Portswood
Westminster Constituency
Southampton Test

Supplier Information

Number of Suppliers
1
Supplier Name

REPSTOR

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-b5fd17-e5d3f3f2-3004-42af-b181-f21323883266-2020-04-28T11:28:25+01:00",
    "date": "2020-04-28T11:28:25+01:00",
    "ocid": "ocds-b5fd17-e5d3f3f2-3004-42af-b181-f21323883266",
    "language": "en",
    "initiationType": "tender",
    "tender": {
        "id": "2020UoS-0012",
        "title": "Legal Document Management System",
        "description": "Legal Services provide legal advice to all Professional Service departments and Faculties across the University. This includes providing advice in minimising legal risk to the University across broad ranging areas of law such as commercial, employment, property, procurement and information law (e.g. freedom of information, subject access and data breaches); negotiating and reviewing commercial and education agreements, settling disputes (including through litigation) across our supply chain, or with students, employees or third parties and advising on the implementation or effect of legislative and regulatory requirements in the University. The demands from a complex regulatory environment coupled with the University's strategic objectives is leading to an ever-increasing demand on the support provided by our department. At the moment, the team rely on an excel spread-sheet together with people-driven processes, email, SharePoint and J-drive to manage our case-load but this is inefficient and relies on too many manual processes with single points of failure increasing the risk exposure of the University. The implementation of a legal case management system (an off the shelf solution) supported by robust processes and workflows is identified as a key element requiring implementation to assist in managing the risk faced by the University where important deadlines may be missed due to manual processes and single points of failure and this is particularly so in litigious matters.",
        "status": "complete",
        "classification": {
            "scheme": "CPV",
            "id": "72200000",
            "description": "Software programming and consultancy services"
        },
        "items": [
            {
                "id": "1",
                "deliveryAddresses": [
                    {
                        "postalCode": "SO17 1BJ"
                    }
                ]
            }
        ],
        "value": {
            "amount": 53968,
            "currency": "GBP"
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Call-off from a framework agreement",
        "tenderPeriod": {
            "endDate": "2020-04-01T23:59:59+01:00"
        },
        "contractPeriod": {
            "startDate": "2020-04-27T00:00:00+01:00",
            "endDate": "2022-04-26T23:59:59+01:00"
        },
        "suitability": {
            "sme": true,
            "vcse": false
        },
        "mainProcurementCategory": "goods"
    },
    "parties": [
        {
            "id": "GB-SRS-sid4gov.cabinetoffice.gov.uk/d74ZA5zA",
            "name": "UNIVERSITY OF SOUTHAMPTON",
            "identifier": {
                "legalName": "UNIVERSITY OF SOUTHAMPTON",
                "scheme": "GB-SRS",
                "id": "sid4gov.cabinetoffice.gov.uk/d74ZA5zA"
            },
            "address": {
                "streetAddress": "Highfield",
                "locality": "SOUTHAMPTON",
                "postalCode": "SO171BJ",
                "countryName": "England"
            },
            "contactPoint": {
                "name": "Mark Gage",
                "email": "m.c.gage@soton.ac.uk",
                "telephone": "02380597674"
            },
            "roles": [
                "buyer"
            ]
        },
        {
            "id": "GB-COH-0",
            "name": "REPSTOR LIMITED",
            "identifier": {
                "legalName": "REPSTOR LIMITED",
                "scheme": "GB-COH",
                "id": "0"
            },
            "address": {
                "streetAddress": "7 Donegall Square West BELFAST BT1 6JH GB"
            },
            "details": {
                "scale": "large",
                "vcse": false
            },
            "roles": [
                "supplier"
            ]
        }
    ],
    "buyer": {
        "id": "GB-SRS-sid4gov.cabinetoffice.gov.uk/d74ZA5zA",
        "name": "UNIVERSITY OF SOUTHAMPTON"
    },
    "awards": [
        {
            "id": "ocds-b5fd17-e5d3f3f2-3004-42af-b181-f21323883266-1",
            "status": "active",
            "date": "2020-04-20T00:00:00+01:00",
            "datePublished": "2020-04-28T11:28:25+01:00",
            "value": {
                "amount": 53968,
                "currency": "GBP"
            },
            "suppliers": [
                {
                    "id": "GB-COH-0",
                    "name": "REPSTOR LIMITED"
                }
            ],
            "contractPeriod": {
                "startDate": "2020-04-27T00:00:00+01:00",
                "endDate": "2022-04-26T23:59:59+01:00"
            },
            "documents": [
                {
                    "id": "1",
                    "documentType": "awardNotice",
                    "description": "Awarded contract notice on Contracts Finder",
                    "url": "https://www.contractsfinder.service.gov.uk/Notice/9454b439-c317-4200-8b51-9909652f96c5",
                    "datePublished": "2020-04-28T11:28:25+01:00",
                    "format": "text/html",
                    "language": "en"
                }
            ]
        }
    ]
}