Legal Case Management System

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05697c-2026-05-11T12:01:23+01:00",
    "date": "2026-05-11T12:01:23+01:00",
    "ocid": "ocds-h6vhtk-05697c",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PNXY-8263-XCNL",
            "name": "The North Yorkshire Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PNXY-8263-XCNL"
            },
            "address": {
                "streetAddress": "County Hall, Racecourse Lane,",
                "locality": "Northallerton",
                "postalCode": "DL7 8AD",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKE22"
            },
            "contactPoint": {
                "name": "Gabriela Walowski",
                "email": "gabriela.walowski@northyorks.gov.uk",
                "telephone": "+44 1609533450"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.northyorks.gov.uk",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    },
                    {
                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PNXY-8263-XCNL",
        "name": "The North Yorkshire Council"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=96546&B= Request for Information closes 4pm 22 August 2025. Potential discovery days will be held in September 2025",
                "dueDate": "2025-09-30T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "044441-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/044441-2025",
                "datePublished": "2025-07-30T16:30:26+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "558-NYC-RS",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Legal Case Management System",
        "description": "The Authority is seeking to procure a cloud-based Legal Case Management System (LCMS) to support the delivery of its legal services, including social care, litigation, property, planning, governance, employment, education, procurement and related functions. The solution will replace the Authority's existing desktop system and enable secure, modern, fully digital case management. The LCMS must provide core functionality including case and matter management, time recording, document management and bundling, workflows, billing and reporting, together with integration with relevant corporate systems. The contract will include implementation services such as configuration, data migration, training and project management, along with ongoing hosting, support and maintenance. The Authority intends to appoint a single Supplier capable of delivering a resilient, secure and compliant cloud-based solution that meets mandatory functional and technical requirements and supports the Authority in delivering efficient and effective legal services.",
        "items": [
            {
                "id": "LOT-0000",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72000000",
                        "description": "IT services: consulting, software development, Internet and support"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72260000",
                        "description": "Software-related services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKE2",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "LOT-0000"
            }
        ],
        "value": {
            "amountGross": 580000,
            "currency": "GBP",
            "amount": 483333.33
        },
        "mainProcurementCategory": "goods",
        "additionalProcurementCategories": [
            "goods"
        ],
        "aboveThreshold": true,
        "lots": [
            {
                "id": "LOT-0000",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-09-04T00:00:00Z",
                    "endDate": "2028-09-03T23:59:59+01:00",
                    "maxExtentDate": "2032-09-03T23:59:59+01:00"
                },
                "status": "active",
                "value": {
                    "amountGross": 580000,
                    "amount": 483333.33,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "weightingDescription": "The Authority will select the most advantageous tender using the following award criteria, evaluated across two stages: Stage 1 Quality 50% Price 30% Stage 2 Quality Presentation and Demonstration 20%",
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "50%"
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "30%"
                        },
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Stage 2 Quality (Presentation and Demonstration) 20%"
                        }
                    ]
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Option to Extend 1: 04 September 2028- 03 September 2030 Option to Extend 2: 04 September 2030- 03 September 2032"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-03-06T23:59:59Z"
        },
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "Prior to commencing this procurement, the Authority undertook preliminary market engagement through a Request for Information issued via its electronic procurement portal. The RFI sought written responses from suppliers of Legal Case Management Systems on system functionality, implementation and delivery approaches, data migration, hosting and security arrangements, integration capability, support models and indicative pricing. Responses from multiple suppliers were used to inform and refine the Authority's specification, functional and technical requirements, implementation assumptions and procurement approach. Participation in the RFI was voluntary and did not form part of the competitive tender process. This procurement will be conducted using the Competitive Flexible Procedure in accordance with section 20 of the Procurement Act 2023. The Authority intends to appoint a single Supplier to provide and implement a cloud-based Legal Case Management System to replace its existing legacy system."
        },
        "submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=104091&TID100109264&B=",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-06-05T11:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-05-27T11:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-08-05T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "042920-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/042920-2026",
                "datePublished": "2026-05-11T12:01:23+01:00",
                "format": "text/html"
            }
        ]
    },
    "language": "en"
}