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The provision of a legal case management system

Southend-on-Sea City Council

This public procurement record has 1 release in its history.

Tender

04 Aug 2025 at 12:07

UK4 - Tender Notice
Summary of the contracting process

Southend-on-Sea City Council is currently seeking suppliers for the provision of a legal case management system that will enhance the efficiency and functionality of their legal teams across various departments, including commercial and regulatory, social care, property, planning, and highways. The procurement process is at the tender stage, with an expression of interest deadline on 5 September 2025 and an enquiry period ending on 20 August 2025. Located in Southend On Sea, Essex, the Council is inviting suppliers through a competitive flexible procedure, akin to the restricted procedure under the Public Contracts Regulations 2015. The contract, valued at £240,000, aims for electronic and primarily paperless management of casework, supporting the teams' daily workload with standardised best practices and automation. The procurement falls under the goods category and is above threshold, with final award decisions expected by 28 November 2025. The selected supplier will engage in a multi-stage process, where up to five candidates will be invited to submit final tenders.

This tender offers ripe opportunities for businesses specialising in software solutions, particularly in compliance, document management, and customer relationship management packages, along with IT software solutions. SMEs are particularly encouraged to participate, leveraging their expertise in developing cloud-based, end-to-end case management systems that fit stringent quality and commercial evaluation criteria. Successful participation could lead to considerable business growth, as selected suppliers will influence legal process management enhancements for Southend-on-Sea City Council, potentially providing a long-term engagement with renewal options extending up to the year 2030. Businesses with robust experience in secure data handling and transaction facilitation, capable of delivering prefilled templates and custom documentation, will be well-suited to excel in this competitive tendering opportunity. The procurement method is selective, ensuring that only the most capable and suitable candidates advance, providing an excellent platform for showcasing technological innovation and excellence in service delivery.

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Notice Information

Notice Title

The provision of a legal case management system

Notice Description

Southend-on-Sea City Council is looking to appoint a suitable Supplier to provide a case management system to support the functionality required by the legal team to manage their day-to-day workload and case management requirements. The system will need to be able to facilitate the transactions needed for all of the required services. The legal teams in Southend-on-Sea City Council that will use the system cover the following areas within the Council Commercial and regulatory, adult and children's Social Care, Property, Planning, highways and land charges. The provision of this system is to ensure efficiency and provide an effective process to enable electronic management of case work in the legal team and will ideally be cloud based. The system will need to provide the legal teams an end-to-end case management system for all legal work. This will include functionality to time record and securely hold data and aid the service to become a predominantly paperless service. The system will need to provide consistent and standardised best practice work processes, prefilled templates, documentation and automation and enable effective case management from receiving instructions to completing matters. The system will also need to have the ability to pull a wide range of reports for various tasks and processes.

Lot Information

Lot 1

Renewal: Option to extend by 2 x 12 months

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-056c33
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/045606-2025
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48170000 - Compliance software package

48311000 - Document management software package

48445000 - Customer Relation Management software package

48517000 - IT software package

Notice Value(s)

Tender Value
£240,000 £100K-£500K
Lots Value
£240,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
4 Aug 20251 years ago
Submission Deadline
20 Aug 2025Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
8 Dec 2025 - 7 Dec 2028 3-4 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Southend-on-Sea City Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
SOUTHEND ON SEA
Postcode
SS2 6FA
Postcode Area
Southend-on-Sea
Country
England
Major Region (ITL 1)
TLH East (England)
Basic Region (ITL 2)
TLH3 Essex
Small Region (ITL 3)
TLH31 Southend-on-Sea
Delivery Location
TLH31 Southend-on-Sea
Local Authority
Southend-on-Sea
Electoral Ward
Victoria
Westminster Constituency
Southend East and Rochford

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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