Legal Case Management System (LCMS)

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-066f81-2026-07-07T17:28:55+01:00",
    "date": "2026-07-07T17:28:55+01:00",
    "ocid": "ocds-h6vhtk-066f81",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PXTW-7647-VDLV",
            "name": "London Borough of Southwark",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PXTW-7647-VDLV"
            },
            "address": {
                "streetAddress": "Southwark Council",
                "locality": "London",
                "postalCode": "SE1 2QH",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI44"
            },
            "contactPoint": {
                "name": "Michelle Davies",
                "email": "Michelle.Davies@southwark.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.southwark.gov.uk",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PXTW-7647-VDLV",
        "name": "London Borough of Southwark"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Legal Case Management System (LCMS) The council anticipates using a two stage Competitive Flexible Procedure under the Procurement Act 2023. This will include: * Stage 1: Conditions of Participation (selection stage) * Stage 2: Full tender stage with detailed technical, commercial evaluation and system demonstrations Preliminary Market Engagement (PME) feedback will help shape the specification, KPIs, commercial model, and procurement structure. PME Activities: This notice includes a questionnaire which is designed to be completed by organisations wishing to engage participate in this market engagement and assist the Council in this market insight stage. All suppliers will receive the same core information. Insights gathered will be anonymised and used solely to inform the procurement design. This is NOT the commencement of a procurement procedure, neither is it a call for expressions of interest. Please complete the questionnaire hosted on ProContract -https://procontract.due-north.com- and submit the response, preferably via the messaging service on ProContract and/or via email to: Michelle.Davies@southwark.gov.uk This notice does not constitute a call for competition to procure any services for the Council, and the Council is not bound to accept any proposals offered. The Council is not liable for any costs, fees or expenses incurred by any party participating in this soft market testing/sounding exercise. Any procurement of any services by the Council in due course will be carried out strictly in accordance with the provisions of The Procurement Act 2023. Responses to the questionnaire will be treated confidentially. The Council's tenders will be advertised on the ProContract portal; please see link below: https://procontract.due-north.com",
                "dueDate": "2026-04-08T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "025409-2026",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/025409-2026",
                "datePublished": "2026-03-19T16:21:19Z",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "DN810490",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Legal Case Management System (LCMS)",
        "description": "The successful supplier will be required to deliver the Authority's Legal Case Management System (LCMS). The scope may include, but is not limited to, the following areas: - the procurement and implementation of a new SaaS-based legal case management system designed to streamline case tracking, improve document management, and enhance overall operational efficiency within the legal services department; - a cloud-hosted solution, the new system will provide secure, remote access, reduce IT infrastructure costs, and enable automatic updates; - this platform will replace outdated processes, offer better integration with existing applications, and support LEXCEL compliance requirements, ultimately empowering legal teams to manage cases more effectively and deliver improved services to stakeholders.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "72000000",
                        "description": "IT services: consulting, software development, Internet and support"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79130000",
                        "description": "Legal documentation and certification services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKI44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKI44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 888000,
            "amount": 740000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2027-07-01T00:00:00+01:00",
                    "endDate": "2031-06-30T23:59:59+01:00",
                    "maxExtentDate": "2035-06-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 888000,
                    "amount": 740000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Quality (60%), including Technical and Functional 50% and Implementation and Delivery 10%",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "numbers": [
                                {
                                    "number": 35,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value",
                            "description": "A Social Value Submission Sheet containing Southwark Council social value measures will be completed as part of the tender submission.",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "secondStage": {
                    "minimumCandidates": 5,
                    "maximumCandidates": 6
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "As set out in the PSQ documentation. Financial Standing is Pass/Fail; to achieve an overall pass in the financial assessment, you will need to demonstrate the following: - Turnover of PS260,000 or more - A credit score and credit rating of 60 or higher, as assessed under Moody's Financial Analysis Made Easy (FAME) system achievement of these thresholds will be reviewed in the wider context of a Supplier's full PSQ response and evaluation"
                        },
                        {
                            "type": "technical",
                            "description": "As set out in the PSQ documentation."
                        },
                        {
                            "description": "The criteria are set out in the Procurement Specific Questionnaire (PSQ) which is accompanied by a PSQ Supplier Selection Guidance document. Amongst other things the supplier should have a turnover in excess of PS260k.",
                            "forReduction": true
                        }
                    ]
                },
                "renewal": {
                    "description": "The contract may be extended by up to 4 years (two 2 year extensions)."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-05-22T23:59:59+01:00"
        },
        "status": "active",
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "This is a two-stage procedure comprising a \"conditions of participation\" PSQ stage containing Procurement Specific Questionnaire (PSQ) documentation followed by a Tender stage assessing Quality (including Social Value) and Price. Following assessment of responses to the PSQ, a shortlist of the highest scoring potential suppliers who meet the minimum requirements will be drawn up. (See the PSQ Supplier Selection Guidance.) The shortlisted suppliers will be selected to participate in the Invitation to Tender (ITT) stage. Suppliers, are therefore, only to complete the PSQ Stage documentation by the set deadline."
        },
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "Both the completed PSQ submission and, for the shortlisted suppliers the tender submissions, must be made via the Proactis eprocurement system: https://procontract.due-north.com/ProjectManagement/ProjectDashboard?projectId=976aec8d-8523-f111-813c-005056b64545 No other means of delivery is acceptable.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2026-08-06T00:00:00+01:00",
        "enquiryPeriod": {
            "endDate": "2026-07-17T00:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-10-30T23:59:59+00:00"
        },
        "documents": [
            {
                "id": "future",
                "documentType": "biddingDocuments",
                "accessDetails": "Draft ITT documents will be provided to shortlisted suppliers. Additional documents which contain system demonstration information will be provided only to the shortlisted suppliers."
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "063864-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/063864-2026",
                "datePublished": "2026-07-07T17:28:55+01:00",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2034-01-10T23:59:59+00:00"
                }
            ]
        },
        "contractTerms": {
            "financialTerms": "As set out in the Authority's draft LCMS contract included within the Tender documents."
        },
        "riskDetails": "The following risks have been identified that would impact the performance of the Contract, where the impact cannot be known at this stage but may relate to a Contract Change Notice if the risk was to materialise: Risk of legislative changes, regulatory changes or changes in law during the term of a Contract Risk of unforeseen changes to delivery/operational standards Risk of changes in technology, IT solutions or systems Risk of unforeseen increase/decrease in Contracting Authority budgets Risk of unforeseen circumstances that cause the value of the Contract to increase (previous examples include BREXIT, war, pandemic and the cost of living crisis) Risk of unforeseen political impact Risk of unforeseen increase/decrease in licensing volume."
    },
    "language": "en"
}