--- title: "The provision of a legal case management system" ocid: "ocds-h6vhtk-056c33" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-056c33" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-056c33.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-056c33.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "SOUTHEND-ON-SEA CITY COUNCIL" published: "2025-08-04" --- # The provision of a legal case management system Buyer: SOUTHEND-ON-SEA CITY COUNCIL Current stage: Tender OCID: ocds-h6vhtk-056c33 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-056c33) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-056c33.json) ## Summary 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. ## Notice 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 ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/045606-2025 | | 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 | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 4 Aug 2025 | | Submission deadline | 20 Aug 2025 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | 8 Dec 2025 - 7 Dec 2028 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £240,000 | | Lots value | £240,000 | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Active | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | SOUTHEND-ON-SEA CITY COUNCIL | | Locality | SOUTHEND ON SEA | | Post town | Southend-on-Sea | | Postcode | SS2 6FA | | Country | England | | ITL 1 | TLH East (England) | | ITL 2 | TLH3 Essex | | ITL 3 | TLH31 Southend-on-Sea | | Local authority | Southend-on-Sea | | Electoral ward | Victoria | | Westminster constituency | Southend East and Rochford | | Delivery location | TLH31 Southend-on-Sea | ## CPV Codes ### Divisions - 48 - Software package and information systems ### Codes - 48170000 - Compliance software package - 48311000 - Document management software package - 48445000 - Customer Relation Management software package - 48517000 - IT software package ## Release History - 4 Aug 2025 at 11:07 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/045606-2025 ## Documents - https://www.find-tender.service.gov.uk/Notice/045606-2025 4th August 2025 - Tender notice on Find a Tender ## Notice URLs - https://procurement.southend.gov.uk/southend/portal.nsf/index.htm - https://www.legislation.gov.uk/ukpga/2023/54/contents ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-056c33. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-056c33.json.