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Published 18 Apr 2023, 11:30 BST

Official UK procurement notice

Framework Agreement for the Provision of a Legal Case Management System

Official notice

Authority: Flintshire County Council (Local council)·Consortium: 6 public authorities

Framework agreementServicesOpen procedure
Sectors: Software Packages & ERP (48)IT Services & Software (72) Delivery: Wales (UKL11)
Framework ceiling (notional)Value not publishedframework ceiling, not attributable revenue
Submissions closed 18 May 2023awarded 16 Aug 2023

What is being bought

Published requirement description

This project is to award a Framework Agreement for a single supplier to provide a legal case management system for up to six North Wales Local Authorities.

Four of the North Wales Authorities require a Legal Case Management System imminently and the framework agreement will be available for the other two Local Authorities to utilise during the 4 year framework term if they so wish.

Contracts will be awarded by each individual Authority with four being awarded following the award of the framework agreement.

The system should have the facility support the following:

Definable roles and permissions used for access

Remote access to all elements of the system

Categorisation of matters

Tracking the status of matters and work distribution

Time recording and billing

Document creation and storage – bundling, versioning etc.

Detail reporting and case-related metrics

Retention policies; easy to archive and delete matters, automated where possible

Provision of precedents, templates and workflows to automate routine legal processes

Integration with key systems utilised i.e., HMCTS portals, Land Registry etc.

Integration with core Microsoft Products, including Word, Outlook, Excel and Share Point, and importantly, secure email functionality. The Councils have completed, or are in the process of, migrating their estate to Microsoft 365 – the system must be compatible with this technology.

The system should have a sustainable development pathway

CPV: IT services: consulting, software development, Internet and support · Software package and information systems

How this framework works

From the published notice
Places
up to 1 suppliers · 4 bids received (4.0 per place) · 1 appointed (full)

The lotProcurement structure

single lot · no lot value published
Lot #1Award of Single Supplier Framework Agreement to provide a legal case management system…AwardedRenewal

Award of Single Supplier Framework Agreement to provide a legal case management system for up to six North Wales Local Authorities.

Four of the North Wales Authorities require a Legal Case Management System imminently and the framework agreement will be available for the other two Local Authorities to utilise during the 4 year framework term if they so wish.

Contracts will be awarded by each individual Authority with four being awarded following the award of the framework agreement. The system should have the facility support the following:

Definable roles and permissions used for access

Remote access to all elements of the system

Categorisation of matters

Tracking the status of matters and work distribution

Time recording and billing

Document creation and storage – bundling, versioning etc.

Detail reporting and case-related metrics

Retention policies; easy to archive and delete matters, automated where possible

Provision of precedents, templates and workflows to automate routine legal processes

Integration with key systems utilised i.e., HMCTS portals, Land Registry etc.

Integration with core Microsoft Products, including Word, Outlook, Excel and Share Point, and importantly, secure email functionality. The Councils have completed, or are in the process of, migrating their estate to Microsoft 365 – the system must be compatible with this technology.

The system should have a sustainable development pathway

Delivery: Wales · North Wales
Extensions: There is potential for the framework to be renewed, however it is more likely that any contracts awarded under the framework will be renewed at different times.Variant bids: not allowed
48000000 Software package and information systems72000000 IT services: consulting, software development, Internet and support

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 75%Price: 25%
Published sub-criteria (8)
  • System Requirements: 7%
  • Documents and Communication: 14%
  • Case Management Requirements: 28%
  • Implementation, Data Migration and Training Requirements: 7%
  • Integration and Collaboration: 7%
  • Product Support and Maintenance: 7%
  • Community Benefits: 5%
  • price: 25%
Published award criteria (8)
  • System Requirements: 7%
  • Documents and Communication: 14%
  • Case Management Requirements: 28%
  • Implementation, Data Migration and Training Requirements: 7%
  • Integration and Collaboration: 7%
  • Product Support and Maintenance: 7%
  • Community Benefits: 5%
  • Price: 25
What this means for your bid
  • Price carries 25 of 100 points: a 10% discount moves about 2.5 points. The method statement decides this lot, not the discount.
  • “Framework Agreement for the Provision of a Legal Case Management System” is a framework: the contest is a place on its panel, up to 1 suppliers, not a single contract.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Services
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
No (one-off requirement)
First published
18 Apr 2023, 11:30 BST
Last source update
18 Aug 2023, 08:55 BST
Award evaluation window
18 May 2023 – …
FTS notice number
2023/S 000-024264
Classification (CPV)
IT services: consulting, software development, Internet and supportSoftware package and information systems
Delivery area
Wales (UKL11)
Official registry OCID
ocds-h6vhtk-03bf66 Find a Tender
Contract terms
Electronic trading
e-invoicing allowed · electronic ordering · electronic payment
Performance terms

Contract performance conditions can be found within the procurement documentation

Publisher note: (WA Ref:134133)

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredLanguage: EN, CY
Access & registration note: Free · short registration with manual review; public opportunity list

Tender documents are also served through a separate tool: https://supplierlive.proactisp2p.com/Account/Login ↗

Appointment period ends
18 May 2023, 12:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en, cy
Bid validity
120 days from the deadline
Bids opened
18 May 2023, 13:00 BST
Detailed submission instructions & authority contactsFrom official release

supplierlive.proactisp2p.com/Account/Login ↗

Timeline

18 May 2023 → 18 Aug 2023 · 3 dates
  1. Admission / appointment period endsperiod end, not a bid countdown
    18 May 2023, 12:00 BST
  2. Bids opened
    18 May 2023, 13:00 BST
  3. Notice published
    18 Aug 2023, 08:55 BST

Notice history

1 event · 2 releases on Find a Tender
  1. Status changed to complete
    18 Aug 2023, 08:55 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 1admitted to the panel · see the list ↓
Bids received 4
Contracts signed 1latest 16 Aug 2023

1 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

  • Contract 024264-2023-1

    Signed
    16 Aug 2023
    Value
    £650,350
    Status
    active

Bid statistics published by the authority

BidsSMEVCSEValid bid range
4bids · 4 electronic0——

Contracting authority & participating public bodies

6 public bodies on the notice

Flintshire County Council

Contracting authorityLocal CouncilRegional or local authorityGeneral public services County Hall, Mold, Flintshire, Wales, CH7 6NAContact email, phone Published organisation website ↗

Consortium members and other public bodies

Dispute resolution & review bodies

  • High CourtReview body LondonContact phone

Framework contractors & participating bidders

1 commercial party on the notice
  • Civica UK LimitedFramework contractor Eighth Floor, Southbank Central, 30 Stamford Street, London, UK, SE19LQ

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria