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PROCUREMENT OPPORTUNITY

The provision of a legal case management system

Southend-on-Sea City Council · Tender notice on Find a Tender

Tender information last checkedLast checked 30 Sept 2026, 06:59.

Opportunity overview

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.

Classification

  • CPV48170000 — Compliance software package
  • CPV48311000 — Document management software package
  • CPV48445000 — Customer Relation Management software package
  • CPV48517000 — IT software package

Lots

  • Lot 1£240k

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
DN776416
Status
active
Above Threshold
Yes
Procurement Method
selective
Main Procurement Category
goods
How to submit
The provisioning of documentation relating to the Procurement Process and the submission of Responses from interested Parties will be conducted electronically via Southend-on-Sea City Council's Electronic Tender Facility, ProContract: https://procurement.southend.gov.uk/southend/portal.nsf/index.htm The Candidates must ensure that they have downloaded and are fully aware of all the information which they are required to be in receipt of, to complete and return to successfully submit a Project Specific Questionnaire Response. All submissions must be forms to be completed online via Pro Contract.
Procurement Method Details
Competitive flexible procedure
Expression Of Interest Deadline
5 Sept 2025, 15:00

Procedure

Features
This process will utilise a Multi-stage Competitive Flexible Procedure with the following stages: • A discrete Conditions of Participation stage (including checking Exclusion Grounds). • A stage for limiting the number of Suppliers to be invited to submit a Tender. • A single Tendering Round (with the opportunity to request non-material changes to the contract). The procedure being used is intended to replicate the Restricted Procedure from the previous legislation; specifically, Regulation 28 of the Public Contracts Regulations 2015, with some minor flexibility to "tweak"/ request not material changes to the contract before award. The Council has designed this Procurement Process to utilise the option to limit the number of Participating Suppliers following a discrete Request to Participate stage. Following the discrete Conditions of Participation stage and the stage for limiting the number of Suppliers, the Council will invite up to 5 Suppliers to submit Tenders. In the event that there are no Suppliers/or only one Supplier who is deemed suitable, the Contracting Authority reserves the rights to abandon this Procurement Process and make a Direct Award under Schedule 5(6) PA23 and publish the relevant notices Southend-on-Sea City Council reserves the right to issue updated versions of the Associated Tender Documents to Suppliers as and when the need arises, in order to reflect the corresponding stage of the Competitive Flexible Procedure, together with any changes to the Procurement or any other new information. Suppliers will be notified by the Council via the Electronic Tender Facility's message system of the issuing of any amended Tender Documents Selection criteria: Any organisation who considers themselves a suitable Candidate to deliver the Council's requirements as they relate to the Draft Tender Document's and who meets the minimum requirements of the Project Specific Questionnaire (PSQ) Stage Process will be invited to respond to the PSQ. Candidates who pass the PSQ Stage's listed mandatory requirements (Pass or Fail elements) will then have their responses to the Contract Specific Questions evaluated. Responses to the Contract Specific Questions will be evaluated to determine the respective scores for each Candidate. These scores which will be used to determine an overall ranking order of Candidates. The intention (based upon receiving sufficient suitable Candidates) is to invite the 4 highest scoring Candidates to Tender Stage 2. However, subject to the Number of Candidates and their respective scoring. Southend-on-Sea City Council reserves the right to alter the number of Candidates invited to tender. Examples of this include, but are not limited to: - If there is a substantial scoring gap between Candidates 3 and 4 or - There is negligible scoring difference between Candidates 4 and 5 In the event of either of these examples occurring 3 or 5 may be invited through to Stage 2 respectively. Stage 2 of the process will invite the selected suppliers at stage 1 to submit a tender response. This stage will consist of a 2 part assessment, Part A - Method Statements and Part B - Presentations Part A (Quality) will be measured via responses (Method Statements) to the questions within the online Technical Questionnaire. Suppliers will be required to meet a minimum score if they do not meet the minimum score their tender will be eliminated from the Tender process and will not be assessed further. At this stage Part B , suppliers will also be invited to provide a Quality Presentation / Demonstration also. This will be measured by a set criteria to ensure a fair and transparent process is in place to assess the presentations of each supplier. Following the assessment of the presentations the scores from part A Quality (the method statements) will be updated. Stage 3 of the process will be a commercial evaluation of the supplier's price submission. This will not be assessed if the supplier's responses in stage 2 do not meet the minimum score requirements. Formal preliminary market engagement was not conducted but informal engagement took place in the form of contacting other similar organisations to get feedback on the case systems they use. Some desktop research on the systems available also took place.

Legal basis

Id
2023/54
Scheme
UKPGA

Expected award period

Ends
28 Nov 2025, 23:59

Enquiry period

Ends
20 Aug 2025, 12:00

Submission terms

Electronic Submission Policy
allowed

Languages

en

Lots and requirements

Entry 1
Id
1
Status
active
Has Renewal
Yes

Value

Amount
240,000
Currency
GBP
Including VAT
288,000

Renewal

Description
Option to extend by 2 x 12 months

Second Stage

Maximum Candidates
5
Minimum Candidates
3

Suitability

Sme
Yes

Award criteria

Criteria

Criterion 1
Name
Commercial Evaluation
Type
price

Numbers

Entry 1
Number
40
Weight
percentageExact
Criterion 2
Name
Technical (Quality) Evaluation
Type
quality

Numbers

Entry 1
Number
60
Weight
percentageExact

Contract period

Ends
7 Dec 2028, 23:59
Starts
8 Dec 2025, 00:00
Max Extent Date
7 Dec 2030, 23:59

Selection criteria

Criteria

Criterion 1
Description
Any organisation who considers themselves a suitable Candidate to deliver the Customer's requirements as they relate to the Draft Tender Document's and who meets the minimum requirements of the Project Specific Questionnaire (PSQ) Stage Process will be invited to respond to the PSQ. Candidates who pass the PSQ Stage's listed mandatory requirements (Pass or Fail elements) will then have their responses to the Contract Specific Questions evaluated. Responses to the Contract Specific Questions will be evaluated to determine the respective scores for each Candidate. These scores which will be used to determine an overall ranking order of Candidates. The intention (based upon receiving sufficient suitable Candidates) is to invite the 4 highest scoring Candidates to Tender Stage 2. However, subject to the Number of Candidates and their respective scoring Southend-on-Sea City Council reserves the right to alter the number of Candidates invited to tender. The determining of the number of Candidates for Stage 2 will be in accordance with the Procurement Act 2023 and the Procurement Regulations 2024.
For Reduction
Yes

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UKH31
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
48170000
Scheme
CPV
Description
Compliance software package
Entry 2
Id
48311000
Scheme
CPV
Description
Document management software package
Entry 3
Id
48445000
Scheme
CPV
Description
Customer Relation Management software package
Entry 4
Id
48517000
Scheme
CPV
Description
IT software package

Published documents

Entry 1
Id
conflictOfInterest
Description
Not published
Document Type
conflictOfInterest
Entry 2
Id
045606-2025
Format
text/html
Notice Type
UK4
Description
Tender notice on Find a Tender
Document Type
tenderNotice
Published
4 Aug 2025, 12:07

Buyer, suppliers and contacts

Organisation 1
Id
GB-PPON-PJDT-6566-GZNX
Name
Southend-on-Sea City Council

Roles

buyer

Address

Region
UKH31
Country
GB
Locality
Southend On Sea
Postal Code
ss2 6fa
Country Name
United Kingdom
Street Address
Civic Centre, Victoria Avenue, Southend On Sea, Essex

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PJDT-6566-GZNX
Scheme
GB-PPON

Contact

Recorded locations

  • Buyer location · Southend On Sea · UKH31 · ss2 6fa · United Kingdom
  • Delivery location · UKH31 · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-056c33-2025-08-04T12:07:37+01:00Tender notice on Find a Tender ·