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PROCUREMENT OPPORTUNITY

Legal Case Management System (LCMS)

London Borough of Southwark · Tender notice on Find a Tender

Tender information last checkedLast checked 27 Sept 2026, 05:41.

Opportunity overview

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secure, remote access, reduce IT infrastructure costs, and enable automatic updates; - this platform will replace outdated processes, offer better integration with existing applications, and support LEXCEL compliance requirements, ultimately empowering legal teams to manage cases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.

Classification

  • CPV48000000 — Software package and information systems
  • CPV72000000 — IT services: consulting, software development, Internet and support
  • CPV79130000 — Legal documentation and certification services

Lots

  • Lot 1£740k

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
DN810490
Status
active
Procurement Method
selective
Procurement Method Details
Competitive flexible procedure
Main Procurement Category
services
Above Threshold
Yes
How to submit
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.
Expression Of Interest Deadline
6 Aug 2026, 00:00
Has Recurrence
Yes
Published risks
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.

Legal basis

Id
2023/54
Scheme
UKPGA

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.

Covered By

GPA

Submission terms

Electronic Submission Policy
allowed

Languages

en

Enquiry period

Ends
17 Jul 2026, 00:00

Expected award period

Ends
30 Oct 2026, 23:59

Recurrence

Dates

Entry 1
Starts
10 Jan 2034, 23:59

Contract terms

Financial Terms
As set out in the Authority's draft LCMS contract included within the Tender documents.

Lots and requirements

Entry 1
Id
1
Status
active
Has Renewal
Yes

Value

Including VAT
888,000
Amount
740,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Quality
Description
Quality (60%), including Technical and Functional 50% and Implementation and Delivery 10%

Numbers

Entry 1
Number
60
Weight
percentageExact
Criterion 2
Type
price
Name
Price

Numbers

Entry 1
Number
35
Weight
percentageExact
Criterion 3
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

Entry 1
Number
5
Weight
percentageExact

Second Stage

Minimum Candidates
5
Maximum Candidates
6

Selection criteria

Criteria

Criterion 1
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 £260,000 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
Criterion 2
Type
technical
Description
As set out in the PSQ documentation.
Criterion 3
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 £260k.
For Reduction
Yes

Suitability

Sme
Yes

Contract period

Starts
1 Jul 2027, 00:00
Ends
30 Jun 2031, 23:59
Max Extent Date
30 Jun 2035, 23:59

Renewal

Description
The contract may be extended by up to 4 years (two 2 year extensions).

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
72000000
Description
IT services: consulting, software development, Internet and support
Entry 2
Scheme
CPV
Id
79130000
Description
Legal documentation and certification services
Entry 3
Scheme
CPV
Id
48000000
Description
Software package and information systems

Delivery locations

Entry 1
Region
UKI44
Country
GB
Country Name
United Kingdom

Published documents

Entry 1
Id
future
Document Type
biddingDocuments
Access Details
Draft ITT documents will be provided to shortlisted suppliers. Additional documents which contain system demonstration information will be provided only to the shortlisted suppliers.
Entry 2
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 3
Id
063864-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
7 Jul 2026, 17:28
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
London Borough of Southwark
Id
GB-PPON-PXTW-7647-VDLV

Identifier

Scheme
GB-PPON
Id
PXTW-7647-VDLV

Address

Street Address
Southwark Council
Locality
London
Postal Code
SE1 2QH
Country
GB
Country Name
United Kingdom
Region
UKI44

Contact

Name
Michelle Davies

Roles

buyer

Details

Classifications

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

Recorded locations

  • Buyer location · London · UKI44 · SE1 2QH · United Kingdom
  • Delivery location · UKI44 · United Kingdom

Notice and amendment history

2 published notice versions reviewed by ProcuraAxis.

2 VERSIONS
  1. 025409-2026Preliminary market engagement notice on Find a Tender ·
  2. 063864-2026Tender notice on Find a Tender ·