Official UK procurement notice
Legal Case Management System (LCMS)
Authority: London Borough of Southwark (Local council)
What is being bought
Published requirement descriptionThe 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- this platform will replace outdated processes, offer better integration with existing applications, and support LEXCEL compliance requirements, ultimately empowering legal teams to manage cases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.
- The authority expects to re-tender this requirement around 10 Jan 2034, 23:59 GMT.
- How the procedure runs: 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.
CPV: IT services: consulting, software development, Internet and support · Legal documentation and certification services · Software package and information systems
The lotProcurement structure
single lot · value publishedLot #1RenewalPublished value£740,000
- Economic & financial standing
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
- Technical & professional ability
As set out in the PSQ documentation.
- Condition of participationshortlisting
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.
What it takes to wini
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 morei
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).
Published award criteria (3)
- Quality: Quality (60%), including Technical and Functional 50% and Implementation and Delivery 10%
- Price
- Social Value: A Social Value Submission Sheet containing Southwark Council social value measures will be completed as part of the tender submission.
- Economic & financial standing
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
- Technical & professional ability
As set out in the PSQ documentation.
- Condition of participationshortlisting
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.
- Price carries 35 of 100 points: a 10% discount moves about 3.5 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 10 Jan 2034
- First published
- 19 Mar 2026, 16:21 GMT
- Last source update
- 7 Jul 2026, 17:28 BST
- Award evaluation window
- Submission end – 30 Oct 2026
- Authority reference
DN810490- FTS notice number
2026/S 000-063864- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-066f81Find a Tender- Contract terms summary
As set out in the Authority's draft LCMS contract included within the Tender documents.
- How it runs
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.
- 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.
How it was run
Official notice- Requests to participate (first stage)
- 6 Aug 2026, 00:00 BST
- Submission deadline
- 6 Aug 2026, 00:00 BST
- Clarification deadline
- 17 Jul 2026, 00:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Both the completed PSQ submission and, for the shortlisted suppliers the tender
submissions, must be made via the Proactis eprocurement system:
procontract.due-north.com/ProjectManagement/Pr… ↗
No other means of delivery is acceptable.
Timeline
19 Mar 2026 → 1 Jul 2027 · 8 dates- Planning notice published222 days ago19 Mar 2026, 16:21 GMT
- Market engagement202 days ago8 Apr 2026, 23:59 BST
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 -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:
- Next notice expected158 days ago22 May 2026, 23:59 BST
- Tender notice published112 days ago7 Jul 2026, 17:28 BST
- Clarification questions by103 days ago17 Jul 2026, 00:00 BST
- Submission deadline83 days ago6 Aug 2026, 00:00 BST
- Today28 Oct 2026
- Award decision expected byin 2 days30 Oct 2026, 23:59 GMT
- Contract startsin 245 days1 Jul 2027, 00:00 BST
Notice history
5 events · 2 releases on Find a Tender · since 19 Mar 2026- Preliminary market engagement notice published19 Mar 2026, 16:21 GMTUK2
- Tender notice published7 Jul 2026, 17:28 BSTUK4
- Published value updated to £740,0007 Jul 2026, 17:28 BSTwas £443,577
- Status changed to active7 Jul 2026, 17:28 BST
- Procurement method changed7 Jul 2026, 17:28 BST
Contracting authority & participating public bodies
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: Draft ITT documents will be provided to shortlisted suppliers. Additional documents which contain system demonstration information will be provided only to the shortlisted suppliers.
Notices published for this procedure
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender