Official UK procurement notice
Legal Case Management System
Authority: The North Yorkshire Council (Local council)
What is being bought
Published requirement descriptionThe Authority is seeking to procure a cloud‑based Legal Case Management System (LCMS) to support the delivery of its legal services, including social care, litigation, property, planning, governance, employment, education, procurement and related functions. The solution will replace the Authority’s existing desktop system and enable secure, modern, fully digital case management. The LCMS must provide core functionality including case and matter management, time recording, document management and bundling, workflows, billing and reporting, together with integration with relevant corporate systems. The contract will include implementation services such as configuration, data migration, training and project management, along with ongoing hosting, support and maintenance. The Authority intends to appoint a single Supplier capable of delivering a resilient, secure and compliant cloud‑based solution that meets mandatory functional and technical requirements and supports the Authority in delivering efficient and effective legal services.
- How the procedure runs: Prior to commencing this procurement, the Authority undertook preliminary market engagement through a Request for Information issued via its electronic procurement portal. The RFI sought written responses from suppliers of Legal Case Management Systems on system functionality, implementation and delivery approaches, data migration, hosting and security arrangements, integration capability, support models and indicative pricing. Responses from multiple suppliers were used to inform and refine the Authority’s specification, functional and technical requirements, implementation assumptions and procurement approach. Participation in the RFI was voluntary and did not form part of the competitive tender process. This procurement will be conducted using the Competitive Flexible Procedure in accordance with section 20 of the Procurement Act 2023. The Authority intends to appoint a single Supplier to provide and implement a cloud‑based Legal Case Management System to replace its existing legacy system.
CPV: IT services: consulting, software development, Internet and support · Software package and information systems · Software-related services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£483,333
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: 50%
- Price: 30%
- Quality: Stage 2 Quality (Presentation and Demonstration) 20%
- Price carries 30 of 80 points: a 10% discount moves about 3 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
- Goods
- Notice status
- Cancelled
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 30 Jul 2025, 16:30 BST
- Last source update
- 25 Jun 2026, 15:04 BST
- Award evaluation window
- Submission end – 5 Aug 2026
- Authority reference
558-NYC-RS- FTS notice number
2026/S 000-042920- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05697cFind a Tender
- How it runs
Prior to commencing this procurement, the Authority undertook preliminary market engagement through a Request for Information issued via its electronic procurement portal. The RFI sought written responses from suppliers of Legal Case Management Systems on system functionality, implementation and delivery approaches, data migration, hosting and security arrangements, integration capability, support models and indicative pricing. Responses from multiple suppliers were used to inform and refine the Authority’s specification, functional and technical requirements, implementation assumptions and procurement approach. Participation in the RFI was voluntary and did not form part of the competitive tender process. This procurement will be conducted using the Competitive Flexible Procedure in accordance with section 20 of the Procurement Act 2023. The Authority intends to appoint a single Supplier to provide and implement a cloud‑based Legal Case Management System to replace its existing legacy system.
How it was run
Official notice- Submission deadline
- 5 Jun 2026, 12:00 BST
- Clarification deadline
- 27 May 2026, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
30 Jul 2025 → 4 Sept 2026 · 9 dates- Planning notice published30 Jul 2025, 16:30 BST
- Market engagement392 days ago1 Oct 2025, 00:59 BST
uk.eu-supply.com/app/rfq/rwlentrance_… ↗ Request for Information closes 4pm 22 August 2025. Potential discovery days will be held in September 2025
- Next notice expected235 days ago6 Mar 2026, 23:59 GMT
- Tender notice published169 days ago11 May 2026, 12:01 BST
- Clarification questions by153 days ago27 May 2026, 12:00 BST
- Submission deadline144 days ago5 Jun 2026, 12:00 BST
- Latest notice published124 days ago25 Jun 2026, 15:04 BST
- Award decision expected by83 days ago5 Aug 2026, 23:59 BST
- Contract starts54 days ago4 Sept 2026
Notice history
8 events · 3 releases on Find a Tender · since 30 Jul 2025- Preliminary market engagement notice published30 Jul 2025, 16:30 BSTUK2
- Tender notice published11 May 2026, 12:01 BSTUK4
- Published value published: £483,33311 May 2026, 12:01 BST
- Status changed to active11 May 2026, 12:01 BST
- Procurement method changed11 May 2026, 12:01 BST
- Deadline published: 5 Jun 2026, 12:00 BST11 May 2026, 12:01 BST
- Procurement termination notice published25 Jun 2026, 15:04 BSTUK12
- Status changed to complete25 Jun 2026, 15:04 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| supplier not published | — | 11 Jun 2026 | CancelledThis procurement has been terminated as the Council did not receive any compliant tenders that satisfied the conditions of participation set out in the tender documentation. North Yorkshire Council reserves the right to re-procure this requirement at a future date. |
Contracting authority & participating public bodies
Official documents & specifications (3)
Official links; attachments are not copiedNotices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender