The provision of a legal case management system

• How the procedure runs: 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.

CPV: Compliance software package · Customer Relation Management software package · Document management software package · IT software package

Procedure method

Competitive flexible procedure

Legal basis

UKPGA · 2023/54 Procurement Act 2023

Procurement category

Goods

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

Unspecified in notice

Recurring procurement

Unspecified in notice

First published

4 Aug 2025, 12:07 BST

Last source update

4 Aug 2025, 12:07 BST

Award evaluation window

Submission end – 28 Nov 2025

Authority reference

DN776416

FTS notice number

2025/S 000-045606

Latest notice

Tender notice (UK4)

Classification (CPV)

Compliance software packageCustomer Relation Management software packageDocument management software packageIT software package

Delivery area

East of England (UKH31)

Official registry OCID

ocds-h6vhtk-056c33 Find a Tender

How it runs

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.

Requests to participate (first stage)

5 Sept 2025, 15:00 BST

Submission deadline

5 Sept 2025, 15:00 BST

Clarification deadline

20 Aug 2025, 12:00 BST

Submission channel

Official e-sourcing portal

Electronic submission

Allowed

Accepted languages

en