Section one: Contracting authority/entity
one.1) Name and addresses
Coventry City Council
Council House,Earl Street
COVENTRY
CV15RR
Contact
Procurement Services
procurement.services@coventry.gov.uk
Telephone
+44 2476831163
Country
United Kingdom
NUTS code
UKG33 - Coventry
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Legal case management software system
Reference number
COV-10055
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKG33 - Coventry
two.2.4) Description of the procurement at the time of conclusion of the contract:
The Council is tendering to contract for a cloud hosted Legal Case Management software system.
The contract will include within its scope the implementation, project management, training, data migration, ongoing hosting, subscription / licensing, ongoing support & maintenance and any relative development and/or upgrades required during the term.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
174
Section four. Procedure
four.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2021/S 000-012228
Section five. Award of contract/concession
Contract No
COV-10055
Title
Legal Case Management Software
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
28 May 2021
five.2.2) Information about tenders
The contract/concession has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Civica UK Limited
London
Country
United Kingdom
NUTS code
- UKI - London
Companies House
01628868
The contractor/concessionaire is an SME
No
five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £760,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Coventry City Council Legal Services
Coventry
Country
United Kingdom
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 48000000 - Software package and information systems
seven.1.3) Place of performance
NUTS code
- UKG33 - Coventry
seven.1.4) Description of the procurement:
The Council is tendering to contract for a cloud hosted Legal Case Management software system.
The contract will include within its scope the implementation, project management, training, data migration, ongoing hosting, subscription / licensing, ongoing support & maintenance and any relative development and/or upgrades required during the term.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
174
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£760,000
seven.1.7) Name and address of the contractor/concessionaire
Civica UK limited
London
Country
United Kingdom
NUTS code
- UKG33 - Coventry
Companies House
01628868
The contractor/concessionaire is an SME
No
seven.2) Information about modifications
seven.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
An increase in the contract value to cover additional expenditure to be made under the contract.
An increase in the original contract scope/description to include the supply of Ceremonies and Members case management functionality within the contract and software supplied.
seven.2.2) Reasons for modification
Need for additional works, services or supplies by the original contractor/concessionaire.
Description of the economic or technical reasons and the inconvenience or duplication of cost preventing a change of contractor:
The required additional functionality can be supplied by the incumbent supplier through the software currently contracted and supplied to the Council.
The inconveniences and the duplication/creation of additional costs would arise from:
• Having to conclude potentially 2 procurements to procure software for the new functionality we require. This will require resource/time from Procurement, Legal and the client area. It will also delay the Council receiving the benefit of the new functionality as we will have to wait to conclude the procurement
• procuring new software, this will potentially see a duplication in hosting costs to host the new software whilst we are paying hosting costs for the existing contracted software
• procuring new software will require additional contract management and invoice processing that will be needed by the Council
• procuring new software will not allow the Council to investigate potential interoperability of all of the modules (Legal, coroner, ceremonies and members) within one platform that could provide some efficiencies. This is most likely anticipated between coroners and ceremonies.
seven.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)
Value excluding VAT: £760,000
Total contract value after the modifications
Value excluding VAT: £1,053,000