Section one: Contracting authority
one.1) Name and addresses
Flintshire County Council
County Hall, Mold
Flintshire
CH7 6NA
procurement@denbighshire.gov.uk
Telephone
+44 1824712194
Country
United Kingdom
NUTS code
UKL23 - Flintshire and Wrexham
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0419
one.1) Name and addresses
Wrexham County Borough Council
Commissioning Procurement and Contract Management Unit, Lampbit Street
Wrexham
LL11 1AR
Telephone
+44 1978292798
Country
United Kingdom
NUTS code
UKL23 - Flintshire and Wrexham
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0264
one.1) Name and addresses
Cyngor Gwynedd Council
Uned Caffael / Procurement Unit, Swyddfeydd y Cyngor, Stryd y Jel / Council Offices, Shirehall Street
Caernarfon
LL55 1SH
Telephone
+44 1286679787
Country
United Kingdom
NUTS code
UKL12 - Gwynedd
Internet address(es)
Main address
https://www.gwynedd.llyw.cymru
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0361
one.1) Name and addresses
Denbighshire County Council
Wynnstay Road
Ruthin
LL15 1YN
procurement@denbighshire.gov.uk
Telephone
+44 1824712612
Country
United Kingdom
NUTS code
UKL13 - Conwy and Denbighshire
Internet address(es)
Main address
https://www.denbighshire.gov.uk
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0280
one.1) Name and addresses
Isle of Anglesey County Council
Isle of Anglesey County Council, Council Offices, Llangefni
Anglesey.
LL77 7TW
Telephone
+44 1248750057
Country
United Kingdom
NUTS code
UKL11 - Isle of Anglesey
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0369
one.1) Name and addresses
Conwy County Borough Council
Bodlondeb, Bangor Road
Conwy
LL32 8DU
Telephone
+44 1492574000
Country
United Kingdom
NUTS code
UKL13 - Conwy and Denbighshire
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0389
one.2) Information about joint procurement
The contract involves joint procurement
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Framework Agreement for the Provision of a Legal Case Management System
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
This project is to award a Framework Agreement for a single supplier to provide a legal case management system for up to six North Wales Local Authorities.
Four of the North Wales Authorities require a Legal Case Management System imminently and the framework agreement will be available for the other two Local Authorities to utilise during the 4 year framework term if they so wish.
Contracts will be awarded by each individual Authority with four being awarded following the award of the framework agreement.
The system should have the facility support the following:
Definable roles and permissions used for access
Remote access to all elements of the system
Categorisation of matters
Tracking the status of matters and work distribution
Time recording and billing
Document creation and storage – bundling, versioning etc.
Detail reporting and case-related metrics
Retention policies; easy to archive and delete matters, automated where possible
Provision of precedents, templates and workflows to automate routine legal processes
Integration with key systems utilised i.e., HMCTS portals, Land Registry etc.
Integration with core Microsoft Products, including Word, Outlook, Excel and Share Point, and importantly, secure email functionality. The Councils have completed, or are in the process of, migrating their estate to Microsoft 365 – the system must be compatible with this technology.
The system should have a sustainable development pathway
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £650,350
two.2) Description
two.2.2) Additional CPV code(s)
- 72000000 - IT services: consulting, software development, Internet and support
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKL23 - Flintshire and Wrexham
- UKL12 - Gwynedd
- UKL11 - Isle of Anglesey
- UKL13 - Conwy and Denbighshire
Main site or place of performance
North Wales
two.2.4) Description of the procurement
Award of Single Supplier Framework Agreement to provide a legal case management system for up to six North Wales Local Authorities.
Four of the North Wales Authorities require a Legal Case Management System imminently and the framework agreement will be available for the other two Local Authorities to utilise during the 4 year framework term if they so wish.
Contracts will be awarded by each individual Authority with four being awarded following the award of the framework agreement. The system should have the facility support the following:
Definable roles and permissions used for access
Remote access to all elements of the system
Categorisation of matters
Tracking the status of matters and work distribution
Time recording and billing
Document creation and storage – bundling, versioning etc.
Detail reporting and case-related metrics
Retention policies; easy to archive and delete matters, automated where possible
Provision of precedents, templates and workflows to automate routine legal processes
Integration with key systems utilised i.e., HMCTS portals, Land Registry etc.
Integration with core Microsoft Products, including Word, Outlook, Excel and Share Point, and importantly, secure email functionality. The Councils have completed, or are in the process of, migrating their estate to Microsoft 365 – the system must be compatible with this technology.
The system should have a sustainable development pathway
two.2.5) Award criteria
Quality criterion - Name: System Requirements / Weighting: 7%
Quality criterion - Name: Documents and Communication / Weighting: 14%
Quality criterion - Name: Case Management Requirements / Weighting: 28%
Quality criterion - Name: Implementation, Data Migration and Training Requirements / Weighting: 7%
Quality criterion - Name: Integration and Collaboration / Weighting: 7%
Quality criterion - Name: Product Support and Maintenance / Weighting: 7%
Quality criterion - Name: Community Benefits / Weighting: 5%
Price - Weighting: 25
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-011054
Section five. Award of contract
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
16 August 2023
five.2.2) Information about tenders
Number of tenders received: 4
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 4
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Civica UK Limited
Eighth Floor, Southbank Central, 30 Stamford Street
London
SE19LQ
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £650,350
Section six. Complementary information
six.3) Additional information
(WA Ref:134133)
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom