Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
Flintshire County Council
County Hall, Mold
Flintshire
CH7 6NA
UK
Telephone: +44 1824712194
E-mail: procurement@denbighshire.gov.uk
NUTS: UKL23
Internet address(es)
Main address: https://www.flintshire.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0419
I.1) Name and addresses
Wrexham County Borough Council
Commissioning Procurement and Contract Management Unit, Lampbit Street
Wrexham
LL11 1AR
UK
Telephone: +44 1978292798
E-mail: procurement@wrexham.gov.uk
NUTS: UKL23
Internet address(es)
Main address: https://www.wrexham.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0264
I.1) Name and addresses
Cyngor Gwynedd Council
Uned Caffael / Procurement Unit, Swyddfeydd y Cyngor, Stryd y Jel / Council Offices, Shirehall Street
Caernarfon
LL55 1SH
UK
Telephone: +44 1286679787
E-mail: caffael@gwynedd.llyw.cymru
NUTS: UKL12
Internet address(es)
Main address: https://www.gwynedd.llyw.cymru
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0361
I.1) Name and addresses
Denbighshire County Council
Wynnstay Road
Ruthin
LL15 1YN
UK
Telephone: +44 1824712612
E-mail: procurement@denbighshire.gov.uk
NUTS: UKL13
Internet address(es)
Main address: https://www.denbighshire.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0280
I.1) Name and addresses
Isle of Anglesey County Council
Isle of Anglesey County Council, Council Offices, Llangefni
Anglesey.
LL77 7TW
UK
Telephone: +44 1248750057
E-mail: procurement@anglesey.gov.uk
NUTS: UKL11
Internet address(es)
Main address: https://www.anglesey.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0369
I.1) Name and addresses
Conwy County Borough Council
Bodlondeb, Bangor Road
Conwy
LL32 8DU
UK
Telephone: +44 1492574000
E-mail: procurement@conwy.gov.uk
NUTS: UKL13
Internet address(es)
Main address: https://www.conwy.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0389
I.2) Joint procurement
The contract involves joint procurement
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Framework Agreement for the Provision of a Legal Case Management System
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.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
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
650 350.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
72000000
48000000
II.2.3) Place of performance
NUTS code:
UKL23
UKL12
UKL11
UKL13
Main site or place of performance:
North Wales
II.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
II.2.5) Award criteria
Quality criterion: System Requirements
/ Weighting: 7%
Quality criterion: Documents and Communication
/ Weighting: 14%
Quality criterion: Case Management Requirements
/ Weighting: 28%
Quality criterion: Implementation, Data Migration and Training Requirements
/ Weighting: 7%
Quality criterion: Integration and Collaboration
/ Weighting: 7%
Quality criterion: Product Support and Maintenance
/ Weighting: 7%
Quality criterion: Community Benefits
/ Weighting: 5%
Price
/ Weighting:
25
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2023/S 000-011054
Section V: Award of contract
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
16/08/2023
V.2.2) Information about tenders
Number of tenders received: 4
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from 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
V.2.3) Name and address of the contractor
Civica UK Limited
Eighth Floor, Southbank Central, 30 Stamford Street
London
SE19LQ
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 650 350.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
(WA Ref:134133)
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
18/08/2023