Decision details

Re-procurement of the Legal Case Management System

Decision Maker: Assistant Director - Technology

Decision status: Recommendations approved

Is Key decision?: Yes

Is subject to call in?: Yes

Purpose:

The purpose of the report is to seek approval for the procurement of a legal case management system (LCMS) for 2 years, with two optional 2-year extensions (possibly 6 year contract), and the provision of an increased budget to support an increase in contract costs.

The solution will support a broad range of disciplines within the Legal Service, meeting key functional requirements while also enabling efficient, effective and innovative ways of working.

Decision:

The Authority proceed with a competitive procurement process for the procurement of a new legal caseworks management system.

Reasons for the decision:

- Encourages participation from a broad supplier market, including SME’s allowing a full appraisal of the currently available systems on the market.
- Avoids unnecessary barriers to entry
- Supports competitive pricing and whole life cost transparency
- Provides a solution sized and designed for one large authority
- Allows consistent processes, workflows, and reporting across Legal Services
- Focus’s on statutory and information governance requirements around special category data. - Provides the flexibility to adapt to the changes in technology and assess supplier roadmaps and hosting approaches

Alternative options considered:

Do nothing – rejected due to the current platform being deemed end of life at the end of the current contract and the timescale associated with procuring and implementing a new system lead time. Without a system it would force the service back to a paper-based filing system which would present a clear risk to service delivery due to the risk to confidentiality, severe impact to efficiency, and increased overheads.

Direct award or incumbent-only – rejected due to the opportunities that might be present in a full market engagement. Would limit the ability for the council to demonstrate value for money and reduce competition

Procure on a framework (call off) – rejected as this prevents a barrier to include all suppliers and prevents a competitive whole market engagement.

Publication date: 09/04/2026

Date of decision: 09/04/2026

Effective from: 17/04/2026

Accompanying Documents: