Procurement of a case management system for the use of one legal, the shared legal service for Tewkesbury, Cheltenham and Gloucester Councils.

The contracting authority, Tewkesbury Borough Council, is the host authority for a shared legal service between Tewkesbury Borough Council, Cheltenham Borough Council and Gloucester City Council, which is known as “One Legal”. The authority is conducting a procurement using the open procedure in accordance with the public contracts Regulations 2015 for the purpose of acquiring a case management system with the following capabilities:

— enable the sharing of data and documents between approved users,

— automatic compilation of complex legal documentation,

— usage of standard documentation; templates, forms and e-mails using case data and defined prompts,

— support comprehensive case management, with document production and court bundling and incorporating features such as key dates, parties and financial information,

— achieve consistency of file management and improve record keeping across the department, allowing users to easily search for cases, e-mails, documents for matters in progress,

— manage and report on performance such as caseloads, matter types including the provision of coherent and reliable management information for One Legal's management team, and for clients, through standard reports,

— provide billing and costs projections,

— record high risk and conflict of interest matters,

— develop and utilise workflows to support case management processes, facilitate more efficient working, and allow supervisors to monitor and control compliance with regulatory and practice management requirements,

— enable mobile and remote working,

— support one legal in meeting the law society’s practice management standards (Lexcel) if adopted by one legal,

— adapt to evolving business needs.