Very High Cost Crime Case Management System built on Microsoft Technologies

Tender description

Pre-market engagement No pre-market engagement has taken place Work done so far We have completed an options analysis to explore potential new solutions for the VHCC Team. Following this assessment, the approach is to enable ongoing VHCC operations with a new solution, preferably working more closely with wider CCU operations and functions e.g. integration with CCU's ROC system. Which phase the project is in Discovery Existing team The VHCC Team are part of the CCU and they manage the Criminal VHCC scheme. Within the VHCC team, there are 3 key user roles Notifications Officers, Senior Case Managers and Case Managers contract. There are 11 VHCC case managers who mainly do VHCCs, 2 who partially cover VHCCs amongst other things. There are 2 senior caseworkers with overall responsibility for VHCCs. There is 1 Head of CCU with overall accountability. Day to day management of a VHCC involves the ongoing negotiation of work required on a contract case. All contracted cases are Crown Court trials listed for 61 days or more. Case Managers will review, discuss and approve task lists from providers which are submitted every 12 weeks. Case Managers will audit the work every 12 weeks and make a payment Address where the work will be done The VHCC team is primarily based at Legal Aid Agency, Level 6, The Capital, New Hall Place, Liverpool, L3 9PP, however, work can also be completed virtually within the UK only. Working arrangements The supplier’s staff will be expected to be available during the typical working hours of the VHCC team (Monday to Friday 9am-5pm) in order to maximise knowledge transfer. We require the supplier to hold agile ceremonies as well as regular update/‘show and tell’ sessions for VHCC and LAA Digital which will take place over MS Teams. Provide more information about your security requirements: Security Check (SC) Provide more information about your security requirements: All must have Security Check (SC) vetting as a minimum. Latest start date 2025-10-20 Enter the expected contract length: 2 years Extension period: 1 year Special terms and conditions No expenses will be paid in this contract. Write the term or acronym: LAA: Write the term or acronym: LAA Digital: Write the term or acronym: CCU: Write the term or acronym: VHCC: Write the term or acronym: ROC: Write the term or acronym: System: Write the term or acronym: Service Hours: Write the term or acronym: Legal Aid Fund: Write the term or acronym: Central Funds: Are you prepared to show your budget details?: Yes Indicative maximum: 376000 Provide further information: Breakdown: Support - £ 163,000.00 Development work - £ 150,000.00 Contingency - £63,000.00 Total £ 376,000.00 Confirm if you require a contracted out service or supply of resource Contracted out service: the off-payroll rules do not apply Summary of work Project Overview The LAA is seeking suppliers to support the development of a replacement solution for part of its legacy CIS case management system used by the LAA's VHCC Team. The project’s primary goal is to provide a modern solution that replaces functionality used by the VHCC Team (a team within CCU) in the LAA's legacy CIS application. The project will include transitioning VHCC operations and data out of CIS and onto the new VHCC solution. Ideally the new VHCC solution would align with CCU’s existing and more widely used system, known as the ROC, a customised Microsoft Dynamics 365 platform. This new VHCC solution should streamline how VHCC cases are managed, how claims are processed, and how payments are triggered. It should also improve consistency across CCU operations and reduce reliance on manual processes. Key Objectives >Project services to develop, implement, and transition to a new VHCC solution for the VHCC Team, providing case management and claim capabilities, and integrated with necessary LAA Digital APIs. >Annual Maintenance & Support services for the new VHCC solution. >Continuation of Annual Maintenance & Support services for the ongoing operation of the LAA’s ROC system utilised by the CCU. Where the supplied staff will work No specific location (for example they can work remotely) Who is the organisation using the products or services The Ministry of Justice (MOJ) is buying services on behalf of the Legal Aid Agency. The LAA is an executive agency of the MOJ. Why the work is being done The LAA is initiating this work to deliver on its decision to formally sunset the legacy CIS application, which is currently used in part by the VHCC Team. VHCC’s use of CIS includes managing cases, processing claims, and triggering payments from the Legal Aid Fund. CIS as a legacy solution is no longer considered fit for purpose, and does not meet the future operational needs of the VHCC Team or the wider organisation. Its limitations have led to inefficiencies, manual workarounds, and a lack of integration with other systems used by the CCU. To address this, the LAA has completed an options analysis and selected a solution that will need to deliver a new solution to support the VHCC Team's operation, and enable the LAA to decommission the relevant parts of CIS. The business problem you need to solve The LAA needs to retire its legacy CIS application, which is no longer fit for purpose. One part of this system is still used by the VHCC Team to manage cases, process claims, and trigger payments from the Legal Aid Fund. However, the system is outdated, inefficient, and operates in isolation from the rest of the CCU, which uses a separate Microsoft Dynamics 365 system known as ROC to manage similar processes. This disjointed setup leads to duplicated effort, manual workarounds, and inconsistent workflows across teams. The problem we need to solve is that we need to transition VHCC operations off CIS and into a modern environment that supports efficient case management and claims processing—without disrupting ongoing services. Suppliers should be aware that this work involves delivering a new solution for the VHCC team. Integration with CCU's ROC system would be preferable if possible. Risks include ensuring continuity of service during the transition and managing integration with existing LAA Digital APIs. In addition, the LAA needs a supplier to provide ongoing maintenance and support for the new VHCC solution, as well as CCU's existing ROC system. First user type: Within the VHCC team, there are 3 key user roles: First user type: Notifications Officers First user type: Senior Case Managers First user type: Case Managers