London Tribunal Managed Service, (LTMS)
AI Summary
The procurement is for a comprehensive London Tribunal Managed Service (LTMS) that will be delivered by the selected supplier on behalf of London Councils. It covers the full lifecycle of appeal and non‑appeal processes, requiring robust data capture and case management capabilities as well as secure, timely communication and documentation exchange among appellants, representatives, enforcement authorities, adjudicators and tribunal staff.
The service package includes the publication and maintenance of a publicly accessible statutory register, ensuring accuracy, integrity, retention and accessibility of records in compliance with statutory obligations. It also requires integrated hearing‑centre support, encompassing reception, administrative, clerical, security and technical provision to facilitate remote, in‑person and hybrid hearings, and the seamless operation of the Tribunal’s Case Management System (CMS) and associated digital services. Additionally, the supplier will manage the necessary hardware ICT infrastructure and will coordinate data transfer services for the Trace (Tow‑Away, Removal and Clamping Enquiry) and TEC (Traffic Enforcement Centre) components under Lots 1 and 2.
The supplier must guarantee that all systems deliver a complete and auditable record of interactions, maintain the statutory register according to agreed service standards, and ensure the CMS operates effectively and securely.
Description
Data capture and case management for all appeals, statutory declarations and witness statements;
The timely and secure exchange of all appeal-related and non-appeal-related communications, notices, decisions, and correspondence between appellants, representatives, enforcement authorities, adjudicators, and London Tribunals staff, maintaining a complete and auditable record of all interactions;
Provide, maintain, and administer a publicly accessible statutory register, ensuring the timely publication, accuracy, integrity, retention, and accessibility of records in accordance with relevant statutory obligations and agreed service standards, and;
Deliver integrated hearing centre support services, including reception, administrative, clerical, security, and technical support, to facilitate the efficient delivery of remote, in-person, and hybrid hearings, and to ensure the effective operation of the Case Management System (CMS) and related digital services, etc.
The current services were procured under 4 distinct Lots:
Lot 1: Tribunal Services;
Lot 2: Tribunal Services, (RUCA), similar in scope to Lot 1 but with RUCA and GLA oversight;
Lot 3: Hardware ICT Infrastructure, necessary to operate the above services, and;
Lot 4: Trace, (Tow-Away, Removal and Clamping Enquiry) and TEC, (Traffic Enforcement Centre – Data transfer services), requiring the Lot 1 and 2 service provider to liaise with Trace and TEC which is an external resource.
The proposed procurement would be to retain Lot 1 and 2, but have the Hardware ICT Infrastructure and Trace and TEC as services managed by the successful supplier for Lot 1 and 2, as either a supply chain, (hardware) or managed service, (Trace and TEC).
London Councils estimate that there will be a maximum 1 year mobilisation of these services between the current incumbent and any new service provider, with the service contract being let by December 2027, to provide a one year transition and mobilisation between the current incumbent and any new provider.
London Councils would like to engage with the supply market to discuss these services and receive comment on the draft specification and procurement strategy, to allow feedback and impact both, before formally tendering the services. London Councils estimate that the UK 4 Tender Notice will be published early 2027, and has attached a procurement timeline indicating the process steps and dates.
Please note, this is a preliminary market engagement and presently not a formal public procurement, and London Councils does warrant of guarantee that there will be a formal procurement. All costs of engagement should be borne by the economic operators expressing interest in this opportunity.
Contract location: UK
Engagement process description
London Councils would welcome interested parties engagement with this procurement with an "open day" session at London Councils Offices in London on 6th November 2026, from 10.00 to 13.00 hrs.
Would all interested parties please advise your attendance via the London Councils e-procurement portal, www.proactisplaza.com > London Councils > London Tribunal Managed Services.
The draft specification is available at the Proactis Portal along with the Lot Strategy, which will be the basis of the engagement meeting.
Those economic operators unable to attend can liaise directly though the Proactis Portal and London Councils will provide any clarifications and responses there.
Lot: 1
This contract is subject to renewal: Yes
Languages in which tenders or requests to participate may be submitted: En