General Legal Advice Services (GLAS) - Crown Commercial

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General LegalAdvice Services(GLAS)Customer guidance (RM3786)

General Legal Advice Services RM3786 2Panel TitleGeneral Legal Advice Services (GLAS)Panel ReferenceRM3786Start Date28 February 2017End Date28 February 2021 (extended from original expiry date)Accessible toAll Ministerial and Non Ministerial UK Government Departments,including their Executive Agencies and other subsidiary bodies(full details in the OJEU Contract Notice)OJEU Contract Notice2016/S 174-313246Contact detailsE: 0345 410 2222CCS Website and further documents cts/rm3786

General Legal Advice Services RM3786 3contents1. Introduction 05 Purpose of this document 05 Background 05 Features and benefits 052. Panel Scope 06 Prospectuses 07 Jurisdictions 07 Panel Timeframe 07 Panel Rates 07 Supplier List 08 Requirement to bid 09 Use of Tier 1 Panel Firms 093. Procurement process 10 Is the Work Suitable to be completed by an external firm?11 Internal Approval 12 Choosing which Panel is most suitable for your matter13 Develop the Specification 14 Choosing a Suitable Route to Select a Supplier15 Engaging Suppliers 17 Direct Award process 18 Further Competition process 19 Legal Services Contract order form (LSC)20 Publishing your contract on Contracts Finder214. Contract management and exit 22 Review supplier performance 22 Contract variation 22 Sharing best practice 22 Knowledge transfer 22 Exiting the contract 23

General Legal Advice Services RM3786 4contents / continued5. Running a Successful Further 24 Select a suitable Tender Evaluation Methodology24 Selecting a shortlist of Panel firms for a competition25 Using an Expression of Interest25 Market Engagement 25 Publishing your tender 25 Clarifications 25 Evaluation of bids 26 Overall award 27 Contract Award and Feedback to bidders27 Award letters (letters to the successful and unsuccessful suppliers)27 Timescales 27 Other Considerations 286. Other guidance areas 29 Capacity building and “co- partnering” relationships29 Secondments 30 Consortia and Sub-contractors 31 Alternative Fee Arrangements 31 Sensitive, Secret and Top Secret information32 Working without a Legal Services Contract327. Value added service 33Appendix 358. Further information 36

1General Legal Advice Services RM3786 5IntroductionThis guidance is designed to help customers buy Legal Services through the GeneralLegal Advice Services (GLAS) Panel (RM3786) (the “Panel”) quickly and efficiently.This document is not a legal document and is to be used as guidance only.BackgroundFeatures and benefits of the PanelThe Panel has been established by CCS inpartnership with the Government LegalDepartment to provide a simple and legallycompliant route to market for the purchase of awide range of legal services requirements across23 mandatory and 12 optional specialisms. Provides a flexible route to market by usingeither a direct award to one firm, or byundertaking a further competition between anumber of firms.The Panel includes 12 firms on Tier 1, and 6 firmson Tier 2 and is to be used as the default route tomarket for all Central Government Departmentsand their Executive Agencies, and is also enabledfor Government companies and specified keyarms-length bodies.Full details of all bodies eligible to use this Panelcan be found in the OJEU contract notice 2016/S174-313246All relevant documentation relating to this Panelcan be found on the CCS website detailed at thebeginning of this document. Hourly, daily and monthly rates available, withfurther ability to agree alternative feearrangements or request rate reductions. Panel firms are under specific duty to minimisecosts, maximise efficiency and seek furtherinnovations throughout their engagements. Standard terms and conditions agreed by allPanel firms, offering bespoke terms specificallydesigned for Central Government. Access to further value added benefits,including free training sessions, secondments,staff exchanges and free legal advice.

General Legal Advice Services RM3786 62Panel ScopeThe Panel firms can provide advice in relation tothe following specialismsMandatory Specialisms Public Law Contracts Competition Law Construction Law Corporate Law Dispute Resolution Employment Law Environmental Law EU law Information Law including Data Protection Law Information Technology Law Intellectual Property Law Litigation Non-complex Finance OutsourcingOptional Specialisms Education Law Child Law Energy and Natural Resources Rural and Environmental Affairs Food Health and Healthcare Health and Safety Life Sciences Public Inquiries and Inquests Franchise Law Telecommunications Law of International Trade Investment and Regulation Public International LawFurther detail in relation to each Specialism is setout in Schedule 3 of the Panel Agreement1, and alist of which Panel firm provides each OptionalSpecialism can be found here. Partnership Law Pensions Law Planning Law Projects / PFI/PPP Public Procurement Law Real Estate and Real Estate Finance Restructuring/Insolvency Tax Law1This can be found in the Documents tab of the CCS Website, entitled “RM3786 Panel Services V4.0”

General Legal Advice Services RM3786 7ProspectusesPanel timeframeTo help Panel customers select the right firm, eachPanel firm has developed an up to dateprospectus setting out details of their experienceand expertise in relation to each specialism theyprovide. Links to these can be found here.The Panel Agreement has been extended to 28February 2021. Call off Legal Services Contractscan be executed up to this date, and can extend tono later than two years after the end of the PanelAgreement.The Prospectuses should be used by customerswhen selecting suppliers for direct awards, and forselecting Panel firms to invite to furthercompetitions.CCS intend to replace this Panel prior to the PanelAgreement expiry date, and will publish furtherdetails nearer the time of this Panel’s expiry.Please note that we do not recommend the use ofexternal rankings such as Legal 500 or Chambersin the selection of Panel firms.Each Panel firm has been asked to provide ratesfor 5 different fee earner grades. A shortdescription is noted below and the full contractualdescription is set out in Schedule 3 of the PanelAgreement.JurisdictionsThe Panel has been established for the provisionof advice under the law and jurisdictions ofEngland and Wales. In addition suppliers arerequired to be able to provide advice on Scottishlaw where required.The Panel also covers buying foreign law advice inany of the Mandatory Specialisms, and theOptional Specialisms (if a Panel firm providesthem). Please note that firms’ have differingcapabilities to provide advice in other jurisdictionsin different areas of law. A list of the capability ofTier 1 Panel firms in key jurisdictions as detailed intheir corporate websites but we suggest that if youhave a requirement, you refer to separateguidance prior to engaging a firm.Public International Law and Law of InternationalTrade are Optional Specialisms under the Panel. Ifyou have a requirement for these specialisms youshould only contact the firms who are noted asproviding that specialism.Panel Rates

General Legal Advice Services RM3786 8Supplier PersonnelShort description of rolePartnerkey contact with the Panel Customer with overall responsibility for qualityassurance, success of project and supervision of Supplier Personnel;Senior Solicitormain contact for day-to-day Panel Customer liaison (for more complex/significant and non-routine matters);5-7 years or more post qualified experience in relevant field of work.main contact for day-to-day Panel Customer liaison (for simple and routinematters);Solicitorperforming work typically requiring at least two years’ legal experience in therelevant field of work with 3-5 years or more post qualified experience inrelevant field of workJunior Solicitorperforming work typically requiring at least two years’ legal experience in therelevant field of work with 3-5 years or more post qualified experience inrelevant field of workTrainee / Paralegalperforming work that can be appropriately delegated to a Trainee Solicitor orParalegal with 2 or more years experience.Each Panel firm has set out its rates for each grade of Supplier Personnel for hourly, daily and monthlytime periods. While there is scope for discounts against those rates, Panel firms are not able to charge inexcess of them.You can download a copy of the panel rate card directly from our eSourcing suite.Supplier ListThere are 12 firms or consortia on Tier 1 and six on Tier 2, as listed below.Tier 1Tier 2 Burgess Salmon LLP PwC Consortium Bevan Brittan LLP Linklaters LLP Hogan Lovells International LLP DAC Beachcroft LLP E versheds Sutherland(International) LLP Mills & Reeve LLP TLT LLP Simmons and Simmons LLP Dentons UK and Middle East LLP Gowlings WLG (UK) LLP Field Fisher Waterhouse Pinsent Masons LLP Womble Bond Dickinson (UK) LLP Slaughter & May DLA Piper UK LLP Browne Jacobson LLP

General Legal Advice Services RM3786 9Requirement to bidUse of Tier 1 Panel FirmsSuppliers are required to bid for all opportunitiesthat they are offered unless: They have a conflict of interest which cannotbe mitigated to the Customer’s satisfactionThe Tier 1 firms should be the default startingpoint for any new matters, as Tier 2 wasestablished only in the circumstance that Tier 1did not have sufficient capacity or capability. They do not have adequate resources availableto provide the services to the requiredstandardYou must consider and eliminate all Tier 1 firmsbefore you consider or approach a Tier 2 firm toprovide the services. They do not have the required level ofexpertise in the specific area of legal practicerequiredThe Panel firms all report on a Key PerformanceIndicators for the number of opportunities thatthey decline, and CCS / GLD monitor these toensure that the Panel provides suitable coveragefor the Customer’s needs.Please see below for details on the thingscustomers should consider when deciding whichfirms to invite to bid.

3Procurement processGeneral Legal Advice Services RM3786 10

General Legal Advice Services RM3786 11Is the Work Suitable to be completed by an external firm?You should consider whether the work that you need completed can be undertaken by your usual internal legal support, including Government Legal Department if applicable.

General Legal Advice Services RM3786 12Internal ApprovalYou should ensure that you have the necessaryauthority to begin to engage external legalsupport, and that you have the necessary approvalrequired to continue through the process. Your internal legal function - they may be ableto assist you in developing requirements andsupervising the matter with you, or workingwith the Panel firm, as appropriate.The nature of the approval process dependson the organisation that you work for, andguidance for this can generally be found on yourorganisation’s intranet site. Alternatively, yourcommercial or procurement team will be ableto advise you. It does help to ensure that yourrequest for approval sets out where it would likeflexibility (e.g. in the way that you select a firm),so that you reduce the likelihood of further delayscaused by needing re-approval. The budget holder for the relevant department– they will need to confirm that there issufficient budget allocatedIn most cases, you are likely to need a businesscase and budget approved by the relevantstakeholders, and you should consider engagingthe following people: Business stakeholder - support for yourbusiness case and the engagement as a whole Your commercial or procurement team - theymay be able to support you in procuring legalservices (including using their procurementportal and ensuring the correct internalgovernance has been undertaken). This mayinclude approving the use of the procurementroute and market engagement approach thatyou have agreed.Please note that Cabinet Office rules will need tobe followed in regard to any engagement can befound here.

General Legal Advice Services RM3786 13Choosing which Panel is most suitable for your matterCentral Government Departments and theirExecutive AgenciesGLAS is the default route to market for CentralGovernment Departments and their ExecutiveAgencies unless the more specialist RM3756 (Rail)or RM3787 (Finance and Complex) panels are moresuitable, or in the limited circumstances set out inthe Exceptions Process (see below).Arms Length BodiesALBs who can use GLAS may also be eligible to usethe RM3788 Wider Public Sector Panel.You should consider first whether your organisationis eligible to use the panel in question, and thenuse the relevant documents to confirm whether thepanel scope is suitable for your needs.If you are unclear, refer to the panel manager atCCS detailed in the contact information on the webpages for the relevant panel.Exceptions ProcessAny Central Government Department or ExecutiveAgency considering using legal firms outside ofthese panels must follow the Exceptions processincluding demonstrating that using an off-panelfirm represents better value for money than usingthe Panel. Details of the Exception Process can befound in the Appendix.

General Legal Advice Services RM3786 14Develop the SpecificationA specification is a statement of the requirements tobe met by the Panel firm, and this will form the basis ofyour procurement, and the later call off Legal ServicesAgreement that will be signed with Panel firm that youengage. The better the specification for the workis, the more able the Panel firms will be at providingyou with a robust quality bid and fee quote.A good specification should include: Purpose of the overall project or engagement Clear description of the services required fromthe supplier, including what deliverables youare expecting from them, and what is in or outof scope. The liability limit that you wish to apply and/or the level of insurance that you wish thesupplier to hold. You should define any key areas of expertisethat you want them to provide, as well as anyareas where advice will be provided by the inhouse team, and be as clear as possible aboutthe level of specialist support you will wantfrom the Panel firm. Consider whether you are likely to want asecondee from the firms’ team to support thematter at any point during the project. Any project management of the legal servicesthat you need. Any scope for innovation that you canenvisage (e.g. AI solutions, or where you wantthe supplier to provide their view of how toundertake the work). Any timescales or deadlines for theengagement and duration of the contract. For longstanding contracts and/or those whichinvolve the supplier using their own IT or AIinnovations, you should consider how youwant exit or project closure to work. The level of interaction that you will want themto have with the you, the internal legal teamand / or the project team What level of reporting and contract managementyou wish to have through the engagement Any assumptions that you are making in relationto the work, and flexibilities that may be requiredthrough the duration of the project (if any).The Specification does not need to be fullycomplete before you go start the procurementprocess if you anticipate using market engagementas a way of building your understanding of how aPanel firm could meet your requirements.

General Legal Advice Services RM3786 15Choosing a Suitable Route to Select a SupplierUnder the Panel, there are two mechanisms toinstruct suppliers: Direct Award to one firm, or Further CompetitionThe key difference between the two is that the feesfor a Direct Award should be based on panel ratesor alternative fee arrangements (AFAs) based onthose rates, whereas suppliers may be able to offerdiscounted rates in a Further Competition.Either method is compliant with the Panelproviding you do the following: follow the process set out in Schedule 5 of thePanel Agreement, as summarised below; take into account the time and costs it willtake to run a further competition – for bothyou and the suppliers, particularly in thecase of relatively small amounts of work (werecommend that for work estimated to costunder 50k you consider a direct award); and follow the principle that all panel firms aretreated fairly and equally.In all cases, the Customer undertaking theengagement is the body responsible for thecompliance of that process. Therefore, you shouldensure that you are complying with your owndepartmental governance processes prior toengaging a supplier, and take any legal advicethat you feel is appropriate when deciding onthe type of award procedure, drafting the tenderdocumentation, call-off contract, pricing scheduleand award questions.Some key considerations to help you decide onthe right route to market for your matter are setout below.

General Legal Advice Services RM3786 16You should consider a Direct Award if: You feel that the cost of a full procurementprocess (including the bid costs of thesuppliers you ask to bid) is likely to outweighany savings that you could get from acompetition for the matter. Typically, youshould consider this route if you expect thelegal fees to be lower than 50k in total.You should consider a Further Competition if: You have a number of smaller matters thatyou can aggregate up to a larger call off (see“Retainers” section below). You need to engage a firm relatively quickly,and don’t have the time to undertake a FurtherCompetition procedure. There are a number of firms that you feel couldundertake the work to an acceptable qualitystandard, in around the same amount of time. You are satisfied from the prospectuses thatthe firm selected has the relevant expertise toperform the work to the requisite standard,and represents effective value for money. You are seeking to understand the differentways that firms could approach the matter,and the benefits each could have (e.g. use ofautomation or process workflows for moreroutine matters). You require short term secondments (see“Secondments” section below) Your previous engagement with the Tier 1panel firm on related matters means that youare satisfied that they represent the best valuefor money for the new matter, as their previousexperience and background in the subjectmatter will mean that they require less time ininitial engagement. You feel that a competition will be able todemonstrate savings against the panel ratesthat will exceed the costs of the time spent inrunning the procurement. You wish to consider alternative feearrangements (AFAs) not based on panel ratesor pricing models which differ from the timeand materials panel rates. Your matter will be ongoing for a number ofmonths or even years You wish to engage a number of firms in theLegal Services Contract call off(s) as a resultof the competition (e.g. as a mini panel forongoing services).

General Legal Advice Services RM3786 17Engaging Suppliers

General Legal Advice Services RM3786 18A)Direct Award process Review the relevant sections of theprospectuses of the Tier 1 Panel firms andselect the firm that best demonstrates thatthey can meet your specific requirements. Where you consider that a number of the firmscan do the work, you should consider the ratecards of the firms, bearing in mind the rates forthe fee earner who is likely to do the bulk of thework and/or obtain a fee quote from the Panelfirm you select to ensure that your selectionrepresents value for money and is within youranticipated budget. While Panel Rates are to be used, you canrequest a capped or fixed rate based on thosePanel Rates from your chosen firm, to providecost certainty based on assumptions that youhave given to or agreed with the Panel firm. Document the reasons why you have selectedthe firm that you have. Contact the firm that you have selected, andprovide them with your work specification.They can then do their conflict checks, andconfirm that they have the relevant capabilityand capacity, and that they are not conflicted.If you wish for the work to be undertakenunder an AFA, request a fee quote. Should that firm not be able to undertakethe work, you can consider other firms in thesame way, following this process. Send the firm a completed Legal ServicesContract for them to sign and return.

General Legal Advice Services RM3786 19B)Further Competition processA further competition is a process where youpublish a requirement to a number of firms, andask a number of questions requiring their bidresponses within a set timescale. A successfulfurther competition does not need to becomplicated, or take a long time, but will takesome planning and consideration. For furtherdetails please see below in Section 5.Typically, the requirement and the responseswill be split between price and quality. Youshould then evaluate the bids in the way thatyou had set out in the invitation to tender, andaward the Legal Services Contract to the highestscoring bidder.There are different ways that you can run acompetition, and you should consult with yourorganisations’ team that are responsible forlegal procurement, or the CCS team to supportif you have not run a competition before, or arenot confident in running one.

General Legal Advice Services RM3786 20Documentation for a Further CompetitionLegal Services Contract order form (LSC)Typically, you should ensure that you have thefollowing items in the documentation for yourFurther Competition.The Legal Services Contract is made up of theContract Order form and Terms & Conditions, andthe template documents are set out in Schedule8 of the Panel Agreement. Prior to sending theOrder Form to the Panel firms (either for a directaward, or as a document within your furthercompetition) you should complete as much of thedetail as you can, using the embedded guidancenotes for assistance. In particular, you shouldensure you consider and complete the Expensesand disbursements (para 2.5) and liability limit(para 4.1) sections of the Order Form prior tosending it to the Panel Firm(s). Invitation to tender – a covering note statingbasic details about the tender (including thebasis of evaluation) and tendering timescales. Terms of participation – the terms under whichfirms are asked to bid Specification (statement of requirements) –see guidance above. Legal Services Contract Order Form – thisshould be completed considering all of theoptions set out in the highlighted areas of thedraft order form, with placeholders for anythingwhere you are expecting to include thesuccessful bidder’s response to be included. Inparticular, you should ensure that you are clearabout the limit of liability that you expect thefinal Legal Services Contract to hold. Response guidance (award questionnaire)- key questions that you are going to ask forquality and pricing, and details of the scoringmechanism and process for evaluating the bids. Pricing schedule – a template (usually in XLS)for the inclusion of the supplier’s pricing scores) Non-disclosure agreement (if applicable)There are no mandated versions of thesedocuments, as many customer organisationshave their own templates to use, or refer back todocumentation used in previous competitions.CCS also have standard documents that theyuse in many of the competitions that they use.The most important consideration is that yourdocuments are as clear and concise as possible,and that you build a process that adequatelyweighs up the quality and price criteria suitablefor the subject matter of the legal work that yourequire.When you are appointing the successful Panelfirm, you should ensure that, you have a LegalServices Agreement signed by the Panel firm youare using and an authorised person within yourorganisation before any work is undertaken bythe firm. You can find the template document forcompletion on the here.When to send the LSC to the SupplierDirect Award – when you have agreed that theywill be able to do the work, you should send thecompleted LSC to the firm for signature at that point.Further Competition – you should provide adraft LSC with the documentation for tender.You should then populate a final version for thesuccessful bidder when you are awarding thematter to the successful bidder, for them to sign.The LSC shall include (as a minimum): Contract start date Contract end date Contracting Authority Specification Potential extension period Pricing (maximum rates apply for direct award) Benefits Liability Limit

General Legal Advice Services RM3786 21Guidance on completing the LSCWithin the LSC, there are items which arehighlighted in yellow which you should considerand amend as required. Guidance is provided inthe document, but a few key areas of guidance areset out below: Liability Limits - You should ensure this issufficient for your needs, considering thefinancial impact of relying on poor advice.The appropriate limit will depend on thecomplexity of the matter, the advice to beprovided and the level of internal expertiseand supervision available. You should ensurethat the liability limit is set out in the draftorder form sent to suppliers as part of thespecification. . Only in rare circumstancesshould you request unlimited liability from thefirm. Insurance - You should consider the amountof professional indemnity insurance that youwill need the suppliers to hold. In most cases,this should be in line with the liability limit,but in cases where you have asked for a highlimit of liability you should consider asking forspecialist insurance advice. Firms are requiredto hold 10m insurance, although higheramounts may be available for certain matters. Fee Mechanisms and Charges – The defaultposition for daily rates are that they apply after8 hours of work, and monthly rates apply if afee earner works 20 days per month of over 8hours a day. Base location - You need to specify your baselocation in the tender. This is generally wherethe majority of the project team will be, andwhere face to face meetings will occur. Youshould consider how much travelling you willbe expecting the successful firm to undertake,and how much they can reasonably undertakethe work from their home office. Secondments - If you are likely to use asecondment as part of a larger Legal ServicesContract, you will need to indicate as suchin the order form. If you have a secondmentseparate from a call off, you can use asecondment agreement [link to secondmentagreement and guidance] without a LSC.Publishing your contract on ContractsFinderWhere a public contract (in excess of 10,000) isawarded, within 90 days of contract award, youshould publish details on Contracts Finder. Ifyou are using a procurement portal with thehelp of CCS or your commercial team, this will becompleted as part of that process. Otherwise,you manually upload at least the followinginformation: name of the supplier date on which the contract was entered into value of the contract whether the contractor is a SME or VCSE Redacted contract document

General Legal Advice Services RM3786 224Contract management and exitFollowing award of a contract you should followgood commercial contract management practicecommensurate with the matter to ensure that youare able to monitor the suppliers’ performance oftheir obligations. Typically this should include: Ensuring deliverables are received in line withthe specification, and to a sufficient quality. Queries are managed and issues escalated. Updates and reports are provided as required,and contract review meetings attended. Scope changes are considered and managed. Resources allocated to the matter areappropriate and agreed (e.g. is the right mix ofdifferent fee earners used on the matter, is thefirm working efficiently on the matter). Invoicing is correct (including application ofthe correct fees and rates). Work is being undertaken in line with budgetexpectations. Are any value added services and/orinnovations being thought about through thelife of the LSC.Central Government departments should followthe principles of strategic supplier relationshipmanagement issued by the GovernmentCommercial Organisation.Review supplier performanceIt is important to hold regular contractmanagement meetings where appropriate withthe Panel firm to ensure both parties understandtheir responsibilities and that they are fulfilled inaccordance with the contract.Contract variationYou may need to vary the LSC. To do this you willneed to follow the variation process as detailed inthe contract order form. You may wish to speakwith your commercial or procurement team forfurther advice.Sharing best practiceYou should provide details of best practice withCCS and/or GLD so that it can be shared across thepublic sector. Also, if you have any feedback onthe performance of the Panel firm, please contactCCS or GLD’s relationship manager.Knowledge transferKnowledge transfer should be built into anycontract to ensure that future reliance on externalsuppliers is minimised and the building of internalcapability is maximised.

General Legal Advice Services RM3786 23Exiting the contractYou should consider what you may need prior tothe contract start, and complete the Order Form(Paragraph 3.10) accordingly. You should startpreparing for the end of the contract in advance of theexpiry date. You may need to consider how you will: ensure the transfer of any data from thesupplier to your organisation end any joint arrangements with suppliers complete any work star

General Legal Advice Services RM3786 5 Introduction 1 Background The Panel has been established by CCS in partnership with the Government Legal Department to provide a simple and legally compliant route to market for the purchase of a wide range of legal services requirements across 23 mandatory and 12 optional specialisms.

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