London Borough of Barnet has published this notice through Delta eSourcing
| Notice Summary |
|---|
| Title: | Regulatory Case Management and Integrated Document Management Solution |
| Notice type: | UK2: Preliminary market engagement notice |
| Authority: | London Borough of Barnet |
| Nature of contract: | Services |
| Procedure: | Above threshold - Open procedure |
| Short Description: | The London Borough of Barnet is undertaking Pre-Market Engagement (PME) to gather insights and inform its procurement strategy for a comprehensive regulatory case management solution with integrated electronic document and records management capabilities. This solution will support multiple council services by streamlining workflows, ensuring compliance, and improving user experience. Purpose of Engagement: Assess market capability and interest, Gather feedback on proposed service requirements, Understand innovation and best practices, Inform the final procurement approach. Scope of Services: Our current platform supports end-to-end case management and document handling across the following service areas: Planning Building Control Gazetteer (LLPG/LSG) Public Protection (including Community Safety, Counter Fraud, Environmental Health, Food Safety, Scientific Services, Trading Standards) Commercial and Property Licensing Housing Regulatory Services The future solution should deliver: Integrated case and document management for Regulatory Services. Workflow automation to improve efficiency and compliance. Robust search and retrieval capabilities, including metadata and Gazetteer integration. Scalable architecture (cloud-native or SaaS preferred) with strong security and accessibility compliance. Interoperability with existing council systems (GIS, CRM, finance, and reporting tools). Online license application and payment functionality, as well as mobile inspection solutions Ideally a full Gazetteer Management System solution including: Full GMS solution for LLPG and LSG Type 3 LSG (including ASD) Commitment to ensuring solution keeps pace with requirements and best practice to allow authority to deliver compliant LLPG and LSG commitments under DSA Ability to maintain BLPU provenance polygons Efficient workflows including batch process for updating multiple properties based on common address change scenarios Comprehensive access to authority (and relevant database tables) data to support bespoke data extraction and reporting (expectation of select access to database tables and views, or comprehensive API) Ability to store a limited number of local (non-DTF field) data including officer notes If not a full GMS solution, then: BS7666 compliant gazetteer tool for use by system modules Automation of imports and updates, both Full and sequential Change Only Updates, in latest DTF specification Commitment to maintain gazetteer tool in line with national best practice and specifications Solution for non-DTF data use including BLPU provenance polygons Supplier Engagement. We want to hear from a range of suppliers, including local and national SMEs, to ensure a best-value mix and assess the benefits and dis-benefits of different delivery models. This includes: A like-for-like replacement for our current integrated platform. Modular or disaggregated approaches that deliver case management and document management capabilities across one, several, or all of the above service areas. Suppliers should demonstrate: Proven experience in delivering regulatory case management solutions for local authorities. Integrated Electronic Document & Records Management (EDRMS) functionality. Compliance with UK data protection, accessibility, and security standards. Innovation in areas such as cloud deployment, AI-assisted document classification, and user experience design. Contract Details Estimated Total Value: Up to £266k annually Contract Term: To be determined as part of pre-market exercise. Current contract is a 3-year term, though end solution may be multiple call-off contracts. Engagement Process: Supplier Engagement Event: Tuesday 3 February 2026 2pm – 4pm via Microsoft Teams. Interested suppliers should confirm their participation in the Supplier Engagement Event by midday Monday 2nd February to Joshua Henry Joshua.Henry@Barnet.gov.uk. Please ensure Email subject is name |
| Published: | 20/01/2026 13:14 |
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Scope
Scope: Regulatory Case Management and Integrated Document Management Solution
Description:
The London Borough of Barnet is undertaking Pre-Market Engagement (PME) to gather insights and inform its procurement strategy for a comprehensive regulatory case management solution with integrated electronic document and records management capabilities. This solution will support multiple council services by streamlining workflows, ensuring compliance, and improving user experience.
Purpose of Engagement: Assess market capability and interest, Gather feedback on proposed service requirements, Understand innovation and best practices, Inform the final procurement approach.
Scope of Services:
Our current platform supports end-to-end case management and document handling across the following service areas:
Planning
Building Control
Gazetteer (LLPG/LSG)
Public Protection (including Community Safety, Counter Fraud, Environmental Health, Food Safety, Scientific Services, Trading Standards)
Commercial and Property Licensing
Housing Regulatory Services
The future solution should deliver:
Integrated case and document management for Regulatory Services.
Workflow automation to improve efficiency and compliance.
Robust search and retrieval capabilities, including metadata and Gazetteer integration.
Scalable architecture (cloud-native or SaaS preferred) with strong security and accessibility compliance.
Interoperability with existing council systems (GIS, CRM, finance, and reporting tools).
Online license application and payment functionality, as well as mobile inspection solutions
Ideally a full Gazetteer Management System solution including:
Full GMS solution for LLPG and LSG Type 3 LSG (including ASD)
Commitment to ensuring solution keeps pace with requirements and best practice to allow authority to deliver compliant LLPG and LSG commitments under DSA
Ability to maintain BLPU provenance polygons
Efficient workflows including batch process for updating multiple properties based on common address change scenarios
Comprehensive access to authority (and relevant database tables) data to support bespoke data extraction and reporting (expectation of select access to database tables and views, or comprehensive API)
Ability to store a limited number of local (non-DTF field) data including officer notes
If not a full GMS solution, then:
BS7666 compliant gazetteer tool for use by system modules
Automation of imports and updates, both Full and sequential Change Only Updates, in latest DTF specification
Commitment to maintain gazetteer tool in line with national best practice and specifications Solution for non-DTF data use including BLPU provenance polygons Supplier Engagement.
We want to hear from a range of suppliers, including local and national SMEs, to ensure a best-value mix and assess the benefits and dis-benefits of different delivery models. This includes:
A like-for-like replacement for our current integrated platform.
Modular or disaggregated approaches that deliver case management and document management capabilities across one, several, or all of the above service areas.
Suppliers should demonstrate:
Proven experience in delivering regulatory case management solutions for local authorities.
Integrated Electronic Document & Records Management (EDRMS) functionality.
Compliance with UK data protection, accessibility, and security standards.
Innovation in areas such as cloud deployment, AI-assisted document classification, and user experience design.
Contract Details
Estimated Total Value: Up to £266k annually
Contract Term: To be determined as part of pre-market exercise. Current contract is a 3-year term, though end solution may be multiple call-off contracts.
Engagement Process:
Supplier Engagement Event: Tuesday 3 February 2026 2pm – 4pm via Microsoft Teams.
Interested suppliers should confirm their participation in the Supplier Engagement Event by midday Monday 2nd February to Joshua Henry Joshua.Henry@Barnet.gov.uk. Please ensure Email subject is named 'Regulatory Case Management Pre Market Engagement Event'
To view this notice, please click here:
https://londonbarnet.delta-esourcing.com/delta/viewNotice.html?noticeId=1006800540
Total value (estimated):
GBP 2,133,333 excluding VAT GBP 2,559,999 including VAT
Contract dates (estimated)
01/04/2027 to 31/03/2031
CPV Classifications:
30196000 - Planning systems.
48311000 - Document management software package.
48311100 - Document management system.
72222200 - Information systems or technology planning services.
72512000 - Document management services.
Delivery regions:
UKI71 Barnet
Engagement
Engagement deadline
27/03/2026
The engagement has not yet been carried out.Engagement process description:
Supplier Engagement Event: Tuesday 3 February 2026 2pm – 4pm via Microsoft Teams.
Interested suppliers should confirm their participation in the Supplier Engagement Event by midday Monday 2nd February to Joshua Henry Joshua.Henry@Barnet.gov.uk. Please ensure Email subject is named 'Regulatory Case Management Pre Market Engagement Event'
Contracting authority
London Borough of Barnet, PQGD-7479-CGVN
Barnet Council, 2 Bristol Avenue, Colindale, London, NW9 4EW, United Kingdom
Tel. +44 2083597212, Email: Joshua.Henry@Barnet.gov.uk
Contact: Joshua Henry
Organisation type: REGIONAL_AUTHORITY
Devolved regulations that apply: None