Tenders

Regulatory Case Management and Integrated Document Management Solution

Open

Deadline

23 days left

March 27, 2026

Contract Details

Original Tender 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. 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. Online license application and payment functionality, as well as mobile inspection solutions. Estimated Total Value: Up to £266k annually. Contract Term: To be determined.

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Requirements & Qualifications

37 requirements across 5 categories

Submission (3)

Mandatory (1)

Compliance (6)

Technical (26)

Financial (1)

SUBMISSION REQUIREMENTS3

--Confirm participation in the Supplier Engagement Event by midday Monday 2nd February 2026.

--Send confirmation email to Joshua.Henry@Barnet.gov.uk.

--Ensure the email subject is 'Regulatory Case Management Pre Market Engagement Event'.

MANDATORY EXCLUSION GROUNDS1

--No specific mandatory exclusion grounds are provided for this Pre-Market Engagement (PME).

ELIGIBILITY REQUIREMENTS6

--Suppliers must be interested in providing a comprehensive regulatory case management solution with integrated electronic document and records management capabilities.

--Suppliers can be local or national Small and Medium-sized Enterprises (SMEs).

--Suppliers must be able to participate in the Supplier Engagement Event.

TECHNICAL CAPABILITY REQUIREMENTS26

--Ability to provide an integrated case and document management solution for Regulatory Services.

--Capability for workflow automation to improve efficiency and compliance.

--Robust search and retrieval capabilities, including metadata and Gazetteer integration.

--Ability to provide scalable architecture, with cloud-native or SaaS preferred.

--Capability to ensure strong security and accessibility compliance.

--Interoperability with existing council systems (GIS, CRM, finance, and reporting tools).

--Online license application and payment functionality.

--Mobile inspection solutions.

--**Ideally, capability to provide a full Gazetteer Management System (GMS) solution including:**

--Full GMS solution for LLPG and LSG Type 3 LSG (including ASD).

--Commitment to ensuring the 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 data (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 capability to provide:**

--BS7666 compliant gazetteer tool for use by system modules.

--Automation of imports and updates, both Full and sequential Change Only Updates, in the latest DTF specification.

--Commitment to maintain the gazetteer tool in line with national best practice and specifications.

--Solution for non-DTF data use, including BLPU provenance polygons.

--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.

--Ability to demonstrate innovation in areas such as cloud deployment, AI-assisted document classification, and user experience design.

--Ability to offer a like-for-like replacement for the current integrated platform.

--Ability to offer modular or disaggregated approaches that deliver case management and document management capabilities across one, several, or all specified service areas (Planning, Building Control, Gazetteer, Public Protection, Commercial and Property Licensing, Housing Regulatory Services).

FINANCIAL REQUIREMENTS1

--No specific financial requirements are stated for participation in this Pre-Market Engagement. The estimated contract value (up to £266k annually or £2,559,999.0 EUR over 48 months) is for the future contract, not for PME participation.

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Documents

4 documents available with AI summaries

Planning NoticeHTM

004858-2026.html

The London Borough of Barnet is conducting pre-market engagement for a comprehensive regulatory case management solution with integrated electronic document and records management, inviting suppliers to an event to gather insights for its procurement strategy.

View

OCDS RecordDOC

004858-2026_ocds_record.json

The London Borough of Barnet is conducting pre-market engagement to gather insights for a comprehensive regulatory case management and electronic document management solution, inviting suppliers to an event to inform its future procurement strategy.

View

OCDS Release PackageDOC

004858-2026_ocds_release.json

This OCDS data package provides structured information about the London Borough of Barnet's Pre-Market Engagement for a comprehensive regulatory case management solution, detailing the buyer, contact person, and the planning phase of the procurement.

View

Official PDF VersionPDF

004858-2026_official.pdf

London Borough of Barnet is conducting pre-market engagement to inform its procurement strategy for a comprehensive regulatory case management solution with integrated EDRMS and GMS, inviting suppliers to an engagement event on February 3, 2026.

View

Documents Preview

Good

Tender Quality Score

This Pre-Market Engagement (PME) notice is generally well-structured and clear, effectively outlining the scope and purpose of the upcoming procurement for a regulatory case management solution. While it provides good detail for market engagement, some aspects typical of a formal tender, such as defined procedure type and evaluation criteria, are understandably absent at this stage.

Score Breakdown

Legal Compliance75/100

As a Pre-Market Engagement, the tender is not subject to the full legal compliance requirements of a formal procurement. The PME itself appears to adhere to principles of fair market engagement. The absence of a defined 'Type' and 'Procedure' is noted but acceptable for this preliminary stage. The future tender submission deadline is reasonable.

•Procedure type and code are not defined (though acceptable for PME)

•Mandatory disclosure requirements for a formal tender are not fully met (e.g., full tender documents, detailed evaluation criteria)

Clarity80/100

The description of the required solution, including the detailed Gazetteer Management System (GMS) options, is clear and unambiguous. The purpose of the PME is well-articulated. However, the absence of specified evaluation criteria, even for a PME, could leave suppliers uncertain about future priorities.

•Evaluation criteria for the future procurement are not specified

Completeness70/100

The notice provides essential information such as title, organization, reference, estimated value, duration, and CPV codes. Requirements for the solution are well-defined. However, the 'Type' and 'Procedure' fields are empty, and detailed evaluation criteria are missing, which would be critical for a formal tender.

•Tender 'Type' and 'Procedure' are not specified

•Evaluation criteria are not defined

Fairness85/100

The PME explicitly encourages participation from a range of suppliers, including SMEs, and considers different delivery models, promoting broad market interest. The estimated value is disclosed. Requirements for the solution are specific but offer alternatives (e.g., for GMS), indicating they are not overtly tailored. However, the short registration deadline for the PME event could limit participation.

•Short registration deadline for the PME event (1 day from today's date to Feb 2nd) could limit supplier participation

•Absence of evaluation criteria impacts transparency for the future tender

Practicality65/100

The notice provides a direct URL for viewing, and the contract start date and duration are specified for the future contract. Financing information is available. However, the PME event registration is email-based rather than through a dedicated e-procurement portal, which is less streamlined.

•PME event registration is email-based, not via a formal e-procurement system

Data Consistency90/100

All key fields are populated, and there are no indications of disputes or suspensions. Dates provided (PME event, future submission, contract start) are logical and consistent with the overall timeline.

Sustainability50/100

The tender explicitly mentions innovation in areas like cloud deployment and AI-assisted document classification, which is a positive aspect. However, it does not explicitly include green procurement or social criteria, nor is it indicated as EU funded.

•No explicit green procurement criteria

•No explicit social criteria

Strengths

Clear and detailed description of solution requirements, including GMS options

Explicitly encourages participation from SMEs and considers modular approaches

Estimated contract value and duration are disclosed

Good data consistency across key fields

Focus on innovation (cloud, AI, UX) for the future solution

Concerns

Absence of defined procedure type and evaluation criteria for the future procurement

Short registration deadline for the Pre-Market Engagement event

PME event registration is email-based, not integrated into an e-procurement platform

Lack of explicit green or social sustainability criteria

Recommendations

1. For the formal tender, clearly define the procurement procedure type and comprehensive evaluation criteria.

2. Ensure future market engagement activities allow for more generous response times to maximize supplier participation.

3. Integrate all future engagement and submission processes into the e-procurement platform for enhanced practicality and transparency.

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Regulatory Case Management and Integrated Document Management Solution

Original Tender Description

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