Planning

Regulatory Case Management and Integrated Document Management Solution

LONDON BOROUGH OF BARNET

This public procurement record has 1 release in its history.

Planning

20 Jan 2026 at 14:05

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The London Borough of Barnet, a public authority under sub-central government, is currently in the planning phase of a procurement process aimed at implementing a Regulatory Case Management and Integrated Document Management Solution. The key focus is to enhance various council services by integrating case and document management systems. The procurement process is currently at the pre-market engagement stage, with important dates including a supplier engagement event scheduled for 3 February 2026. This project targets services such as planning, public protection, and housing regulatory services within the region of London, UKI71, in the UK. The scope includes gathering market insights to inform the final procurement approach with an estimated value of up to £266,000 annually over a proposed three-year contract term, beginning on 1 April 2027, extendable to 31 March 2035.

This tender process presents significant opportunities for businesses specialising in regulatory case management solutions, particularly those with integrated electronic document and records management functionalities. Companies with expertise in cloud-native or SaaS solutions offering workflow automation and interoperability with existing council systems are particularly well-suited. It presents an excellent opportunity for small and medium-sized enterprises (SMEs) at both local and national levels to showcase innovative solutions capable of enhancing compliance, efficiency, and user experience within public services. Suppliers are encouraged to participate in the supplier engagement event to demonstrate their capabilities and explore potential collaboration models for delivering this comprehensive management solution.

How relevant is this notice?

Notice Information

Notice Title

Regulatory Case Management and Integrated Document Management Solution

Notice 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 PS266k 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

Planning Information

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'

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-060a0f
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/004858-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

30 - Office and computing machinery, equipment and supplies except furniture and software packages

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

30196000 - Planning systems

48311000 - Document management software package

48311100 - Document management system

72222200 - Information systems or technology planning services

72512000 - Document management services

Notice Value(s)

Tender Value
£2,133,333 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
20 Jan 20262 weeks ago
Submission Deadline
Not specified
Future Notice Date
27 Mar 20262 months to go
Award Date
Not specified
Contract Period
31 Mar 2027 - 31 Mar 2031 4-5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
LONDON BOROUGH OF BARNET
Contact Name
Joshua Henry
Contact Email
joshua.henry@barnet.gov.uk
Contact Phone
+44 2083597212

Buyer Location

Locality
LONDON
Postcode
NW9 4EW
Post Town
North West London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI7 Outer London - West and North West
Small Region (ITL 3)
TLI71 Barnet
Delivery Location
TLI71 Barnet
Local Authority
Barnet
Electoral Ward
Colindale North
Westminster Constituency
Hendon

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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