Planning

T2743 Digitisation of Building Control Records

BELFAST CITY COUNCIL

This public procurement record has 1 release in its history.

Planning

01 Apr 2026 at 08:41

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The contracting process initiated by Belfast City Council involves the digitisation of building control records. This procurement, titled "T2743 Digitisation of Building Control Records," falls under the industry category of services, specifically focusing on microfilming services and equipment. The council is currently in the planning stage of this procurement, and a pre-market engagement (PME) is scheduled. Interested parties must register their interest and submit a questionnaire by 24th April 2026. The contract period is planned from 5th October 2026 to 4th October 2029, with a possible extension until 2030. The process adheres to Northern Irish devolved regulations and will be conducted through the eSourcing NI platform.

This tender presents significant opportunities for businesses involved in digitisation services, microfilming, and records management. Companies that can provide robust digital solutions compatible with existing council software systems will find this procurement particularly relevant. Firms with experience in converting hardcopy documents into electronic formats and managing electronic databases will be competitive contenders. The project not only looks to streamline records for efficient access and disaster recovery but also aims to expand the digitisation process to potentially include all Building Regulations and Licensing applications in the future. Engaging with this contract could foster long-term business growth through public sector collaboration.

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Notice Information

Notice Title

T2743 Digitisation of Building Control Records

Notice Description

This Contract is for the digitisation of building control records. This involves the process of converting information onto an electronic format and the database management of such information held electronically. The Service provided is compatible with the Councils existing software systems. Scanned copies of all original documentation and drawings to be uploaded to a secure share point site following digitisation. The Contractor liaises with the nominated officer and other relevant Council staff as necessary throughout the contract period. The Council currently digitises its Building Control records for the following reasons: To reduce in-house storage of hardcopy records and to comply with retention and disposal schedules. Faster access to information (thus reducing staff time and saving money); Disaster recovery/business continuity; Currently only Building Regulation Full Plans applications are processed in batches of approximately 20 applications per week for digitisation, however this process may be widened to include all Building Regulations and Licensing applications. In addition, it may be widened in future to include street naming and numbering documentation and site inspection diaries when required.

Planning Information

Pre Market Engagement is being carried out prior to release of the regulated below threshold tender. Pre Market Engagement for the Digitisation of Building Control Records. The Council is carrying out PME to engage with the marketplace to understand the current market offering of Microfiche, Microfilm and associated industry standards. To register your interest to participate in the PME and obtain a Questionnaire to complete, please send an email to cps@belfastcity.gov.uk at the latest by 3pm on or before Friday 24th April 2026. The pre market engagement exercise will take the form of an initial questionnaire and will help the Council develop an informed specification that is fit for purpose. If required, the Council will engage with Suppliers through clarifications, meetings etc to discuss the responses. If you have any questions about this requirement, please send them to cps@belfastcity.gov.uk. We will endeavour to respond as quickly as possible. The Council reserves the right to contact any or all organisations who responds to this PME, however, there is no guarantee that all organisations will be contacted who submit an interest. All information returned as part of this PME exercise will assist in the development of the specification. The Council uses eSourcing NI as its etendering platform. If you are not yet registered with eSourcing NI we would suggest you do so without delay. Whilst the Council will endeavour to keep any respondents to this PME exercise informed on developments of the tender process, the Council cannot guarantee this. Organisations are advised to register with eSourcing NI in order to see any advertised tender opportunities as well as regularly checking the Council's website for opportunities. The Council reserves the right to discontinue any discussions or tender procedures at any time and are not liable for any costs incurred by suppliers associated with participating in this PME exercise. PLEASE NOTE: This is a regulated below threshold tender that will be advertised on the etendering portal - eSourcing NI (https://e-sourcingni.bravosolution.co.uk/web/login.shtml). No further notices will be published in relation to this tendering opportunity in accordance with the Procurement Act 2023.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-067a3c
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/030122-2026
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

38 - Laboratory, optical and precision equipments (excl. glasses)

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

38654000 - Microfilm and microfiche equipment

79961330 - Microfilming services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
1 Apr 20263 days ago
Submission Deadline
Not specified
Future Notice Date
24 Apr 20263 weeks to go
Award Date
Not specified
Contract Period
4 Oct 2026 - 4 Oct 2029 3-4 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
BELFAST CITY COUNCIL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BELFAST
Postcode
BT2 8DJ
Post Town
Northern Ireland
Country
Northern Ireland
Major Region (ITL 1)
TLN Northern Ireland
Basic Region (ITL 2)
TLN0 Northern Ireland
Small Region (ITL 3)
TLN06 Belfast
Delivery Location
TLN06 Belfast
Local Authority
Belfast
Electoral Ward
Central
Westminster Constituency
Belfast South and Mid Down

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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