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An integrated Planning Management System centred on the LLPG, LSG with Planning, Building Control, Contaminated Land and Local Land Charges functions.

CAERPHILLY COUNTY BOROUGH COUNCIL

This public procurement record has 2 releases in its history.

PlanningUpdate

26 Jun 2026 at 10:54

UK2 - Preliminary Market Engagement Notice
Planning

22 Jun 2026 at 12:27

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Caerphilly County Borough Council is in the planning stage for a procurement process focused on an integrated Planning Management System centred on the Local Land and Property Gazetteer (LLPG) and related functions. This initiative includes the integration of various systems such as Development Management, Building Control, and Local Land Charges, catering to public services within the UK, specifically in region UKL16. The Council is conducting pre-market engagement ahead of moving to formal procurement to understand the current market capabilities and innovations. The engagement stage is set to conclude on 2nd July 2026, with a notice for future procurement expected by 24th July 2026. The project is valued at up to £300,000 and scheduled to commence on 1st October 2026, with a planned completion date by 30th September 2029, extendable to 2031. This contract is suitable for SMEs and contemplates a services procurement category, ensuring compliance with BS 7666:2006 standards and has a renewal option.

This tender presents significant opportunities for companies specialising in database, digital mapping, and data collection services to leverage their expertise in public sector projects. Businesses that can provide a robust, dynamic, and compliant LLPG system with real-time data integration and support various operational and strategic objectives will find this opportunity particularly well-suited. Companies offering innovative solutions that align with the integration of diverse data management systems and meet regulatory standards will likely have a competitive edge. The project's focus on automation and efficient data management systems opens doors for IT firms with experience in government contracts, ensuring sustained engagement with public sector growth initiatives.

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Notice Information

Notice Title

An integrated Planning Management System centred on the LLPG, LSG with Planning, Building Control, Contaminated Land and Local Land Charges functions.

Notice Description

Caerphilly County Borough Council ("the Council") is undertaking pre market engagement to inform a future procurement for a: Local Land and Property Gazetteer (LLPG). It is essential that any solution provided can directly (i.e. virtually 'real-time') dynamically interface with the master LLPG database and carry out daily synchronisation to the NLPG hub by FTP. It must seamlessly integrate addresses with other office systems such as Development Management (DM), Building Control (BC), Tree Preservation Orders (TPO) and Contaminated Land (CL). The Council must maintain a compliant Local Street Gazetteer (LSG) that is compliant with data standard BS 7666:2006, and Data Transfer Format (DTF) 8.1 It must integrate all or bespoke elements into others systems; this functionality can be automated and scheduled. The Development Management (DM) solution must cover every stage of the Planning application process, from submission of the application to determining the application, whilst maintaining links to a Document Management System (DMS), Local Land and Property Gazetteer (LLPG), Geographical Information System (GIS) and Local Land Charges solution. It must be able to deliver information online through a Public Access system. The DM System must be supported by an Appeals solution and an Enforcement Solution. There must be a solution for Tree Preservation Orders (TPO) which must handle TPO cases relating to single trees, multiple trees, groups of trees, woodland areas and park areas. The solution must maintain links to a Document Management System (DMS), Local Land and Property Gazetteer (LLPG), Geographical Information System (GIS) and Local Land Charges solution. The solution must cover every stage of the Building Control application process from submission of the application to completion of work and must maintain links to a Document Management System (DMS), Local Land and Property Gazetteer (LLPG and Geographical Information System (GIS). The Building Control system must also include a solution for dealing with Dangerous Structures and Contraventions. A Performance and Workload Management Solution is required which must integrate with the back-office solutions in use for Development Management and Building Control. The Land Charges Solution which must provide for the registration and maintenance of all 12 parts of the Local Land Charges Register, including charge type, UPRN, address, statute and dates. It must allow for APIs for HMLR data exchange & NLIS Level 3. The solution must support the creation & processing of CON29 and CON29O search requests using automated answering and customisable templates. Please confirm how the proposed LLPG solution will provide Caerphilly County Borough Council with a reliable, compliant, and future-proof foundation directly supporting both operational delivery and strategic objectives?

Planning Information

Caerphilly County Borough Council (“the Council”) is undertaking pre market engagement to inform a future procurement for a Local Land and Property Gazetteer (LLPG). The Council operates a large and diverse property portfolio including: Corporate buildings Schools and education sites Operational and service delivery locations The existing contract is due to expire, and the Council is seeking to better understand current market capability, delivery models, and innovations prior to commencing a formal procurement exercise.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06ba21
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/060265-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

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

Common Procurement Vocabulary (CPV)

CPV Divisions

71 - Architectural, construction, engineering and inspection services

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

CPV Codes

71354100 - Digital mapping services

72314000 - Data collection and collation services

72320000 - Database services

Notice Value(s)

Tender Value
£250,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
26 Jun 20266 days ago
Submission Deadline
Not specified
Future Notice Date
24 Jul 20263 weeks to go
Award Date
Not specified
Contract Period
30 Sep 2026 - 30 Sep 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
CAERPHILLY COUNTY BOROUGH 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
HENGOED
Postcode
CF82 7PG
Post Town
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL53 Gwent Valleys
Delivery Location
TLL16 Gwent Valleys
Local Authority
Caerphilly
Electoral Ward
Ystrad Mynach
Westminster Constituency
Caerphilly

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

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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