Newark and Sherwood District Council - Planning and Public Protection System

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THIS IS NOT AN INVITATION TO TENDER.

THIS DOES NOT COMMIT THE COUNCIL TO A PROCUREMENT PROCESS OR CONTRACT FOR THIS REQUIREMENT.

All information provided is indicative and for information purposes only.

Newark and Sherwood District Council (NSDC) is intending to undertake a procurement exercise to put in place a contract for software for a Planning and Public Protection System which allows the activities of the different areas to be carried out as follows: - Planning (Development Management) - Appeals (Planning and Enforcement) - Planning Enforcement - Building Control - Pre-application advice - Community Infrastructure Levy - Tree Preservation Orders - Conservation Areas / Listed Buildings / Other Heritage Assets - Online System (including online submission of planning applications and planning registers (viewing, commenting etc) - Land charges (including integration with HMLR) - Address management and Street Naming and Numbering - Public Protection (i.e Environmental Health) including: • Service requests • Dog control • Food Safety including food hygiene risk rating • Food sampling • Health and safety including accident investigations • Contaminated Land • Legal actions • Notices • Housing including HHSRS assessments • HMO licensing • Disabled Facilities Grants (DFG) • Infectious diseases • Licensing Additionally, the various service areas utilise a document management system, responds to varying retention policies as well as the Local Authority's responsibility as data controller under Freedom of Information Act, Data Protection Act 2018, UK General Data Protection Regulations (UK GDPR) and Environmental Information Regulations.

Also, there is sharing of data from South Kesteven District Council who provide the Council's Building Control Service (via Idox) and integration of local land charges as part of data transfer from the land charges register to HMLR (The Local Authority migrated to the digital Local Land Charges service managed by HM Land Registry (HMLR) in October 2021).

System(s) also connect and share data with the Council's GIS system, currently ESRI UK as well as seamless integration to enable the exchange of information/data between the Planning Portal, NLIS and GeoPlace.

The current systems hold and provides functionality to maintain the Authority's Local Land and Property Gazetteer to BS7666 as well as requirements of street name and numbering functions.

The system that is procured will be required to provide all of this and the above functionality.

Data within the existing databases will also be required to be migrated to any new supplier's software.

This may also include migration of documents to enable records to be publicly accessible to the public.

In addition, the Council is looking at the potential of procuring additional software to assist with a number of other activities - • The monitoring of S106 Planning Obligations and Community Infrastructure Levy along with the issue of demand notices; • Consultation software / database for local plan consultation and monitoring requirement; • Responding to The Levelling Up and Regeneration Bill e.g.: changes to planning and digitisation (as it may be enacted); and • Mobile applications - for those areas of work previously mentioned above, also including on site data capture (e.g.: tree locations) The Council wishes to ideally appoint a single provider to enter into contract to supply, install and maintain the system for an initial term of five years, with the potential to extend the support and maintenance for an extended period subject to approval by the Council and agreement between parties under the same terms and conditions.

The Council undertook a Soft Market Exercise (via PIN) in September 2022.

Key indicative dates: - Procurement goes live September 2023 - The proposed contract start date is April 2025 Please direct questions to lee.robinson@newark-sherwooddc.gov.uk or to lisa.hughes@newark-sherwooddc.gov.uk

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