Development of Electronic Registers for Common Land and Town or Village Greens in Wales

Tender description

Why the Work is Being Done Welsh Government is committed to protecting common land in Wales both now and for future generations. The current registers for common land in Wales date back to the Commons Registration Act 1965. They are paper based, consisting of textual records and associated maps. The Commons Act 2006 (introduced to remedy deficiencies of the 1965 Act) provides that regulations may require or permit the whole or any part of a register to be kept in electronic form. The aim of this project is to develop and introduce an electronic register for common land and town or village greens in Wales. Problem to Be Solved "The objectives of this discovery phase project are to work with Welsh Government and the Common Land Registration Authorities to research; *Business requirements – what do electronic registers need to do? *Functional requirements – how should electronic registers work? *Options for technology and infrastructure requirements to build the system *Options for hosting and ongoing maintenance of the system *Process and procedures for data migration This should result in detailed options (with indicative costs) for building the system. These will be considered by Welsh Ministers to decide the way forward for the next phase of the project. Who Are the Users Common Land Registration Authorities need to maintain the registers for public inspection and to; *conduct searches of the registers *handle applications for amendments to the registers *register new town and village greens *remove common land from the registers. The general public may wish to view the registers eg if they are purchasing land, seeking planning permission etc. Welsh Government need the electronic registers to improve the administrative efficiency of making farm payments under existing and future schemes. Improving the ability to respond quickly to disease events eg foot and mouth outbreak. Early Market Engagement Work Already Done Dating back to 2005, a number of studies have been undertaken to look at the development of electronic registers. These include; *Registered Common Land and Town or Village Greens: Statutory Registers in Electronic Form – Department for Environment, Food and Rural Affairs 2005 *Specification for a Model Electronic Commons and Towns or Village Greens Register: Geo Data Institute 2009 *Strategic Outline Business Case: Commons Act 2006 Implementation Support Project 2013 Existing Team The existing team consisting of the senior responsible officer and project manager is based within Agriculture and Sustainable Development Division. The supplier will also need to work closely with the Common Land Registration Authorities based within the 22 Local Authorities across Wales as well as other stakeholders within and outside Welsh Government who have an interest in this project. Current Phase Not started Work Location Work can be undertaken remotely but we would expect the supplier to be able to work at Welsh Government offices when required. Address: Welsh Government, Cathays Park, Cardiff, CF10 3NQ. The supplier should also be able to travel to other locations across Wales in order to meet with the Common Land Registration Authorities and other stakeholders as required. Working Arrangments The supplier would be expected to work 5 days a week for 12 weeks. Suppliers should provide milestone information as part of their submissions. Travel & Subsistence should be included in the quoted costs Security Clearance Baseline Personal Security Standard Additional T&Cs Advice on how the Welsh Language Standards may apply to this contract can be provided on request and will be provided as part of the proposal pack. Skills & Experience Experience of leading discovery phase projects in the public sector. Experience of engaging with multiple stakeholders with varying levels of technical knowledge, to inform system development and future ways of working. Experience of developing GIS, database and web based solutions. Understanding of security requirements and data protection legislation. Experience of developing approaches for alpha/beta phases. Proven ability to manage and deliver projects, meeting all reuirements within specified deadlines. Understanding of potential issues around large scale data migration (from paper based records to electronic). Nice to Haves An understanding of the existing legislation and requirements for the registration and management of common land in Wales. An understanding of the Welsh Language Standards which set out Welsh Government's responsibilities in providing excellent bilingual services. An understanding of the drive within the public sector towards "Open Data" to improve Government openness and services for the public. No. of Suppliers to Evaluate 5 Proposal Criteria How the approach and methodology, including estimated timescales, meets client requirements. Proposed delivery team and structure, including evidence of how their skills and experience can deliver the required outcome. How the skills and knowledge required will be maintained throughout the projetc to ensure no impact of delivery or continuity. How the proposal represents value for money. Cultural Fit Criteria Experience of working with public sector organisations including Government and local auhtorities. Ability to work with clients with low technical expertise, sharing knowledge and experience. Ability to work as a team with the SRO and project manager. *Ability to take responsibility for their work and resolving problems quickly. Be transparent and collaborative when making decisions. An understanding of the need to deliver the best value for money solution. Payment Approach Capped time and materials Assessment Method Written proposal Case study Presentation Evaluation Weighting Technical competence 50% Cultural fit 15% Price 35% Questions from Suppliers Budget range estimated budget of £60,000 - £90,000