RM1043.8-1-London Borough of Camden Council Digital place-based engagement – planning notices and *future development (*subject to technical ability and funding)

Tender description

About adding context and requirements test Pre-market engagement LB Camden did some work looking at stakeholder engagement throughout the Planning system. This included mapping out key consultation points and engaging with stakeholders to review existing methods and determine how inclusive they were. This work determined that although we met all our statutory obligations, there was a lot more which could be done to encourage people who do not traditionally get involved in planning consultations to have their say (younger people, people who are considered to be time poor and people of lower educational attainment levels, as well as individuals from ethnic minority groups) including making responding to consultations easier and more convenient. The work also concluded that there was a need to try and join up consultations and/or look for opportunities to reduce the number of times communities are being consulted on the same/similar matters by different council services and other stakeholders. Work done so far The first part of the project has been completed with core partners of Middlesbrough, Buckinghamshire and FutureGov as a delivery partner, as part of COVID-19 Challenge funded by Local Digital. https://www.localdigital.gov.uk/funded-project/place-based-engagement/ . A summary report can be read online and Show & Tells for the project so far can be viewed on YouTube. https://docs.google.com/presentation/d/12hX45ympV3XC_X_HJV1nuxtHXVIrWWLlADJjH5GV4wk/edit?usp=sharing . This included a prototype digital notice that could use “impact measures” to demonstrate the predicted impact of the development to users. The second phase of the project resulted in a working Digital Site Notice (MVP), currently live and focused on major developments within Camden Borough. https://camden-digital-site-notice.netlify.app/ . This includes a reusable code for other LPAs, and a set of metrics/development impacts. A summary report of the Phase 2 can be seen online which includes more information about the previous development process. https://docs.google.com/presentation/d/1sAbn_QlCzzkrUxXhSL4s-hLh-diagODtE5vgyssfsWY/edit?usp=sharing Further information about the Phase 3 and outputs expected can be found here. https://docs.google.com/presentation/d/1tHtQyoe1AGMbUv66BnkPCw5610hmOAYJFScZKczrEH4/edit?usp=sharing The MVP code is available for reuse - GitHub - wearefuturegov/camden-digital-site-notice Which phase the project is in Beta Existing team DLUHC Delivery Manager and Product Manager Leadership and ODP leading representatives Planning Digital Teams at Camden and Lambeth Integrations, Digital Data and Infrastructure teams at Camden and Lambeth Address where the work will be done Remotely and if possible at Camden offices (5 Pancras Square, London), Lambeth offcies (6 Brixton Hill, London) or at suppliers offices. Working arrangements The chosen supplier should work alongside us (remotely and in person) in an agile way working in regular sprints. Ongoing communications by email, telephone calls or online instant messaging such as SLACK. We are flexible in terms of the number of meetings/catch ups that would need to take place during each sprint, however, suppliers are expected to attend all necessary project meetings as required, and be available Monday-Friday during working hours (core hours 9:00am-5:00pm). Provide more information about your security requirements: No security clearance needed Provide more information about your security requirements (optional): DPIA and ISO/IEC 27001 (service security) Camden will also require preferred supplier to complete a Supply Chain Assessment, that covers GDPR, Security, Hosting, etc Latest start date 2023-10-16 Enter the expected contract length: 1 year, 6 months Extension period: 6 months Special terms and conditions Enhanced T&Cs will include rights to data clause and enhanced intellectual property rights clause (IPR). Write the term or acronym: ODP Write the term or acronym: DLUHC Write the term or acronym: Digital SN Write the term or acronym: LB Write the term or acronym: LPA Explain the term or acronym: Open Digital Planning Explain the term or acronym: Department of Levelling Up, Housing and Communities Explain the term or acronym: Digital Site Notice Explain the term or acronym: London Borough Explain the term or acronym: Local Planning Authority Are you prepared to show your budget details?: Yes Indicative maximum: 2000000 Indicative minimum: 250000 Provide further information: Initial funding is only up to 12-18months up to £250,000; however, if we are successful in our bid for funding from DLUHC for further phases this may allow for a total value up to £2,000,000 n.b. bidders should not expect any further engagement after the initial phase (for up to £250K) the Council will not be contractually responsible to require any future work or engage with any successful supplier after the initial phase. The Council will communicate with the successful provider during the engagement prior to any potential/successful bid funding for future work/phases. Should the successful provider be engaged in Phase 3 (and further phases subject to funding and be competent in the delivery of project outcomes), the engagement may last for a duration of up to 24 months. This time period is subject to confirmation; however, the minimum initial period would be up to 18 months. Confirm if you require a contracted out service or supply of resource Contracted out service: the off-payroll rules do not apply Summary of work (Published, 21/06/2023, 17:30) We require a multi-disciplinary team which will deliver the ongoing design, development, and testing of the Digital place-based engagement – planning notices project and continue work as part of the future development phases as the service expands. Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is London Borough of Camden, London Borough of Lambeth Why the work is being done Councils lack a user-centred solution to engage with residents which understands and represents their priorities holistically. Research and anecdotal evidence shows that people who would be most affected by development, such as younger people, do not generally engage in planning. Similarly, people from black and minority groups, and social housing tenants, do not feel they have a voice in the planning process. This is due to a variety of reasons, such as the complexity of the planning system which ultimately favours engagement with those who already have the skills and knowledge to participate. The aim of the project is to provide a digital window into the planning process that will both help and encourage those who do not normally engage to understand proposals, their impact and to have a say. Additionally - the solution will allow officers to improve the collection, aggregation and use of feedback to improve and influence decisions for the built environment. In the next phase we aim to develop the MVP further, to: - Support other local authorities to implement a viable digital alternative to some traditional consultation methods – test case LB Lambeth. - Create live beta for LB Lambeth. - Integrate with Open Digital Planning services. - Expand the scope of the service to include more planning application types (currently majors only). - Collate structured and meaningful feedback to inform better decisions. - Develop more inclusive and transparent planning consultations. - Continuous development of data standards and better understanding of data flows. The business problem you need to solve The continued functioning of planning is crucial to economic and social recovery. The way development informs the built environment is key to enhancing an area's attractiveness to residents and businesses; encouraging good design encourages happier communities, which enhances regeneration ambitions and creates places where people and businesses want to live and thrive. Planning information is usually siloed in different processes or teams, and buried in documents, making it difficult to access and navigate by the public and hard to summarise and aggregate by industry professionals. There is a need for planning data to be made available in a way that is transparent, accessible, comprehensive, and consistent. The way in which people find out about a development affecting them or their neighbourhood, is usually through traditional methods of engagement, such as letters sent through the post, or physical site notices. Site notices only exist in the “real world” and do not have a digital presence, meaning when people are isolating, or are less mobile, they have less exposure to the information. Moreover, people don’t always notice a site notice on a lamp post, as they often display a lot of written material and are not designed to engage the public. The information on the notices is often presented in a way which is not accessible or clear. Furthermore, they only tend to engage those who already know the planning system or have had previous involvement. Providing a digital platform could help to address this. We want to make sure that all local planning authorities (and other key stakeholders) can help local communities understand development proposals and encourage them to give balanced feedback about schemes in any particular area. We want to encourage people who don't traditionally get involved with planning matters (younger people and ethnic minority groups in particular) to participate and have their say on the future of places which are important to them. We want to be able to collect that feedback in a structured way and gain insights that can inform decision making across the whole planning process. Engaging in a positive way with communities could also improve the local perception of the planning service, which at present is all too often viewed through hostile eyes. Planning should enable the community – and planners as the dedicated professionals – to improving and shape the built, natural, social, and economic environment of an area. First user type: Local Authority Officer First user type: Local resident/Community Group First user type: Site developer/landowner First user type: Team Manager First user type: Planning Agent Enter more details about this user type: As a local authority officer, I want to gain quick and clear insights into public consultation responses for large scale schemes, so that I can make quick and informed decisions without manually reading unstructured responses. As a local authority officer, I want to ensure that consultations are carried out in accordance with the relevant regulations and everyone who wants to have a say can do so. This helps ensure that decisions on future development proposals and strategies are based on evidence and aim to best meet the needs of local stakeholders. As a local authority officer, I want to have all information related to an application in one place, including proposal documentation and all consultation comments, so that I can easily navigate the information, make an assessment and recommendation. As a local authority officer, I want to be able to access key information about impacts of the scheme, and consultation responses related to an application, so that I can have more time to assess proposals. Enter more details about this user type: As a local resident, business or community group, I want to know what changes are being proposed in the places I care about and how I can influence them, so that I can help shape them and make sure that they are appropriate to my needs and other local stakeholders. As a local resident, business or community group, I want to be able to access all the information related to an application easily and transparently, so that I have an informed opinion about the development proposed. As a local resident, business or community group, I want to be able to see the comments I have made on an application without delay, so I know that I know my views are considered. Enter more details about this user type: As a site developer/landowner, I need to know that local and other stakeholders have been properly engaged in the development of plans and in the assessment of development proposals, and what they think of it. This is so that I can be mindful of residents' views and that the policies and other material considerations being used to determine planning applications are appropriate and relevant. As a site developer/landowner, I want to be able to access consultation responses and feedback related to an application, so that I can adapt the proposal in response. Enter more details about this user type: As a team manager, I want to know what local groups are mostly active in relation to development, so that I am aware of what are the local priorities in a certain area. Enter more details about this user type: As a planning agent, I want to have clear submission and upload criteria, so that I know how and what to submit for information to appear on the Digital Site Notice.