Digital Planning Register

Tender description

Work done so far The Digital Planning Register (DPR) has been in development since 2024 and is already live in beta, currently displaying applications submitted through the Back Office Planning System (BOPS). This procurement builds on an existing product rather than a greenfield service. Local planning authorities have a statutory duty to publish all validated planning applications, but existing online registers are inconsistent, difficult to search, and do little to encourage engagement beyond what is legally required. The DPR aims to go further by making planning information accessible, guiding residents on how to provide constructive feedback, and building trust that community input is valued. The service has been co-designed with Camden, Lambeth and Gateshead councils and tested with residents. It presents applications in plain English, allows structured commenting, and provides clear explanations of how feedback is used in decisions. For officers, it aims to deliver automatic updates, structured resident feedback integrated back into systems, and reduced administrative effort. Work to date has included early design phases, iterative user research, and the first live deployment. Current limitations are that it only consumes BOPS data, and legacy systems such as Idox Uniform have been scoped. The next phase, supported by this procurement, will extend functionality, improve integration with multiple systems, and onboard more councils. Risks suppliers should note include the need to manage inconsistent data quality across systems, to ensure compliance with planning and data protection law, and to coordinate delivery across multiple partner councils. The outcome is a fully functional, scalable register that could underpin a national planning data infrastructure, aligning with MHCLG’s standards and the wider Open Digital Planning ecosystem. Which phase the project is in Beta Existing team The supplier will work as part of a multi-council and central government partnership team. Day-to-day collaboration will be with the following core roles: - LB Camden: Strategic Digital Projects Lead - Richard Limbrick (oversight and programme direction), Digital Planning Lead - Jonathon McClue (product vision and coordination), and Principal Delivery Officer - Nora-Andreea Constantinescu (delivery management and stakeholder engagement). - LB Lambeth: Digital Planning Lead - Greg Woodford, coordinating delivery from Lambeth’s perspective and supporting joint governance. - Gateshead Council: Project Delivery Officer - Lisa Rowntree, responsible for local adoption and feedback from Gateshead. - MHCLG: Senior Product Manager - Emily Hadley and Head of Digital Planning Software - Matt Wood-Hill, providing national policy alignment, product direction, and assurance. The supplier will be expected to work in close partnership with these officers through agile ceremonies, show-and-tells, and joint planning sessions. The project also involves collaboration with other suppliers working on complementary Open Digital Planning products: - Unboxed: delivering the Back Office Planning System (BOPS), which currently provides data to the Digital Planning Register. - Open Systems Lab (OSL): delivering PlanX, which supports digital planning applications and upstream planning guidance. The successful supplier will need to work openly and collaboratively with these partner suppliers to ensure integration across products, alignment with the Open Digital Planning ecosystem, and smooth adoption by local authorities. Address where the work will be done London Borough of Camden 5 Pancras Square King’s Cross London N1C 4AG The supplier is expected to work primarily remotely, collaborating with Camden, Lambeth, Gateshead, MHCLG and other partners via agile ceremonies and online tools. Occasional in-person workshops, events and conferences may take place in London and at other locations around the country as part of the Open Digital Planning (ODP) programme. Working arrangements The supplier will be expected to work as part of a blended delivery team with Camden, Lambeth, Gateshead, MHCLG and other partners. Day-to-day collaboration will be primarily remote, using agile ceremonies (stand-ups, sprint reviews, retros, show-and-tells) and shared digital tools. We want to work in this way to ensure the supplier can integrate seamlessly with multiple authorities in different locations, while keeping delivery efficient and cost-effective. Occasional in-person workshops, events or conferences may be required in London or other locations around the country as part of the Open Digital Planning (ODP) programme. These will be scheduled in advance and agreed collaboratively. All travel and subsistence expenses must be agreed in advance, reasonable, and in line with Camden’s corporate expenses policy. There is no fixed cap on expenses, but claims will only be reimbursed where prior written approval has been given. Provide more information about your security requirements: No security clearance needed Provide more information about your security requirements: Camden’s Information Governance and CTDS (Customer, Technology and Data Services) teams will carry out the necessary due diligence, including information security checks, before any supplier systems or staff can access Camden data or integrate with council systems. 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 2026-03-02 Enter the expected contract length: 2 years Special terms and conditions Enhanced T&Cs will include rights to data clause and enhanced intellectual property rights clause (IPR). The Supplier shall ensure that the underlying product; methodology and/or model of delivery has not been developed in a way that may lead to the discrimination or unequal profiling of Citizens. The Buyer expects supplier responses to be prepared using the supplier’s own knowledge, expertise and professional judgment. While suppliers may use automated tools to check spelling, grammar, or structure, they must not rely on generative Artificial Intelligence (AI) systems to create substantive content for their submissions or technical responses. Any use of AI to support a response must be limited to quality assurance or sense-checking purposes. The Buyer reserves the right to seek clarification where responses appear to have been generated without appropriate human oversight. Write the term or acronym: API Write the term or acronym: BOPS Write the term or acronym: DPR Write the term or acronym: DSN Write the term or acronym: IDOX Write the term or acronym: LPA Write the term or acronym: ODP Write the term or acronym: PAAPI Write the term or acronym: PINS Write the term or acronym: EN Write the term or acronym: MHCLG Write the term or acronym: LB Are you prepared to show your budget details?: Yes Indicative maximum: 1000000 Provide further information: The maximum budget available for this procurement is £1,000,000, which represents an absolute ceiling. This funding has been provided by the Ministry of Housing, Communities and Local Government (MHCLG) for the specific purpose of developing the digital planning product further. All proposals must therefore fall within this limit. Camden expects suppliers to provide value for money and may award to one or more suppliers depending on the approach proposed. 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 This procurement represents the next funded phase of work on the Digital Planning Register (DPR) under the Open Digital Planning (ODP) programme. The DPR project and the ODP programme are funded by the Ministry of Housing, Communities and Local Government (MHCLG). The London Borough of Camden, working with the London Borough of Lambeth, Gateshead and other local authority partners, is procuring a supplier to continue development of this live beta service and support its expansion. The DPR aims to eventually improve public access to planning applications, appeals and enforcement cases, enables citizens to comment digitally, and makes planning data open and reusable. The project addresses long-standing issues with planning registers being hard to search, inaccessible, and inconsistent across local authorities. The supplier will work in partnership with council teams to: - Maintain and iterate the DPR for Camden and existing adopters, and support onboarding of new councils. - Integrate data from a range of back-office systems, including legacy platforms, and align with emerging ODP and MHCLG planning data standards. - Deliver new features such as structured commenting, impact measures, and improved feedback analysis. - Ensure scalability, resilience, and long-term sustainability, with clear documentation and handover. - Publish open, reusable code and collaborate in the open with MHCLG and the wider ODP community. The contract will run for up to 2 years, with funding of up to £1m released in phases tied to outputs. Each phase of work will be delivered through agile sprints (around 8–16 weeks), with acceptance-based payments. The successful supplier will demonstrate technical excellence, experience working with local authorities, and commitment to open standards and social value. Where the supplied staff will work No specific location (for example they can work remotely) Who is the organisation using the products or services London Borough of Camden, London Borough of Barnet, London Borough of Southwark, London Borough of Lambeth, Medway Council, Buckinghamshire Council, Gateshead Council. Why the work is being done The Digital Planning Register (DPR) is part of the Ministry of Housing, Communities and Local Government’s Open Digital Planning programme. The London Borough of Camden, working with the London Borough of Lambeth, Gateshead and other local authority partners, is seeking a supplier to continue developing and scaling this live beta service. The goal is to make planning information more accessible, consistent and open. Current planning registers are often hard to use, inconsistent across councils, and limit citizen engagement. The DPR addresses these issues by providing a clear, digital platform where residents can search for applications, view proposals, and submit comments, while also unlocking planning data for reuse. The supplier will: - Maintain and enhance the DPR for Camden and current adopters, and support onboarding of new councils. - Integrate data from a range of back-office planning systems and align with emerging national planning data standards. - Deliver features such as digital commenting, structured feedback, and impact measures. - Ensure the platform is scalable, resilient and sustainable, with clear documentation and handover. - Work in the open, publishing reusable code and collaborating with the wider Open Digital Planning community. The contract will run for up to two years, with a total value of up to £1m. Work will be delivered in agile phases (8–16 weeks), with payments linked to outputs. We are looking for a partner with strong technical skills, experience in public sector digital delivery, and a commitment to open standards and social value. The business problem you need to solve Local planning registers are a statutory requirement, but today they are often fragmented, difficult to navigate, and inconsistent between authorities. This reduces public trust, discourages citizen engagement, and creates extra administrative burden for local authority staff who must reformat data, anonymise comments and handle queries manually. The business problem is clear: current registers limit access and transparency, while the Digital Planning Register (DPR) will provide a modern, citizen-friendly service that makes planning data open, reusable and trustworthy. The DPR aims to enable residents to find and understand planning applications, view appeals and enforcement cases, and submit comments digitally. It also unlocks structured planning data for reuse across councils and government. We are seeking a supplier to continue developing the DPR. Expected outcomes include: - A fully functional, accessible and legally compliant planning register. - Integration with back-office planning systems, including legacy data migration. - Features such as digital commenting, feedback analysis and environmental impact measures. - Onboarding of new councils at scale. - Open, reusable code and clear documentation to support long-term adoption. - A fully WCAG-compliant service (WCAG 2.2 AA). Risks and challenges include: integrating with varied legacy systems and data quality, ensuring compliance with planning regulations and data protection, delivering against phased funding tied to outputs, and working with multiple councils each with their own governance and processes. First user type: Local resident. I need to easily find and view planning applications near me. So that I understand what developments may affect my home or neighbourhood. First user type: Community group or amenity society. I need to review planning proposals across a wider area. So that I can represent the views of my members in planning consultations. First user type: Planning applicant or agent. I need to see how my application is displayed and what feedback is being received, and research current and historic planning applications. So that I can respond to issues and understand local concerns, and submit applications that are appropriate. First user type: Planning officer. I need to access accurate application data and citizen feedback in one place. So that I can make better-informed decisions and reduce manual administration. First user type: Councillor or Elected Member. I need to view planning applications and associated public responses. So that I can represent my constituents and participate in committee decision-making. First user type: Developer. I need to understand local sentiment about proposals and the planning context. So that I can design schemes that are more likely to gain approval. First user type: National government / MHCLG. I need to access open, standardised planning data across authorities. So that I can monitor planning activity, policy impact and national housing targets. First user type: Researcher / academic / journalist. I need to access planning data across multiple councils. So that I can analyse development trends and inform public debate. First user type: Neighbourhood forum or parish council. I need to track applications in my area. So that I can contribute to shaping local plans and decisions. First user type: Accessibility user (e.g. screen reader user). I need to use the planning register with assistive technologies. So that I have the same opportunity to understand and comment as other residents. Questions and Clarifications 1. This clarification continues the supplier questions listed in Clarification 3 (the previous Clarification). Questions 5–8 are below. 5. For open-source delivery, does the Authority require use of a specific GitHub organisation, or can suppliers propose their own open working model aligned with Camden’s standards? 6. Will the Authority accept hosting on alternative cloud platforms (e.g., Azure/GCP) if all security, accessibility, and open-source requirements are fully met? 7. Are remote/virtual work placements acceptable under Social Value commitments for suppliers without a physical presence in London? 8. For Stage 1 scoring, if a supplier does not have UK planning experience but has strong experience in public sector digital transformation and regulatory case-management systems, will this be considered equivalent for meeting essential skills? 5. Open working is expected, and existing ODP products (including DPR) and MHCLG’s planning.data.gov.uk team currently work within GitHub organisations. The Authority’s preference is to continue working within this ecosystem for consistency and reuse. However, alternative open working approaches may be proposed, provided they align with Camden’s Product Standards and are acceptable to MHCLG. Any such proposal would need to be transferable and interoperable. 6. The Authority does not mandate a specific cloud provider. Suppliers may propose hosting on alternative cloud platforms (e.g. Azure or GCP) where this meets all security, accessibility, open-source and cost requirements, and remains consistent with the Technical Standards and product architecture. Any proposal must be fully justified and interoperable with the wider ODP ecosystem. 7. Remote or virtual work placements may be acceptable, particularly for suppliers without a physical presence in London. We generally expect a flexible arrangement where some in-office experience can be provided (where possible) alongside remote or virtual options. Any proposal must still meet the minimum Social Value commitments (e.g. duration, structure, meaningful learning outcomes) and will be assessed on its suitability and impact. 8. Suppliers must evidence how their experience meets the published Essential criteria. Relevant and transferable experience in public sector digital transformation, regulatory systems or case-management platforms may be considered, where suppliers clearly demonstrate how this experience applies to the planning register and to the specific requirements of this procurement. Last Updated: 4 December 2025, 12:02 2. The following clarification questions were submitted by a supplier after the close of the clarification period (03 December 2025, 16:00 GMT). For transparency and fairness, responses are provided. Questions 5–8 will be answered in a separate clarification due to character limits. 0. How critical is experience in building Planning portal experience? 1. The SoR emphasises experience with the UK planning system. Will equivalent experience in planning, permitting, zoning, land records, or regulatory digital platforms for governments outside the UK be considered acceptable for evaluation? 2. For Stage 2 supporting artefacts (code repositories, architectural diagrams, data models), may suppliers submit representative/redacted samples from previous non-planning projects that demonstrate technical capability? 3. Will the Authority provide integration documentation (API schemas, data models, payload structures) for BOPS, Idox, or other back-office systems during Stage 2 to support technical planning? 4. What is the expected number of councils to be onboarded in this phase, and does onboarding include legacy data migration and cleansing? 0. Experience with the Planning Portal is not required for this procurement. Suppliers should refer to the Essential and Nice-to-have criteria in the Statement of Requirements. Evaluation will be based on the evidence provided against those criteria. 1. The Essential criteria require suppliers to provide evidence of knowledge of the planning system, legislation and statutory requirements for planning registers. While experience with the UK planning system is beneficial, the Authority will consider relevant and transferable experience from planning, permitting, zoning, land records or other regulatory digital platforms outside the UK, where suppliers can clearly demonstrate its applicability. 2. Yes. Suppliers may submit representative or appropriately redacted artefacts from previous projects, including non-planning domains, provided they demonstrate the required technical capability, documentation quality and engineering approach. Artefacts will be requested and evaluated only if a supplier is shortlisted to Stage 2. 3. For BOPS, suppliers may refer to the publicly available open-source repositories, which include API schemas and data structures. Bidders already have access to all documentation relevant for Stage 2 (should a supplier be shortlisted), including references to the repositories used for the project. The Authority will not be issuing any additional integration documentation. 4. The number of councils onboarding during this phase is not fixed, but we anticipate approximately 5–10 councils based on current interest. The scope of onboarding activities will be confirmed through Statements of Work and may vary depending on the systems and data held by each authority. It is for suppliers to set out how they would approach onboarding, including any proposed data migration or cleansing activity. Last Updated: 4 December 2025, 11:59 3. Please could you confirm if the £1M project budget is expected to split equally by month across the 2 year timeline, or if this is likely to flex across the duration. To clarify, the £1m budget represents the maximum contract value over the full contract period (up to 2 years). It is not expected to be split equally by month, and the actual delivery schedule and spend profile should be proposed by suppliers only if they are shortlisted for Stage 2. Work will be commissioned through separate Statements of Work (SoWs). For each SoW, the supplier will propose the estimated cost, duration, staffing and deliverables, including any contingency required. Invoices will be submitted upon completion of each SoW in line with the agreed acceptance criteria. As this is a capped time-and-materials contract, bidders should note that the overall budget envelope is up to £1m, and this will be subject to the published price weighting at Stage 2. No other resources will be made available, so suppliers should ensure that any contingency is included within their bid pricing. Further detail on the response format and pricing template will be provided to shortlisted suppliers at Stage 2. Last Updated: 3 December 2025, 21:21 4. The DOS stage one was released on Thursday 27th and is currently due on Monday 8th. This provides less than the standard two-week turnaround time normally allocated for DOS1 submissions. Given the reduced timeframe, we would like to request an extension to ensure the response can be completed to the expected standard. Please let me know if this is possible? Unfortunately we are unable to extend the Stage 1 submission deadline. The timelines set for Stage 1 are compliant with DOS6 guidance and reflect the nature of the shortlisting responses, which are limited to 750 characters within the supplied template. The timeframe for submission will be applied equally to all suppliers. n.b. We also need to complete Stage 1 evaluation before the end of the year in line with the availability of the evaluation panel and to aim to allow Stage 2 to proceed as planned. The deadline of Monday 8 December at 12:00 GMT therefore remains unchanged. Thank you for your understanding, and we look forward to receiving your submission. Last Updated: 3 December 2025, 16:50