Intellectual Property Office - Transformation Programme - Data Delivery Partner - Discovery

Tender description

Terms and acronyms Terms and acronyms relevant to this opportunity can be seen on Page 2 of the supporting document titled 'One IPO Data Info Pack'. Summary of the work: IPO are looking to retain a partner with deep experience in the data aspects of a digital transformation to support with Discovery on Phase 2 of it's One IPO Transformation Programme. The One IPO Transformation Programme is moderninsing and standardising the IPO's Service and technology infrastructure. Taking three disparate legacy systems and transforming them to provide a new, standardised, suite of Service covering all aspects of the Intellectual Property life cycle, this includes: - Applying for a Right - Managing a granted Right - Renewing a Right - Challenging the granting of a Right - Updating the Register Phase 1 of the Programme which built the underpinning infrastructure, the initial Service Journeys and added Patent Rights to the system has now moved into Public Beta. Phase 2 which is due to start in September 2026 will add Trademarks Rights to the system. Updating the underpinning data stores and use journeys a necessary. IPOs Services are: - Secure IP: Apply for a Right and perform the internal assessment process - Manage IP: Renew and/or update a Rights information - Challenge IP: Challenge a right either during the applicatio process or after the Right has been granted - Research IP: Manage the register and provide services to improve access to Rights Data Pricing model: Fixed price Confirm if you require a contracted out service or supply of resource: Contracted out service: the off-payroll rules do not apply Organisation the work is for: Intellectual Property Office (IPO) Where you want the supplier to work: Wales Where you want the supplier to work: No specific location (for example they can work remotely) Latest start date: 2026-09-30 Expected contract length: 0-05-00 Expected contract structure: Initial 5 month term with the option to extend for a further 3 months. Estimated contract value (excl VAT): 750000 Budget details: Budget details are not disclosed at this stage of the further competition process. Why the work is being done: Please see attached supporting document titled 'Why the work is being done' for further information detailing why this work is necessary. Problem to be solved: For this Discovery procurement exercise, we aim to identify the most appropriate and efficient approach for migrating Trade Mark data from legacy systems into the new One IPO platform. The proposed design must take account of the nature and quality of the existing data and fully assess the potential impact of migration activities on the live Patents service. The Data infrastructure developed during Phase 1 will also need to be updated to cater fo the Trademark extensions to the One IPO services. The Data Delivery Partner will be responsible for leadership of the Data team and delivery of the associated Discovery outcomes but will work as part of a blended team with IPO staff available to provide domain expertise. The team will work with the other Service workstreams to support their Discovery phases and determine what work will be required in Alpha/Beta to support: - Changes to the data stores holding Rights, Party, Case and reference data - Updates to the delta feeds synching the new system with the legacy systems - Data cleansing and migration of Trademarks Rights, Users, Cases and Reference Data - Building new or updating existing external/internal data feeds (ingress and egress) The Data Discovery team will also be expected to undertake data modelling, data mapping, define architecture changes, update NFR definitions and carry out any other aspects necessary to fully understand the scope of Data work required to move forward into the Alpha Phase. Who the users are and what they need to do: Customers (External Users) These are individuals and organisations interacting with the IPO to secure and manage IP rights. They include: Applicants for Patents, Trade Marks, and Designs Rights holders managing existing IP portfolios Legal representatives and attorneys acting on behalf of customers Members of the public accessing IP registers and journals IPO Operational Staff (Internal Users) These users carry out day‑to‑day processing, examination, and publication of IP rights. They include: Patent, Trade Mark, and Design examiners Caseworkers and operational processing teams Publishing and registry teams Preliminary market engagement: N/A Work done so far: The project is being delivered through a phased approach. Phase 1 has been delivered and is currently in Public Beta, with active continuous development ongoing. Phase 1 focused on the transformation of the Patents service and established the core foundations on which all subsequent phases will build. The solution is built on an Azure-based platform, leveraging a range of serverless components, with Dynamics 365 as the core CRM Current phase: Discovery Existing team: IPO have a fully resourced Data team who are currently working on supporting the Patents services currently in Public Beta. The blended team envisioned for Phase 2 would draw resources from this team. IPO will work with the winning supplier to agree what capabilities are required though an indication of expected team makeup should be provided as part of the tender proposal Incumbent supplier: No Provide further information: N/A Linked projects: This opportunity as stated above is part of the wider OneIPO Transformation Programme. So whilst the IPO is currently undertaking pre-market engagement for the wider Commercial requirements for the Alpha & Beta stages of the Transformation Programme and there are internal projects running in parallel with the Data Discovery (including Discovery projects for all of the services), there are currently no other projects that have been published for external support in relation to Data Discovery services. Working arrangements: The Supplier will be expected to work with the IPO in a hybrid manner, teams can work remotely (within the UK) with face-to-face activity based on the needs of the business e.g. for workshops, building relationships and effective collaboration. Face-to-face activity will take place at the IPO offices in Newport South Wales. All work will be carried out on IPO supplied equipment. Any expenses incurred are the responsibility of the supplier. Security clearance: Security Check (SC) Additional information on security clearance: The IPO will require all personnel to either be SC cleared or capable of achieving this level of clearance during the on-boarding phase or initial weeks of the contract. Special terms and conditions: N/A