Welsh Government

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

Incomplete applications

8
Incomplete applications
6 SME, 2 large

Completed applications

18
Completed applications
12 SME, 6 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 3 January 2018
Deadline for asking questions Wednesday 10 January 2018 at 11:59pm GMT
Closing date for applications Wednesday 17 January 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Carry out a discovery phase to develop costed options for the building and introduction of electronic registers for common land and town or village greens in Wales.
Latest start date Thursday 1 February 2018
Expected contract length 12 weeks
Location Wales
Organisation the work is for Welsh Government
Budget range Estimated budget of £60,000 - £90,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
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 the users are and what they need to do 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
Any work that’s already been 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 setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place 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 arrangements 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 information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions 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 and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and 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-have skills and experience
  • 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.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many 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 methods
  • Written proposal
  • Case study
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

15%

Price

35%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Under the Working Arrangements section its states that 'Suppliers should provide milestone information as part of their submissions'. Can you clarify what milestone information you are looking for? Suppliers shortlisted to submit a proposal will be asked to include estimated timescales for completion of the work to ensure it is completed within the 12 week timeframe. We would expect this to be broken down into key milestones to ensure we can monitor and review progress. These are a matter for the applicant but could include, for example, a progress report or a copy of draft conclusions through to the final report to be submitted.
2. Do any similar electronic registers exist for England or Scotland or will this be the 1st? In England, as far as we are aware, there are no immediate plans to implement the provisions within the Commons Act 2006 for electronic registers. In Scotland there is no modern legislation relating to commons which formally identifies the extent of common land or clarifies the full range of rights.
3. It is mentioned that a number of studies have been undertaken to look at the development of electronic registers in the past. Are you able to provide access to these studies? The studies undertaken are internal documents that have not been published. Therefore, the documents will only be provided to the successful Supplier.
4. "The Additional Information section in your notice states “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.” Could we please request the proposal pack. " The project team will establish language preferences of stakeholders which will inform how the standards may apply to the administration of the Discovery Phase. The project team will work with the supplier where translation may be required. In terms of the electronic registers system itself, the requirement at this stage is to demonstrate an understanding of the Welsh Language Standards. The project team are already in the process of seeking advice on how the standards may apply and will share this with the supplier at the start of the contract or as soon as possible thereafter.
5. Following the closing date for applications on 17/01/2018, what are the activities and timetable for the next stage of the procurement, to allow a project start by the 1st February 2018? The closing date for applications is 19/01/2018. In week commencing 22/01/18, shortlisted applicants will be invited to submit a written proposal (template will be provided) by 12/02/2018 detailing how they meet requirements. Applicants will also be invited to deliver a presentation on their proposals on 15th February. Applicants will be notified of the outcome in week commencing 19/02/2018. We would like the supplier to be able to start work in week commencing 26/02/2018 or as soon as possible thereafter.
6. Are there already any preferences, for the technology and infrastructure requirements to build the system or for hosting and ongoing maintenance of the system? No
7. What do you mean by 'large scale' data migration from paper based records to electronic e.g. what are the expected volumes? This relates to the process of transferring the existing paper based records into the electronic system. In terms of volume, it is estimated there are 40,000 single side pages of information in the textual registers. It is also estimated there are 11,500 paper maps associated with the textual registers.
8. "Integration: a. Are there other systems that the Commons Register will need to integrate with – e.g. Land Registry, Welsh Government systems, Ordnance Survey, and other systems" The possibility of integration is something to be considered as part of the Discovery Phase.
9. "Are you able to provide copies of the documents associated with the work done to date: • 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" The studies undertaken are internal documents that have not been published. Therefore, the documents will only be provided to the successful Supplier.
10. Who are the other stakeholders (apart from the Local Authorities), what are their locations? In terms of external stakeholders, the majority of industry organisations such as Farming Unions, Country Land and Business Association, National Trust, National Sheep Association, some Commoners Associations are all members of the Commons Act 2006 Advisory Group who are already engaged on this work through the project team. All those identified are based in Wales. There are also a number of stakeholders within Welsh Government. The project team can provide full details of interested stakeholders at the start of the contract.
11. Is there an existing or proposed engagement model with the 22 Local Authorities and other stakeholders - for example is there an existing or proposed stakeholder group? There is currently no engagement model in place with the 22 Local Authorities. The project team will be seeking initial views from the Local Authorities on engagement with the project and will share this with the supplier.
12. Will the supplier who is chosen to deliver the Discovery phase be precluded from future phases of this project? No - One of the outcomes we require from the Discovery Phase is an indication of costs for the building of the electronic register system. This information will be used to inform budgetary decisions for the next Phase of the project which (subject to approval from Welsh Ministers) will then be subject to a new procurement exercise.
13. What is your expectation of the proportion of time supplier staff are required to work on-site? We do not have a set requirement for the proportion of time supplier staff are required to work on site. However the core project team will be meeting monthly so the supplier would be expected to attend these meetings and also any other meetings arranged by the project team if required. We are content to discuss these arrangements with the supplier at the start of the contract.
14. Is there an existing geospatial system which the new register would integrate with, or does the scope include identifying options for this? Welsh Government does have existing geospatial systems. Furthermore, the Welsh Government has other existing arrangements that would need to be considered, such as the central Microsoft Azure contract which would be an option for hosting requirements. The scope of this Discovery Phase includes consideration of existing systems.
15. Is the scope of the work an electronic register to be consumed by other applications, or is there a need to also specify user interfaces to this? There will be a need to specify user interfaces. It is anticipated this would include a presentational layer (allowing public access) and a restricted/ secure access for the application side for Local Authorities to access the textual register held in a database. This will need to link to geospatial information.
16. Are all existing local authority registers paper based or are any electronic? Some local authorities do have electronic systems in place to support their work in maintaining the registers. However, the paper based textual registers and associated maps remain the legal record of common land in Wales.
17. Does the scope include aspects such as modelling grazing rights held by farmers or is it purely modelling attributes of the land areas? The scope includes the geographic map of the land which will need to link to a database which will hold details of the rights of common associated with that area of common land. Consideration also needs to be given to the mapping of dominant tenements (land having the benefit of rights of common such as a farm).
18. I logged onto the Q&A teleconference that was advertised for 1pm today but the organizer didn't turn up. Is there another session or will the questions and answers be posted on this site? Thanks Unfortunately there was a technical problem which delayed the start of the teleconference. All questions raised along with their answers have been posted on this site.
19. Is there a particular mapping or map data product already in use by the authority? The Welsh Government has access to the Public Sector Mapping Agreement (PSMA). There are also existing contractual arrangements with GIS platforms.
20. Does the scope include potentially exchanging data with Local Authority systems? Consideration will need to be given as to how Local Authorities upload information into the electronic register system in order to fulfil the requirement on them to maintain the registers going forward.
21. Are the paper records typed or handwritten? The paper records are in the main hand written although there are some typed entries
22. Will the research resources need to be Welsh speaking? The ability to speak Welsh is not essential to undertake this work.
23. Please confirm if the closing date for the opportunity is the 17th or 19th January 2018 Please be advised that the closing date for this opportunity is the 17th January 2018.