Award

Elections and Electoral Roll Management Software

DERBY CITY COUNCIL

This public procurement record has 2 releases in its history.

Award

06 Feb 2017 at 12:48

Award Notice
Tender

18 Nov 2016 at 20:16

Tender Notice
Summary of the contracting process

The procurement process involves Derby City Council seeking a contract for the provision of an Electoral Registration System, titled "Elections and Electoral Roll Management Software." This tender falls under the software package and information systems category and is specifically designed to maintain details of approximately 180,000 electors. The procurement is at the Award stage, with the contract period starting from 1 April 2017 and extending until 31 March 2020. The expected value of the contract is £80,000, with a minimum value of £48,000. Relevant deadlines included the expression of interest by 14:00 on 3 November 2016 and the return deadline set for 14:00 on 4 November 2016, located in Derby, England.

This tender presents significant opportunities for businesses specialising in software development and electoral management systems, particularly those that can integrate with existing governmental frameworks like Government Connect. Small and medium-sized enterprises (SMEs) may find themselves well-suited to compete, especially those with the capability to deliver innovative solutions that enhance efficiency in electoral processes, user registration, and communication with electors through electronic channels.

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Notice Information

Notice Title

Elections and Electoral Roll Management Software

Notice Description

The requirement is for an Electoral Registration System that maintains details of those eligible to be included on the electoral register. The register currently comprises of around 180,000 electors and produces monthly electoral registers for use by the Electoral Registration Officer's team, Political Parties and other organisations. The system should be able to operate in line with changing guidance on Individual Electoral Registration (IER) which was first implemented in June 2014. We would like the system to link with Open Text (the Councils Document Management System) so that forms can be scanned to the Electoral system at point of receipt into the building. We also need the facility to bulk email / text electors where required to save paper forms going to households. The new system needs to have the flexibility to manage more efficiently the process of notifying electors of changes or the requirement to take action to register through electronic channels such as online sources, email and text messaging. The system should also be capable of managing an election through Candidates and Agents details, nominations, staffing, production of poll cards, ballot papers and the management of the postal voting system. The system needs to link through Government Connect to external sites such as DWP, electoral roll and print service suppliers. Ideally the system should be capable of running / hosting a results service and publishing data relating to this via the Council's website. Please note, suppliers wishing to express interest and obtain the documentation, must do so by 14:00 on 03/11/2016. It is recommended that you express interest and obtain the documentation well before this time to allow sufficient time to prepare and submit a comprehensive response. The deadline for returns is 14:00 on 04/11/2016. You must visit https://www.eastmidstenders.org to express interest and obtain the documents. Please note we will only accept expressions of interest through the e-tendering system. Additional information: Contract end date is 31/03/2020 with two annual options to extend until 31/03/2022.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-45f7e91d-adca-11e6-9901-0019b9f3037b
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/93d64deb-38b0-4125-a0a9-00d91e604d19
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
£80,000 Under £100K
Lots Value
Not specified
Awards Value
£80,000 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
6 Feb 20179 years ago
Submission Deadline
3 Nov 2016Expired
Future Notice Date
Not specified
Award Date
17 Jan 20179 years ago
Contract Period
31 Mar 2017 - 31 Mar 2022 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
DERBY CITY COUNCIL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
DERBY
Postcode
DE1 2FS
Post Town
Derby
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF1 Derbyshire and Nottinghamshire
Small Region (ITL 3)
TLF11 Derby
Delivery Location
TLF East Midlands (England)
Local Authority
Derby
Electoral Ward
Darley
Westminster Constituency
Derby South

Supplier Information

Number of Suppliers
1
Supplier Name

XPRESS SOFTWARE SOLUTIONS

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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