Tender

Electoral Management System (EMS) and Associated Requirements for The Royal Borough of Windsor & Maidenhead

THE ROYAL BOROUGH OF WINDSOR AND MAIDENHEAD COUNCIL

This public procurement record has 2 releases in its history.

TenderAmendment

29 Jul 2021 at 09:53

Tender Notice
Tender

23 Jul 2021 at 13:09

Tender Notice
Summary of the contracting process

The Royal Borough of Windsor & Maidenhead Council is seeking suppliers for its tender titled "Electoral Management System (EMS) and Associated Requirements." This procurement falls under the goods category, more specifically the industry of industry-specific software packages. The tender is currently at the active stage and was published on 23 July 2021. Suppliers interested in participating must submit their proposals by the deadline of 8 September 2021. The total value of the contract is £216,000, with the contract period set to start on 13 December 2021 and run until 12 December 2024, based in Maidenhead, England.

This tender presents significant opportunities for businesses, particularly those specialising in software development, data management, and election-related technology solutions. Small and medium-sized enterprises (SMEs) are encouraged to participate, as they often bring innovation and adaptability to government contracts. Companies well-versed in creating electoral management systems, data verification tools, and online portals for civic engagement would be particularly well-suited to compete for this contract. Interested bidders should register through the Public Sector Procurement Portal to express their interest and submit their proposals.

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Notice Information

Notice Title

Electoral Management System (EMS) and Associated Requirements for The Royal Borough of Windsor & Maidenhead

Notice Description

The Authority requires an Electoral Management System (EMS) and associated requirements / modules which provide the following functionality (see Annex A for the Authority's full requirements) - * The EMS must have the functionality to setup and manage the election process and deliver each stage according to the statutory timetable which needs to be embedded in the main EMS system; * The EMS must have the functionality to manage the verification of postal votes returned at the time of an election; * The EMS must have functionality to facilitate the data-mining and data-matching of locally held data sets to identify new electors and to verify the identities of new applicants; * The EMS must be able to provide and facilitate the management of an election staff self-portal * The EMS must have the ability to provide an electronic annual canvass response functionality whereby residents can make their household returns by telephone, web / online or SMS; * The EMS must have the ability to facilitate and acknowledge postal canvass returns as well as the electronic canvass response channels; * The EMS must be able to provide a digital personal canvass solution via tablet software (but it is also desirable to also be able to do this by phone) for in person visits made by canvassers; * A web-based version (or equivalent) of the EMS available for use by the Authority's Customer Service Centre; * Online polling station staff training; * It is desirable that the EMS is able to provide and facilitate the management of a candidate self-service portal The EMS must be on premise and will be hosted on RBWM's locally-held servers and accessible via on premise software. The Authority intends to move the EMS to a hosted solution in the future when possible, practical and affordable to do so. Additional information: How to Express an Interest in This Tender Register your company on the eSourcing portal (this is only required once) - Browse to the eSourcing Portal https://public.bravosolution.co.uk/web/login.html and click the link to register - Accept the terms and conditions and click 'continue' - Enter your correct business and user details - Note the username you chose and click 'Save' when complete - You will shortly receive an email with your unique password (please keep this secure). For further guidance on how to register on The Public Sector Procurement Portal hosted by Bravo Solution you can watch the video available via the following link - http://www.screencast.com/t/o6NHgMNjnf?_ncp=1502113290076.897-1 Please note that despite the Bravo Advantage 16 branding the instructions and guidance in the video are correct and apply to the Public Sector Procurement Portal. Express an Interest in the tender - Login to the portal with the username/password - Click the 'PQQs / ITTs Open To All Suppliers' link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) - Click on the relevant PQQ/ ITT to access the content. - Click the 'Express Interest' button at the top of the page. - This will move the PQQ /ITT into your 'My PQQs/ My ITTs' page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking 'Buyer Attachments' in the 'PQQ/ ITT Details' box. Responding to the tender - Click 'My Response' under 'PQQ/ ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining) - You can now use the 'Messages' function to communicate with the buyer and seek any clarification - Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT - There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the 'Submit Response' button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk on 0800 069 8630 or email help@bravosolution.co.uk

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-cb3da0f5-6b8e-4402-8e10-921cc947415f
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/c8b46beb-4862-4df9-9959-daa9f676ddf3
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure (above threshold)
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

75 - Administration, defence and social security services

CPV Codes

48100000 - Industry specific software package

48219300 - Administration software package

75130000 - Supporting services for the government

Notice Value(s)

Tender Value
£216,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
29 Jul 20214 years ago
Submission Deadline
8 Sep 2021Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
13 Dec 2021 - 12 Dec 2024 3-4 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
THE ROYAL BOROUGH OF WINDSOR AND MAIDENHEAD 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
MAIDENHEAD
Postcode
SL6 1RF
Post Town
Slough
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ1 Berkshire, Buckinghamshire and Oxfordshire
Small Region (ITL 3)
TLJ15 Berkshire East
Delivery Location
Not specified
Local Authority
Windsor and Maidenhead
Electoral Ward
St Mary's
Westminster Constituency
Maidenhead

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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