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Electoral Management System

London Borough of Southwark

This public procurement record has 1 release in its history.

Award

10 Sep 2026 at 14:25

Award Notice
Summary of the contracting process

London Borough of Southwark procured an electoral management system (EMS) service. The system supports electoral registration and the delivery of elections, including the statutory processes followed by Electoral Registration Officers, Returning Officers and their staff. The requirement was for a modern EMS intended to improve the service and reduce registration and electoral costs while meeting current electoral legislation. The service relates to Southwark Council’s electoral administration in London. This is a public service technology and implementation requirement rather than the supply of standalone hardware. The procurement was structured around one requirement covering the EMS service, with options for further extensions at the authority’s discretion. The supplier selected was a small or medium-sized business based in Birmingham.

The procurement has been awarded and the contract is active. London Borough of Southwark used an open procedure. FCS Software Solution Limited was selected, following four electronic bids, including two from small or medium-sized enterprises. The contract value is £182,750. It was signed on 2 June 2025. Evaluation gave quality a 70% weighting and price 30%, so technical capability and service quality were more important than cost alone. The requirement was covered by the Government Procurement Agreement. The tender record also shows the single lot as cancelled, while the associated award and contract are active; the published description attributes delayed publication to an administrative oversight. The contract includes options for two further one-year periods at the authority’s discretion.

This procurement demonstrates demand from a local authority for a specialist electoral management platform supporting both electoral registration and election delivery. Relevant competitors would need a proven EMS product and the ability to configure and operate it around detailed statutory electoral processes, rather than provide a generic case-management or database system. Credibility would include understanding the working needs of Electoral Registration Officers, Returning Officers and their teams, together with dependable support for legally prescribed workflows, registration activity and election administration. Suppliers should also be able to show how their systems modernise service delivery and help councils control registration and electoral costs. The competition attracted four electronic bids, with two from SMEs, indicating that a specialist smaller supplier can compete alongside larger providers when it can evidence quality, compliance and reliable delivery.

How relevant is this notice?

Notice Information

Notice Title

Electoral Management System

Notice Description

Provision of an Electoral Management System (EMS)

Lot Information

Lot 1

Provision of an Electoral Management System. The delivery of elections and electoral registration is a statutory function, with legislation setting out specific processes to be followed, and Electoral Registration Officers/Returning Officers and their staff rely heavily on EMS for the running of elections and electoral registrations. The procurement related to a modern EMS to deliver an improved service and reduce registration and electoral costs in line with latest electoral registration and electoral legislation. Additional information: Belated publication due to an administrative oversight.

Options: Options to extend for two further periods of one year at the Contracting Authority's Discretion.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04c782
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/085936-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

98 - Other community, social and personal services

CPV Codes

98000000 - Other community, social and personal services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£182,750 £100K-£500K

Notice Dates

Publication Date
10 Sep 20265 days ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Cancelled
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
London Borough of Southwark
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
SE1 2QH
Postcode Area
South East London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI4 Inner London - East
Small Region (ITL 3)
TLI44 Lewisham and Southwark
Delivery Location
Not specified
Local Authority
Southwark
Electoral Ward
London Bridge & West Bermondsey
Westminster Constituency
Bermondsey and Old Southwark

Supplier Information

Number of Suppliers
1
Supplier Name

FCS Software Solution Limited

Further Information

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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