Notice Information
Notice Title
Pre-Market Engagement for the provision of a Registrars Appointment Booking and Certificate Management System
Notice Description
We are testing the market for a new Registrars Appointment Booking and Certificate Management System to potentially replace our existing system. Background Local authorities in Wales have a statutory duty to provide registration services for: - Births, deaths, marriages, and civil partnerships - Citizenship ceremonies - Approved premises licensing - Associated legal and administrative services Current systems in use across Wales vary in functionality, integration, and user experience. A new solution is being considered to: - Modernise service delivery - Ensure compliance with the Welsh Language Standards - Improve efficiency and consistency - Ensure compliance with relevant UK and Welsh legislation - Enable digital-first, citizen-centred services Aims of Engagement The purpose is to: - Understand supplier capabilities and solutions available in the market - Explore potential delivery models (cloud, on-premises, SaaS, shared service) - Identify opportunities for innovation and best practice - Test assumptions on costs, timescales, and implementation approaches Indicative Requirements The system may be expected to deliver functionality such as: - Case management for birth, death, marriage, and civil partnership registrations - Secure handling of personal and sensitive data (GDPR compliance) - Integration with existing government platforms (e.g., payment systems, document verification, national statistics returns) - The ability to store a database of historic and new certificates. - Certificate production for births, deaths and marriages. - Appointment booking and scheduling - Online service access for citizens including appointment booking and certificate ordering. - Bilingual capabilities (Welsh and English) - Reporting and analytics - Accessibility compliance (WCAG 2.2)
Planning Information
We are seeking to understand what is currently available in the market. We are inviting suppliers to provide a breakdown of the key features and functions their system provides. We also intend to invite suppliers to provide system demos, ideally over MS Teams. We are seeking a fully functional, out of the box solution that requires minimal configuration to meet our operational needs. We are not looking for a development partner. We do not guarantee that this exercise will result in a procurement exercise. If your organisation can provide a solution that meets the requirements of this notice, please email procurement@denbighshire.gov.uk with a brief overview of your solution no later than 12 noon on 9th October 2025.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-05a1ec
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/059630-2025
- Current Stage
- Planning
- All Stages
- Planning
Procurement Classification
- Notice Type
- UK2 - Preliminary Market Engagement Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Not Specified
- Procurement Method Details
- Not specified
- Tender Suitability
- SME
- Awardee Scale
- Not specified
Common Procurement Vocabulary (CPV)
- CPV Divisions
48 - Software package and information systems
72 - IT services: consulting, software development, Internet and support
-
- CPV Codes
48000000 - Software package and information systems
72000000 - IT services: consulting, software development, Internet and support
Notice Value(s)
- Tender Value
- £1
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 25 Sep 20255 months ago
- Submission Deadline
- Not specified
- Future Notice Date
- 1 Dec 2025Expired
- Award Date
- Not specified
- Contract Period
- 30 Sep 2026 - 30 Sep 2031 Over 5 years
- Recurrence
- Not specified
Notice Status
- Tender Status
- Planning
- Lots Status
- Planning
- Awards Status
- Not Specified
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- DENBIGHSHIRE COUNTY 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
- RUTHIN
- Postcode
- LL15 1YN
- Post Town
- Llandudno
- Country
- Wales
-
- Major Region (ITL 1)
- TLL Wales
- Basic Region (ITL 2)
- TLL3 North Wales
- Small Region (ITL 3)
- TLL33 Conwy and Denbighshire
- Delivery Location
- TLL13 Conwy and Denbighshire
-
- Local Authority
- Denbighshire
- Electoral Ward
- Ruthin
- Westminster Constituency
- Clwyd East
Further Information
Notice Documents
-
https://www.find-tender.service.gov.uk/Notice/059630-2025
25th September 2025 - Preliminary market engagement notice on Find a Tender
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
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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