---
title: "Elections and Electoral Roll Management Software"
ocid: "ocds-b5fd17-45f7e91d-adca-11e6-9901-0019b9f3037b"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-45f7e91d-adca-11e6-9901-0019b9f3037b"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-45f7e91d-adca-11e6-9901-0019b9f3037b.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-45f7e91d-adca-11e6-9901-0019b9f3037b.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "DERBY CITY COUNCIL"
published: "2017-02-06"
---

# Elections and Electoral Roll Management Software

Buyer: DERBY CITY COUNCIL  
Current stage: Award  
OCID: ocds-b5fd17-45f7e91d-adca-11e6-9901-0019b9f3037b

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## Summary

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.

## Notice

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.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/93d64deb-38b0-4125-a0a9-00d91e604d19 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | SME |
| Awardee scale | Large |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 6 Feb 2017 |
| Submission deadline | 3 Nov 2016 |
| Future notice date | Not specified |
| Award date | 17 Jan 2017 |
| Contract period | 31 Mar 2017 - 31 Mar 2022 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £80,000 |
| Lots value | Not specified |
| Awards value | £80,000 |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | DERBY CITY COUNCIL |
| Locality | DERBY |
| Post town | Derby |
| Postcode | DE1 2FS |
| Country | England |
| ITL 1 | TLF East Midlands (England) |
| ITL 2 | TLF1 Derbyshire and Nottinghamshire |
| ITL 3 | TLF11 Derby |
| Local authority | Derby |
| Electoral ward | Darley |
| Westminster constituency | Derby South |
| Delivery location | TLF East Midlands (England) |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | XPRESS SOFTWARE SOLUTIONS |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48000000 - Software package and information systems

## Release History

- 6 Feb 2017 at 12:48 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/93d64deb-38b0-4125-a0a9-00d91e604d19
- 18 Nov 2016 at 20:16 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/4c4c5cec-1ced-4ecc-8011-a8893b6ce931

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/93d64deb-38b0-4125-a0a9-00d91e604d19
  6th February 2017 - Awarded contract notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/4c4c5cec-1ced-4ecc-8011-a8893b6ce931
  4th October 2016 - Opportunity notice on Contracts Finder

## Notice URLs

- https://www.eastmidstenders.org

## Provenance

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