--- title: "Pre-Market Engagement for the provision of a Registrars Appointment Booking and Certificate Management System" ocid: "ocds-h6vhtk-05a1ec" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-05a1ec" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-05a1ec.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-05a1ec.json" source: "Find A Tender Service" current_stage: "Planning" buyer: "DENBIGHSHIRE COUNTY COUNCIL" published: "2025-09-25" --- # Pre-Market Engagement for the provision of a Registrars Appointment Booking and Certificate Management System Buyer: DENBIGHSHIRE COUNTY COUNCIL Current stage: Planning OCID: ocds-h6vhtk-05a1ec [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-05a1ec) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-05a1ec.json) ## Summary Denbighshire County Council is actively planning a procurement process for the provision of a new Registrars Appointment Booking and Certificate Management System located in Ruthin, United Kingdom. This process falls under the IT services industry category, specifically involving consulting, software development, internet, and support along with software packages and information systems. The procurement is currently in the planning stage, with a market engagement milestone due by 30th November 2025, inviting suppliers to showcase their solutions via demos. Though the potential contract period is slated to begin on 1st October 2026, with completion by 2031, Denbighshire County Council encourages interested suppliers to submit their solutions overview by 9th October 2025, ensuring a comprehensive market understanding. This tender presents significant opportunities for businesses specialising in IT services and software development, especially those offering secure data handling, integration capabilities, and bilingual functionalities. As Denbighshire County Council explores innovative delivery models such as cloud, SaaS, and shared services, companies adept at providing scalable, digital-first solutions can contribute to modernising service delivery in compliance with the Welsh Language Standards and GDPR. Small to medium-sized enterprises are particularly well-suited for these opportunities, fostering growth through enhanced service delivery that prioritises accessibility and citizen-centred solutions. Engaging in this pre-market exploration allows for shaping the future procurement exercise, aiding businesses in aligning their offerings with evolving local authority requirements. ## Notice 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. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/059630-2025 | | 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 | | All stages | Planning | ## Dates | Field | Value | | --- | --- | | Publication date | 25 Sep 2025 | | Submission deadline | Not specified | | Future notice date | 1 Dec 2025 | | Award date | Not specified | | Contract period | 30 Sep 2026 - 30 Sep 2031 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £1 | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Planning | | Lots status | Planning | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | DENBIGHSHIRE COUNTY COUNCIL | | Locality | RUTHIN | | Post town | Llandudno | | Postcode | LL15 1YN | | Country | Wales | | ITL 1 | TLL Wales | | ITL 2 | TLL3 North Wales | | ITL 3 | TLL33 Conwy and Denbighshire | | Local authority | Denbighshire | | Electoral ward | Ruthin | | Westminster constituency | Clwyd East | | Delivery location | TLL13 Conwy and Denbighshire | ## CPV Codes ### Divisions - 48 - Software package and information systems - 72 - IT services: consulting, software development, Internet and support ### Codes - 48000000 - Software package and information systems - 72000000 - IT services: consulting, software development, Internet and support ## Release History - 25 Sep 2025 at 11:09 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/059630-2025 ## Documents - https://www.find-tender.service.gov.uk/Notice/059630-2025 25th September 2025 - Preliminary market engagement notice on Find a Tender ## Notice URLs - https://www.denbighshire.gov.uk - https://www.legislation.gov.uk/ukpga/2023/54/contents ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-05a1ec. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-05a1ec.json.