003315 - Electoral Management System
Estimated value
—
Awarded value
£638k
Suppliers
1
Lots
1
Published
27 May 2026
Description
Electoral Registration & Elections Management are statutory functions the council must provide for. Both functions are managed in accordance with Government legislation/regulations. An electronic management system is absolutely key to delivering the service, particularly the elections aspect, in the statutory timescales that apply. The current software system is hosted on premise. The council's digital services team are keen for the EMS to move onto a cloud platform to become more cost effective, which we would like to explore as part of the market engagement.
Scope
- Reference
- OPEN2026381
- Commercial tool
- Standalone contract
- Contract dates
- 31 May 2026 to 31 May 2029Possible extension to 31 May 2034
The Contract period is for an initial 3-year period, with the option to extend for 1 x 36 month period, then 1 final extension period of 1 x 24 months, subject to satisfactory performance, service continuity, and the Council's future requirements. The anticipated go-live date for the new system is 11th December 2026, following a 6-month period of mobilisation and implementation.
- CPV classifications
- 48100000
- Contract locations
- North East England, United Kingdom
Award criteria
Criteria the buyer will use to evaluate bids.
| Name | Description | Type | Weighting |
|---|---|---|---|
| System Architecture Diagram | — | quality | 4.00% |
| Statement of Works | — | quality | 10.00% |
| Product Roadmap and Development | — | quality | 5.00% |
| Training and Knowledge Transfer | — | quality | 8.00% |
| Hypercare and Post Hypercare Support | — | quality | 8.00% |
| System Demonstration | — | quality | 15.00% |
| Desirable System Functionality | — | quality | 10.00% |
| Price | The individual elements will be scored as follows: • Element 1 - Fixed Price Implementation services - Weighting 10% • Element 2 - Ongoing annual subscription (e.g., subscription, support, hosting, maintenance)- Weighting 15% • Element 3 - Automated Household/Canvass Response Service Charges - Total Weighting 7% • Element 4 - Rate Card for additional professional services - Weighting 3% • Element 5 - Desirable System Functionality - Price Weighting 5% | cost | 40.00% |
Submission & procedure
- Procedure
- Open procedure
Award details
Awarded supplier(s), contract period and value as published in the award notice.
Awarded value
£638k
Award date
26 May 2026
Contract start
14 Jun 2026
Contract end
31 May 2029