003315 - Electoral Management System

{
  "buyer": {
    "id": "GB-PPON-PMPB-8772-VYWM",
    "name": "Durham County Council"
  },
  "date": "2026-03-05T15:10:20Z",
  "id": "020012-2026",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-0583dd",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Durham",
        "postalCode": "DH1 5WB",
        "region": "UKC14",
        "streetAddress": "Corten House, Dunholme Close"
      },
      "contactPoint": {
        "email": "zoe.embleton@durham.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "http://www.durham.gov.uk/"
      },
      "id": "GB-PPON-PMPB-8772-VYWM",
      "identifier": {
        "id": "PMPB-8772-VYWM",
        "scheme": "GB-PPON"
      },
      "name": "Durham County Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-05-12T23:59:59+01:00"
    },
    "description": "Electoral Registration and Elections Management are statutory functions the Council must provide for. The purpose of this Procurement is to replace the existing Electoral Management System, following contract expiry in March 2027, which has been used by the Council since 2011. The current system is hosted on premise and does not align with the Council strategy of \u0027cloud first.\u0027 The system has been used to maintain electoral registration and election management for six parliamentary constituencies with a total electorate of 396,000.\nThis project will deliver a modern, scalable EMS that enhances operational efficiency, improves user experience, supports digital transformation goals and complies with current compliance standards.\nFull requirements are outlined in the tender documents which can be access free of charge by registering on the Open Portal at www.open-uk.org",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "description": "Tender documents can be accessed free of charge by registering on the Open Portal at www.open-uk.org",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "www.open-uk.org"
      },
      {
        "datePublished": "2026-03-05T15:10:20Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "020012-2026",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/020012-2026"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2026-04-08T12:00:00+01:00"
    },
    "id": "OPEN2026381",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Industry specific software package",
            "id": "48100000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKC14"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "System Architecture Diagram",
              "numbers": [
                {
                  "number": 4,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Statement of Works",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Product Roadmap and Development",
              "numbers": [
                {
                  "number": 5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Training and Knowledge Transfer",
              "numbers": [
                {
                  "number": 8,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Hypercare and Post Hypercare Support",
              "numbers": [
                {
                  "number": 8,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "System Demonstration",
              "numbers": [
                {
                  "number": 15,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Desirable System Functionality",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "The individual elements will be scored as follows:\n\u2022\tElement 1 - Fixed Price Implementation services - Weighting 10%\n\u2022\tElement 2 - Ongoing annual subscription (e.g., subscription, support, hosting, maintenance)- Weighting 15%\n\u2022\tElement 3 - Automated Household/Canvass Response Service Charges - Total Weighting 7%\n\u2022\tElement 4 - Rate Card for additional professional services - Weighting 3%\n\u2022\tElement 5 - Desirable System Functionality - Price Weighting 5%",
              "name": "Price",
              "numbers": [
                {
                  "number": 40,
                  "weight": "percentageExact"
                }
              ],
              "type": "cost"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2029-05-31T23:59:59+01:00",
          "maxExtentDate": "2034-05-31T23:59:59+01:00",
          "startDate": "2026-06-01T00:00:00+01:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "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\u0027s future requirements. \nThe anticipated go-live date for the new system is 11th December 2026, following a 6-month period of mobilisation and implementation."
        },
        "status": "active",
        "value": {
          "amount": 600000,
          "amountGross": 720000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "riskDetails": "Changes in government legislation may impact future system developments for the supplier, and therefore change the system contract value.",
    "status": "active",
    "submissionMethodDetails": "Tender documents can be accessed free of charge by registering on the Open Portal at www.open-uk.org and must be submitted via the Open Portal by the deadline stated. Please read the instruction document contained within the tender documents for full instructions.",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2026-04-14T10:00:00+01:00"
    },
    "title": "003315 - Electoral Management System",
    "value": {
      "amount": 600000,
      "amountGross": 720000,
      "currency": "GBP"
    }
  }
}