GLA Electronic Vote Counting System

{
  "buyer": {
    "id": "GB-PPON-PHGV-7784-TDZZ",
    "name": "Greater London Authority (GLA)"
  },
  "date": "2025-10-27T15:43:38Z",
  "id": "068661-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-052479",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "E16 1ZE",
        "region": "UKI41",
        "streetAddress": "City Hall, Kamal Chunchie Way"
      },
      "contactPoint": {
        "email": "ECOUNTCommercial@tfl.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - central government",
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-PPON-PHGV-7784-TDZZ",
      "identifier": {
        "id": "PHGV-7784-TDZZ",
        "scheme": "GB-PPON"
      },
      "name": "Greater London Authority (GLA)",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "E20 1JN",
        "region": "UKI41",
        "streetAddress": "5 Endeavour Square"
      },
      "contactPoint": {
        "email": "ECOUNTCommercial@tfl.gov.uk"
      },
      "id": "GB-PPON-PHMT-6197-NWNZ",
      "identifier": {
        "id": "PHMT-6197-NWNZ",
        "scheme": "GB-PPON"
      },
      "name": "Transport for London",
      "roleDetails": "TfL Procurement \u0026 Commercial is undertaking this procurement on behalf of the GLA as part of the Procurement Shared Service.",
      "roles": [
        "procuringEntity",
        "processContactPoint"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "An Early Market Engagement exercise was conducted in November 2024 under PCR 2015. Notice identifier: 2024/S 000-038431"
  },
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-05-08T23:59:59+01:00"
    },
    "description": "Transport for London (\"TfL\") on behalf of the Greater London Authority (\"GLA\") is seeking to appoint a supplier to deliver an electronic vote counting system and associated services to be awarded via a Competitive Flexible Procedure under the Procurement Act 2023.\nTfL is seeking proposals for the supply of an electronic vote counting system (\"E-Counting System\") and associated services (together \"E-Counting Solution Services\") for its delivery of the GLA\u0027s Mayor of London and London Assembly Elections in 2028 (with an option for the GLA\u0027s Mayor of London and London Assembly Elections due to take place in 2032).\nThe E-Counting System technology solution for scanning, counting and calculating results from physical ballot papers will be deployed to a central Count Centre in London and the results for the Mayor of London and the London Assembly Elections contests consolidated, calculated and declared at the Count Centre or a second site, City Hall in London. \nThe GLA expects the successful bidder (Supplier) to provide, tailor and thoroughly test a technology system, in close co-operation with the GLA.\nThe GLA\u0027s requirement includes the supply of all scanners, networking and associated technology systems, display equipment, technology / digital systems for capturing information from all London Local Authorities, ballot papers and ballot boxes, as well as distribution to the nominated destinations in each London Local Authority. The Supplier will need to design and provide full training on using the E-Counting System. \nThe GLA will reserve the right to consider the successful technology solution for the 2032 Elections also.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "description": "This procurement process is being conducted electronically on TfL\u0027s e-Tendering portal SAP Ariba and suppliers must be registered on SAP Ariba to participate in this opportunity.\nParticipation and Tender documentation will be available on SAP Ariba to all interested Applicants.\nSAP Ariba can be accessed via the following link:\nhttps://service.ariba.com/Supplier.aw\nPlease refer to submission instructions specified within this Tender Notice.",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://service.ariba.com/Supplier.aw"
      },
      {
        "accessDetails": "This procurement process is being conducted electronically on TfL\u0027s e-Tendering portal SAP Ariba and suppliers must be registered on SAP Ariba to participate in this opportunity.\nParticipation and Tender documentation will be available on SAP Ariba to all interested Applicants.\nSAP Ariba can be accessed via the following link:\nhttps://service.ariba.com/Supplier.aw\n1) Procurement Specific Questionnaire (\u0027PSQ\u0027) and Contract Response Template - Both documents will be available via the SAP Ariba portal. Please refer to submission instructions specified within this Tender Notice. \nPlease note, TfL cannot consider any PSQ submissions received after the closing date/time or received by means other than SAP Ariba. \nThe draft contract main terms and conditions and schedules are currently in the final stages of completion and will be made available to participating suppliers at the earliest.\n2) Tender Documents - It is expected that draft tender documents, including draft contract schedules, requirements, and response templates, will be made available to participating suppliers in SAP Ariba prior to the deadline for PSQ submissions.",
        "documentType": "biddingDocuments",
        "id": "future"
      },
      {
        "datePublished": "2025-10-27T15:43:38Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "068661-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/068661-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-11-10T13:00:00Z"
    },
    "expressionOfInterestDeadline": "2025-11-24T13:00:00Z",
    "id": "ICT14878",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          },
          {
            "description": "Scanning services",
            "id": "79999100",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Quality criteria consist of technical requirements and social value (100 quality points)\nThe technical elements listed below carries a total maximum of 90 quality points score (out of 100) in the evaluation of tender responses against the quality criteria.\n- Electronic Counting Solution (46 points)\n- Ballot Paper, Boxes and Seals (6.5 points)\n- Count Centre (2.5 points)\n- Counting the Count (19 points)\n- Service Provider\u0027s Site (1.5 points)\n- Approach to Quality Sustainability and Environment (1.5 points)\n- Project and Delivery Management (5 points)\n- Compliance with electoral law (3 points)\n- Transparency (2.5 points)\n- Security and Compliance with Standards (2.5 points)\nTfL may refine an award criterion as part of the competitive flexible procedure in accordance with PA2023 section 24.",
              "name": "Technical Response",
              "type": "quality"
            },
            {
              "description": "Social Value  carries a total maximum of 10 quality points score (out of 100) against the quality criteria.\nQualitative (7 points)\nQuantitative (3 points)",
              "name": "Social Value",
              "type": "quality"
            },
            {
              "description": "The Bidder\u0027s completed Financial Response (Pricing Schedules for Option 1 and Option 2) template including fixed price milestone costs for two (2) pricing options.",
              "name": "Financial Response",
              "type": "quality"
            }
          ],
          "weightingDescription": "Price Per Quality Point (\"PQP\") - The PQP will be established by dividing each bidder\u0027s price by its quality score."
        },
        "contractPeriod": {
          "endDate": "2029-06-01T23:59:59+01:00",
          "maxExtentDate": "2032-05-31T23:59:59+01:00",
          "startDate": "2026-06-01T00:00:00+01:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "There will be an option to extend the initial contract term to cover GLA London Mayor of London and London Assembly Elections in 2032."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Details are provided in the Procurement Specific Questionnaire.\nThis procurement process is being conducted electronically on TfL\u0027s e-Tendering portal SAP Ariba and suppliers must be registered on SAP Ariba to participate in this opportunity.\nPlease refer to submission instructions specified within this Tender Notice.",
              "type": "economic"
            },
            {
              "description": "Details are provided in the Procurement Specific Questionnaire.\nThis procurement process is being conducted electronically on TfL\u0027s e-Tendering portal SAP Ariba and suppliers must be registered on SAP Ariba to participate in this opportunity.\nPlease refer to submission instructions specified within this Tender Notice.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "value": {
          "amount": 7000000,
          "amountGross": 8400000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "TfL is conducting this procurement using the Competitive Flexible Procedure under the Procurement Act 2023 to identify a supplier to deliver an Electronic Ballot Counting Solution.\nThe procurement will be broadly structured as follows:\ni) Invitation to Participate in the Conditions of Participation Stage via response to the Procurement Specific Questionnaire (\u0027PSQ\u0027).\nKey considerations:\no Clarification Period.\no Project specific questions.\no Pass/Fail criteria.\no Shortlist of suppliers to be invited to the Invitation to Tender (ITT) stage.\nThe deadline for supplier to submit clarifications on the PSQ or is currently Monday 10 November 2025.\nThe deadline for suppliers\u0027 submission of their responses to the PSQ is currently Monday 24 November 2025.\nEvaluation of a PSQ will be used to shortlist suppliers for the ITT stage. Suppliers are required to submit the completed PSQ via TfL\u0027s SAP Ariba portal and provide any supporting documentation. \nTfL will evaluate the PSQ responses against the stated criteria and suppliers will be ranked based on their total moderated score.\nTfL expect to shortlist a maximum of four (4) suppliers to be taken through to the ITT stage.\nii) An Invitation to Tender (ITT) stage\nThis stage will be used by TfL to obtain a greater understanding of the bidder\u0027s proposed E-Counting Solution and delivery approach. \nCurrent estimated start date for Invitation to Tender is January 2026.\nFor Initial Tender and Final Tender/BAFO Evaluation, TfL is adopting a price per quality point (PQP) evaluation methodology whereby each Bidder\u0027s total price (from their completed financial response) will be divided by their total quality score to give a PQP.\nFollowing Initial Tender evaluation, TfL may invite suppliers to participate in dialogue/negotiation session (this is optional) prior being invited to submit Final Tender (BAFO) (if required).\nITT Stage key considerations:\nInitial Tender phase may include some or all of the following:\no Clarification Period.\no Pass/Fail elements.\no Evaluation questions.\no Application of Minimum Quality Thresholds.\no Demonstrations.\no Financial Model responses.\no PQP Approach.\nDialogue/Negotiation Phase\no Discussions between TfL and bidders about any aspect of the procurement and to improve the content of initial tender submissions.\nFinal Tender (BAFO) Phase (if required) may include some or all of the following:\no Pass/Fail elements.\no Evaluation questions.\no Application of Minimum Quality Thresholds\no Financial Model responses\no PQP Approach\niii) Post-tender negotiation Stage (if deemed necessary by TfL).\niv) Preferred Supplier Stage (if deemed necessary by TfL).\nTo participate in this opportunity, suppliers must be registered on TfL\u0027s e-Tendering platform, SAP Ariba. Please refer to submission instructions specified within this Tender Notice.\nFurther instructions and guidance will be included in the draft tender documents which will made available to participating suppliers during the selection phase.\nKindly refer any queries to ECOUNTCommercial@tfl.gov.uk."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "status": "active",
    "submissionMethodDetails": "This procurement process is being conducted electronically on TfL\u0027s e-Tendering portal SAP Ariba and suppliers must be registered on SAP Ariba to participate in this opportunity.\nParticipation and Tender documentation will be available on SAP Ariba to all interested suppliers.\nSAP Ariba can be accessed via the following link:\n- https://service.ariba.com/Supplier.aw\nSAP Ariba Registration:\nThe following instructions explain TfL\u0027s e-Tendering portal and provide guidance on how interested parties will be able to communicate with TfL in relation to this exercise.\nSuppliers are requested to first check whether their organisation is already registered on SAP Ariba before self-registering to avoid creating a duplicate registration.\nSuppliers are also requested to ensure that the contact details of all supplier personnel that will participate in this procurement activity are listed in your organisation\u0027s SAP Ariba registration details.\n(1) To register or to check if your organisation is already registered to SAP Ariba, log on to:\nhttps://s1-eu.ariba.com/Sourcing/Main/ad/selfRegistration?realm=TfL\nGuidance on registering is available through the following link:\nhttps://content.tfl.gov.uk/supplier-registration.pdf\n(2) Upon completion of step 1, interested suppliers must email ECOUNTCommercial@tfl.gov.uk providing the following details:\n- Organisation name as registered in SAP Ariba;\n- SAP Ariba supplier ID;\n- A single point of contact registered on SAP Ariba; first name and surname;\n- Your email address registered with SAP Ariba;\n- Details of your role with your organisation as registered with SAP Ariba; and\n- Details of other contacts registered in SAP Ariba that you wish to be added to the SAP Ariba sourcing event; first name and surname;\nCompletion of these steps will enable TfL to invite interested suppliers to the sourcing event in SAP Ariba to:\n- gain access to procurement documents;\n- allowing interested suppliers to view documents; and\n- submit their PSQ responses via SAP Ariba.\nPlease contact Ariba_Supplier_Enablement@tfl.gov.uk in the first instance should you experience any problems with the portal for issues related SAP Ariba registration.\nSuppliers must read the instructions carefully before proceeding with registration and are advised to satisfy themselves that they understand all the supplied information before submitting their participation and tender responses.\nCentral Digital Platform:\nAs part of the participation, suppliers should also be registered on the Central Digital Platform and have completed all the relevant registration questions. Further details can be found here:\nhttps://www.gov.uk/government/publications/procurement-act-2023-short-guides/suppliers-how-to-register-your-organisation-and-first-administrator-on-find-a-tender-in-three-easy-steps-html",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "GLA Electronic Vote Counting System",
    "value": {
      "amount": 7000000,
      "amountGross": 8400000,
      "currency": "GBP"
    }
  }
}