Tender to Supply and Election Management System

Tender to Supply and Election Management System

For publishing and maintaining an accurate register of electors and managing elections respectively.

United Kingdom-Kingston: Software package and information systems

2017/S 157-325647

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The Royal Borough of Kingston upon Thames
Guildhall, High Street
United Kingdom
Contact person: Mr Paul Freeman
Telephone: +44 2085475181
E-mail: commissioning@kingston.gov.uk
NUTS code: UKI63
Internet address(es):Main address: http://www.kingston.gov.uk

Address of the buyer profile: http://www.kingston.gov.uk

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://procontract.due-north.com/Advert/Index?advertId=4ef1b1a2-2779-e711-80e3-005056b64545
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://procontract.due-north.com/Advert/Index?advertId=4ef1b1a2-2779-e711-80e3-005056b64545

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Election Management System.

Reference number: DN292029

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Kingston Council is procuring an Election Management System to ensure the Electoral Registration Officer and Returning Officer are able to continue to undertake their statutory duties by publishing and maintaining an accurate register of electors and managing elections respectively.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKI63

II.2.4)Description of the procurement:

Kingston Council is procuring an Election Management System (EMS) to ensure the Electoral Registration Officer and Returning Officer are able to continue to undertake their statutory duties by publishing and maintaining an accurate register of electors and managing elections respectively. The chosen EMS will need to comply with legislation and Kingston Council’s ICT and data and information management procedures. The EMS should: — Allow the ERO to publish, maintain and distribute an accurate register of electors, updates and the absent voter record — Allow the RO to administer all statutory elections in line with legislation — Allow the RO to undertake 100 % postal vote statement checking — Hold the polling scheme as designated by the Council and allow the electoral services team to update this as and when required — Facilitate a move towards ‘digital by default’, in line with the local authority’s policy whilst ensuring legislative requirements are met.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 180 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The award criteria is contained within the Tender documents.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 15/09/2017
Local time: 15:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 15/09/2017
Local time: 16:00
Information about authorised persons and opening procedure:

All tenders will be opened at one time by the Head of Corporate Governance and the appropriate Director, Executive Head or Service Manager.

The terms ‘Head of Corporate Governance’, ‘Director’, ‘Executive Head’, and ‘Service Manager’ include any officer duly authorised by the same.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Royal Borough of Kingston
Guildhall, High Street
United Kingdom
E-mail: commissioning@kingston.gov.ukInternet address:http://www.kingston.gov.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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