2307-18 - Electoral Management Software

Tender description

The Council is seeking to procure an Electoral Management System (EMS) to: run and manage the production and ongoing maintenance of the electoral register through the conduct of the Annual Canvass of the Electoral Register and the ongoing 'rolling registration' through Individual Electoral Registration (IER) in order to achieve the Electoral Commission's performance standards for the Electoral Registration Officer (the Council's Chief Executive). These are primarily focused on the production and maintenance of as up to date and accurate electoral register as possible. organise, manage and deliver a range of election events including: • United Kingdom Parliamentary General and By-Elections; • Local Council Elections; • Town and Parish Council Elections; • Referendums including national, local and neighbourhood planning referendums; • Parish Polls; • Police and Crime Commissioner Elections. produce a range of electoral reports and data sets - both statutory and non-statutory. There are approximately 260,000 people on the Register of Electors in the East Riding and the electoral area currently covers three complete parliamentary constituencies and the parts of two others. The current systems are provided by IDOX and have been in place since January 2011. They consist of ELREG (electoral registration system) and SEMS (election management system). It is critical that this procurement process is completed by 01 September 2018, so that any new system or development of the current system is commissioned and installed to allow testing and training in time for the organisation and delivery of the Council and parish elections in May 2019. It is an essential part of this contract therefore that the new system go-live not later than 02 January 2019 to allow for the preparation, planning and delivery of the local elections being held on 02 May 2019.