Pre-Market Engagement for the provision of a Registrars Appointment Booking and Certificate Management System

Tender description

We are testing the market for a new Registrars Appointment Booking and Certificate Management System to potentially replace our existing system. Background Local authorities in Wales have a statutory duty to provide registration services for: - Births, deaths, marriages, and civil partnerships - Citizenship ceremonies - Approved premises licensing - Associated legal and administrative services Current systems in use across Wales vary in functionality, integration, and user experience. A new solution is being considered to: - Modernise service delivery - Ensure compliance with the Welsh Language Standards - Improve efficiency and consistency - Ensure compliance with relevant UK and Welsh legislation - Enable digital-first, citizen-centred services Aims of Engagement The purpose is to: - Understand supplier capabilities and solutions available in the market - Explore potential delivery models (cloud, on-premises, SaaS, shared service) - Identify opportunities for innovation and best practice - Test assumptions on costs, timescales, and implementation approaches Indicative Requirements The system may be expected to deliver functionality such as: - Case management for birth, death, marriage, and civil partnership registrations - Secure handling of personal and sensitive data (GDPR compliance) - Integration with existing government platforms (e.g., payment systems, document verification, national statistics returns) - The ability to store a database of historic and new certificates. - Certificate production for births, deaths and marriages. - Appointment booking and scheduling - Online service access for citizens including appointment booking and certificate ordering. - Bilingual capabilities (Welsh and English) - Reporting and analytics - Accessibility compliance (WCAG 2.2)