Scope
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)
Total value (estimated)
- £1 excluding VAT
- £1 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 October 2026 to 30 September 2031
- Possible extension to 30 September 2036
- 10 years
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
- 48000000 - Software package and information systems
Contract locations
- UKL13 - Conwy and Denbighshire
Engagement
Engagement deadline
30 November 2025
Engagement process description
We are seeking to understand what is currently available in the market. We are inviting suppliers to provide a breakdown of the key features and functions their system provides. We also intend to invite suppliers to provide system demos, ideally over MS Teams.
We are seeking a fully functional, out of the box solution that requires minimal configuration to meet our operational needs. We are not looking for a development partner.
We do not guarantee that this exercise will result in a procurement exercise.
If your organisation can provide a solution that meets the requirements of this notice, please email procurement@denbighshire.gov.uk with a brief overview of your solution no later than 12 noon on 9th October 2025.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
1 December 2025
Contracting authority
Denbighshire County Council
- Public Procurement Organisation Number: PTPG-8659-JMCD
Wynnstay Road
Ruthin
LL15 1YN
United Kingdom
Contact name: Lisa Rainford
Email: procurement@denbighshire.gov.uk
Website: https://www.denbighshire.gov.uk
Region: UKL13 - Conwy and Denbighshire
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales