Published
Registration Services Booking and Management System
Notice number: ocds-h6vhtk-0789d8
KEY INFORMATION
- Submission deadline
- • Nov 13, 2026
- Location
- 🇬🇧 United Kingdom
- Contracting authority
- Herefordshire Council
- Accepted Languages
- English
- Tender type
- Services
- Contract Value
- Published date
- Oct 16, 2026
TENDER DESCRIPTION
This tender seeks a comprehensive Registration Services Booking and Management System to facilitate the end-to-end administration of registration appointments, ceremonies, customer self-service, payments, and reporting, including full implementation, hosting, and ongoing service management. The required solution must integrate seamlessly with existing Council systems such as the public website, Granicus platform, Capita Pay360, Paye.net, Business World, and Microsoft Power BI, while ensuring compatibility across various devices and adhering to WCAG 2.2 AA accessibility standards. Proposers must demonstrate financial viability through a detailed assessment of profitability, liquidity, and solvency over the past two years, submitting audited accounts or suitable alternatives. The contract will commence on 23 December 2026, with an operational go-live date of 1 April 2027, and an initial term ending 31 March 2031, with implementation and mobilisation activities scheduled from January 2027.
TENDER BRIEF
The contract timeline includes the following key dates and phases:
- Contract Commencement Date: 23 December 2026
- Service Commencement Date (Operational Start/Go-Live): 1 April 2027
- Initial Contract Ends: 31 March 2031
- Total Duration: The initial contract runs from 23 December 2026 to 31 March 2031.
- Key Milestones and Phases:
- Tender Notice published: 16 October 2026
- ITT issued: 16 October 2026
- Deadline for receipt of clarification questions: 3 November 2026 by 17:00 GMT
- Closing date for submitting tender: 13 November 2026 at 17:00 GMT
- Evaluation & moderation process: 16 to 24 November 2026
- Intention to award and Contract Award Notice: 3 December 2026
- Standstill period: 15 December 2026
- Contract Award Notification: 19 December 2026
- Implementation & Mobilisation: From January 2027, to be agreed with the Supplier. This phase may involve a phased approach to implementation and includes stages such as Planning, Design, Implementation, and Rollout.
- Contract details notice published: Before 28 February 2027
- Annual contract review meetings and a full contract review meeting 6 months before the end of the initial 5-year award.
Sources
- 1Invitation to Tender Template.docx — “& moderation process | 16 to 24 Nov 2026 | During this period, the council will conduct an assessment of the bidders’ responses to determine whether they comply with the council’s requirements for this service as set out…”
- 2Appendix 1 Service Specification.docx — “each of the quarterly contract meetings. Any underperformance, escalation or dispute will be raised at the first opportunity with the Account Manager. This will then be followed up at the quarterly contract meeting. A fu…”
- 3Appendix 2 - Software as a Service Agreement.docx — “Estimated completion date | Planning: | | | Design: | | | Implementation: | | | Rollout: | | | 2. PLANNING The Supplier shall prepare the Project Plan in co-operation with the Council during this stage of the Implementat…”
The core scope of work for this tender is to provide a Registration Services Booking and Management System. This system will support the end-to-end administration of various activities, including registration appointments, ceremonies, customer self-service, payments, reporting, and related service management.
The Statement of Work summary includes:
- Implementation and Mobilisation Services: This involves planning, where the supplier prepares the Project Plan with the Council; design, which includes developing a configuration of hosting servers with redundancy for software access; implementation, where the supplier and Council cooperate to implement services; and rollout, where services are rolled out to authorized users.
- Hosting Services: This phase encompasses hosting set-up, including design, installation, configuration, and testing of hosting services, facility, and internet connectivity, as well as the installation and configuration of hosting equipment to provide software access.
- Core Deliverables and Functionality:
- An end-to-end online ceremony and venue booking system that supports multiple venue and ceremony types.
- Secure online payment processing and payment tracking.
- Online submission and management of ceremony information.
- Customer self-service access to booking and payment records, with secure authentication and portal access.
- Effective management of venue capacity and bookings.
- A single integrated system for staff to manage appointments, ceremonies, customer interactions, and reporting.
- Improved self-service functionality for customers to reduce manual administrative processes.
- Flexible reporting and management information capabilities for operational, performance, and statutory reporting data, with desirable integration with Microsoft Power BI and other corporate reporting tools.
- Export of data into common business formats.
- Reporting suitable for operational, management, and statutory purposes.
- Reduced reliance on supplier support.
- Contract Management: The supplier will provide a dedicated Account Manager, and quarterly contract meetings will be required to review activity, issues, and future developments, with data and performance information supplied at these meetings.
- Engagement: Regular engagement is expected between contract award and go-live (weekly/fortnightly meetings). Post-go-live, engagement for issues will be daily for the first two weeks, weekly for the next month, monthly for three months, and quarterly thereafter.
- Business Continuity Planning: The supplier must provide a plan to ensure continuous service delivery, as the Registration Service is critical to the Council.
- Performance Measures (Implementation Year 1): Key targets include 100% delivery to the agreed implementation plan, 100% resolution of critical user acceptance testing defects before go-live, and system availability as per schedule 7 of the contract. Incident resolution targets are also specified, with critical (P1) incidents requiring a response within two normal business hours and resolution within four normal business hours, and high (P2) incidents requiring a response within four normal business hours and resolution within two business days.
Sources
- 1Invitation to Tender Template.docx — “and Pricing Schedule | The bidder’s price and cost breakdown. This includes a declaration and a Microsoft Excel workbook (Completion Document 3a) for completion. Both should be submitted These documents will form part of…”
- 2Appendix 1 Service Specification.docx — “customer self-service, payments, reporting and associated service management activities. | Procurement Procedure | The procurement is being carried out using the Open Procedure under the Procurement Act 2023 as an above…”
- 3Appendix 2 - Software as a Service Agreement.docx — “Estimated completion date | Planning: | | | Design: | | | Implementation: | | | Rollout: | | | 2. PLANNING The Supplier shall prepare the Project Plan in co-operation with the Council during this stage of the Implementat…”
- 4Completion Document 2 - Bidders Tender Response.docx — “access controls. Export of data into common business formats. Reporting suitable for operational, management and statutory purposes. Reduced reliance on supplier support. Scenario 4: Ceremony Bookings and customer self-s…”
Login to view all answers and insights
Unlock tender brief for freeTENDER DOCUMENTS
DIRECTORY • 10 FILES
- Invitation to Tender Template.docx122 KBDOCX
- Completion Document 2a - Mandatory & Optional Requirements Checklist.xlsx28 KBXLSX
- Completion Document 4 - Financial Workbook.xlsx48 KBXLSX
and 3 other documents
Login to view and download all tender documents
Unlock documents for freeASK AI ABOUT THIS TENDER
Can a foreign company apply?
Yes, foreign companies can apply as long as they meet all the requirements set out in the procurement documents.
Login to ask more questions.
Unlock AI tender chat for freeUnlock your tender workflow
Run your first search, evaluate the results, save a daily monitor and start building a pipeline of tenders worth pursuing.