Automatic Voter Registration: EMS changes IDOX

Procurement reference

C198/2026/2027

Procurement description

The procurement is for the development and implementation of changes to an existing Electoral Management System (EMS) to support the introduction of Automatic Voter Registration (AVR) in Wales.

The services include the development of functionality required to enable the relevant legislative changes to be implemented within the Supplier's existing EMS. This includes functionality to support the matching of data, enable local authorities to correspond with electors, and support the registration of electors through the Automatic Voter Registration process.

The work comprises modifications and enhancements to the Supplier's existing proprietary EMS and associated functionality to enable Welsh local authorities using that system to administer the new Automatic Voter Registration arrangements.

Llywodraeth Cymru / Welsh Government

Idox Software Ltd

Procedure type

Direct award

Description of how these justifications apply

The contract relates to the development and implementation of enhancements to the Supplier's existing Electoral Management System (EMS), used by Welsh local authorities to support the introduction of Automatic Voter Registration in Wales. The required services comprise modifications and enhancements to the Supplier's existing proprietary software platform and associated functionality. Welsh Government is relying on the direct award justifications in Schedule 5, paragraphs 5 and 6 of the Procurement Act 2023, namely intellectual property or other exclusive rights and the absence of competition for technical reasons. The Supplier is the owner and maintainer of the relevant EMS and holds the intellectual property rights associated with the software. The contract requires access to, and modification of, that proprietary software. For technical reasons, the required development must also be undertaken by the Supplier because it has the necessary technical knowledge of, and access to, the existing platform, including its software and technical architecture. A third-party supplier would not have the necessary rights or technical access to modify or develop the existing EMS. The requirement is for modifications to an existing supplier-owned system and is not for the procurement of a replacement Electoral Management System. Welsh Government therefore considers that no reasonable alternative supplier could provide the required services. The requirement is being applied consistently across the Electoral Management System providers operating in Wales, with each provider responsible for implementing the required changes to its own proprietary platform. Accordingly, the single-supplier justification applies both because the Supplier holds the relevant intellectual property and other exclusive rights in relation to its proprietary system and because, for technical reasons, it is the only supplier with the necessary knowledge, rights and access to undertake the required modifications. There is no reasonable alternative capable of delivering the required services.

Direct award justification

Single suppliers intellectual property exclusive rights

Trade agreements

Government Procurement Agreement (GPA)

Extension end date (if all the extensions are used): 31 March 2028