Summary
- OCID:
- ocds-h6vhtk-0789d8
- Published by:
- Herefordshire Council
- Authority ID:
- AA21405
- Publication date:
- 07 November 2026
- Deadline date:
- 05 December 2026
- Notice type:
- UK4
- Has documents:
- No
- Has SPD:
- No
- Has Carbon Reduction Plan:
- N/A
Abstract
The Authority is seeking to procure a Registration Services Booking and Management System to support the end-to-end administration of registration appointments, ceremonies, customer self-service, payments, reporting and associated service management activities.
Full notice text
Changes to notice
Description
A new suite of tender documents were published on 6th November 2026.
More detail has been added to the award criteria section.
The deadline for receipt of clarification questions has been extended to 20th November 2026 at 12:00pm
The closing date for submitting a tender has been extended to 4th December 2026 at 12:00pm
The contract commencement date has been amended to 29th January 2027.
The contract end date for the initial term has been amended to 28th January 2032.
The contract end date, if both extensions are used, has been amended to 28th January 2034.
Scope
Procurement description
The Authority is seeking to procure a Registration Services Booking and Management System to support the end-to-end administration of registration appointments, ceremonies, customer self-service, payments, reporting and associated service management activities.
Delivery regions
- UKG11 - Herefordshire, County of
Total value (estimated, excluding VAT)
200000 GBP to 200000GBP
Contract dates (estimated)
29 January 2027, 00:00AM to 28 January 2032, 23:59PM
Extension end date (if all the extensions are used): 28 January 2034
Contracting authority
Herefordshire Council
Identification register:
Address 1: Herefordshire Council, Plough Lane
Town/City: Hereford
Postcode: HR4 0LE
Country: United Kingdom
Public Procurement Organisation Number: PDTG-2978-LHCN
NUTS code: UKG11
Email: commercialservices@herefordshire.gov.uk
Organisation type: Public authority - sub-central government
Procedure
Procedure type
Open procedure
Is the total value above threshold?
Above threshold
Trade agreements
Government Procurement Agreement (GPA)
Lots
Divided into 1 lots
Lot number: 1 CPV classifications
- 48000000 - Software package and information systems
- 72261000 - Software support services
- 72263000 - Software implementation services
- 72268000 - Software supply services
Delivery regions
- UKG11 - Herefordshire, County of
Lot value (estimated)
200000 GBP Excluding VAT
240000 GBP Including VAT
Sustainability
Small and medium-sized enterprises (SME)
Contract start date (estimated)
29 January 2027, 00:00AM
Contract end date (estimated)
28 January 2032, 23:59PM
Extension end date (estimated)
28 January 2034, 23:59PM
Can the contract be extended?
Yes
Description of extensions
Extension period - up to 2 years (1 + 1), notified 3 months before the contract end date. Extensions are subject to contractor's satisfactory performance and further governance and budget approvals
Award criteria
Type: quality
Name
Quality (Questions)
Description
Q1 Implementation
Q2 Support, Service Management and Account Management
Q3 Legislative Change and Future Service Development
Q4 Integration and Technical Architecture
Weighting: 40
Weighting type: percentageExact
Type: quality
Name
Quality (Demonstration)
Description
Suppliers are invited to develop and submit demonstrations, as part of their tender submission, against the scripted scenarios detailed below. More information can be found within the tender documents.
Scenario 1: Customer Appointment Booking & Self-Service
Scenario 2: Appointment Management
Scenario 3: Reporting, Performance & Management Information
Scenario 4: Ceremony Bookings and Customer Self-Service
Weighting: 30
Weighting type: percentageExact
Type: price
Name
Price
Description
Price
Weighting: 30
Weighting type: percentageExact
Contract terms and risks
Description of risks to contract performance
During the contract term, changes to legislation, statutory guidance, regulatory requirements or National Standards may materially affect the service specification, delivery model, staffing requirements, reporting obligations or cost of delivery. The nature and extent of any such changes cannot be fully determined at the time of tender and may adversely affect satisfactory contract performance if they occur. The Contract may therefore require modification in accordance with Regulations should this known risk materialise.
Submission
Tender submission deadline
04 December 2026, 12:00PM
Enquiry deadline
20 November 2026, 12:00PM
Date of award of contract
07 January 2027, 23:59PM
Submission address and any special instructions
Herefordshire Council has published this contract opportunity on the 'Supplying the Southwest Portal'. To submit a response related to this opportunity you will need to register on the portal if you are not already registered with Procontract, and express an interest in the opportunity.To register with Procontract on the Supplying the Southwest Portal, click on the link below or copy and paste the link into your browser's address bar: https://www.supplyingthesouthwest.org.uk
May tenders be submitted electronically?
Yes
Is this a recurring procurement?
No
Publication date of next tender notice (estimated)
01 November 2033, 23:59PM
Languages that may be used for submission
Documents
Document type
Conflict of interest
Description
Not published
Document type
Bidding documents
Description
Herefordshire Council has published this contract opportunity on the 'Supplying the Southwest Portal'. To view the documentation related to this opportunity you will need to register on the portal if you are not already registered with Procontract, and express an interest in the opportunity.
To register with Procontract on the Supplying the Southwest Portal, click on the link below or copy and paste the link into your browser's address bar: https://www.supplyingthesouthwest.org.uk
Coding
Commodity categories
| ID |
Title
|
Parent category
|
| 72263000 |
Software implementation services |
Software-related services |
| 48000000 |
Software package and information systems |
Computer and Related Services |
| 72268000 |
Software supply services |
Software-related services |
| 72261000 |
Software support services |
Software-related services |
Delivery locations
| ID |
Description
|
|
There are no delivery locations for this notice.
|
Alert region restrictions
The buyer has restricted the alert for this notice to suppliers based in the following regions.
| ID |
Description
|
|
There are no alert restrictions for this notice.
|
About the buyer
- Main contact:
- N/a
- Admin contact:
- N/a
- Technical contact:
- N/a
- Other contact:
- N/a
Further information
|
Date
|
Details
|
|
No further information has been uploaded.
|