Procurement 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)