Electoral Management System (EMS) and Associated Requirements for The Royal Borough of Windsor & Maidenhead

The procurement contact named on the official notice.

The Authority requires an Electoral Management System (EMS) and associated requirements / modules which provide the following functionality (see Annex A for the Authority's full requirements) - • The EMS must have the functionality to setup and manage the election process and deliver each stage according to the statutory timetable which needs to be embedded in the main EMS system; • The EMS must have the functionality to manage the verification of postal votes returned at the time of an election; • The EMS must have functionality to facilitate the data-mining and data-matching of locally held data sets to identify new electors and to verify the identities of new applicants; • The EMS must be able to provide and facilitate the management of an election staff self-portal • The EMS must have the ability to provide an electronic annual canvass response functionality whereby residents can make their household returns by telephone, web / online or SMS; • The EMS must have the ability to facilitate and acknowledge postal canvass returns as well as the electronic canvass response channels; • The EMS must be able to provide a digital personal canvass solution via tablet software (but it is also desirable to also be able to do this by phone) for in person visits made by canvassers; • A web-based version (or equivalent) of the EMS available for use by the Authority's Customer Service Centre; • Online polling station staff training; • It is desirable that the EMS is able to provide and facilitate the management of a candidate self-service portal The EMS must be on premise and will be hosted on RBWM's locally-held servers and accessible via on premise software.

The Authority intends to move the EMS to a hosted solution in the future when possible, practical and affordable to do so.