Purpose

To seek an exemption from the Council's
Procurement Rules to provide and trial the use of mobile tablet
technology across Polling Stations within the District for the
upcoming Police, Fire and Crime Commissioner Elections on 02 May
24. The tablet based technology is provided by Democracy Counts
Ltd, with whom the Council already has a contract with since July
2022 for the provision of an Electoral Management System
(Elector8).

There are no other providers of this tablet based technology who
would be able to provide the same level of integration with the
Electoral Management System as the provider of that same system.
Additionally, the Notice of the Election is being published by The
Local Returning Officer on 22 March 2024.

Content

That an exemption from the Council's
Procurement Rules be granted from obtaining a quote from three
separate suppliers for the use of mobile tablet technology across
Polling Stations within the District for the upcoming Police, Fire
and Crime Commissioner Elections on 2 May 2024 based on the
following circumstances:

(b) The goods are proprietary items of which there is only one
supplier, or are sold by all suppliers at a fixed price; and
(c) Where the work is of a specialist nature and the Corporate
Director/Head of Department can demonstrate that it is not possible
to obtain more than one quotation or tender.

In addition, information and evidence has been provided confirming
value for money and the compatibility with the current Electoral
Management System.

Alternative options considered

Option 1 - To approach another provider of
differing technology which would not be as effective in integration
and completeness due to the differing technologies.