Purpose

The Electoral Registration Officer (ERO)
requires a software solution for the data they collect and process
in respect of those registered to vote, those invited to register,
those applying to vote, those recently removed from the register of
electors and otherwise who have sought to vote in person at a
polling station, by post or by proxy or have sought a voter
authority certificate.
For the ERO, the Council procured a software solution in 2022 with
a contract for 3 years with an option to extend the contract for a
further 2 years. The end of the initial period is 2 February
2025.
The annual cost of the use of the software, its maintenance and
support to users is £15,000 per year. As such, the 2 year
extension amounts to £30,000.
Prior to the decision being taken there was consultation with the
Head of Digital

Content

To extend for 2 years the contract between the
Council and Democracy Counts Ltd for the supply of the software for
the ERO's statutory functions in respect of Electoral Registration
in the District and to support the delivery of elections for which
they are the (Acting/Local) Returning/Counting Officer.

Alternative options considered

Having considered the options around
re-procuring a software solution for the ERO, a decision has been
made to exercise the discretion in the existing contract and extend
its term for the 2 years concerned until 2 February 2027. The cost
of undertaking a re-procurement would be difficult to justify at
this stage and the existing contract was considered to represent
good value for money.