Decision details

To vary the existing election management system contract with Civica UK Limited to include the mapping module for the elections management system to support boundary changes and reviews.

The variation starts on 8th January 2024 and ends on 31 March 2025. One 12-month optional extension is available. The value is approximately £15,000 per annum (exc VAT) with a one off cost of £2470 (+VAT) for training and implementation.

To perform their statutory duties, the Electoral Services Team are required to manage the process of boundary changes at all levels such as Polling District, Ward Boundary and Community Governance Reviews.

Changing boundaries in the Election Management System (EMS) can be a lengthy, time consuming process, requiring a high level of accuracy from the users making the changes. The Xpress Maps module would allows changes to be done outside of the EMS, check the results visually on the mapping software, create a proposal to allow a consultation to be held on the proposed boundaries and then reimport the changes back into the EMS. This saves significant time and reduces the risk of errors.

The mapping module integrates with the elections management suite and therefore using the was the most appropriate solution. Alternative solutions would require further work to integrate to receive the same benefits.