Pre-Market Engagement for the provision of a Registrars Appointment Booking and Certificate Management System

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)