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)