Purpose

To agree a procurement and contracting
approach as the lead authority for Civica Xpress, for software
development required for the delivery of flexible voting pilots in
May 2026.

Content

1.         That the
public and press be excluded from the meeting by virtue of
Paragraph 3 (Information Relating to the Financial or Business
Affairs of the Authority) of Part I of Schedule 12A of the Local
Government Act 1972, in order that the meeting consider the
exempt Annex Ato the report.

2.         That
approval be granted to accept grant funding of up to
£1,100,000 from MHCLG for the delivery of Civica Xpress EMS /
Civica Polling Station software enhancements required for the
delivery of approved Flexible Voting Pilots at the May 2026
elections.

3.         That
approval to direct award a contract to Civica, for the required
software development of:

(a)        Civica Polling
Station, on behalf of Milton Keynes City Council and Redditch
Borough Council; and

(b)       Xpress Electoral
Management Software (EMS) for all Civica EMS clients, participating
in pilots in 2026.

4.         That
authority be granted to the Director of Law and Governance to
approve the final contract award (for a period of up to 6 months),
following publication of transparency notice as required by
procurement law.

5.         That the
draft specification and outline development milestones attached at
exempt Annex A to the report, be noted, and that authority be
delegated to the Director of Law and Governance to approve any
necessary changes and any other necessary documentation that is
required to give effect to the decisions contained within this
report.