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Type of document: Contract Notice
Country: United Kingdom

2. Awarding Authority: Her Majesty’s Passport Office (HMPO), GB. Web:
3. Contract type: Service contract
4. Description: Delivery partner to develop a digital death registration service from Discovery through to Private Beta.
5. CPV Code(s): 72000000, 72260000, 72262000, 72212000
6. NUTS code(s): UKI, UKI3, UKI32, UKE32, UKD37, UKM82
7. Main site or location of works, main place of delivery or main place of performance: Location London
Work setup
Address where the work will take place Westminster, London with possibility to be based at other sites in Croydon, Sheffield,Manchester, Southport and Glasgow.
However, due to Covid-19 restrictions remote working is currently in place
8. Reference attributed by awarding authority: Not provided.
9. Estimated value of requirement: Budget range £3m – £4.5m
10. Closing date for applications 20.4.2021 (23:59).
11. Address to which they must be sent: For further information regarding the above contract notice please visit
12. Other information: Deadline for asking questions Tuesday 13 April 2021 at 11:59pm GMT
Latest start date Tuesday 1 June 2021
Expected contract length 30th September 2022. With extension options
About the work
Why the work is being done HMPO, working with Cabinet Office, has the goal to develop a digital registration service to support the registration of deaths in England and Wales by April 2022 . The expectation is to deliver a working private beta service in order to demonstrate benefits in year one and potential benefits at scale following further expansion.
The current service, a combination of manual operations and legacy technology, handles 1.25 million registrations annually, of which 500k are deaths. There is an opportunity to significantly improve the service we offer to users, as well as improve the efficiency of existing data sharing across government.
Problem to be solved HMPO require a delivery partner to support development of a service to replace outdated legacy technology, manual processes and improve a user journey that can be fragmented and confusing.
Expected new service outcomes;
Online registration for a death informant
Notification and status tracking capability
Integration to digital inputs from NHS
Online data capture and case-working for Registrars
Integration to consuming legacy and new services
There is an expectation the new service will be built iteratively and operate alongside legacy services which will continue to be the system of use for all registrations outside of the private beta.
Who the users are and what they need to do The main users are citizens registering a death and Local Registration Service officials, in particular Registrars who are legally responsible for creating a registration record.
Registration is part of a wider user journey that involves the NHS, Medical Examiners, Coroners, Local Registration Services, Funeral Directors, support groups and others. Citizens are often navigating several parallel journeys at what is typically a very sensitive time. Citizens need a service that is informative, sensitive, straightforward and as seamless as possible as they navigate between organisations. Registrars need the requisite information in order to be able to create a registration and assure it.
Early market engagement
Any work that’s already been done A large amount of pre-discovery work has been completed, this includes an understanding of the current processes, constraints, pain points, user needs and opportunities. This work is part of a larger programme to transform the service lines of life event registration and products from registration, and so befitting that there has been significant organisational strategy and vision work completed. This request is to start detailed discovery, design and delivery work.
The department has an established digital services design, delivery and live running function so the supplier will be expected to build on this foundation and bring innovation where appropriate.
Existing team There is no existing team or incumbent for this request. However, there is a core team of HMPO colleagues who have been leading the pre-discovery work to date. These include the Digital Service Manager, Business Architects, Technical Architects and business subject matter experts. The supplier will be expected to collaborate with all relevant stakeholders and in particular work closely with the civil registration digital service teams responsible for these services within HMPO.
Current phase Not started
Once restrictions are eased the supplier will be required to work from a HMPO office the majority of the time, expected to be 3-4 days a week. The client requires the team delivering this outcome to be co-located. Discussion on this and where can be had following capacity considerations and working arrangement discussions.
Whilst remote working is in place, all team members provided must be located within the UK to access HMPO systems.
Working arrangements A Statement of Work will outline the base location, working arrangements, outcomes and deliverables for the service and delivery phase.
HMPO expects all suppliers to work with and in some cases as part of mixed teams, as such we may require other team members to be embedded as part of the team delivering this outcome.
HMPO will have teams contributing to other civil registration outcomes based in London, Southport, Manchester and Croydon. There will be a requirement from time to time for travel to these or other client sites, further details concerning expenses will be communicated in the subsequent round.
Security clearance SC is required for all individuals working on this project. Once clearance is obtained, details shall be passed onto the Authority’s Contractor Team to be confirmed and complete on-boarding.
Additional information
Additional terms and conditions HMPO’s current digital services use event driven architecture, are hosted on Amazon Web Services using Docker & Kubernetes on Elastic Cloud Compute (EC2), microservices are in Node.js and Java. The supplier will be expected to work within the current infrastructure to ensure that services can be hosted and supported within HMPO’s long-term strategy. We want and encourage technical innovation from our partners however, any new technologies need to be able to fit into this infrastructure and support model.
Skills and experience
Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.
Essential skills and experience
Demonstrable experience of designing and delivering digital services according to GDS service standards (found here ) or equivalent standards
Demonstrable experience of user-centered design and delivery approaches
Demonstrable experience of using agile and iterative principles and methodologies
Experience of collaboration in order to achieve successful outcomes for users and the client organisation
Experience of or ability to work with the technical stack described
Experience of making evidence based decisions using qualitative and quantitative methods
Experience of designing and delivering services that cater for users with access and assisted digital needs
Nice-to-have skills and experience
Experience of designing and delivering services within central government or other public sector
Experience of preparing for and passing GDS service assessments or equivalent
How suppliers will be evaluated
All suppliers will be asked to provide a written proposal.
How many suppliers to evaluate 3
Proposal criteria
Approach: how the supplier would approach the problem space to ensure the outcome meets user and business needs within the timescale
Capability: what roles, skills and knowledge would the supplier propose to deliver the private beta. What is their availability, flexibility and ability to meet the security clearance required
Structure and methodology: how will the team be structured, what methodologies and tools will they use in order to deliver
Technical stack: how will the supplier deliver the service within the technical stack described. What innovation could they potentially bring
Collaboration: how will the supplier achieve a collaborative way of working as part of a wider team made up of civil servants and other suppliers, and across other HMPO teams
Stakeholder engagement: how will the supplier approach managing across the disparate interests of internal and external stakeholders in a complex, cross-organisational environment, and operate within the client’s governance
Knowledge sharing, upskilling and handover: approach to ensuring that knowledge is shared, how they support and upskill new team members and client permanent employees, approach to transition and handover
Cultural fit criteria
Evidence of collaborative working across multiple teams made up of client staff and other suppliers to achieve successful outcomes
Evidence of ability to operate in an agile context, take a flexible approach, work with ambiguity and adapt to emerging needs and priorities
Experience of upskilling and transferring knowledge to permanent employees within a client organisation
Evidence of being transparent, having a no blame culture and encouraging people to learn from mistakes
Payment approach Capped time and materials
Additional assessment methods
Case study
Work history
Evaluation weighting
Technical competence
Cultural fit
Questions asked by suppliers
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