GLRO21-01 Electronic vote-counting system ‘E-Count’: Preparation and delivery for May 2021

1.1 GLRO 20-05 signed on November 2018 approved the award of the contract to CGI IT UK in partnership with Smartmatic for the supply of:

i. An electronic ballot paper counting system;

ii. Ballot papers and boxes; and

iii. Associated supplies/services.

1.2 The contract in respect of the May 2020 (and, at the option of the GLRO at a later stage, the May 2024) Mayor of London & London Assembly elections with a contract value (for 2020 provision) was £8,991,132.

1.3 The decision of Government in March to postpone the 7 May 2020 London Mayor and Assembly  elections in late March resulted in the e-count project coming to a stop, although many aspects of the original plan; such as testing the system and the training of London Borough e-count staff, had already been completed.

1.4 Following postponement, a period of intense discussion followed with the GLA London Elects team and CGI to work together towards the common goal of successful delivery of the e-count for the 6 May 2021 elections.

1.5 A change control notice (CCN-010) as attached in part 2) agreed the sunk and deferred charges associated with the postponement of the 2020 elections. This provided a clear baseline for further discussions with CGI, associated with the move of the elections to 6 May 2021.

1.6 Agreement on the way forward, including payments of sunk costs and the costs associated with the revised contract and project plan was agreed in principle by all parties on 16 June 2020 (subject to the GLRO’s approval), resulting in a further change control notice (CCN-011 as attached as part 2 ).

1.7 CCN-011 provides for the preparation and delivery of the e-Count for the GLA elections in May 2021. Broadly, the intent for delivery is to adhere to the terms and conditions of the baseline contract for delivery in 2020, but subject to the assumptions and any related variances as detailed in the Impact Assessment section of CCN-011.

Key issues and risks

2.1 The conduct of Mayor of London and London Assembly elections is a statutory function of the Greater London Returning Officer (GLRO), funded and supported by the Authority.

2.2 Constituency and Borough Returning Officers together with the London Branch of the Association of Electoral Administrators continue to express their support for the continuation of e-counting at GLA Elections.

2.3 Other key issues and risks remain as outlined in GLRO 20-05.

Impact assessments and consultation

2.4 Detail on impact assessments are as addressed in the relevant section of CCN-011

3.1 The equalities implications will be addressed in the contract conditions and specification through the design of the ballot papers and the accessibility of adjudication and progress screens to be used at the counts.

4.1 GLRO approval is being sought for agreeing a further budget and expenditure up to £5.5million for the revised electronic ballot paper counting system contract; and the milestone payments as set out in CCN-011, at part 2.

4.3 This brings the total CGI contract value for e-count to up to £14,491,132 (original value of £8,991,132 approved under GRLO 20-05 plus the new budget of £5.5m). The budget of £5.5m takes account of the value of CCN-011 plus some contingency budget (£115,163.71).

4.4 The revised contract includes all costs associated with the organisation, training, delivery and management of the project including the delivery of ballot papers and ballot boxes as outlined in CCN-011.

4.5 In the first instance all expenditure will be charged to the Elections budget and reserve. This is in line with MD2695 that approved £10m allocated from GLA Group reserves to Elections reserve.

4.6 The London Elect team in liaison with the Finance team will be responsible for monitoring the contract to ensure that milestones are met, and payment are made after satisfactory delivery of milestone outlined in CCN-011.

5.1 The proposal is consistent with the GLRO’s functions and with the legal guidance as first provided in GLRO 20-05. In addition, legal and procurement advise was sought and obtained before finalisation of CCN-011. 

GLRO 21-01 Part 2

GLRO 21-01  Part 2 Appendix 1 CCN-010

GLRO 21-01  Part 2 Appendix 2 CCN-011