Consultants Tender Brief for Developing a new website for CARAD

Description

CARAD is undertaking a body of work, funded by Powys Council’s SPF fund, to improve their resilience as an organisation. As part of this work we are seeking a web developer to create a new bilingual website for CARAD and TimeScape Rhayader. This contract will commence in July/August 2024 and must be completed by early December 2024.CARAD has identified a need to build a new accessible bilingual website for CARAD and TimeScape Rhayader. This website would unite the functions of both of these websites.The aspiration is that this website would result in increased online traffic generating more visitors to TimeScape, more attendees at arts events, and more venue hire enquiries. There would also be functionality to establish an online shop.It would be constructed in a way which is easy and affordable for CARAD to continue to manage the website going forward. The tender includes training for staff members in how to use the website and a set number of support calls following on from this.NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=142346. 1. Introduction1.1. Summary of BriefCARAD is undertaking a body of work, funded by Powys Council’s SPF fund, to improve their resilience as an organisation. As part of this work we are seeking a web developer to create a new bilingual website for CARAD and TimeScape Rhayader. This contract will commence in July/August 2024 and must be completed by early December 2024.The project will have 3 distinct phases1. Reviewing the existing websites and consulting with CARAD staff on a proposed structure for a new website (July-August 2024)2. Constructing and testing a website (August-October 2024)3. Completing and handing over the website (November – early December 2024)Tender to the maximum value of £15,000 inclusive of VAT1.2. Background to CARAD and TimeScape RhayaderCARAD (Community Arts Rhayader and District) provides a creative hub which nurtures and showcases the area’s rich social and cultural heritage and which celebrates our rural area and its natural history. We seek to create a culturally vibrant and resilient community.We host regular arts, wellbeing and heritage events, giving a platform to local creatives, contributing to the cultural offering in Mid Wales and improving the wellbeing of local people.We have also created and manage an all-weather visitor attraction – TimeScape Rhayader. TimeScape has recently opened to the public and explores the area’s fascinating stories from past and present. It is our aim for TimeScape to have a distinct identity, but it is an integral part of our activities, so is necessarily linked to CARAD.1.3. Useful DocumentsAs well as our existing websites – carad.org.uk and timescaperhayader.co.uk – it would be helpful for organisations tendering to review the ADDO consultation which contains specific suggestions about improving accessibility and functionality on our website which can be found in the attached documents.2. Details of the brief2.1. Detail of the briefCARAD has identified a need to build a new accessible bilingual website for CARAD and TimeScape Rhayader. This website would unite the functions of both of these websites.The aspiration is that this website would result in increased online traffic generating more visitors to TimeScape, more attendees at arts events, and more venue hire enquiries. There would also be functionality to establish an online shop.It would be constructed in a way which is easy and affordable for CARAD to continue to manage the website going forward. The tender includes training for staff members in how to use the website and a set number of support calls following on from this.2.1.1. Current situationCARAD has two websites – www.carad.org.uk and timescaperhayader.co.uk/ with overlapping purposes. These websites have been built on Wordpress using Elementor in an ad hoc manner. Although some elements of the websites have been translated there is not a standalone Welsh version of either website. The website is not easily navigable from a clients point of view.A recent review of our branding and website by creative consultants Addo highlighted the need for a more visually accessible website.2.2. Phases of workThe project will have 3 distinct phases4. Reviewing the existing websites and consulting with CARAD staff on a proposed structure for a new website (July-August 2024)5. Constructing and testing a website (August-October 2024)6. Completing and handing over the website (November – early December 2024)The timescales of these phases are flexible but the contract must be finished by early December 2024.2.2.1. Reviewing the existing websites and consulting with CARAD staff on a proposed structure for a new websiteWithin this phase there are three deliverables• To review the content and functionality of the existing websites• To consult with CARAD staff and trustees about the function and appearance of a new website• To propose a sitemap for a new website2.2.2. Constructing and testing a websiteWithin this phase there are two deliverables• Constructing a beta website• Testing the beta website with staff and service users, to identify any changes required.2.2.3. Completing and handing over the websiteWithin this phase there are three deliverables• Constructing a finished website• Training staff members in adding and changing content on the new website• Being available for a set number of support calls3. Price and payment schedule• The total cost for this work is to be no more than £15,000, inclusive of VAT• The schedule for payment will be agreed at the inception meeting. Phased payments are anticipated4. Deadlines and Timetable• The successful contractors should initially discuss the scope of the work with the client to agree a detailed project timetable for the work.• Proposed timetable for deliveryDeadline for submission 15th July 2024Inception & planning meeting By end of July 2024Phase 1 complete By end of August 2024Phase 2 complete By end of October 2024Phase 3 complete By 5th December 20245. Project Management5.1. The contractor will report to the client immediately if there are any unforeseen delays which may limit the ability to complete the work to schedule.5.2. As part of the contract, the contractor is obliged to attend regular meetings with the client, including5.2.1. An inception and planning meeting5.2.2. A consultation with staff and trustees on the existing website5.2.3. A consultation with staff and service users to test the beta website5.2.4. A training session for staff in managing the website5.3. The client will hold the copyright on the work and its publication (including copyright on the brand and design).6. Work proposals and submission6.1. SubmissionElectronic Tender submissions should be sent with ‘Tender for CARAD website’ only in the subject line and sent to Rosie Slay, at project@carad.org.uk and will be acknowledged. These should arrive by the date shown on the timetable. Late submissions will not be accepted.6.2. Content requiredYour tender return should be no more than 20 sides of A4, including CVs and appendices. This means you will have to be concise and focus on giving us information that is directly relevant to our ‘criteria for choosing the successful tenderer’ (see 6.4).Your tender should include:• Name of tendering organisation• Name of lead individual• Contact details• Names, positions, details of relevant experience and expertise of all staff to be involved in the evaluation. In particular please include information regarding projects you have delivered of similar scale and value.• A brief statement detailing your understanding and interpretation of the purpose, context, specific objectives and scope of this work.• A proposed methodology to deliver the required outputs, together with a clear statement of the cost of the work and details of the how this will be spent. Explain how costs will be divided over the two project phases, and the roles different personnel will take in delivering the work.• A statement about the quality control measures you will use.• Two referees who can comment on your previous work.• Price including breakdown of day-rates.• Legal status of the organisation/business, VAT registration status.• Insurance cover as set out in 6.5.6.3. Timeline for submissions and appointmentAction DateRelease of tender brief 18th June 2024Contractor to return all required tender material 12pm on 15th July 2024Assessment of submission including follow up conversations if necessary 15th – 18th July 2024Formal meetings with shortlisted contractors (if required) 19th & 22nd July 2024Preferred contractor award notification 23rd July 2024Exchange of letters of understanding and agreement 26th July 2024Along with your original material please ensure you have completed and include copies of the following (attached in appendices):• Tender submission form• Collusive Tendering: Certificate and Undertaking by Contractor• Copies of relevant insurance cover or policies6.4. Award CriteriaAward Criteria WeightingContractors approach and methodology 30%Evidence of experience and ability in undertaking similar approaches as defined in the tender brief 35%Innovation 10%Cost effectiveness 25%Total – 100 points would equal maximum score 100%The appointed consultant will:• Show that they fully understand our requirements in letting this contract, and are prepared to work with us in a flexible way over the contract period to best meet our needs• Be able to demonstrate that the personnel who will be involved have appropriate skills and relevant background knowledge• Have significant experience in developing websites for organisations who have multiple strands of work and objectives• Have an understanding of the context of Mid Wales, including the importance of a fully functioning bilingual website• Show that they will be able to work effectively and in a creative way with staff and trustees, where appropriate taking an innovative approach to the creation of the website• Be able to justify costs and provide demonstrable value for money. The appointed consultant will need also to have:o Excellent presentation, written and verbal communication skillso Robust management and project management arrangementso Commitment to equalitieso The ability to take initiative and work independentlyo The ability to work with a variety of people6.5. InsuranceCARAD would expect appropriate company insurance that covered public liability, employee liability and professional indemnity insurance with a guide figure of £5M cover.6.6 Intellectual PropertyThe intellectual property rights (including copyright and design) of all work, documentation, data, and materials and of any copies thereof (“Materials”) produced for CARAD by or on behalf of the appointed consultant will vest in CARAD and the appointed consultant agrees and accepts that licences shall be granted to use the same to any supporting partners for use for non-commercial purposes.The appointed consultant shall not make or permit others to make any copies of materials without CARAD’s consent. The appointed consultant shall maintain adequate security measures during the term of the contract to safeguard materials from unauthorised access use or copying, and shall notify CARAD immediately if the consultant becomes aware of any unauthorised access to, use or copying of any materials by any person.6.7 Right to cancel or vary the tenderCARAD reserves the right:i. to amend, clarify, add to or withdraw all or any part of the Tender Invitation at any time during the process;ii. to vary any timetable or deadlines set out in the Tender Invitation;iii. not to conclude a contract for some or all of the goods and/or services (as applicable) for which Tenders are invited; andiv. to cancel all or part of the Tender Invitation at any stage at any time.The Potential Provider accepts and acknowledges that by issuing the Tender document, CARAD is not bound to accept a Tender or obliged to conclude a contract with the Potential Provider at all.6.8 Contract awardingThe Potential Provider that achieves the highest total score will be awarded the Contract.If two or more Potential Providers obtain the highest total score, the Potential Provider with the highest score for the price element will be deemed the winner and awarded the Contract.If CARAD receives only one Tender in relation to this brief, the Potential Provider will be awarded the Contract provided that they meet the Minimum Total Score of 65.6.9 Contract Termination6.9.1 Contract Break ClauseThe contract for the delivery of the Services will reference Phases 1, 2 &3 and will contain a right for CARAD to terminate the contract on written notice at the end of Phase 1 (review and consultation) if, in the reasonable opinion of CARAD, the Potential Provider has not performed the Services required and delivered the deliverables in Phase 1 to CARAD’s reasonable satisfaction.6.9.2 Termination of contract by contractorIf you decide that you are unable to meet your obligations under this Contract you must immediately write to us and explain the reasons giving us at least one month notice of your intent to do so.6.9.3 Termination of contract by CARADAny of the following conditions is a material breach which will automatically and immediately enable us to terminate this Contract:a) you commit any gross misconduct affecting CARAD’s businessb) you commit any serious or repeated breach or non-observance of any of the provisions of this agreement or refuse or neglect to comply with any reasonable and lawful directions of CARAD;c) you are convicted of any criminal offence (other than an offence under any road traffic legislation in the United Kingdom or elsewhere for which a fine or non-custodial penalty is imposed);d) you are in the reasonable opinion of CARAD negligent or incompetent in the performance of the Services;e) you are declared bankrupt or make any arrangement with or for the benefit of your creditors or have a county court administration order made against him under the County Court Act 1984;f) you are incapacitated (including by reason of illness or accident) from providing the Services for an aggregate period of 5 days in any [3-week] consecutive period;g) commits any fraud or dishonesty or acts in any manner which in the opinion of CARAD brings or is likely to bring CARAD into disrepute or is materially adverse to the interests of CARAD;h) commits any breach of any of CARAD’s relevant policies and procedures;i) commits any offence under the Bribery Act 2010.j) you assign any of your obligations under this Contract without our prior written consent;k) you sell or transfer your business to any other organisation or organisations without informing us first; orl) you cease to trade for any reason.7. Project Management and ContactsThe key contacts for this work will be with Rosie Slay, email: project@carad.org.uk or Catherine Allan, email: manager@carad.org.uk(WA Ref:142346)The buyer considers that this contract is suitable for consortia bidding.