INVITATION TO TENDER. Website Specification for Herefordshire & Worcestershire Chamber of Commerce. Date: 18/07/2017 Version 1.0

Transcription

1 INVITATION TO TENDER Website Specification for Herefordshire & Worcestershire Chamber of Commerce Date: 18/07/2017 Version 1.0 1

2 Executive Summary This document is an Invitation to Tender (ITT) for the provision of a new Herefordshire & Worcestershire Chamber of Commerce website (HWCC). Companies are invited to quote for the provision of a new fully responsive web application that can deliver a high quality user experience. The website will incorporate current best practice and be capable of evolving as technology and trends change. The new website will need to be flexible and capable of satisfying the needs of our internal team, so an intuitive CMS is required. Consideration for the migration of the current website content and SEO rankings, and how the future evolution process will be managed, will be an important part of the decision process. The company currently uses Microsoft Dynamics CRM and it is essential that the website is capable of working with this system. A future proof solution that could feed a range of CRM s would be most desirable. Timetable of Events The timeframes are shown below for the process Invite to Tender released Response to Tender deadline Shortlist Notification of results of shortlisting Shortlist interviews Preferred supplier chosen Go Live 21 st July 8 th September 5pm 18 th September 22 nd September 2 nd & 3 rd October W/C 9 th October W/C 2 nd April TBC Contacts Responses to the tender should be sent to Martyn Hammond at the Chamber of Commerce, either by or post at: Herefordshire & Worcestershire Chamber of Commerce Severn House Prescott Drive Warndon Worcester WR4 9NE Martynh@hwchamber.co.uk 2

3 Table of Contents 1. Background and Business Requirements 2. Customer Analysis 3. Technical Specification 4. Submission Considerations 5. Hosting, Backup and Licensing 6. Post Development Service 7. Design and Layout 8. Compliance 9. Tender submission / Delivery Plan 3

4 1. Background and Business Requirements HWCC is a membership organisation and offers a wide range of business support to the local business community. Our audience is largely Herefordshire or Worcestershire based although some visitors are from further afield. The new HWCC website must be fully responsive, focusing on user experience, whilst using best practice to ensure organic search engine rankings are maximised. A list of requirements is given within the specification. This list is not exhaustive and therefore we will be interested in ideas from suppliers on how to maximise opportunity for traffic and awareness, whilst ensuring the user experience is best in class. The key objectives for the new website are: To engage and inform member s To inform local businesses of Chamber benefits and services To encourage membership retention To promote a range of products and services To share news and information To enable businesses to view and book training courses To promote events and facilitate bookings To data capture visitors to the website To share and receive content from other chosen websites To maximise SEO opportunities To ensure latest best practice is adopted and maintained To use common technology that is widely supported Clear and concise performance reporting for HWCC and our members To allow businesses to join online 2. Customer Analysis HWCC is a membership organisation with 1500 members. Whilst we are a membership organisation; we work with all businesses, public sector partners and run a number of public contracts. Members receive a range of additional benefits including preferential pricing and a members directory, which is password protected. Visitors come to the website for a variety of reasons For information To join the Chamber To book training To book events Connect with other members Read the latest business news, opportunities and tenders For specialist information and opportunities 4

5 3. Technical Specification HWCC would welcome supplier ideas on the use of technologies to enable the objectives (as above) to be achieved. Guidance would be welcomed in selecting an appropriate CMS. The system should also be scalable and ready to publish content to a range of devices including Mobile, PC and Mac. The solution should be tested on a range of browsers and browser versions for compatibility. Browsers to be tested on should include current and commonly used iterations of: Mobile browsers, Explorer, Chrome, Firefox and Safari. The site must be fully responsive. 4. Submission Considerations Mobile and desk top design User journey and experience Strategy for visitor engagement Current site migration and SEO protection Demonstrate an understanding of the Chamber s priorities and responsibilities to support the region Help in developing enhancements and service offering beyond standard website development Assurance of agency capability, primarily in-house, to deliver the whole project including content and data development Demonstrate a knowledge of and affinity for the county of Herefordshire and Worcestershire Rationalisation of current navigation whilst preserving the high volume of required content 5. Hosting, Backup and Licensing The supplier should provide options and costings for hosting, backup solutions and any licensing requirements for any system components upgrades. Any hosting options must allow the HWCC to remain in full control of the site and with the ability to change suppliers or hosting as required. 6. Post Development Service Following the initial website development and agreed warranty period, HWCC would seek to contract with the supplier for ongoing support and development of the website, on a one-year rolling contract basis. This would include, but is not limited to: A service level agreement on a break/fix basis Software patches and updates Agreed resolution times Working hours support by capable staff Alerts for full or partial website downtime Regular reporting of incidents and resolutions Agreement of a 12-month ongoing development plan Freedom to move website in its entirety to alternative supplier 5

6 7. Design and Layout It is imperative that layout, copy and design is clear, concise and persuasive. The design must adhere to brand guidelines (a copy is available on request), ensure easy and logical navigation and encourage the use of calls to action and conversions. The site must be easy to use and be accessible through different devices and to users with visual impairment or other disabilities, including motor control, learning difficulties and deaf users. The site should comply with The Equality Act Compliance Information will be required to explain the security architecture deployed, hosted solution security and data integrity. Any IPR on the new website, insofar as is possible, will be owned by HWCC. Ideas, designs, innovations and copy must be considered, at a minimum, to be available for HWCC to use on a perpetual royalty free basis. Any unique source code will be provided to the HWCC on completion of the Website. The website must comply with current Data Protection legislation which must include compliance with the General Data Protection Regulation (GDPR) that comes into force on 28 th May Tender submission / Delivery Plan The supplier's tender document should include full details of how the proposed new site will meet the tender objectives. A delivery plan should be included detailing timescales, milestones, testing period and resources required from HWCC. Each milestone of the delivery plan will require sign off by HWCC and regular updates will be required. The tender document must include a detailed price schedule for all work proposed including any costs for design, migration, build, testing and hosting plus any additional software/licence costs and outlined ongoing service charges. 6