Integrated Visitor Attraction IT System – Request to Quote

Description

Request to Quote (RFQ)Integrated Visitor Attraction IT SystemStori Brymbo1. IntroductionStori Brymbo is an emerging visitor attraction rooted in industrial heritage, landscape, and community reuse. The site brings together heritage interpretation, outdoor experiences, coffeehouse and retail, events, learning, volunteering, and community space within a single destination.We are now seeking quotes from IT companies with experience delivering digital solutions for visitor attractions to provide an integrated IT system that supports both the visitor journey and day-to-day operations.Our approach is intentionally collaborative and pragmatic. We are not looking for a heavily customised or overly complex system, but for a proven, flexible platform (or set of well-integrated systems) that can grow with the attraction as it develops.2. Context & VisionStori Brymbo will open in phases:- The Fossil Forest is already open to visitors and currently uses Eventbrite for ticketing.- The main site is under construction and is scheduled to open to the public in mid-June.- The site will continue to evolve after opening.The IT system must therefore support:- A phased rollout- Periods of mixed operation (partial site open / full site open)- A transition away from third-party ticketing platforms- Future expansion without major reworkWe want technology that quietly enables a great experience, for visitors, staff, volunteers, and partners, without becoming a burden to manage.3. Project ObjectivesThe overall goal is to implement a joined-up digital ecosystem that:- Supports a seamless visitor journey from first awareness through to post-visit engagement- Makes it easy for visitors to book tickets, manage memberships, donate, and engage further- Reduces manual processes for staff and volunteers- Provides clear, actionable data for operational planning, fundraising, and reporting- Works across ticketing, access control, café, retail, CRM, and analytics- Is fully bilingual (Welsh and English) across visitor-facing touchpoints- Is accessible, inclusive, and compliant with GDPR and accessibility standards4. Scope of the IT SystemSuppliers may propose a single SaaS platform, a modular solution, or a lead system with integrations, provided the experience is coherent and manageable.The scope is expected to include (but is not limited to):Ticketing & Booking- Online ticket sales (day tickets, events, concessions, memberships)- Timed entry (if required)- Gift Aid- Group bookings (schools, coach tours, interest groups)- Add-ons and upsells (guided tours, workshops, donations, coffeehouse vouchers)- On-site ticket sales (staffed POS, kiosk, or mobile)- Digital ticket delivery (QR codes or similar)- Transition away from Eventbrite, with consideration of historic dataAccess Control & Capacity- QR or digital pass scanning which works with hardware already installed.- Real-time attendance and capacity monitoring- Support for partial and full-site access scenariosMembership- Physical and digital membership cards (Apple / Google Wallet compatible)- Renewals, upgrades, and member benefits- Usage tracking and reportingCoffeehouse, Retail & EPOS- Integrated EPOS for coffeehouse and retail- Stock control across multiple locations and pop-ups- Table or mobile ordering- Kitchen display integration- Online shop integration using shared inventory- Promotions, loyalty, and member discountsCRM, Communications & Fundraising- Central CRM capturing visitor, member, donor, and engagement data- Automated emails (booking confirmations, reminders, post-visit follow-up)- Segmentation by audience type, language, and access needs- Donation and fundraising functionalityAnalytics & Reporting- Visitor numbers and attendance- Revenue reporting across tickets, coffeehouse, retail, and events- Dashboards suitable for operational management and funder reportingStaff & Volunteer Operations- Role-based access and permissions- Volunteer scheduling and hours tracking (native or integrated)- Event planning and staffing visibility- Integration-friendly approach to maintenance, health & safety, and asset systems5. Implementation & Rollout ExpectationsWe expect suppliers to propose:- A phased implementation approach aligned to site opening- Clear onboarding and staff/volunteer training- Support during go-live and early operational months- A system that can be configured and adjusted as facilities and programmes expand6. Supplier Response RequirementsPlease include the following in your response:1. Company overview and relevant experience with visitor attractions2. Description of your proposed solution and overall architecture3. What is included natively vs via integration4. Example clients or case studies (where available)5. Proposed implementation approach and indicative timeline6. Any hardware assumptions or dependencies7. Ongoing support, licensing, and service model8. Clear pricing structure (setup, subscriptions, support, optional modules)9. Key assumptions, risks, or exclusions7. Evaluation & Selection ProcessSubmissions will be evaluated based on:- Suitability for a multi-use visitor attraction- Quality of visitor and staff experience- Flexibility, scalability, and ease of use- Integration capability- Value for money (not lowest cost alone)- Realism of implementation and support model8. Timetable- RFQ submission deadline:12 January 2026 at 08:00- Notification of successful shortlisted applicants:By close of play on 12 January 2026- Supplier interviews:13 January 2026Brymbo Enterprise CentreSuppliers invited to interview will be asked to talk through their proposal and, where helpful, demonstrate relevant aspects of their system.9. Closing NoteStori Brymbo has an experienced and capable project team in place. We have invested significant time in understanding our operational needs and visitor journeys, but we recognise that specialist knowledge is required to make the right technical choices.We are therefore seeking a supplier who can provide both a robust solution and informed guidance, supporting us to develop and mature our digital systems as the attraction evolves.We recognise that our ambitions for this project are wide-ranging and that our long-term vision includes a substantial wish list of functionality. However, our immediate priority is to implement a reliable, robust core system that works well from day one and can grow, evolve, and be enhanced over time as Stori Brymbo establishes itself as a visitor attraction.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=159544.The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. Indicative Volumes:At this stage, visitor numbers (of c. 30,000 pa once established) and transaction volumes are indicative only. Suppliers should assume a small-to-medium visitor attraction at launch, with the system able to scale over time as facilities, programming, and audiences grow.Clarifications:Clarification questions may be submitted during the RFQ period.Contract Structure:The appointment is expected to be for an initial implementation period followed by an ongoing software licence and support arrangement. Final contract length and break clauses will be discussed with the preferred supplier.Right to Not Appoint:Stori Brymbo reserves the right not to appoint a supplier as a result of this RFQ, or to appoint only part of the scope where appropriate.Future Phases:This RFQ focuses on core visitor attraction systems. Additional modules or future phases (e.g. enhanced analytics, new facilities, expanded access control) may be commissioned separately.Costs & Assumptions:Suppliers are asked to clearly state all assumptions, dependencies, and any optional costs within their quotation to ensure transparency and comparability.Intellectual Property & Data:All visitor, membership, and transactional data generated through the system will remain the property of Stori Brymbo.Sustainability & Accessibility:Suppliers are encouraged to outline how their solution supports sustainable operation and accessible digital experiences.(WA Ref:159544)