GOC Website re-development

Description

Summary of the work Design and implementation of new public website Design and implementation of new members (registrants) website portal NOTE: A detailed requirement document can be requested from goctenders@optical.org Expected Contract Length 3 months Latest start date Tuesday 1 October 2019 Budget Range . Why the Work is Being Done The work is required to bring both the optical.org website and MyGOC portal up to modern standards, in terms of security, accessibility and functionality Problem to Be Solved The current system for MyGOC requires far too much manual intervention by GOC staff which is costly and is a potential source of errors. Currently GOC staff's ability to make website changes is limited Performance and availability of MyGOC portal needs to be significantly improved The optical.org website is an old design, navigation is difficult and the search function does not work effectively Accessibility needs to conform with UK standards SEO rankings are poor and need to be improved Who Are the Users GOC staff: Ensure MyGOC operates efficiently and that CRM records are complete and accurate in order that a high quality service is delivered Ensure prompt payment of annual and ad-hoc fees from registrants Add/delete/edit web pages and forms, avoiding the cost and delays if this has to be done by the developer Members: Update personal and professional details to ensure they are always accurate. Make payment for annual fees and ad-hoc services via a simple process that ensures their registration remains valid Easy access to information and advice that they may require Early Market Engagement None Work Already Done A discovery project to document the current setup and processes etc, and guidance on requirements for the new systems has been undertaken. Existing Team The supplier will work with GOCs Project Manager, GOC departmental heads / subject experts, GOC's CRM provider, and potentially with our IT services provider, Celerity Limited. Agreeing a detailed scope of work and key milestones will be the first step in initiating the project. Current Phase Discovery Skills & Experience • Website design / implementation • Design and implementation of registrant / membership web portals • Content management systems • User testing • Designing-in accessibility compliance • SEO • Integration with payment engines eg SagePay • Design to facilitate CRM integration Nice to Haves Design of web apps (potential future requirement or value-add service) Work Location Central London and supplier premises Working Arrangments We are seeking a web / digital development company with whom we can work in a collaborative manner to achieve the defined outcomes. GOC will appoint a project manager who will engage with the supplier as well as co-ordinating GOC input to the project Security Clearance none Additional T&Cs n/a No. of Suppliers to Evaluate 4 Proposal Criteria • Technical solution • Ability to meet GOC business objectives • Ability to meet timescales • Risk identification and mitigation • Track record in deployiong similar solutions • Approach and methodology • Security • User testing in design phase • Accessibility - ability to meet UK standards • Innovation • Post sales support • Value for money Cultural Fit Criteria • Demonstrate an ability and willingness to work in a close partnership with GOC and our partners • Adopt a transparent and collaborative approach • Have an innovative approach to this and future developments • Demonstrate a "can-do" approach at all times • Demonstrate a commitment to continuous improvement Payment Approach Fixed price Evaluation Weighting Technical competence 45% Cultural fit 20% Price 35% Questions from Suppliers 1. Is there a budget for this opportunity? Yes, there is a maximum budget of £100k.We are hoping for responses that offer efficient solutions. 2. Content migration. Your stated intention is that all content will be manually migrated. Separately it is stated that the current content is duplicated and so we assume the content will be reviewed and (partially) re-written. Please confirm if this will be done solely in-house or you wish to have content support (content design/authoring/editing etc.)? The content review and revision will be done in-house 3. Is this for the build of the system, or the discovery. Sorry its not 100% clear, though I think its the former. Correct, we are looking for the build of the new website 4. We note you are running MS Dynamics and Windows hosting e'ment. Do you have a preference/ mandatory requirement for a Windows CMS or a preference/mandatory requirement for an open source CMS (which is then hosted on your Windows e'ment)? The document states a preference for a Windows platform but that a LAMP build would be considered 5. a) Will your current supplier be participating in this tender process?b) Separately to a) will your current supplier be supporting migration and any other inter-related tasks connected with the new supplier+CMS development? If so, will the budget for their engagement be from the project budget or a separate budget? If from the project budget, how much time/budget will this amount to? The current provider is not a DOS3 registered company. We expect them to provide any reasonable assistance requested in a handover to a new supplier.Re the CRM integration, that is coming from a separate budget and will be provided by our CRM partner 6. Which CRM are you using? Microsoft Dynamics CRM 2016 7. Does the GOC have charitable status and should quotes be inclusive of VAT? Yes the GOC is a registered charity and quotes should be VAT inclusive. 8. Is there any opportunity to increase the budget if the right solution presented itself? We have set a maximum budget at £100k as previously published and would invite proposals that offer as efficient a solution as possible. 9. How many GOC staff use or will use the CRM? Around 90 GOC staff have or will need to have use of CRM 10. Can you give an estimate of the number of external users who will need access to the new MyGOC portal? There are nearly 31,000 GOC registrants who have access to the current MyGOC set up. All registrants will need access to the replacement. 11. Are you currently using Office 365, or do you have plans to do so? Yes, we use Office 365 12. Are GOC anticipating that all their requirements other than CRM work will be met within the £100K budget? If not, which requirements could be considered a lesser priority please? Yes, we anticipate all requirements other than CRM work will be met within budget. 13. Is your current CRM partner participating in this tender process? The GOC CRM partner is not currently part of the Digital Outcomes and Specialists framework 14. The questions based on 'Must Have' and 'Nice-to-Have' requirements do not correlate directly to the proposal criteria and cultural criteria. How will you be assessing tenders against these? Is there an additional scoring criteria document we should be working to? We do not understand the question. We will not share internal scoring criteria.Please clarify.