Invitation to Quote. 7 th November 2014

Transcription

1 Invitation to Quote Development and delivery of the website and integrated CRM system to support the Live Here, Love Here campaign (part of the Civic Pride programme) 7 th November 2014 This is an invitation to provide a quote for the provision of a website, integrated Customer Relationship Management (CRM) system and mass facility for the Live Here Love Here campaign (part of the Civic Pride programme). The website and CRM system must be ready to launch in February Contents Page 1. Instructions and contact information 2 2. Specification of Requirements 3 3. Background information 7 4. Scoring criteria Budget and timeframe Submitting a proposal Appendix 1 Example fields for CRM system 1

2 1. Instructions and contact information This is an invitation to provide a proposal for the development and delivery of a website, CRM system and bulk marketing system to support the Live Here Love Here programme. If you wish to provide a quote, you will be asked to deliver a presentation outlining your proposal to an Assessment Panel taking place during the week commencing 24 November Each presenter will be given a timeslot of 45 minutes. This is made up of a maximum of 30 minutes to deliver the presentation and 15 minutes for questions. Keep Northern Ireland Beautiful Bridge House 2 Paulett Avenue Belfast BT5 4HD Telephone: address: katy.jenkins@keepnorthernirelandbeautiful.org Please bring FOUR hard copies of your proposal to the presentation. If you have any questions about this document please contact Katy Jenkins by 12noon on 14 November Questions and responses will be posted on the Keep Northern Ireland Beautiful website at unless responses are deemed to be commercially sensitive. It is the responsibility of the agency submitting a proposal to review the website regularly. All proposals must be in English. Prices contained within the proposal must be exclusive of VAT and be in Pounds sterling and must include ALL agency fees. All budget must be spent and invoiced by the end of March Live Here Love Here brand guidelines: A set of brand guidelines have been developed for the Live Here Love Here brand. They include the approved colour palette, usage of the logo, font style and size. They can be downloaded at Keep Northern Ireland Beautiful: General information about Keep Northern Ireland Beautiful can be found at: Website: Facebook: 2

3 2. Specification of requirements 2.1 Overview Keep Northern Ireland Beautiful wishes to appoint an agency to develop and deliver a website with an integrated CRM system and a bulk ing system, to support the Live Here Love Here programme and media campaign. The Live Here Love Here media campaign is due to launch at the beginning of January The website should support campaign activity and act as a portal for the general public, specific groups (e.g. volunteer groups, schools) and other stakeholders to access information about the Live Here Love Here programme and its funding partners and supporters. The website should also support a Litter Pledge facility where members of the public and other stakeholders can show their support for the campaign by signing up to a pledge. The website should be linked to an integrated CRM system that will record a range of information relating to stakeholders and allow mass s and newsletters to be sent. The website should be branded as Live Here Love Here and adhere to the Live Here Love Here brand guidelines. The agency will be required to: Develop and deliver a Live Here Love Here website with supporting CRM system and mass function within an agreed timeframe and to an agreed budget Provide a plan outlining key deliverables, a timeline and budget Adhere to the Live Here Love Here brand guidelines including logo usage, font usage and colour palette the agency may need to purchase the correct fonts if they currently do not use them and this needs to be included in the cost breakdown Obtain sign off and approval from Keep Northern Ireland Beautiful before work goes live Appoint, be responsible for and be the liaison contact for any third party sub-contractors Meet Keep Northern Ireland Beautiful when necessary throughout the contract period gaining appropriate approvals for work and provide contact reports detailing such meetings 2.2 Website structure and content The agency is expected to provide all appropriate copy for the website taking into account Search Engine Optimisation. All copy must be approved by Keep Northern Ireland Beautiful. The website must include the following: Item Litter Pledge facility Description/notes A page/area where people can pledge their support to the campaign and make a promise not to drop litter (or similar promise) by giving some basic information such as name, address and council area. They can also sign up to receive a newsletter (or have the option to opt-out) when making the pledge 3

4 Volunteer Resource Centre (no need for account or login) Calendar facility (see point above) Volunteer Login Area Partner organisation login area Supporters page Donate function Enquiry form/contact us page Media/news centre Information about the programme and funding partners Campaign pages A Search function This would include the different volunteering opportunities available in addition to events, campaigns, days of actions, focus months etc. Partner organisations would be able to input information so that their volunteering opportunities, events, campaigns etc would be included. - Volunteers, potential volunteers and members of the public can access information about clean ups, volunteering opportunities and other information posted by event organisers and partner organisations as displayed in a calendar format - Volunteers can set up an account and upload information (and images) about the events that they are organising or information about volunteering opportunities linked to the calendar facility - Volunteers would need to register and sign in and provide more detailed information to be able to add information to the calendar This function would allow partner organisations to add their own events, campaigns and volunteering opportunities to the calendar facility Details of celebrities and high profile supporters of the Live Here Love Here campaign including photos, images, videos, quotes etc Ability for members of the public to make a donation to the campaign either as a one-off or regular payment Contact details for Keep Northern Ireland Beautiful and also for funders and partner organisations Area where the media can access press releases, images, other relevant information e.g. CVs Information about the different Campaign specific pages that support current campaigns, promotions, communications etc including useful information on key environmental issues Ability to search the website using a key word or phrase Other pages as outlined in proposal 2.3 Website branding The website will carry the Live Here Love Here branding which will be supplied by Keep Northern Ireland Beautiful. Branding guidelines including logo usage, font and colour palette have been created for the Live Here Love Here brand and must be adhered to for the website and bulk ing system. Please note that it is the agency s responsibility to purchase required fonts. 4

5 2.4 Content management system (CMS) Once launched, Keep Northern Ireland Beautiful staff will be responsible for keeping the Live Here Love Here website up-to-date by being able to: Edit copy and add new copy Add and remove pages within an agreed website structure Add and remove images and documents Change images and copy for elements of the website including any banner adverts and sliders The proposal must include at least one training session for Keep Northern Ireland Beautiful staff on the proposed CMS. Keep Northern Ireland Beautiful will consider a bespoke or off the shelf CMS. 2.5 Domain name and hosting The following domain name has already been purchased: The quote must include costs for hosting the site for one year (from date of launch). 5

6 2.6 CRM system The following objectives have been set for the CRM system: Objective All data in one place, easily accessible for all. A connected database where links between individuals and organisations are actively made regardless of their affiliation Database that can receive feeds from other sources including social media, web, external (appropriate) files without the need for additional design work to transfer/upload Data structured to accommodate the requirements of users and projects. Data must be easy to filter for marketing purposes, must also be extractable to aid e- marketing etc. Secure access to data with the ability to pre-set security roles amongst the team. A compatible and seamless e-marketing tool bolted on (see 2.6) Clearly defined dashboards giving the business key insights into activities Easy tracking and saving of relevant documents in CRM including s and attachments Full basic user training to all with "superuser" training for a minimum of 2 administrators Solution that is cloud based to help future proof the tool. Notes Saves recall time and gives access to all KNIB team members when needed Intelligent data, knowing who is associated with which business gives insight when planning campaigns and communications. Capturing all data in an automated process saves time and effort plus provides detailed intel on clients This will help streamline the process of gathering the appropriate contacts for a campaign or communication Data protection and security assured This will aid the marketing ambitions of LHLH and speed up the process KNIB should have a touch button view of performance against KPIs and goals Ease of recall when required to support a case, issue etc. Assure adoption and guarantee long term success of CRM project Access anywhere, reduce on-premises costs/risks 2.7 Mass marketing system The system must allow mass/bulk s to be sent to the stakeholders on the CRM database while capturing marketing opt-outs. 6

7 3. Background information 3.1 About Keep Northern Ireland Beautiful Keep Northern Ireland Beautiful is an environmental charity working towards the vision of a beautiful Northern Ireland by inspiring people to take responsibility for creating cleaner, greener and more sustainable communities. Keep Northern Ireland Beautiful runs a number of volunteering and public engagement campaigns and programmes including the BIG Spring Clean anti-litter campaign, the Clean Coast programme which supports coastal volunteering groups, and the Adopt A Spot project. The charity also coordinates the surveying and cleaning of 16km of Northern Ireland s coastline through the marine litter programme and runs the Seaside and Green Coast Awards, the international Blue Flag (for beaches and marinas) and Eco-Schools programmes all of which set environmental quality standards. Keep Northern Ireland Beautiful began life in 2000 as TIDY Northern Ireland. Originally created when the Keep Britain Tidy group devolved into the four regions of the UK, Keep Northern Ireland Beautiful can trace its roots back to 1954 when the Women s Institute passed a resolution at its AGM to start an anti-litter campaign. Over the years many memorable campaigns have been supported by the celebrities of the day including ABBA, Morecambe and Wise, and many more. 3.2 Development of the Civic Pride programme and the Live Here Love Here brand A project team was set up in 2011 to develop a regional strategic programme that focused on the theme of Civic Pride. The Civic Pride programme originally included a number of elements to improve health and well-being by enhancing the environment and social conditions of communities. Original members of the project team included representatives from the Public Health Agency, Keep Northern Ireland Beautiful (previously known as TIDY Northern Ireland), Council Clusters, the Department of the Environment and Volunteer Now. The composition of the project team has changed over time and no longer includes the Public Health Agency and Volunteer Now although Volunteer Now remains an important stakeholder in the project. New organisations have come on board and the programme is now supported by the Northern Ireland Tourist Board and twelve Councils. However, the vision and overall aims of the programme remain the same and the current project team is driving this forward. The programme includes three main elements: A campaign aimed at changing attitudes and behaviour A volunteering support programme including a Menu of Opportunities A small grants scheme (branded as the Live Here Love Here small grants scheme) 7

8 3.3 Branding of the programme A brand has been developed for the programme and will be used to promote the three elements of the programme. The brand is called Live Here Love Here and has been developed by Walker Communications, a design agency based in Holywood, Northern Ireland. Brand guidelines have been developed and are available from the Keep Northern Ireland Beautiful website (see section 2). The guidelines include a colour palette, logo usage and font style/size. The brand has been designed so that it can be localised for use in different council areas and locations. Some examples of the logo are below: 8

9 3.4 Aims and objectives of the programme For background information, the overall aims and objectives of the programme are set out below: Aims To create a movement in the Northern Ireland community focused around the concept of Civic Pride; To effect behavioural change in the public and business community through the promotion of Civic Pride; To improve the quality of the built and natural environments in Northern Ireland; To continuously improve street and beach cleanliness in Northern Ireland; To promote and support local volunteers and volunteer networks to lead Civic Pride initiatives in their local areas; To increase opportunities for volunteering in Civic Pride Initiatives; To encouraging a sense of active communities / local activism in Northern Ireland; To create a sense of ownership among local communities and individuals in waste reduction, waste management and recycling, use of green space; To promote public health through increased community engagement and community involvement in local and regional communities; and To encourage tourism through increasing the aesthetic appeal of the Northern Ireland landscape. Objectives The following SMART (Specific, Measurable, Achievable, Relevant and Time Dependant) objectives have been formulated: To have cleaner streets achieve a target Litter Pollution Index of below 8 by the end of year 3. Number of volunteers e.g. to engage 50,000 volunteers on the CP programme within 3 years; Community engagement and involvement to have 40% brand awareness of the civic pride programme across Northern Ireland. 9

10 3.5 The Live Here Love Here campaign The Live Here Love Here campaign forms part of the wider Civic Pride programme and will seek to promote a sense of ownership, responsibility and active participation within communities to build Civic Pride and improve the local environment. It is not just about the anti-littering message although this is an important strand of the campaign. It also aims to improve local environmental quality by tackling dereliction, dilapidation and abandonment by encouraging people to take action in their local communities through various volunteering opportunities. The key word here is local and the campaign has been designed so it can be localised and used by different councils and other organisations. A separate Invitation to Tender document for The development and delivery of the Live Here Love Here campaign has been issued and can be found at Supporters The programme is managed by Keep Northern Ireland Beautiful. The Department of the Environment and Northern Ireland Tourist Board financially support the programme in addition to twelve participating Councils (in alphabetical order): Antrim Borough Council Ards Borough Council Ballymena Borough Council Belfast City Council Carrickfergus Borough Council Dungannon and South Tyrone Borough Council Fermanagh District Council Larne Borough Council Limavady Borough Council Newry and Mourne District Council Newtownabbey Borough Council Strabane District Council Please be aware that new local government districts will come into force in April 2015 and the Councils participating in the programme will change. For information on the new Council Districts visit: 10

11 3.7 Existing campaigns and programmes For information, Keep Northern Ireland Beautiful runs a number of existing campaigns and programmes detailed below: BIG Spring Clean - the BIG Spring Clean is Northern Ireland largest anti-litter volunteering campaign and engaged an amazing 100,000 volunteers in Adopt A Spot Adopt A Spot is a pilot programme offering support and equipment to groups which adopt a local area and look after it by organising a clean-up four times a year. There is currently a waiting for list for this programme. Clean Coast Clean Coast is currently sponsored by Coca Cola and provides support for coastal volunteering groups. Eco-Schools Eco-Schools is an international education programme run in Northern Ireland by Keep Northern Ireland Beautiful. There are currently over 1,160 schools registered with the Eco-Schools programme and of those over 210 currently hold Green Flag status. Green Flag Award The Green Flag Award for Parks and Green Spaces is an environmental quality scheme open to all free to use public parks and green spaces. There are currently 35 parks and green spaces in Northern Ireland awarded Green Flag status. Blue Flag The Blue Flag scheme for beaches and marinas is an international environmental quality programme administered in Northern Ireland by Keep Northern Ireland Beautiful. There are currently 15 beaches and 2 marinas which are entitled to fly the Blue Flag. Seaside and Green Coast Awards The Seaside Awards and Green Coast Awards are two schemes that recognise beaches and stretches of coastline which meet certain environmental and management standards. 11

12 4. Scoring criteria The proposals will be scored as follows: Area Weighting Value for money/pricing 30% Ability of the proposal to meet the requirements to develop and deliver a Live Here Love Here website with supporting CRM and bulk marketing systems Technical capability and quality of past experience/case studies (2 case studies) 40% 20% Quality of presentation 10% Total 100% Each presentation/proposal will be judged using the above the criteria by a panel made up of a minimum of three people. Please bring FOUR hard copies of your proposal to the presentation. 12

13 5. Budget and timeframe 5.1 Budget The overall budget for the development and delivery of the Live Here Love Here website, CRM system and mass marketing system is 25,000. The total cost of the proposal must not exceed 25,000 and must include ALL agency fees. The budget must be spent and invoiced before the end of March The agency will need to provide a full cost breakdown covering all deliverables. 5.2 Timeline Milestone Date(s) Invitation to quote document issued 7 November 2014 Deadline for questions 12noon on 14 November 2014 Deadline for submission 21 November 2014 Agencies present pitch to Judging Panel W/c 24 November 2014 (Date will be notified on website when set) Website and CRM system go live 14 February

14 6. Submitting a proposal The proposal should include: A plan outlining key deliverables and timeline Proposed outline of website structure and functionality Pricing structure and breakdown of costs Proposed content management system including benefits of using proposed system Proposed CRM system including benefits of using proposed system Past experience and case studies of developing websites and CRM systems (at least 2 case studies) Brief outline of team who will deliver the project Four hard copies of the proposal must be brought to the presentation. 14