An invitation to tender for the contract of web developer/service provider for the Own Art scheme e-commerce platform (Scotland and England).

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1 An invitation to tender for the contract of web developer/service provider for the Own Art scheme e-commerce platform (Scotland and England). 1. Invitation to Tender 1.1 The purpose of this document is to invite tenders for the contract of web developer/service provider that will develop and support an online trading portal for selected members of the Own Art scheme in Scotland and England. The key partners will be the Scottish Arts Council and ArtCo Trading Ltd. The commissioned individuals/team(s) may also be expected to work in close collaboration with other representatives and/or other interested partners as required. The contracting authority for this tender, and manager of the project, is ArtCo Trading Limited. The Scottish Arts Council will be administering this tender exercise on behalf of ArtCo Trading Ltd. 1.2 Invitations are invited from suitably qualified individuals, collectives or organisations. 1.3 This document constitutes an Invitation to Tender (ITT) for the contract(s). Subsequent sections describe the background to the project, the work to be done under the tender and the terms and conditions under which tendering will take place. 2. Background to the Project 2.1 Own Art is a scheme initiated by Arts Council England, and is operated by ArtCo Trading Ltd, a wholly owned subsidiary company of Arts Council England, in partnership with Hitachi Capital Consumer Finance as credit provider. The Scottish Arts Council is a partner, and launched the scheme in Scotland in The scheme offers interest-free credit for people to buy contemporary art and craft through participating galleries. The loan can range from and is paid back in ten instalments. 2.2 Own Art is designed to make buying art easy and affordable. It is a priority of the scheme to broaden people s interest and awareness of the range of work available from Own Art member galleries, and to encourage first-time buyers. Participating galleries offer paintings, sculptures, prints, artist s film and video, new media work, photography, jewellery, metalwork, ceramics, glass, furniture and textiles. 2.3 Participating galleries must apply to be part of the scheme, and meet rigorous standards for the quality of work they sell, their methods of display, their customer care and their relationships with artists. Galleries must offer original work by living artists and have a dedicated gallery space with set

2 opening times. Currently there are 39 galleries in Scotland and 252 galleries in England offering Own Art as a payment option. 2.4 The Own Art scheme in Scotland recently received additional funding as part of the Creative Scotland Innovation Funds. This additional funding will allow a suite of new developments including the web development work that is described in this document. The purpose of this work is to enable Own Art galleries to sell contemporary art and craft to a wider audience by exploiting digital technology and e-commerce solutions and as an additional sales tool and marketing opportunity. 3. The Project: Work to be Undertaken 3.1 The contractor(s) will design, develop and maintain an e-commerce platform for the use of selected Own Art member galleries across Scotland and England. The sales portal will have a content management system that is user-friendly and that each member gallery can use in order to control their stock. The portal must comply with current e-commerce security standards and will incorporate a number of payment methods, including a custom plug-in developed by Hitachi Capital Consumer Finance (further details on this will be supplied to the successful tenderer.) 3.2 The maintenance period under this tender will be 2 years from the agreed commencement date of the project Technical support and site maintenance will be covered by the budget stated in this contract for development. 3.3 The facility for the platform and all technical elements supporting it will be fully transferrable to the Scottish Arts Council/ArtCo in the event that the company hosting the site ceases to operate. 4. Detailed description of work 4.1 The contractor(s) tasks will include the following: Design, development, delivery and maintenance of an Own Art-branded e- commerce platform as follows: Design and development of an e-commerce platform appropriate for contemporary art and craft, which may be standalone or a component part of an existing e-commerce platform Development and delivery of all technical elements to enable the function of the site including a CMS for galleries to use to upload content, secure online payment, and other elements as may be agreed Development and delivery of all technical elements to allow the successful integration of Hitachi s Pay by Finance software including appropriate electronic communication channels between the host platform and Hitachi Capital to identify items of stock sold with the appropriate supplier account Integration of appropriate web analytics software to allow all key partners to generate data reports on web traffic to and from the site Creation of a portal design that is in line with the brand identity of the Own Art scheme 2

3 One-off, introductory training, which may be delivered in person or online, with downloadable support materials, describing the use of the CMS to member galleries Hosting of the project on secure servers, the cost of which is to be absorbed into the budget for this project Technical support, to the Scottish Arts Council, ArtCo Trading and partners, and to Own Art member galleries who will take part, to ensure site is fully functional at all times for two years from the date of the contract Compliance across all website design and development with the Disability Discrimination Act (DDA) and with W3C accessibility guidelines, using valid xhtml code and CSS. 5. Skills and Experience 5.1 It will be essential for the commissioned individuals/team(s) to bring to the project: Credibility and proven expertise in website development, particularly e- commerce. A proven track record developing e-commerce websites for cultural institutions is desirable Proven knowledge of the UK art and craft market Extensive and current experience in providing user support Extensive and current experience in working effectively with a range of organisations and a high level of communication skills Effective project and business planning skills The skills listed above are listed in order of how they will be weighted in tender evaluation (see Section 8, Evaluation Criteria) 6. Management and Support of Project 6.1 The work of the commissioned individuals/team(s) will be overseen by representatives of ArtCo Trading Ltd, in collaboration with the Scottish Arts Council as required. 6.2 The commissioned individuals/team(s) will be required to consult with and report back to representatives from ArtCo Trading Ltd and/or Scottish Arts Council on a regular basis. 7. Format of Responses Required 7.1 The tender proposals should include: an outline of the approach that will be taken to establishing and delivering the project details of the individuals who will lead, manage and deliver the project and details of their experience, formal training/qualification and knowledge of the arts in the UK detailed costs 3

4 a timetable for the project 7.2 Tenders should include background material to demonstrate the previous experience and range of work of the consultant(s) and of the specific personnel proposed for the work. This can include descriptions and examples of previous relevant work. 7.3 Tenders should also include contact details of two referees. 7.4 If there are any queries regarding this brief, please contact Michelle Kasprzak, Visual Arts Officer (Direct line or 8. Evaluation Criteria 8.1 The tenders will be evaluated by the Head of the Visual Arts Department, a Visual Arts Officer, and a representative of ArtCo Trading. Each proposal will be evaluated against the following criteria: Criteria Understanding of the project brief demonstrated in the tender documentation Weighting 5% Credibility and proven expertise in website development and e-commerce solutions 30% Knowledge of the UK cultural sector and in particular the visual arts and craft market 20% Extensive and current experience in providing web hosting and support services for major clients 10% Extensive and current experience in working effectively with a wide range of organisations including small and medium sized retail businesses 10% Effective project and business planning skills as demonstrated by a realistic and viable initial outline budget for the project 20% Any added value offered by the Tenderer 5% 8.2 The Scottish Arts Council will seek value for money in the tenders for this project and will judge value not solely on price but on the quality and scope of the proposals being considered. 4

5 8.3 The Scottish Arts Council reserves the right not to award a contract if it is judged that no viable or appropriate tender has been received. 9. Guide Price 9.1 All tenderers will submit a tender document, with a budget for the project, as described above. As a general guide, a budget of 30,000-45,000 should cover all management, operation and associated costs, including VAT. 10. Tender Evaluation Process and Timetable 10.1 The timetable for the process will be as follows: the deadline for submission of tenders is 12 noon on Monday 25 January 2010 the Scottish Arts Council and ArtCo representatives will assess documents against the criteria listed above, seeking formal clarification from tenderers as required the target date for completion for the negotiation of the contract is the week beginning Monday 15 February 2010 subject to contract negotiation, the award of the contract is expected to be offered to the successful tenderer by Monday 22 February Tender Contract 11.1 The successful tenderer will be expected to sign a contract based on ArtCo Trading s terms and conditions for purchasing services. Tenderers should indicate in their response that they will be willing to accept these terms and conditions (see attachment) The tender may offer the provision of services from either a single party or a group/consortium of bidders. Where a particular bid for the contract(s) is based on a group/consortium of business interests, the tender response document must identify: and the nominated prime contractor in the group/consortium the number of parties involved and names of each the proposed arrangements for its operation (e.g. the area of participation of each party in the context of the contract) Where a bid from a group or consortium of bidders succeeds in respect of the contract, ArtCo Trading will conclude a contract with the designated lead contractor only who will then take sole responsibility for all matters arising under that contract The response document for the contract must identify the name, postal and address, telephone and fax number of the tenderer and the name of the person within the tendering business dealing with the contract. 5

6 11.5 ArtCo Trading reserves the right to terminate the contract at any time should the contractor fail to deliver and/or comply with the objectives, quality standards and timelines as outlined within the brief, and acceptable efforts are not made to redress this ArtCo Trading reserves the right to inform the contractor of poor and/or delayed delivery of objectives, and to ask the contractor to rectify this in accordance with the brief and the supplied policy framework. It is expected that ArtCo Trading will not incur additional costs due to poor delivery and the extra effort required to redress this. 12. Conditions of Tender 12.1 Detailed contractual arrangements are not within the scope of this document. However, it is intended that the successful tender will be referenced in the final contract The Scottish Arts Council reserves the right to seek clarification of any information provided in the tenders. 13. Validity of offer 13.1 You must offer your tender for acceptance for 30 days from the deadline for tender submission. 14. Tender Submission Details 14.1 The tenderer shall submit two paper copies of the tender for the contract(s) No submissions will be accepted The documents should be accompanied by a single copy of the annual accounts for the prime contractor for the past three years, if possible Submissions must be sealed in a package marked Own Art E-commerce platform and addressed to:- Gordon Cosh, Financial Compliance Officer, Scottish Arts Council, 12 Manor Place, Edinburgh EH3 7DD 14.5 All submissions should be sent to reach the above addresses not later than 12 noon (local time) on Monday 25 January The name and contact details of the Tenderer should be clearly identified on the tender package Tenders will not be accepted after this time Tenderers are requested to make their own arrangements to obtain proof of delivery by, for example, obtaining a receipt. 15. Copyright of Document 6

7 15.1 The copyright of this ITT document is the property of the Scottish Arts Council. This document is issued for the purpose stated herein and may only be used for the purpose of formulating a tender. No part of it may be used, communicated, stored, reproduced, disseminated or published for any other purpose without the prior consent of the Scottish Arts Council 7

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