Website development Invitation to Tender

Transcription

1 Website development Invitation to Tender Copyright British Parking Association. All rights reserved. This document is supplied purely for the purpose of assisting suppliers to respond to this invitation to tender, no part of this document may be reproduced or transmitted in any form, by any means (electronic, photocopying, recording or otherwise) for any other purpose.

2 Contents 1 Introduction 1.1 Project Goals and Objectives 1.2 Purpose of this Invitation to Tender 1.3 Form of Tenders 1.4 Procurement Timetable 2 Background 2.1 The Website s Background 2.2 Technical Environment 2.3 Current Business Systems 3 Scope and Scale of Systems 3.1 Scope 3.2 Scale 4 Key Requirements 5 General Requirements 5.1 General Website Features 5.2 Content Management System (CMS) 6 Cost Information Requirements 7 Supplier Information Requirements 8 Implementation Requirements 9 Instructions to Suppliers 9.1 Confidentiality

3 1 INTRODUCTION The British Parking Association is a non-profit making organisation that brings together the interests of government, local government, commercial organisations and the general public. As the recognised authority within the parking industry, the BPA represents, promotes and influences the best interests of the parking and traffic management sectors throughout the UK and Europe. The BPA aims to advance both knowledge and standards of management within areas as diverse as planning, design, enforcement, construction and the maintenance of all types of parking and traffic control. The BPA manages the Safer Parking Scheme (Park Mark ) on behalf of ACPO. Eight Development Managers are employed by the BPA to actively promote and manage the Scheme throughout the UK. UK governments, through the Home Office in England and Wales; the Justice Department in Scotland and the Community Safety Department in Northern Ireland have an interest in the success of the Scheme. The Association of Chief Police Officers (England, Wales and NI) and ACPOS (Scotland) operate the police element of the Safer Parking Scheme through ACPO Crime Prevention Initiatives Ltd, a not-for-profit organisation owned by ACPO - commonly known in the construction and manufacturing sectors by its own brand Secured by Design. Details of the Safer Parking Scheme (Park Mark ) and ACPO may be found at: (for operators), members of the public) and Project Goals and Objectives The current website is used predominantly as a search engine, enabling members of the public to search for car parks in the UK that have attained the Park Mark Award. Award holders and assessors (those people that assess the car parks for the Park Mark Award) have some access to the site and are able to edit, amend and update their own car park data. The aim of a new site is to provide an enhanced version of this function, together with improved and more dynamic content that is of use to all stakeholders by promoting the Scheme to the public and on behalf of Award holders and other key stakeholders including car park operators, potential award holders, Police Authorities, Local Authorities, retail outlets, airports, leisure facilities, rail operators etc 1.2 Purpose of this Invitation to Tender This Invitation to Tender is for any interested parties who can design, build and maintain websites. 1.3 Form of Tenders Responses to this tender should be made by .

4 1.4 Procurement Timetable The tendering process will close at 10am on Friday 10th August. Shortlisted suppliers will be contacted within a fortnight, with interviews likely to take place the week commencing the 20 th August It is likely the contract will start the week commencing date 3 rd September BACKGROUND 2.1 The Website's Background The current site was built in July 2008 by a small team consisting of a designer and two developers who worked on the design and technical aspects of the site. The site is now maintained by one of those developers, who provides support and technical advice and fixes for any problems. The site contains a home page with a small amount of information about the scheme and a search engine box. This allows users to search for their nearest car park which has attained the Park Mark award, by entering a key word (e.g. Gatwick Airport), postcode, street name or town in the UK. There is also an accessibility page with some useful links and an admin area where car park assessors and operators are able to login and view their car park data and update or amend if necessary. The site is currently hosted by a third party but this is not a fixed contract. The website receives around 1500 visits per month on average. Over a six month period 89% of visitors are new and they spent an average of 1 min 12 second on the site. The bounce rate is quite high at 54% Referring sites play a key role in allowing the public to find the site. The top 5 are: - 1. Lakeside.com 2. Networkrail.com 3. Britishparking.co.uk 4. Transportdirect.info 5. Cruiseparking.co.uk The site also benefits from a Google Adwords campaign using the words park mark or variations of this and these occupy the top 5 keywords that take people to the site. 2.2 Technical Environment The site has search functionality allowing users to search for car parks that have attained the Park Mark award. This data is supplied by an electronic feed from the BPA s Safer Parking database, where all information is updated daily. Overnight the feed pulls this data from the database and updates it to the website. Using Geo Code data, it is able to plot the position of each car park on a map of the UK. When a

5 user performs a search, the result displays the location of the car park on a map with a blue pin and also lists the car park details. The data feed that exports the car park information to the website has recently become unstable and, as a result, manual changes now have to be made where data has not updated correctly. This issue has recently been addressed with the development of a new admin utility which allows manual updating of car park data, where the feed has not done so. This facility allows users to go in and manually amend certain elements of data about the car parks that have been updated form the database. The site also has an admin facility for car park operators/award holders and Assessors to login and check their car park details are correct and to make changes if necessary. 2.3 Current Business Systems The Association uses a bespoke CRM built on a SQL 2008 R2 Standard server. A new CRM is currently being developed and we will be using Microsoft Dynamics to replace the bespoke CRM. The functionality to export data to any new website needs to remain in place. The current bespoke CRM also has an API interface built in. This allows data to be cached or copied down using web services and this data can be accessed by external users (stakeholders). They access the data using unique login and password combination and can review data, amend and update and submit, in turn updating the main CRM records. Users will need to access data on the new CRM via a similar mechanism which could be provided by the website. 3 SCOPE AND SCALE OF SYSTEMS 3.1 Scope This project includes redevelopment of the Park Mark website as well as integration with the Safer Parking Scheme database. On-going maintenance for a period of at least one year from launch is also required. 3.2 Scale The current website consists of: Home or landing page containing search box About Us page containing a small amount of text about the scheme and an address Log in facility for award holders and assessors Accessibility page with a limited amount of text and useful links (unrelated to Scheme) Navigation menu featuring Home, About Us, Login and Accessibility tables We anticipate that the site requires at least six pages in the main navigation menu, containing a spread of information specifically about the Scheme, together with an enhanced search facility and more functionality.

6 We would also like to be able to add more content as the Scheme and site develops and evolves. The current British Parking Association site for example, currently has ten pages of information about the Scheme. The current functionality to export data from existing CRMs to the new website needs to remain in place. We anticipate increasing visitor traffic by 25% per month once the new site is in place. 4 KEY REQUIREMENTS We require an intuitive CMS that allows easy website management of content. The website needs to be suitable for all of our identified audiences in both style and content. Currently we believe our key audiences to be car park users (members of the public), award holders (members), potential members, and key stakeholders such as police authorities, other trade associations and professional bodies. The search engine aspect of the existing site is a key tool for any new site and the ability to update the website daily using data from the BPA s Safer Parking database is critical to this function. We have a notional launch date of November DETAILED FUNCTIONAL REQUIREMENTS 5.1 General Website Features The following list gives details of functionality required from the new website (in no particular order, although those features that are marked with an asterisk are mandatory for the first stage). Tenders must include a schedule of rates for each of these features: A robust and scalable web design that can be easily adapted to meet the needs of the Association, the Park Mark Safer Parking Scheme, its members (award holders), assessors and the public An intuitive web-based Content Management System (CMS) enabling full control over all aspects, including generation of content, formatting, menus, banners, quick links, forms etc. on the website and full access to manage the car park data* Membership database/crm integration* Search engine to allow searching for award holding car parks WC3 compliancy Printing options Newsletter/ezine sign up Complete security of the site

7 This list is not exhaustive and we welcome ideas. As well as functionality, ease of navigation is also key to the success of the new website. 5.2 Content Management System (CMS) The CMS should include the following functionality: add / edit / delete menu items, including control of the menu item order add / edit / delete a page within any section add / edit / delete news items, with full control of which items appear on the home page; page content and formatting: page title, text, images, hyperlinks, anchors, addresses; text and paragraph formatting: font, size, colours, italics, bold, underline, justification (left, right, centred); functionality for copy and paste from common applications; different predefined formatting styles, together with the facility to introduce new styles or to format content directly; picture management with picture preview, user control on the size and positioning of the images; inserting tables, and should give the user control over the layout and properties of the tables the ability to upload documents onto the website; manageable storage area for images and files with the possibility of creating folders for easier management. 6 COST INFORMATION REQUIREMENTS Your proposal should include all costs associated with: the initial design and build of the website any ongoing, recurrent costs for licences or similar hosting support and fixes during the warranty period maintenance, support and enhancements after the warranty period initial training in the use of the software for 6 individuals Where costs are given for the design and build of the website it is essential that a schedule of rates for the different areas of functionality required is provided (please see section 5.1). 7 SUPPLIER INFORMATION REQUIREMENTS

8 Suppliers will need to supply the following: contact details, registered company address, web address the name and address of their bankers the name of the ultimate holding company. a copy of your Health & Safety at Work policy together with details of how it is made available to all your staff; a copy of your Equal Opportunities policy together with details of how it is made available to all your staff a copy of your Environmental policy together with details of how it is made available to all your staff details of your Public Liability Insurance, Employers Liability Insurance and Professional Indemnity Insurance. evidence of experience that they have gained in similar contracts as well as case studies of website projects details of 3 referees from customers, within both the public and private sectors where available, to whom you have supplied goods/services of a similar nature during the last 12 months any comments on the suitability or constraints of the current hardware platform the details of the main point of contact for this tender process 8 IMPLEMENTATION REQUIREMENTS Please provide details of how you would approach this project, the potential time-scales involved and what support or information you would require from the BPA s communications team. 9 INSTRUCTIONS TO SUPPLIERS Applicants should send one copy of their proposal to Dave Smith (dave.s@britishparking.co.uk) by 10am on Friday August 10th Shortlisted suppliers will be contacted within a fortnight, with interviews likely to take place the week commencing the 20 th August It is likely the contract will start the week commencing 3 rd September 2012 The successful applicant will be notified by and telephone, and unsuccessful applicants will be notified by thereafter. Any questions regarding this ITT should also be directed to Dave Smith, preferably by Confidentiality All submissions will be treated as confidential and will be viewed only by the evaluation panel.