VisitBritain / VisitEngland

VisitBritain / VisitEngland Content Management System

Incomplete applications

15
Incomplete applications
14 SME, 1 large

Completed applications

14
Completed applications
12 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 24 July 2019
Deadline for asking questions Wednesday 31 July 2019 at 11:59pm GMT
Closing date for applications Wednesday 7 August 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work We are looking to appoint an agency to deliver the first phase to deliver a scoping phase and requirements gathering. The solution would include options e.g. platform recommendations, timeline, staff, and costs to deliver the second phase.
Latest start date Monday 2 September 2019
Expected contract length 4 months, (3 months requirements, 1 month presenting recommendations at various approval boards)
Location London
Organisation the work is for VisitBritain / VisitEngland
Budget range Up to £40,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done As an organisation as we transition from content creation to curation there is a need for a single content management system across Visit Britain to deliver rights managed packages of content that can be used internally (across 21 different markets and central teams in London) the industry and partners (including 200+ Destination Marketing organisations, Corporate, Trade, Business Events). The solution needs to be long term (5years+) and aligned to our business strategy and existing systems e.g. ecommerce shop, tourism product exchange platform, e-CRM, DAM and our data strategy including the overall technical infrastructure plan.
Problem to be solved There is a need for an integrated, scalable global CMS to save time, costs, deliver global ROI, enable consistent ways of working to commission, manage, store, QA, publish, share content, training materials and products. However, VisitBritain’s digital portfolio is currently spread across multiple departments, platforms and agencies. There is no technology plan linking CMS needs to other technology and data projects. Our current DAM called VisitBritain images is a standalone site and is currently not integrated with other digital platforms. Images are therefore manually ported across as required. There is a need for a central DAM.
Who the users are and what they need to do Internal
As a global CMS user I need to create, curate, manage, publish/unpublish, share, store content/products in-house, from partners, trade and industry, to drive bookings to Britain.

As a global CMS admin user I need to create users, set permissions, create and manage workflows, accounts and QA content in addition to global CMS user permissions, to manage BTA websites security, processes and day-today management.

External
As a VisitBritain partner I need to submit, manage or curate content on the VisitBritain websites to keep existing content up-to-date/create new content/ request content be deleted or feature content on my digital properties.
Early market engagement Desk research and speaking to strategic partners, i.e. VisitScotland, VisitWales, London and Partners, and our existing web agency
Any work that’s already been done The content and digital strategy says VisitBritain requires an industry standard single technology CMS (with a DAM repository) to deliver the right products and content to the right customer at the right time on the right device that will be used internally, by partners and the industry to support the delivery the content creation strategy. The solution must be aligned to our overall technical architecture and integrate into existing projects such as our e-CRM strategy, data strategy, tourist products.
Existing team Internal team
We have created a global cross organisational project team with specialist skills, and local market experience / insights to support with the requirements gathering exercise. The core team is;
-Project Sponsors - Director of Business Services and Director of Marketing
-Project Manager - PMO programme manager
-Project Visionary - Head of Digital Marketing
-Project Ambassador - Senior Product and Project Manager

We are also working closely with external partners .Our web development is delivered by an external supplier who will also support with the first phase of this project.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place VisitBritain/VisitEngland,
4th Floor,
151 Buckingham Palace Road,
London,
SW1W 9SZ
Working arrangements The scoping need considerable onsite engagement with staff and partners
STAFF
•21 different markets who need to schedule, create, manage, publish, share, search for and store content.
•Super users with advanced admin rights including workflow QA , setting up and creating permission..
•B2B and commercial teams, e-commerce, Business Events, Trade Education
•Intranet (all staff with Corporate team as admin users)

EXTERNAL
•Partners (e.g. 200+ Destination Marketing Organisation, strategic partners, global content partners)
•Brand partners e.g. the Premier-League who need to access scheduling tools to see content gaps, receive commissions, up-load content
•Trade partners
•E-commerce partners
•Industry & government e.g. DCMS
Security clearance n/a

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions We will use the standard terms and conditions.

Overall the work will be delivered in two phases and agencies can tender for one or both pieces of work,

However this tender relates to the first phase which is scoping and delivery of detailed requirements, including costs, resources, and timeline.

Phase 2 will be implementing the recommendations from phase 1, which will be run as a separate tender

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Be platform agnostic
  • Have global travel / tourism experience
  • Experience of delivering a digital product / platform
  • Ability to engage with global stakeholders – internally and externally
  • MoSCoW prioritisation methodology
  • Creation of options analysis
  • Ability to produce a delivery plan based on the recommended options
  • Ability to develop a proposed operating model to support the service
  • Be able to work in an Agile way e.g. planning, sprints, retrospectives, MoSCoW, kanban boards/JIRA.
  • Communication with senior stakeholders at board level internally and with government departments
  • Have experience of working in the China market
  • Ability to deliver a business case on ROI for rolling out a Content Management System within the public sector
  • Experience of planning for system migration as part of delivery planning
Nice-to-have skills and experience Experience / knowledge of integrating CMS solutions with existing solutions.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Have experience of at least three different platforms
  • Experience delivering a CMS platform with at least one another tourist board or travel company across B2B, B2C, B2B2C. Content, product, tools and e-commerce.
  • Experience of working in the public sector delivering at least one similar global CMS projects
  • Case study evidencing delivery in a large, complex global organisation
  • Show how you will engage with global teams across Visit Britain to gather requirements. Visit Britain will provide contact lists and facilitate global meetings.
  • Demonstrate delivery of a prioritised list of detailed requirements (in the form of user-stories) using MoSCoW that can be used to brief the next phase, as part of the deliverables
  • Demonstrate how you will create of 2-3 detailed CMS options based on internal and external stakeholder feedback as well as industry best practice as part of the deliverables
  • Demonstrate how you will create a delivery plan for the detailed requirements and recommendations for the timeline for each option with associated costs as part of the deliverables
  • Demonstrate how you will create recommendations for the team required (internal and external) to deliver the different options. Identifying any internal gaps as part of the deliverables
  • Demonstrate how you will present findings and options to directors, the joint IT/Digital board and project group to secure approval for the recommendations
Cultural fit criteria
  • Exceptional stakeholder engagement skills
  • Public Sector Experience
  • Experience of using Agile methodology DSDM / Scrum
  • Evidence of working globally with teams and the industry to successfully gather and prioritise requirements across B2B, B2C, B2B2C
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Can an element of remote working be considered? Yes, remote working approximately 30 % , and in house 70%
2. Are you able to provide a clearer indication of the number of stakeholders to be engaged throughout the project? We don't have an exact number of stakeholders as some meetings will be groups and some with individuals. E.g. Destination Marketing Organisations workshop meetings, with 10 -1 5 stakeholders, and strategic partners with 4-5 stakeholders, DCMS and individual calls with markets
3. One of the essential requirements says "Have experience of working in the China market" – can you please provide more detail about what you are expecting and experience in what capacity? Thank you We would expect the successful vendor to of delivered a CMS strategy that has been implemented, which includes the China market
4. We have worked globally for Amnesty International; however our Chinese market experience is zero. Is it worth our time responding, or is this a non-negotiable? Having worked in the Chinese market is a 'must have' requirement for this tender
5. Would you be willing to accept providers who work off-site with site visits when required? We would expect the agency to be on-site 70% of the time and offsite 30%
6. Please can you provide any more context for the statement "the solution must be aligned to our overall technical architecture"? Unfortunately we cannot attach our system architecture diagram to the answers, however the solution must align with other core systems we have such as e-CRM, eCommerce, bookable product platform.
7. Can we double check financials for this work, as in our experience platform scoping and requirement gathering is an intensive piece of work that requires multiple disciplines – is there flexibility in this budget or do we need to stick to the upper limit of £40k? This is a fixed cost contract with no flexibility on the upper limit of £40k
8. Is there any preference / mandate to use open source platform or vendor can propose licensed or proprietary solution as well? We have no preference, we will accept recommendations on both options
9. Any preference – cloud based solution or on-premise solution? Or VisitBritain is open for either of these options? We are open to options on this question, however the is an existing precedence for Cloud based hosting
10. Vendor having experience of working with China dominating countries like Hongkong, Taiwan BUT not directly in china, is this enough to qualify for this bid ? We would need experience of working in mainland China
11. Discovery phase – would this be happening at one location / office in VisitBritain London office or there is an expectation to visit different places in UK ? please confirm The work is primarily in London location, however there may be limited travel to Destination Management Organisations
12. Is there high level scope defined that needs to be further detailed out or the scope would be finalised during Discovery phase? One of the key deliverables is to scope detailed and finalised requirements during the Discovery phase