Youth Sport Trust

Designing and developing a new corporate website for the Youth Sport Trust

Incomplete applications

40
Incomplete applications
36 SME, 4 large

Completed applications

44
Completed applications
43 SME, 1 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 8 January 2020
Deadline for asking questions Wednesday 15 January 2020 at 11:59pm GMT
Closing date for applications Wednesday 22 January 2020 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work We are looking for a digital agency to support us with the creation of a new corporate website. The focus will be on a new content management system but, ideally, the project will also include a dedicated area and sign-up process for our Well School Movement and Salesforce CRM integration.
Latest start date Monday 2 March 2020
Expected contract length 6 months, with the expectation that this will transition into a maintenance contract thereafter.
Location No specific location, eg they can work remotely
Organisation the work is for Youth Sport Trust
Budget range The maximum budget for the initial website development project is £145,000 (plus VAT). The expectation is that any quote for the full amount would include a new CMS, the Well School Movement, Salesforce integration and the introduction of SSO. Applicants should be prepared to quote on this, as well as a ‘silver package’ (minus SSO) and a ‘bronze package’ (CMS only), so that we can consider a range of options for this project. Applicants will be encouraged to advise on which package they think is realistic for the time/budget and any cost/efficiency savings that could be found.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The current YST website is built in Drupal 7 CMS which will be end-of-life in November 2021. We have been on Drupal 7 since our website was launched in February 2016 and have endured several frustrations with the platform since then, most notably a lack of customisation options in design and templating, challenges with Salesforce integration, as well as an unfriendly content management experience. With our existing concerns around Drupal, plus our understanding that an upgrade from Drupal 7 to Drupal 9 is akin to a new website build, we consider this the perfect opportunity to explore our options before agreeing a proposed solution for the future of the website. This work also aligns nicely with an ongoing organisational rebrand and the launch of a new ‘Well School Movement’ which will be announced in February 2020 and unveiled alongside our new website in September 2020. Due to the nature of our work we primarily operate on an ‘academic year’ basis and the new website must meet this September deadline. Our aim for this project is to create a flexible, well-integrated, future-proof website which will not lead us back to the same situation within another four-year period.
Problem to be solved We need a website which, first and foremost, allows us to better articulate who we are and what we do. This project should include a thorough overhaul of the current CMS, using the outcomes of our organisational rebrand to inform the look and feel of the public website, whilst improving the overall user experience. Ideally, the new website will also be created alongside an integrated platform which accommodates the Well School Movement, which will be akin to a membership area. Beyond this, we wish to reintegrate our website with our Salesforce CRM system, something which was stripped out of the current website after a series of issues and a bad working relationship with our former development agency. Salesforce currently manages several strands of our work, e.g. account management, school membership, conference and event booking, plus some product and resource transactions. We would like to readdress the balance of what sits within the website and what sits within Salesforce, whilst also implementing a single sign-on process for ease of access. The new website needs to be able to support our delivery of projects and programmes, bringing clarity to our programme offer for schools, and enabling them to sign-up and/or register interest.
Who the users are and what they need to do • As a teacher at a school I need to sign-up to become a part of the Well School Movement, so that I can receive access to YST’s knowledge bank and organic support networks.
• As a teacher at a school I need to register for Conferences and CPD training, so that I can receive access to relevant opportunities and build relationships with my peers.
• As a teacher at a school I need to buy/access relevant supportive products, resources, e-learning and workshops so that I can take real-life learnings and examples back to my classroom or workplace, particularly if my school has young people with special educational needs and disabilities (SEND).
• As a teacher at a school I need to identify a suitable YST programme for my young people to participate in, so that I can sign-up or join a waiting list. I need to be able to clearly identify the length and location of the programme, as well as the level of commitment taking part will involve.
• As a member of the general public I need to read research and sector guidance from YST, as well as gain access to fundraising opportunities and other communications.
Early market engagement
Any work that’s already been done We have undertaken a bespoke discovery phase which took place between September and November 2019. This work was overseen by a digital agency who were appointed following a separate tender process. The project included internal consultation, the creation of personas and user journeys following a set of 10 user interviews, a technical discovery investigating the pros and cons of our current digital ecosystem, plus some basic designs of one of our key processes to bring this work to life. The successful agency at the end of this tender process will receive a fully copy of this work.
Existing team The existing website is managed by a digital agency who picked up the maintenance and hosting arrangement in November 2018 following issues with their predecessors, who built the website. Additionally, there is a webshop platform, built in Magento, which is currently supported by a separate digital agency. All other aspects of the work are primarily managed internally although we do receive a degree of support with Salesforce. Our wider digital ecosystem includes several other websites and microsites which are supported by separate developers. A full list can be provided during the tender process if required.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The Youth Sport Trust is based in Loughborough. Our office address is 3 Oakwood Dr, Loughborough LE11 3QF.
Working arrangements It is expected that the successful agency will make at least one, potentially more, visits to our office during the project – in addition to the interview date, should your application progress to that stage. Equally, we are happy to be flexible, and visit the successful agency in person when needed. However, much of the work can be done remotely, with contact made through email, telephone, Zoom / Google Hangouts etc. A digital ticketing system would be advantageous.
Security clearance

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions As a minimum, take all measures required pursuant to Article 32 GDPR in accordance with best practice or the Youth Sport Trust’s information security policies (as amended and provided to the Contractor Company from time to time), whichever imposes a higher standard.

If budget allows, we also plan to continue developing the site post-launch, including the addition of any features agreed upon as sitting outside of the initial MVP. Furthermore, we will be looking to streamline our wider digital ecosystem, particularly the webshop, which currently sits on Magento. This is reflected in our nice-to-have skills and experience.

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
  • Have experience of designing and implementing a high-quality Content Management System
  • Have experience of creating a solution which makes tangible improvements for the user
  • Have experience of conforming with brand guidelines whilst maintaining an innovative approach
  • Have experience of supporting organisations who work across multiple areas and creating a balanced and effective sitemap
  • Have experience of handling complex instances of Salesforce / CRM integration
  • Have experience of creating a flexible interface for advertising and promoting events
  • Have experience of implementing a platform servicing a multi-level membership system
  • Have experience of using forums, or similar, to create an engaging digital community of users
Nice-to-have skills and experience
  • Have experience of embedding a webshop and integrating with other systems, e.g. Sage
  • Have experience of implementing single sign-on across a range of digital platforms
  • Have experience of creating a ‘multisite’ solution as an alternative to creating new microsites
  • Have experience of working within the education, sport and/or not-for-profit sector
  • Have experience of proving support to clients with suitable hosting solutions
  • Have experience of working with wider marketing tools, e.g. Pardot / Dotmailer
  • Have experience of running user-based workshops, creating personas and/or workflows

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Technical solution
  • Approach and methodology
  • How the solution meets user needs
  • How the solution offers time and/or monetary savings for our organisation
  • Estimated timeframes for the work
  • Identified risks and dependencies and suggested approach to manage them
  • Team structure
  • Value for money
Cultural fit criteria
  • Work as a team with our organisation and other suppliers
  • Be transparent and collaborative when making decisions
  • Have a no-blame culture and encourage people to learn from their mistakes
  • Take responsibility for their work
  • Share knowledge and experience with other team members
  • Challenge the status quo
  • Be comfortable standing up for their discipline
  • Can work with clients with low technical expertise
Payment approach Capped time and materials
Additional assessment methods Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

10%

Price

25%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Which company conducted the discovery exercise in late 2019? Can you share the outputs from that exercise? To ensure that it has no bearing on this tender, we are choosing not to divulge their identity at this stage. The primary outputs from this exercise are reflected within our requirements, particularly in relation to the technical requirements, as well as the needs of our users. A full version of the documentation will be shared with the successful supplier.
2. You have stated unhappiness with Drupal and you are correct that a D7 to D8 instance does require a re-build. However, we imagine your team is skilled and knowledgeable managing the Drupal site. Are you minded to move away from a new Drupal build believing it is the core CMS that is the issue here. Or, are you open to considering Drupal again albeit it in Drupal 8. Please note that Drupal 9 is slated to launch in June 2020 and that future migrations from D8 to D9 will not require a rebuild. We are completely open to Drupal again. The fundamental issues with the current site, I believe, were the lack of a proper discovery phase (which essentially doomed it from the start) and, with respect, a supplier which wasn't right for us - hence the move away. Both things we're obviously looking to get right this time around. That being said, we do feel like we've had our fingers burned a little bit with essentially being pushed into a new build just four years after launch, so that will be in our minds.
3. Would you consider Drupal 8/9 as a platform choice? If built correctly this shouldnt really limit any creativity? Yes, we would consider it. There are things that we like about the CMS and as stated in the previous answer we don't consider it the fundamental issue with the existing site. If the pitch is strong then we could be convinced to use Drupal 8/9 - but it would be beneficial to understand more about the likely roadmap and whether we'd find ourselves back in this position again in the future.
4. Did the incumbent agency do the discovery work? Will either the incumbent agency or the agency that did the discovery be included in this procurement process? It was a different agency that did the discovery work. Both suppliers are listed on the Digital Marketplace and have been invited to apply should they wish to do so.
5. We are aware that you are currently working with a digital agency that has done a lot of UX work for you and that agency also develop and support the Wagtail CMS. Can we assume that Wagtail is your preferred CMS given your history with Drupal? We don't have any significant preference on our preferred CMS. We have used a wide variety of different systems across a multitude of projects and they all have their respective pros and cons. The strongest application will ultimately be awarded the work and if it can be demonstrated that Drupal, or any other CMS would work best for us, then we'd be comfortable with that.
6. With reference to having the essential skill of 'experience of using forums, or similar, to create an engaging digital community of users'.
Does your discovery insight identify a user need for forums? If so, is this user requirement a must have or nice to have in the new website?
The discovery phase identified that one of the key values users see in YST is our ability to create networks and networking opportunities. With our aspirations to grow our network through the Well School movement we need to create a digital space for networking opportunities. This does not have to be through a forum but any supplier should be able to demonstrate a method of creating a user-driven community, something we would consider to be an essential requirement.
7. Do you have a timeline for the shortlisting and choosing supplier process? Will there be an opportunity to meet face-to-face to explore this project in more detail with you? Due to the considerable interest in the project and the associated timescales it would not be realistic for us to meet individually with suppliers during this phase of the tender. If we were to do it for one, we'd have to do it for everyone etc. Following the compulsory two-week Digital Marketplace window for expressions of interest (closes Wednesday 22nd January), we'll be emailing out a template for suppliers to provide a written response, which will allow us to shortlist. Interviews will be on Friday 14 February.
8. What have been the Salesforce challenges? The biggest challenge for us with Salesforce has been, simply put, ensuring a consistent relationship between the CRM and the website. Our CRM carries a considerable amount of data, including contact information, event bookings, product purchase history etc. We have also encountered issues around certain user types as a user can hold more than one ‘role’. For example, a headteacher might also be a governor, they might also be a School Games Organiser or part of a Local Organising Committee, all of which influences how they interact with us.
9. Could you please provide more detail around the Well School Movement? How big is this aspect of the project? What is the relationship between this, the website and Salesforce? The Well School Movement is seen as integral to the project. It is our aspiration to grow this network to the point that every school in England holds a relationship with us. The exact nature of ‘what’ this will entitle them to is still in the process of being determined and it’s envisaged that the chosen supplier’s expertise in digital will help bring this to life and that it will be a collaborative approach to determine how exactly this will function day to day. The data side will naturally be stored and processed in Salesforce.
10. Are you able to clarify what you mean by "flexible interface for advertising and promoting events"? Why is this important? What do you want to achieve? First and foremost we want to integrate our events back into the main website - as it was reaffirmed during the discovery process that this was one of our key selling points. These are currently promoted through our Membership platform, which is linked to via our website, making for a difficult user journey and creating a barrier to selling tickets. In terms of it being flexible, a way to shift content in and out of focus depending on the time of year would be advantageous, for example our Conference is an annual event with a promotional-cycle.
11. Can you clarify on creating a "multi-site solution as an alternative to creating new microsites."? Does this mean independent domains handled within one CMS or one standard template with content based on set locations or criteria? What's the purpose behind this? It would most likely need to be a set of templates within one CMS. We are looking at ways of creating a more efficient digital landscape for the charity and housing are less complex microsites, which are project based rather than core charity work, under one roof. There is still work to be done on this from our side and it's unlikely to be included within this project - but it's considered a 'nice to have' as it's a stage we would ideally get to with our chosen supplier in the future.
12. "Any work that’s already been done" Section you state "plus some basic designs of one of our key processes to bring this work to life"
Can you confirm whether the basic designs are wireframes, low fidelity or closer to high fidelity prototypes. Also whether these have been shown or tested with the target demographics and whether you are in any way tied or set on these designs or open to these changing during the design phase?
They are a set of simple wireframes. They have not been shared externally and we are completely open / expectant that these will change during the design process. We requested that the agency working on the discovery process took a couple of their key findings and developed these into some initial designs to bring their work to life. This will hopefully act as a starter for ten for the chosen supplier, but realistically no more than that.
13. Will you consider a joint bid – with one party being on the framework but the other not? We will consider all of the options available to us. Albeit, there will need to be some clear demonstration of what both parties bring to the project, and why the bid is being structured in such a way.
14. Currently which other systems/platforms/applications are integrated with the website? Do you expect that this may change? If so why? The website is not currently integrated with other systems. The priority is to integrate Salesforce as this is where all our data is stored and will allow for a single user experience rather than being moved between sites.
15. What content from Sales Force is currently pulled through to the website and what is pushed back into SF? How do you expect this to change going forward? Nothing currently. Integrating with Salesforce will allow us to service user accounts as part of the Well School Movement, as well as sign-up for YST programmes and events.
16. Does the budget exclude ongoing maintenance costs? Or how long do you expect a minimum support contract to run for? The budget excludes hosting and maintenance. This is to be agreed with the supplier following the completion of this initial contract.
17. You mention there are various other microsites within your digital landscape, please could you provide a list of these and to what extent you expect these to be integrated with the new solution? To save space, there is a similar question above which answers this. The list includes:
Active School Planner - https://www.activeschoolplanner.org/
FA Girls' Football - https://girlsfootballinschools.org
Inclusive PE - https://inclusivepe.org.uk/
Leadership and Volunteering Insight Survey - https://futuresportworkforce.org/
Quality Mark - https://ystqualitymark.org/
Ready Set Ride - https://readysetride.co.uk/
Resources and Learning - https://learn.youthsporttrust.org/
School Games Learning Zone - https://schoolgameslearningzone.org.uk/
Team Up - https://teamupengland.com/
TOP Sportsability - https://topsportsability.co.uk/
YST Talent - https://www.yst-talent.org.uk/
18. 1. What are your requirements around ongoing maintenance (including/excluding Magento and Salesforce) in terms of costs?
2. What are you currently using for your SSO provider?
3. How customised is your current salesforce environment?
4. Are the costs for long-term ongoing support/hosting/maintenance part of this budget or additional?
1. We will look to agree this following appointment. Magento / Salesforce will continue to be maintained separately.
2. We don't currently have SSO within the website.
3. Salesforce has been customised. We'd naturally give the successful supplier access to explore this further.
4. Additional.
19. What are the next steps and timings for awarding the rest of the project? Please see question 7.
20. Can you confirm what the £145K budget needs to include? For example, does it need to cover any CMS licence costs, hosting etc, or would these be part of a separate 'CapEx' budget? I am not sure on licence costs - it's not one we've come across before on other projects so presumably it has always been included. Hosting and further maintenance/development would not be a part of this budget and would be additional / separate.
21. Is is stated that there's an expectation this will transition into a maintenance contract once the new site has been delivered. Will the supplier delivering the new website automatically be given the contract for this or will a separate tender be issued for it, and what budget has been earmarked for these on-going services? Naturally we would hope to avoid a secondary tender as it would be prudent for the supplier who built the site to maintain it. There is no agreed upon budget at this stage but there is typically a budget line set aside for hosting and maintenance.
22. For clarity can you please provide a list of the key features and functionality that sit within the scope of this project? This will help us to more accurately cost the project. We are not expecting a concise quote at this stage. The brief posted should be sufficient to cost an estimate.
23. Can you provide a list of the mandatory functionality that needs to be part of the MVP for when the site goes live in September 2020? This should be adequately covered by the brief. Please see the 'Who the users are and what they need to do' section - this makes up what we'd consider to be the MVP.
24. Please can you provide a list of the required integrations for the new site, with the context behind each one and the role it will have within the new site. For example, do you envisigage utilising Salesforce forms or rebuilding these in the new CMS and passing the data to Salesforce? This would be for the supplier to guide us on. We are open to any given solution but we do not have the in house expertise to know which would be most effective, or which would offer the most in terms of time/monetary savings.
25. Which systems will utilise single sign-on? Do you have a preferred identity provider? The priority for us is to ensure that a single sign on allows access to the website, Well School Movement / membership functionality, as well as the ability to book onto events and programmes - writing back information to Salesforce. We would like to move towards being able to accommodate SSO for our webshop and, eventually, some of our microsites, but this is not a requirement at this stage. We do not have a preferred provider.
26. Have you considered the hosting requirements for the new website, and have you got a preferred hosting provider? We have not. We will expect the supplier to advise us on this.
27. Is there any flexibility with the project delivery timescales? No. The website must be ready to launch for the start of the new academic year - start of September 2020.
28. Is there a longterm ambition to move all websites listed in Questions 17 onto the same platform i.e. creating a website pattern library that could accommodate these so that the CMS could be "cloned" as such and then customised in terms of look and feel, content and specific technical requirements? We'd be extremely interested in this. Whilst I can't commit to say that this is definitely the long term plan, it's something we'd certainly be interested in exploring and working towards.
29. During the discovery, was a measurement plan (e.g objectives, goals, KPIs and segments) and implementation defined? If so, are you able to share at this stage? Nothing of this nature has been set. There are loose objectives, as defined by the brief, but this hasn't been fully defined. The discovery work focused on user discovery and us understanding our audience and what they want.
30. Is there an ambition to add personalisation to the website? It is not a requirement, but it is something which would be of interest and that we'd value the opportunity to explore, particularly if there was evidence that it could add to the user experience.
31. Have you setup IDs to track how users are moving across your web estate e.g. can you see if someone has visited https://www.activeschoolplanner.org/, https://www.yst-talent.org.uk/ and https://www.youthsporttrust.org/? Our Salesforce can track whether a user is registered to one or more of our websites. As mentioned in another answer, due to the range of roles one individual can hold, it's often necessary for them to navigate multiple aspects of our digital structure - which makes exploring things like SSO and multi-site functionality more enticing.
32. What is your accessibility requirement? We currently use an accessibility toolbar built by Recite Me. You can see this by clicking on the 'accessibility tools' link at the top of our home page. We would be very interested in seeing if we could improve the basic standards of our website as we work with a range of inclusion and SEND schools. Plus, naturally, there could be a cost saving for us if we no longer have to pay for the toolbar service.
33. Has any keyword/term research been carried out to identify opportunities to rank higher than your competitors? There was a small amount of work done as part of the discovery project - looking at key terms over the course of a year. We've also had some independent SEO training which was separate to this. We know there are improvements that can be made as part of this project and any guidance on this would be hugely beneficial.
34. Is there any seasonality that we need to be aware of e.g. school holidays? If you mean in terms of traffic, this certainly does follow a pattern around school holidays, with drops offs in these periods. If you mean in terms of content, we have a number of key events and milestones over the course of an academic year, with things we'll be looking to push at different times.
35. Do you have a plan for all of the activity (including events) that the website must support? We know all of they key activity that comes around each year. However, there will be new activity/events and ad-hoc stuff that comes up in addition to this.