Southend-on-Sea Borough Council

Online Consultation Platform

Incomplete applications

8
Incomplete applications
7 SME, 1 large

Completed application

1
Completed application
1 SME, 0 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 13 January 2020
Deadline for asking questions Monday 20 January 2020 at 11:59pm GMT
Closing date for applications Monday 27 January 2020 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Southend-on-Sea Borough Council want to procure an online platform.

The contract for the council’s current online consultation portal is finishing on 31 March 2020. With a statutory duty to formally consult with the public, and a drive to co-create council services with the public and our partners.
Latest start date Monday 17 February 2020
Expected contract length
Location South East England
Organisation the work is for Southend-on-Sea Borough Council
Budget range

About the work

About the work
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Why the work is being done Southend-on-Sea Borough Council (SBC) looking to procure an online platform in order to:-

• Consult with the public on key council decisions (formal consultations)
• Gather feedback from the public less formally on plans and potential activities, or changes to services
• Analyse public sentiment about the council and its service provision
• Involve the public in co-creating its services

The contract for the council’s current online consultation portal ends 31 March 2020. With a statutory duty to formally consult with the public, and a drive to co-create council services with the public and our partners, we need to formalise an agreement with either the current or a new provider, to ensure we have the means to consult and survey our stakeholders.

The aim of this exercise is to ensure we have best-in-class tool for gathering feedback, opinions and needs from the public and other stakeholders, whilst driving value for money for the council.
Problem to be solved The aim of this exercise is to ensure we have best-in-class tool for gathering feedback, opinions and needs from the public and other stakeholders, whilst driving value for money for the council.

It needs to meet accessibility requirements (WCAG2.1 AA standard and be mobile friendly and responsive).

We want the ability to brand and customise the interface with SBC branding with it providing a good internal user and customer experience.
Who the users are and what they need to do As an internal SBC staff user, I need to be able to:
• Intuitive to create surveys
• Strong level of support
• Regular training/updates/webinars
• Help/how-to guides online
• Easy editing of questions while creating the survey
• Ability to amend text once published
• Ease of creating a branded and professional printed version of the survey to send to customers who aren't online

Survey specification:
• Multiple free-text questions
• Ability to clone full surveys

Promotion:
• Shareable on social media
• Ability to create friendly URLs for individual surveys

Analysis:
• Export raw data in Excel
• Set standardised equalities questions across all surveys
• Cross-tab/filter results & manipulate data without exporting first
• Export to additional formats

As an external customer, it needs to be:
• Easy to use with short user journeys to surveys
• Clear calls to action and signposting to fill in the correct survey
• Varied content within the survey, eg images, videos. All accessible and responsive
• Functionality to send a question to the survey creator (eg by email) for clarification on any questions
• Clear display options for the results of the consultation for the public to view post-analysis
Early market engagement
Any work that’s already been done
Existing team The supplier will be working with SBC's internal team.
Current phase Not applicable

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Civic Centre
Victoria Avenue
Southend-on-Sea
Essex
SS2 6ER
Working arrangements At the initiation meeting, the working arrangements will be discussed and agreed.

Costs for this project are to show total costs for all work to be undertaken and any assumptions and future work. Expenses are to be included plus rate card.
Security clearance

Additional information

Additional information
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Additional terms and conditions

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 a track record of delivery of same product/services, include examples of how you have carried out such services in the past
  • Provide evidence of successful consultation portals you have delivered or been involved in and evidence of their success.
Nice-to-have skills and experience
  • Provide demonstrable understanding of the brief & subject area
  • Explain how you will deliver the brief. Set out the knowledge and expertise that you can bring to deliver a fit for purpose piece of work of the highest quality.

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 our goals
  • Estimated timeframes for the work
  • Identifiable risks and dependencies and how these will be managed
Cultural fit criteria
  • Work as a team with our organisation
  • Be transparent and collaborative when making decisions
  • Take responsibility for their work
  • Share knowledge and experience with other team members
Payment approach Fixed price
Additional assessment methods
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

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