Transport for London (TfL)

Property Lettings Website Requirements

41 Incomplete applications

36 SME, 5 large

18 Completed applications

18 SME, 0 large

Important dates

Published
Monday 27 July 2020
Deadline for asking questions
Monday 3 August 2020 at 11:59pm GMT
Closing date for applications
Monday 10 August 2020 at 11:59pm GMT

Overview

Summary of the work
Transport for London (TfL) requires a new website to allow interested parties to view and search for properties available to let from TfL.

The procurement covers these activities:
Part 1 - Design, build, test, production and deployment of the website
Part 2 - Hosting, support and maintenance of the website
Latest start date
Thursday 1 October 2020
Expected contract length
2 years with option to extend for 6 months.
Location
London
Organisation the work is for
Transport for London (TfL)
Budget range
TfL has budget approval to pay a competitive market rate for the service being procured.
TfL does not commit to any minimum or maximum spend at this point.

Suppliers are asked to provide a detailed cost breakdown of Part 1 to demonstrate the costs of design, build, test, production and deployment of the website and Part 2 for the hosting, support and maintenance of the website for the continuation of the contract till the end. This should include the number of days and allocated number of personnel with the day rate for each role.

About the work

Why the work is being done
Transport for London (TfL) requires a new customer facing website to reflect the best of our property portfolio which will advertise our available commercial properties to let.

The supplier will be awarded the contract immediately following the procurement process and will work towards a mutually agreed timescale for the delivery of the website. This website will also allow the public to search for available commercial properties to let from TfL.
Problem to be solved
TfL’s first external Property Listings website was launched in 2014 and has since not undergone any significant change or redevelopment. Due to upcoming expiry of the contract, this gives TfL the opportunity to redesign and create a brand new public facing website and continue having an online presence.

Detailed requirements will be sent to shortlisted suppliers through a Request for Proposal (RfP).
Who the users are and what they need to do
1. As a retailer, I need to know what properties are available to let so that I can get in touch to arrange a viewing. I may want to send an enquiry to someone within TfL about a property or space I know about. I am happy to provide my contact details.

2. As a letting agent working for TfL, I need a space to advertise properties online so that I can effectively market these properties. I want to be able to upload marketing details to the website for users to download. I want to also input essential information about the property such as size/location/image which can be found using a search function.

3. As a member of the public, I am curious to find out more about what TfL is doing with their real estate on a user-friendly website.

4. Working in TfL's Commercial Property team, I want to be able to demonstrate and showcase the best properties and use the website to positively promote TfL as a Landlord of Choice and supporter of small, medium-size businesses. As such, I want the website to showcase our success stories which reflect the breadth and variety of retailers on our estate.
Early market engagement
None
Any work that’s already been done
None
Existing team
The supplier will work directly with internal TfL Project team with possible input from third party lettings agents to ensure smooth data uploading and working functionality of the website
Current phase
Not started

Work setup

Address where the work will take place
Our main office is located at Palestra, 197 Blackfriars Road, Southwark, London, SE1 8NJ .
Working arrangements
Initially weekly, then fortnightly, project meetings until staging site to show new site in progress, followed by monthly, then quarterly service review meetings. Final working arrangement to be agreed with the supplier.
Security clearance
Not applicable

Additional information

Additional terms and conditions
The Call-Off contract will use the Standard Framework terms and conditions. Financial checks will be conducted before awarding contract.

Skills and experience

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

Essential skills and experience
  • Minimum 4 years' demonstrable experience of successfully developing websites including ability to host and manage content, with experience in creating property listing websites or delivering similar digital projects. 5%
  • Expertise in creating and developing high quality websites, including brand, design and innovation, one that reflects the tone, content and image style fitting to the organisation's corporate identity. 4%
  • Skills/ability to provide reporting for page views, downloads and any other metrics which can aid the business. 2%
  • Experience of providing proactive website maintenance and support; a proven ability and capacity to prevent/detect and resolve failures/issues impacting the service (eg data loss, hardware/software failure, compatibility functionality problems). 3%
  • Expertise in building a digital service compatible with: current browsers; older popular browsers; multiple types of devices with no loss of functionality compared to desktop access. 3%
  • Expert Search Engine Optimisation (SEO) skills, with the ability to advise on best practice and subsequently maintain and improve SEO capabilities post launch . 3%
Nice-to-have skills and experience

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Suppliers must demonstrate how their approach will meet the website's design, search functionality and browser capability requirements. 8%
  • Suppliers must demonstrate how the technical solution will meet the users' requirements. 5%
  • Suppliers much demonstrate how their approach will meet the website's monitoring and support (hosting) requirements. 4%
  • Suppliers must demonstrate how the solution will meet the security and compliance requirements. 3%
  • Suppliers must demonstrate how the solution will meet the availability and performance requirements. 3%
  • Suppliers must provide estimated timescales and indicative project plan for Part 1 and Part 2 activities for the website. 3%
  • Suppliers must identify risks and dependencies and offer approaches to managing them. 2%
  • Suppliers must demonstrate how they will mitigate any project slippage. 2%
  • Suppliers must provide a detailed cost breakdown for Pricing (30% criteria) which will be split and evaluated as Part 1 (20%) and Part 2 (10%) costs.
  • Suppliers must respond to the Compliance check for all Must Have requirements at Evaluation Stage where a Request for Proposal (RfP) will be sent. This will be scored as pass/fail.
  • Case Study 5%
  • Work History 5%
Cultural fit criteria
  • Experience of working as a team with multiple organisations and suppliers. 2.5%
  • Shares knowledge and experience with the organisation. 2.5%
  • Be inclusive and collaborative when making decisions. 2.5%
  • Takes responsibility for the quality of their work. 2.5%
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. Are there any specifics around the requirements for hosting?
We are interested to hear from suppliers on their proposals around the hosting solution for the new website.
2. What is the anticipated or desired level of traffic to the site? What is current?
There is no current usage data, our estimation is around 1,000 individual unique hits per day.
3. 'Older popular browsers' are mentioned; do your analytics give a sense of what those are?
Generally, we are looking for backwards compatibility with browsers that are still significantly prominent in market share analysis, with the aim of making the website accessible to as many people as possible. As a rough guide, this could include IE11, Edge to present version, Firefox 61 to present, Safari 12 (Mac) and 5 (Win), Chrome 7n & 8n.
4. Are you able to confirm the URL of the current Property Lettings Website? Is it this site https://tfl.completelygroup.com/?
Yes, https://tfl.completelygroup.com/ - this is often accessed via tfl.gov.uk/lettings.
5. Are you able to confirm whether the incumbent website supplier will be invited to bid?
This requirement has been published under the Digital Outcomes and Specialists (DOS) framework where all eligible suppliers can apply for the work.
6. You state that the 'upcoming expiry of the contract' is the primary catalyst for this project. Are you intending that the new website be significantly different from the existing one or do you expect the final solution to be largely the same?
We are looking for a brand new public facing website with a number of functional features to enhance our current online presence.
7. How do you intend the Property listings data be stored and managed under the new website solution? Will it continue to be held in the current property management platform?
Currently, information on units for let is uploaded by third party agents into a database. This Database is hosted by the current web provider and so will need to be replicated or replaced.
8. Could you please provide an estimate of budget?
The budget is between £120,000 - £150,000 for the service being procured.
9. With respect to hosting the new website, could TfL share if it has a preference for any particular public cloud platform ?
We are interested to hear from suppliers on their proposals around the hosting solution for the new website.
10. Are you able to provide a budget range please? Just a range to work with would be very helpful. Thanks
The budget is between £120,000 - £150,000 for the service being procured.
11. Are you open to hosting the website on any cloud platform?
We are interested to hear from suppliers on their proposals around the hosting solution for the new website.
12. Please can you confirm if bidders are only required to complete the 'essential skills and experience' section (6 questions, 20% of overall scoring) by 10/08/20 and that five of these bidders will then be selected to submit a subsequent proposal comprising the 'proposal criteria' (40%), 'cultural fit '(10%) and price (30%) at a date TBC?
We are following the 2-stage assessment process.

Stage 1 is Shortlisting where suppliers have to respond to the Essential skills and experience criteria by 10/08/2020. The suppliers will be evaluated on 0-3 Scoring criteria, where the top five ranking suppliers will be shortlisted to Stage 2.

Stage 2 is Detailed Assessment where a Request for Proposal with detailed requirements will be sent to the five shortlisted suppliers for them to respond back in line with the proposal criteria, cultural fit and price. This is planned for a later date in August.
13. Do you have a preference toward a particular programming language or other technologies or platforms?
No.
14. Can you confirm whether the budget of £120K – £150K excludes VAT and is to cover just the new website, and that there is a separate budget for ongoing hosting, support and maintenance?
This is the budgeted cost without VAT to cover both parts of our requirements for the duration of the contract.
Please note suppliers' response on Pricing is planned for Stage 2 of the assessment.
15. What level of support is in place with your current partner, and do you envisage the successful partner upscaling this?
The current level of support is reasonable and responsive. Our requirements around support will be shared with the 5 shortlisted suppliers as part of Stage 2 assessment.
16. What CRM system is used for leads and enquiries?
Enquiries are currently directed to a tfl-specific mailbox separate to the website. For the new website, we are looking for an integrated CRM system.
17. What budget level has been approved for the ongoing hosting, support and maintenance of the new website?
We have shared our budgeted cost in a previous Q&A, which covers both parts of our requirements for the duration of the contract.
18. Will the supplier be required to carry out content migration?
No.
19. Is the provided budget range only for Phase 1 – Design, build, test, production and deployment ?
The range provided covers both parts of our requirements for the duration of the contract.
20. What is required of suppliers at the second stage of assessment?
A Request for Proposal with detailed requirements will be sent to the five shortlisted suppliers for them to respond back in line with the Proposal criteria as shown on the DOS page, Cultural fit and Price criteria.
21. Is the mentioned budget of £120,000 – £150,000 applicable for the whole 2 year period including Support services?
The budget range provided covers both parts of our requirements for the duration of the contract.
22. Do you have a preferred CMS for the platform?
No. We are interested to hear from shortlisted suppliers on their proposals in Stage 2 of the assessment.
23. What CMS platform is the current website built on?
Is the intention to stay on this platform, or are you looking for suppliers to make recommendations for a new CMS?
The current CMS platform is WordPress.
TfL is looking to move away from the current platform and embrace newer technologies such as cloud or other such appropriate platforms in line with TfL guidelines.
24. How do lettings agents currently upload data to the site? Is the mechanism for agent's uploading of data part of this work, or is it limited to the public-facing website?
The lettings agents upload pdf data on the website themselves or they can email pdf data to the current supplier's Content Manager who then uploads to the website.
25. What is the makeup of your internal team and what is their expertise?
The Project team comprises of Commercial Property team members as well as Technology & Data technical experts with the skill and knowledge on websites and online platforms.
26. Can you state the level of accessibility required for the website, is it A (lowest), AA (mid range), and AAA (highest)?
Please see weblink https://www.w3.org/TR/WCAG21/ where WCAG 2.1 AA level must be met as a minimum standard, however our full accessibility standards will be shared with the 5 shortlisted suppliers as part of the Stage 2 assessment.
27. By what date do you intend for the site to go live?
TfL intends for the contract to begin immediately following the procurement process. In Stage 2 assessment, suppliers will need to provide timescales and indicative project plan. TfL will work to agreed timescales with the successful supplier where we expect the new website to be launched within 3-5 months of when the contract is awarded.
28. How many staff members will be expected to use the site/will require training?
We anticipate that around 4-6 users will require training, this is dependent on the complexity of the solution being offered by the supplier.
29. Are there particular aspects of the current site which your team and stakeholders like/dislike?
There are a number of functional and non-functional requirements that we want our new online presence to reflect. As part of Stage 2, our detailed requirements capture our current business issues, so this will be shared. TfL is looking to improve on the current website and deliver a number of new features.
30. What is the breakdown of personas and quantities of each in TfL's Commercial Property team?
The Commercial Property team is made up of letting managers and customer relationship managers with a focus on retail and industrial properties. The Commercial Property team is very broad but it is expected that around 5-7 TfL employees will have a direct interest in the Property Listings website on a day to day basis.
31. Please confirm the numbers of letting agents and the numbers of users accessing the portal at each agency
We currently have 2 lettings agents working with TfL with 2 users at each agency uploading data to the website.
32. What are the reasons for moving away from the current platform?
We are looking for a brand new public facing website with a number of functional features to enhance our current online presence.
33. Will the service need to adhere to GDS service design standards
Our design requirements will be shared with the 5 shortlisted suppliers as part of Stage 2 assessment.
34. What is the security classification of the service?
What are the accessibility requirements?
Our security and accessibility requirements will be shared with the 5 shortlisted suppliers as part of Stage 2 assessment.
The deadline for asking questions about this opportunity was Monday 3 August 2020.