This opportunity is closed for applications

The deadline was Wednesday 22 July 2020
Royal Botanic Garden Edinburgh

Website accessibility audit, re-audit and user-testing

4 Incomplete applications

3 SME, 1 large

17 Completed applications

15 SME, 2 large

Important dates

Published
Wednesday 8 July 2020
Deadline for asking questions
Wednesday 15 July 2020 at 11:59pm GMT
Closing date for applications
Wednesday 22 July 2020 at 11:59pm GMT

Overview

Summary of the work
The Royal Botanic Garden Edinburgh is looking for a website accessibility agency to ensure that its website meets UK government accessibility requirements. The project will involve an audit, testing for compliance with WCAG 2.1 AA standards, reporting on issues arising and re-audit. Plus a piece of user-testing research.
Latest start date
Monday 17 August 2020
Expected contract length
Location
Scotland
Organisation the work is for
Royal Botanic Garden Edinburgh
Budget range
£5,000 - £8,000 for the audit, reporting, user-testing and re-audit of rbge.org.uk.

Other audits of further digital channels and microsites are still to be confirmed. The supplier may wish to provide indicative costs for further work (eg, project rates, hourly rates).

About the work

Why the work is being done
The Royal Botanic Garden Edinburgh wants to ensure that its website, rbge.org.uk, meets government accessibility requirements. The Royal Botanic Garden Edinburgh (RBGE) is an NDPB funded by the Scottish Government and a Scottish charity.

We expect the successful supplier to undertake an audit of the website, reporting on issues arising that need to be corrected by our organisation and its digital agency, with a view to the website reaching WCAG 2.1 AA standards. A re-audit will also be required once those issues have been addressed.

We expect people with disabilities to be included in a piece of user testing research as part of this overall project and for our website to work on the most commonly used assistive technologies (screen magnifiers, screen readers and speech recognition tools).

Work is required to commence by no later than 17/08/2020, only suppliers who can meet this start date should apply and will be considered. The deadline for compliance for public bodies is 23/09/2020.

Following the audit and reporting on the main website, there may also be other audits in future of related microsites, digital channels and mobile applications.
Problem to be solved
The Royal Botanic Garden Edinburgh's website rbge.org.uk was launched in 2018, built using Umbraco CMS. It was developed with accessibility in mind. Since launch, the website has grown significantly and there are many stakeholders who input content including text, images and film. A new and full audit of the website now needs to be undertaken to ensure website accessibility compliance with WCAG 2.1 AA requirements. We also want to undertake some user-testing involving people with disabilities and ensure that the website works on the most commonly-used assistive technologies.
Who the users are and what they need to do
A visually impaired user: to use a screen magnifier; sufficient contrast between foreground/background colour combinations; to use a screenreader to navigate a webpage; text alternatives to images, controls, or other structural and formatting elements.
A user with physical/motor disabilities: to navigate a webpage without the use of a mouse; sufficient time to complete a form
A deaf user: to read captions or transcripts accompanying a short film
As a user with cognitive, learning, or neurological disabilities: navigation mechanisms and page layouts that are logical and easy to understand and use.
A user with speech disabilities: to communicate without voice interaction.
Early market engagement
Any work that’s already been done
A number of accessibility audits were conducted in 2018 in the run up to the website launch. Since then, the website has grown significantly and many new stakeholders have inputted content.
Existing team
You will be working principally with RBGE's Head of Marketing & Communication and Web Manager. The project may also involve some interaction with the organisation's digital agency. Should there by other audits and testing of RBGE related digital channels and microsites in the future, you may work with additional stakeholders in the science, education and development departments.
Current phase
Not started

Work setup

Address where the work will take place
Royal Botanic Garden Edinburgh although the work of the supplier is likely to be undertaken remotely.
Working arrangements
During the audit, reporting and re-test phases we would expect a comprehensive work schedule which includes a programme of virtual meetings with stakeholders and user-friendly 'how to' guides and evaluation reports.
Security clearance

Additional information

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.

Essential skills and experience
  • Provide evidence of recent experience (within the last 12 months) auditing and re-auditing websites to meet level AA of the WCAG 2.1 guidelines.
  • Demonstrate experience of including people with disabilities in user research.
  • Indicate skill in delivering user-friendly reports and 'how to' guides to highlight areas where there are accessibility issues that need to be addressed.
  • Demonstrate experience of working with a variety of stakeholders including in-house teams and outside agencies to deliver accessibility improvements for websites or other digital channels.
  • Provide evidence of delivering value for money by working in partnership with public sector clients.
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
3
Proposal criteria
  • Technical solutions (40 points)
  • Experience demonstrated by 2 case studies (20 points)
  • Methodology and approach (20 points)
  • Team structure and experience of working with internal and external teams (10 points)
  • Value for money (10 points)
Cultural fit criteria
  • Demonstrate an understanding of the different audience needs faced by a multi-faceted non-profit organisation or charity (30 points)
  • Demonstrate an evidence-driven approach with an example of where you have used analytics or user research to influence outcomes (20 points)
  • Provide an example of when you have worked with an in-house team and external agency (20 points)
  • Provide evidence of supporting an in-house digital team with stakeholder engagement to deliver solutions that meet both user and business needs (15 points)
  • Provide evidence of working with clients transparently to show clarity over spend/hours worked and delivering excellent value for money (15 points)
Payment approach
Fixed price
Additional assessment methods
Evaluation weighting

Technical competence

55%

Cultural fit

15%

Price

30%

Questions asked by suppliers

1. Is it possible to conduct this work remotely ?
It should be possible for suppliers to undertake this project remotely. Each supplier will have their own methods of undertaking the website audit and re-audit, as well as the user testing. In terms of stakeholder engagement, meetings will be conducted via the Teams platform.
2. Are any areas of the website private / password-protected? If so, will you provide us with account details for testing?
The website is customer-facing and there are no areas of the site which are exclusive or password protected.
3. How many templates are in operation on the website?
There are 26 templates.
4. What you require is a lot for the budget mentioned. Is there an opportunity to increase the budget?
The project budget is £5k - £8k. The project requirements are clear and value for money is an important part of our selection criteria, but not the only part. Therefore, we would prefer you to be honest and realistic about your costs and proposed pricing framework and there can be some flexibility on budget if necessary.
5. Could you please provide further detail on your expectations around the user-testing element of the opportunity?
We'd expect this to be the most costly element and taking into account your budget, completing user-testing across a broad enough range of accessibility needs will be very difficult.
Could this element be scaled back to meet your budget?
The successful supplier is likely to have previous experience and skill in the area of user testing. Usability testing, experience mapping and interviews are likely to form part of the project and its not something we want to scale back. Our expectation is that four to eight participants will help with usability tests to provide strong evidence and clear answers so that we can learn where the website requires improvement and identify any barriers. We would expect this to involve users with disabilities and those using assistive technologies.
6. Please can you provide more detail on the scope e.g. how many web pages in total you expect to be included for this audit? Are documents, PDFs and films included?
We would expect the successful supplier to state how many pages they will include in their audit, and this will form part of their methodology. We are not expecting a full list of featured videos, documents and PDFs but we are expecting recommendations on how these elements can be best presented or reformatted to meet UK government accessibility requirements.
7. Do you currently have a list of the user journeys or features you would prioritise for usability testing research?
We have access to user journeys through our Google Analytics reports which can be shared with the successful supplier. Areas most frequently visited include our Visit pages as well as What's On, Learn, Jobs and Collections. More detail will be provided upon appointment.
8. What is the timescale for the written proposal from the three selected suppliers?
Selection will take place on 23 July, we will publish details on 24 July and ask the shortlisted suppliers to submit back by 3 August.
9. Do you expect all web pages under ’rbge.org.uk’ to be included in this audit or sample pages from different sections of the website?
We would be looking for our successful supplier to recommend this as part of their methodology. Whatever the recommendation, we want to ensure that the audit undertaken is extensive enough to provide us with clear direction and a thorough understanding of the enhancements required to meet WCAG 2:1 standards.
10. Is the scope limited to pages under ’rbge.org.uk’ or other URLs, such as, ‘stories.rbge.org.uk’, ‘rbgeshop.org' and similar also within scope?
The scope is limited to rbge.org.uk but we do seek recommendations on how we deal with navigations to external third party sites and other microsites, especially if they are likely to adversely impact on rbge.org.uk reaching WCAG 2:1 standards.
11. With regards to user-testing research, would it be acceptable to use personas of disabled users with a combination of assistive technology OR is it expected that the research effort will include all the following users?
1. A visually impaired user
2. A user with physical/motor disabilities
3. A deaf user
4. As a user with cognitive, learning, or neurological disabilities
5. A user with speech disabilities
We will be looking for the successful supplier to recommend the best approach for user testing in line with Government accessibility guidelines. We acknowledge that methodologies may differ.