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Cardiff County Council

All Wales National and Local Authority Fostering Websites copy

5 Incomplete applications

5 SME, 0 large

6 Completed applications

6 SME, 0 large

Important dates

Published
Tuesday 20 October 2020
Deadline for asking questions
Tuesday 27 October 2020 at 11:59pm GMT
Closing date for applications
Tuesday 3 November 2020 at 11:59pm GMT

Overview

Summary of the work
1. The design, build and delivery of a dedicated national website for LAFW.
2. The design, build and delivery of a template for a LA website, that can then be populated with new content for each of the 22 Local Authorities
Latest start date
Monday 16 November 2020
Expected contract length
to March 2021
Location
Wales
Organisation the work is for
Cardiff County Council
Budget range
N/a

About the work

Why the work is being done
i. The design, build and delivery of a dedicated national website for LAFW. Multiple domains have been purchased to enable this, and the suggested preference is fosterwales.org.uk.
ii. The design, build and delivery of a template for a LA website, that can then be populated with new content for each of the 22 Local Authorities
The template must enable each LA to have a dedicated fostering website that is consistent with the national site and the other 21 LA fostering sites across Wales.
Problem to be solved
i. Delivery of a national LAFW website which is the focal point of any national awareness campaign and therefore the starting point for someone’s fostering journey. It must help people believe that fostering is for them and make them understand that fostering with their LA is the best option. It must be generic enough to be self-sufficient long term, but flexible enough to integrate with key campaign messaging and visuals at key times.

ii. A LA LAFW website template that delivers a natural user journey from the national website and delivers the key information that someone needs in order to fully understand what fostering offers and is all about and encourages them to get in touch to begin their journey. It must be rigid enough that it enables 22 consistent LA fostering websites across Wales, while being flexible enough to create a sense of local identity and community in each one.
Who the users are and what they need to do
Cardiff Council
Early market engagement
N/A
Any work that’s already been done
N/A
Existing team
Cardiff Council - National Adoption Service
Current phase
Discovery

Work setup

Address where the work will take place
CF10 4UW CARDIFF
Working arrangements
Remotely
Security clearance
N/A

Additional information

Additional terms and conditions
N/A

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
  • Deliver all creative services relative to the design, build and launch of the a website
  • Demonstrate technical digital marketing expertise to plan and deliver a consistent and powerful customer experience and journey from national to local
  • Must demonstrate content and asset creation and delivery
  • Demonstrate capability of creative and technical guidance and consultancy to ensure best practice, future proofing, data management and accessibility compliance
  • Have knowledge of SEO services and expertise both to launch and maintain the websites
  • Mus demonstrate all technical services relative to the design, build and delivery of a similar website experience
  • Demonstrate experience in annual content and design refresh for multiple websites of this nature
  • Must be able to comply to ALL Welsh language Requirements of a dual language website
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
6
Proposal criteria
  • Demonstrates track record of creation and delivery of class leading web presence and online customer journey.
  • Demonstrates how they will address the Objectives of the Contract
  • Must demonstrate the required Outcomes of the National Website along with templates for 22 Local Authorities
  • Must demonstrate competancy in Creative Deveopment
  • Must demonstrate competancy in Technical Digital Marketing Expertise
  • Must Demonstrate competency in Content & Asset creation
  • Must demonstrate competancy in Creative and technical guidance and consultancy
  • Must demonstrate competancy in SEO services and expertise both to launch and maintain the websites
  • Must demonstrate competancy in All technical services relative to the design, build and delivery of the above
  • Must demonstrate competancy in An annual content and design refresh for each website for two years post launch
  • Provide detailed Response to Performance measures will be met throughout the life of the contract
  • Provide detailed description of reporting functionality and sharing of data that will be in line with the monitoring requirements
  • Demonstrate that they can meet all 9 Welsh Language standards
Cultural fit criteria
  • Can work with clients with low technical expertise
  • Be transparent and collaborative when making decisions
  • Has design and build skills in similar cultural environment
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
  • Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

5%

Price

30%

Questions asked by suppliers

1. Would you be looking for an individual or team? If a team, what you be looking for?
Due to the tight deadline it is unlikely an indiviudal would be able to provide capacity and continued service.
2. What would be your budget for this project?
The first deadline for the contract is for all 23 websites to be live by 16.03.21 with a budget ranging from £50k to £150k and with an option to extend for years 2 (2021/22) and 3 (2022/23) with value of up to £10k for each year.
3. Is there a platform for the builds that has been stipulated or can this be our choosing to best meet the requirements set out in the brief?
No, we are asking for your expert suggestions within the parameters of the brief.
4. How detailed is the Brand Book?
Very. It is a thorough explanation of the brand strategy, proposition, narrative and drivers, and how those drivers then influence tone of voice and visual identity. It is supported by a thorough brand identity guidelines, covering logo, typography, colour palette, photography guidelines and some examples.
5. Is there any content ready to go for things such as case studies?
No, but lead photography and a case study video will be available in time for launch.
6. Are there any other systems that need to integrate with the site? e.g. zendesk/Hubspot etc.
The LA website will need to be able to integrate with the LA's client record system.
7. How many use cases do you envisage that LA staff would need to be trained on?
Each LA will need to have trained staff.
8. How many users would need to be set up for each site and what levels of access would be required?
TBC, but let's say 3. At least one with full admin rights, and two with content read / write / upload access.
9. How many use cases do you envisage that LA staff would need to be trained on? (2nd request)
Each LA will need to have trained staff.
10. How many users would need to be set up for each site and what levels of access would be required? (2nd Request)
TBC, but let's say 3. At least one with full admin rights, and two with content read / write / upload access.
11. Would it be possible to indicate the budget available for this project?
The first deadline for the contract is for all 23 websites to be live by 16.03.21 with a budget ranging from £50k to £150k and with an option to extend for years 2 (2021/22) and 3 (2022/23) with value of up to £10k for each year.
12. Do you require the supplier to develop the content for the website as well as the technical platform or will the content be written in house and by the local authorities?
The brief for shortlisted suppliers specifies all content to be created for the national website and all 22 LA websites. Some technical details can and will be provided to support this, but all creation of graphic and written content is a requirement of the brief. As specified, much of the LA content will be generic to all 22 sites, with the remainder specific to each LA (roughly 70/30).
13. Are there any limitations for the technical platform? e.g. is there a preferred Content Management System?
Not as yet, unless we are advised otherwise by technical expertise from within the LAs. But whatever platform we use the CMS must be very simple and easy to manage / maintain by each LA. Content updates and refresh must be able to be self-sufficient and not rely on agency / supplier support.
14. Is the deliverable for this project to create 23 websites? Or one national site and one example template site for a local authority site?
1x national website, 1x LA website template, 22x LA websites based on that template.
15. If this project is not required to create all 22 local authority sites is a project deliverable to create high-quality documentation to ensure digital teams can easily create and work on the LA sites?
1x national website, 1x LA website template, 22x LA websites based on that template.
16. Where will the national and local authority sites be hosted? Will this be central or will LAs take responsibility for hosting their own sites?
The national website will be central. In relation to the LA wesbites will depend on LA's preference. As such there will be a mix of those hosted by LA and not hosted by the LA.
17. What are the next steps once you have shortlisted 6 suppliers? Is there an opportunity for a call to discuss the project?
Shortlisted Suppliers will be required to register on the Council's Tender Portal 'Proactis' and provide a final Proposal against our Service Specification and Evaluation criteria.
Dialogue will form part of this exercise.
18. Are there any technology constraints (e.g. platform such as.Net or PHP, or required CMS software)
Not as yet, unless we are advised otherwise by technical expertise from within the LAs.
19. Do you require content writing services as part of this project?
Yes
20. Do you require translation services as part of this project (to translate content into Welsh)?
Yes
21. What are the 9 Welsh Language standards?
Part 1.
9 Standards relating to a body producing and publishing forms
Standard 50:
Any form that you produce for public use must be produced in Welsh. 30/03/2016
Standard 50A:
If you produce a Welsh language version and a separate English language version of a form, you must ensure that the English language version clearly states that the form is also available in Welsh.
22. Welsh Language Syandards Part 2
Part 2.
Standard 50B:
If you produce a form in Welsh and in English (whether separate versions or not), you must ensure that the Welsh language version is treated no less favourably than the English language version, and you must not differentiate between the Welsh and English versions in relation to any requirements that are relevant to the form (for example in relation to any deadline for submitting the form, or in relation to the time allowed to respond to the content of the form).
23. Welsh Language Standards Part 3
Standard 51:
Part 3
If you pre-enter information on a Welsh language version of a form (for example, before sending it to a member of the public in order for him or her to check the content or to fill in the remainder of the form), you must ensure that the information that you pre-enter is in Welsh.
24. Welsh Language Standards Part 4
Part 4
10 Standards relating to a body’s websites and on-line services
(1) Websites published by a body
Standard 52:
You must ensure that - (a) the text of each page of your website is available in Welsh, (b) every Welsh language page on your website is fully functional, and (c) the Welsh language is not treated less favourably than the English language on your website. You must comply with standard 52 in every circumstance, except: * catalogue and contract information on the e-commerce web service Basware.
25. Welsh Language Standards Part 5
Part 5
Standard 55:
If you have a Welsh language web page that corresponds to an English language web page, you must state clearly on the English language web page that the page is also available in Welsh, and you must provide a direct link to the Welsh page on the corresponding English page. You must comply with standard 55 in every circumstance, except: * catalogue and contract information on the e-commerce web service Basware.
Standard 56:
You must provide the interface and menus on every page of your website in Welsh.
26. Welsh Language Standards Part 6
Part 6
You must comply with standard 56 in every circumstance, except: catalogue and contract information on the e-commerce web service Basware.
27. Are there any existing websites that house this content? E.g. is this an example of a current LA fostering website? https://fostercarecardiff.co.uk/
No, not for this project. All content, graphic and written, to be created afresh in line with the brand strategy, tone of voice, visual identity and customer journey.
28. When you reference 'digital marketing' multiple places throughout this brief, would you like marketing experience (e.g. advertising campaigns, management of paid media, content marketing, etc), or are you actually referring to website development which would seem to fit better within the context of the opportunity and the sentences?
To optimise and promote the websites, areas such as: customer journey - set up, testing and optimisation. Site testing and optimisation strategy. SEO - set up and ongoing strategy. Content - creation, testing and optimising. Digital PR. This is not an exhaustive list but the type of things needed to get the sites up and ruunning and working to their best poential.
29. You note "all creation of graphic and written content is a requirement of the brief" and "much of the LA content will be generic to all 22 sites, with the remainder specific to each LA (roughly 70/30)."To help get an idea of content writing requirements, do you have a high-level idea of how many web pages the national site and LA site template will have? How many people within your team will we need to talk to, to help understand content requirements?
"As part of their response I would expect them to audit all 22 LA fostering sites, plus the main Welsh IFA sites, to see what content is out there, what is good, what is missing, and therefore make their own suggestion about what sort of structure of site and nature of content we should develop. We need to be guided by experts. Based on our own audit we estimate the following, but this is all up for debate & challenge based on your expertise
30. You note "all creation of graphic and written content is a requirement of the brief" and "much of the LA content will be generic to all 22 sites, with the remainder specific to each LA (roughly 70/30)."To help get an idea of content writing requirements, do you have a high-level idea of how many web pages the national site and LA site template will have? How many people within your team will we need to talk to, to help understand content requirements?
Part 2:
National site: est. 7 pages, graphic and written content, infographics, icons, pictograms, video, interactive map / postcode search to be directed to your LA

Local template: est 10 pages, graphic and written content, infographics, icons, pictograms, video, contact-me form, members area (behind log-in) for specific content and peer-to-peer forum

We will support the content development in terms of creating a conduit between you and the LAs, so you will need to engage with no more than 8 people with one lead principal contact as the main point person"
31. Can you detail any special functionality, past displaying content pages, you believe the national and LA sites need to have? For example: enquiry forms, search, application forms, etc.
"An initial review suggests the following, which is not necessarily exhaustive and we are also open to your own suggestions and ideas:
search function (all)
interactive map / postcode search to be directed to your LA (national)
contact-me form (all)
members area (behind log-in) for specific content and peer-to-peer forum (local)"
32. Can you detail any third party data integration that needs to exist on the national or LA websites? E.g. you note "LA website will need to be able to integrate with the LA's client record system." Is it possible to supply the name of all software/systems we need to integrate with and summarise what the purpose of the data integration is (i.e. what you want to achieve).
It's unlikely to be able to gather this detail by 3rd November
33. Does the brief extend beyond the website creation into Social Media?
No, a separate campaign brief will incorporate creation and management of social media channels
34. Will there need to be a support/help desk to function for both technical issues and adding/amending content?
This seems sensible for the first 12 months while everyone is getting up to speed
35. After the site goes live, how will new content be added? Will each LA be responsible for their area? Who would be responsible for the central section?
"National Marketing Manager responsilbe for national site
Web / marketing / corporate comms teams in each LA responsible for their local site
CMS therefore needs to be very straightforward and enable us to be as self sufficient as possible after those initial 12 months"
36. The answer to Q 16 says:The national website will be central. In relation to the LA wesbites will depend on LA's preference. As such there will be a mix of those hosted by LA and not hosted by the LA.Would they confirm that Hosting costs are not included in this brief ?
We need hosting for the national site for Year 1
37. The answer to Q 12 says all content to be created for the national website and all 22 LA websites. Some technical details can and will be provided to support this, but all creation of graphic and written content is a requirement of the brief. As specified, much of the LA content will be generic to all 22 sites, with the remainder specific to each LA (roughly 70/30).Would you please estimate the number of pages and words per page on the main site and on each LA site?
We can't estimate words for page, I don't want us to be that prescriptive. As part of their response I would expect them to audit all 22 LA fostering sites, plus the main Welsh IFA sites, to see what content is out there, what is good, what is missing, and therefore make their own suggestion about what sort of structure of site and nature of content we should develop. We need to be guided by experts
38. The answer given to Q6 is "The LA website will need to be able to integrate with the LA's client record system."What format are the different LA's record systems in, how many different systems are there and do they have an API or system for integration?
It's unlikely to be able to gather this detail by 3rd November
39. The answer given to Q6 is "The LA website will need to be able to integrate with the LA's client record system."What format are the different LA's record systems in, how many different systems are there and do they have an API or system for integration?
It's unlikely to be able to gather this detail by 3rd November
40. Could you provide details of the LC client record system that the website(s) will need to integrate with and the expected nature of the integration. It would be useful to understand if the system in question is a bespoke system or a mainstream / standard solution.
It's unlikely to be able to gather this detail by 3rd November
41. Do you want the response written in Welsh or English? Please can you provide an email so we can respond accordingly, as the 100 word limit clearly won't suffice If we are providing the responses in both languages
English response
42. Will you require any forms on the site?
Contact me form on LA sites to integrate with LA CRM
43. How sensitive is the information the sites will be handling?
Very, personal data relating to a life changing decision.
44. Please can you provide an estimate of the scale of the content creation requirement for this project prior to launch? e.g. no words/pages
Very, personal data relating to a life changing decision.
45. Please can you provide an estimate of the scale of the content creation requirement for this project prior to launch? e.g. no words/pages
No, as above this is on the agency to conduct a thorough audit of the landscape and make their own recommendations. We have our thoughts based on our own audit, which we will be happy to discuss in early meetings, but we cannot and will not be as prescriptive as this question demands.
46. Will you (or any LAs) be supplying photography and videos for use across the sites?
Lead brand photography and 1x case study video per site will be provided. All additional graphics, interactives, infographics etc are a requirement of the brief
47. Should it be possible for each LA team to edit the generic content on their site or do you require this content to remain consistent across all sites?
Ideally it will remain consistent but the CMS should allow all content to be adjusted
48. Following launch in March ‘21, who will be responsible for editing/maintaining content on the sites after this date? Is it the supplier or will LAs/central team take on the updating role?
"National Marketing Manager responsilbe for national site
Web / marketing / corporate comms teams in each LA responsible for their local site
CMS therefore needs to be very straightforward and enable us to be as self sufficient as possible after those initial 12 months"
49. You estimate approx. 30% of the content on the LA sites will be specific to each LA. Will the supplier be responsible for creating this LA-specific content (working with each LA) or is the supplier responsible for the generic content only?
Supplier is responsible for all content
50. Re. requirement “Demonstrate experience in annual content…”Please can you clarify what you see as the annual content requirements and the scale?
No, again this should be based on your audit and developing your expertise of the sector and the audience to develop a strategy
51. Re Q&A no. 6 “The LA website will need to be able to integrate with the LA's client record system.”Please can you clarify:a. Why this integration is required?b. Do all LAs use the same client record system or might it be necessary to integrate with more than one (if so, how many?)?
It's unlikely to be able to gather this detail by 3rd November