Sport England

SE1073 - Creation and ongoing management of a new Club Matters website and branding exercise

5 Incomplete applications

4 SME, 1 large

15 Completed applications

15 SME, 0 large

Published: Thursday 28 July 2022
Deadline for asking questions: Thursday 4 August 2022 at 11:59pm GMT
Closing date for applications: Thursday 11 August 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination: Supply of resource: the off-payroll rules will apply to any workers engaged through a qualifying intermediary, such as their own limited company
Summary of the work: Sport England requires a supplier with experience of brand development and website build / ongoing management around Drupal CMS.
Latest start date: Monday 31 October 2022
Expected contract length: 18 Months
Location: No specific location, for example they can work remotely
Organisation the work is for: Sport England
Budget range: Creation of new Club Matters website on a CMS platform - £315,000
Re-branding - £36,000
Total - £351,000

About the work

Why the work is being done: Club Matters is Sport England’s universal support service for clubs and community groups, providing free advice, resources and education to volunteers who run community sport organisations and the paid staff who support them. In order to bring the programme in line with Sport England's current web offering, and to appeal to a wider audience, the desire is to move this onto a Drupal CMS platform (From Totara LMS) and undertake a full re-branding exercise to ensure its relevant for a wide ranging audience. The supplier will also be responsible for the ongoing management and development of the site.
Problem to be solved: Re-branding - Users feel connected to the overall brand and can understand the benefit of engaging the website and its resources

Website build - Sport England is able to manage a number of websites under a single CMS platform (Drupal), giving a similar look at feel to the central Sport England website. For the user, it providers a excellent user experience where users are able to find suitable information and access interactive learning elements.

Ongoing maintenance - Ongoing support is able to maintain this and continue to drive improvements in resource delivery.
Who the users are and what they need to do: The typical users for Club Matters are volunteers within grassroots organisations (Clubs, community groups, charities) and the paid staff who support them. They need to be able to access the resources on Club Matters to solve problems, increase knowledge and/or connect with like minded people.
Early market engagement: N/A
Any work that’s already been done: A market research piece was undertaken between October - December 2021 with further user research in April 2022.
Existing team: The existing Club Matters team consists of Sport England clubs and editorial colleagues, a content/stakeholder supplier, a workshops/learning supplier, an evaluation supplier and an LMS supplier. All work collaboratively to deliver the programme. There is an expectation that the supplier will need to connect with these suppliers on all elements of the work. Ongoing engagement with the wider Club Matters team will be essential to the maintenance and approaches to working with us will need to explored in submissions.
Current phase: Discovery

Work setup

Address where the work will take place: N/A
Working arrangements: Home based working is acceptable but occasional visit's to Sport England offices to meet with relevant stakeholders would be beneficial. This is expected to be the London office.
Security clearance: N/A

Additional information

Additional terms and conditions: Standard call off contract. All expenses must be pre-agreed between the parties and must comply with Sport England's Travel and Subsidence (T&S) Policy.

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: Demonstrate expertise with Drupal 9, which sportengland.org uses and Club Matters will move to this CMS.

Can demonstrate experience and a structured process for brand development.

The ability to provide support to AWS hosting, with experience in configuring, deploying and managing the hosting platform on AWS, and ensuring its resilience.

Has access to the correct technical infrastructure to support the hosting and maintenance of the following websites: www.sportenglandclubmatters.org (new name expected).

Can provide a website hosting and maintenance customer support service at least Monday to Friday, 9am-5pm, with proactive monitoring and an incident management plan.

Has expertise and skills to enhance websites, both back end and front end, working on sometimes project-level briefs, with experience in areas including UX, service design and development.

Evidence of building digital solutions with user needs front and centre – also explain your broad approach, including to project management.

Demonstrate a clear understanding of accessibility and accessibility guidance set out in the GDS service manual. Explain how this guidance would be considered and implemented as our websites evolve.

Demonstrate experience and knowledge of SEO best practice, including search engine optimisation and rankings

Can demonstrate the ability to support and ensure Sport England’s compliance with the GDPR and associated national legislation.

Has adequate technical and organisational measures for protecting personal data in place, and any personal data processed on behalf of Sport England must be processed within the European Economic Area.

Able to follow Security Policy Framework and Security Classification Policy principles. Explain whether you’ve worked to this guidance before and how you would work to ensure these principles were followed.
Nice-to-have skills and experience: Experience doing user research and usability testing for websites in various formats - mix of people and clear objectives - embedded into project and informing the service design approach.

Experience of working in a multi-disciplinary team as part of a wider programme of work

Experience / expertise in bringing large external websites on to an organisation’s main website – particularly where these have differing technical requirements or audiences – in a user-centred way

Provide customer support as part of the hosting and maintenance element of the contract outside normal working hours and at weekends (24/7).

Experience configuring analytics packages in compliance with GDPR, and the ability to analyse and use data/evidence to improve the user experience.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate

Proposal criteria

Technical solution and systems in place
Approach and methodology
How the approach or solution meets our objectives/goals
How the approach or solution meets user needs
How the supplier has identified risks and dependencies and offered approaches to manage them
Team structure
Value for money

Cultural fit criteria

Work as a team with our organisation, fully immersing your organisation into ours to understand structure, objectives, challenges etc.
Work collaboratively with our organisation, and associated Club Matters suppliers, to offer solutions to complex challenges, explaining these in layman’s-terms.
Share knowledge and experience with team members at Sport England and Club Matters.
Provide honest and expert feedback to the client.
Challenge the status quo.

Payment approach

Fixed price

Additional assessment methods

Case study

Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

1. Pricing Update, please be advised:: Website build: Up to £262,500 (+VAT)
Branding exercise: Up to £30,000 (+VAT)
Ongoing maintenance: Up to £120,000 (+VAT)
2. Would you consider these in two lots and run the branding as a separate exercise? We’re branding specialists not Drupal experts – but the brand is the foundation to this project: No
3. Are you expecting the supplier to host the site within the indicated budget?: Please be advised, we have updated the pricing to:
Website build: Up to £262,500 (+VAT)
Branding exercise: Up to £30,000 (+VAT)
Ongoing maintenance: Up to £120,000 (+VAT)
4. You’ve noted that Discovery is the current phase. Are you currently working with an external partner, or is this an internal program, if Discovery is currently being undertaken?: This is an internal programme in Sport England and we have already received support to undertake the user analysis that has led to this stage. The branding exercise will help to understand the actual form and style the work needs to take ahead of development
5. You’ve identified that Discovery is the the current phase. Could you please clarify that Discovery is an activity yet to be undertaken and is part of the body of work you wish to be undertaken as part of this opportunity?: We have already received support to undertake the user analysis that has led to this stage. The branding exercise will help to understand the actual form and style the work needs to take ahead of development. We do not need the supplier to undertake primary research outside of the branding work
6. Is hosting budget also covered by the budget listed or will this be a separate exercise once discovery has been completed?: Hosting is included, please review the Q&A section to see revised pricing previously advised.
7. It states that the current phase of work is discovery, is the budget listed just to cover the discovery phase?: No, the budget is to build and maintain the new website as well as the rebranding project.
8. The club matters website branding is very different from the main Sports England website. Is the brief to create a unified brand across both these sites? Do you envision one brand for all or a lead brand with sub-brands that are aligned in visual identity but differentiated for the different sites? Are there any other brands we should look at?: Sport England's (sportengalnd.org) would be the lead brand for our portfolio of websites. We'd be looking for something that builds on this but would be distinct.
9. In terms of migrating content from Totara LMS will this be supported by the in-house team or is the expectation that this project will cover migration of all content?: This will be supported by an in-house team.
10. How many pages currently exist on the Sport England Domain – we can see there is a sitemap https://www.sportengland.org/sitemap does this cover all content? Sitemap | Sport England See the sitemap for the Sport England website.: The sitemap is correct.
11. You reference a Market Research piece of work and user research piece of work – are these publicly available for us to review?: These will be shared with the winning supplier
12. You reference that Sport England would like to manage a number of websites using Drupal. How many websites do Sport England currently manage? Are all of these covered by the scope or just the main site?: Sport England currently has 23 active websites. SportEngland.org is built on Drupal and the scope of this project is to build Club Matters on Drupal to give us the ability/option to go onto a multisite CMS in the future.
13. Can you please clarify what you mean by ‘has access to’ and ‘correct’ in the following question? If you had to ask this question using different words, what would they be? Has access to the correct technical infrastructure to support the hosting and ma: Better wording would be: Is able to support the hosting and maintenance of the following websites: www.sportenglandclubmatters.org (new name expected).
14. Do you have the brand strategy foundations in place? (Purpose / Mission / Vision / Values) or do you require this scope as part of the re-brand process?: These are in place.
15. Could clarify Q4 in the Essential skills: (“Has access to the correct technical infrastructure to support the hosting and maintenance of the following websites: www.sportenglandclubmatters.org (new name expected).”)?: Better wording would be: Is able to support the hosting and maintenance of the following websites: www.sportenglandclubmatters.org (new name expected).
16. There is no reference is made to content migration – is this part of the scope?: This will be performed by Sport England's in house digital and content team.
17. Reference is made to ongoing maintenance – is the expectation to retain a full team for a set period of time after the migration, or a reduced team?: It is expected that the supplier is able to fulfill the requirements of the ongoing maintenance, however the numbers required for this will very much depending on the approach. It should be detailed if there is to be a team change
18. Totora is a proper LMS whereas Drupal is a CMS. Is there a need to build LMS functionality into the CMS?: Yes, or integrate the existing functionality into the CMS.
19. Although you mention that you are looking for a multi-branch CMS, am I correct in saying that the scope is restricted only to https://www.sportenglandclubmatters.com/ i.e. no other sites need to moved at this point?: Our medium-term aspiration is to run as many Sport England websites as possible on a single Drupal CMS. At this point we're looking for Club Matters to be built in Drupal so we can consolidate into one CMS at the appropriate point.
20. You talk about a full rebrand – what exactly does the scope of this entail, i.e. a brand strategy and execution, or just applying an online brand refresh?: We're looking for new branding - name, logo style etc to build on our existing research that will be shared with the winning supplier.
21. Regarding “Demonstrate a clear understanding of accessibility and accessibility guidance set out in the GDS service manual. Explain how this guidance would be considered and implemented as our websites evolve. Which level of WCAG should be supported?: The new Club Matters website must be WCAG AA compliant.
22. Is there an existing AWS setup that will be leveraged or will we need to provision the environments and DevOps pipelines from scratch?: We will explore this as part of the tender/with the winning supplier
23. Are there functionalities required for the new site other than what we can see in the existing public site: The current site is able to provide dynamic learning opportunities and interactive elements. Whilst new ones of these may be needed over time, we will be open to further development opportunities if it suits the learning needs
24. Please provide an overview of the functionality and content behind login: The login currently gives users access to; Profile, Health Check tool, accessing e-learning course and accessing community of practice space
25. Will the new site integrate with the existing LMS, or will the new site need to replicate the LMS functionality in Drupal?: As long as the existing functionality migrates over it will be up the winning supplier to decide on the technical approach to this.
26. Will the selected partner need to migrate the current website contents to the new Drupal CMS?: The Sport England digital and content team will be responsible for this.
27. Will the selected partner need to migrate the current website members and permissions to the new Drupal CMS?: This will be explored with the winning supplier.
28. Please provide links to the Security Policy Framework and Security Classification Policy for which you are seeking confirmation: https://www.gov.uk/government/publications/security-policy-framework
https://www.gov.uk/government/publications/government-security-classifications
29. Does your organisation employ Agile methodologies for collaboration internally and/or with service partners?: Yes
30. Are there milestone dates in 2023 that the project plan should meet (for example, is there a specific date at which the existing site should be retired)?: There are no hard deadlines but we're looking to go live as soon as practically possible.

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