Welsh Assembly Government - Tourism and Marketing

The Wales Gateway Project

Incomplete applications

13
Incomplete applications
10 SME, 3 large

Completed applications

19
Completed applications
15 SME, 4 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Tuesday 13 June 2017
Deadline for asking questions Tuesday 20 June 2017 at 11:59pm GMT
Closing date for applications Tuesday 27 June 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work The user experience, design, build and ongoing maintenance of a network of outward facing Wales ‘gateway’ sites. Initially that covers visitwales.com and wales.com in the first year and, in year two, the tradeandinvest.wales site and potentially other destination marketing sites (but not currently included in the scope and budget).
Latest start date Thursday 31 August 2017
Expected contract length 2 years
Location No specific location, eg they can work remotely
Organisation the work is for Welsh Assembly Government - Tourism and Marketing
Budget range The budget we have allocated to the scope outlined above and the first two years amounts to circa £600K - to include wales.com, visitwales.com and tradeandinvest.wales. We have identified additional budgets of up to circa £400K to support any additional destination sites not currently included in that scope.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done We have developed a new Wales brand – one that is fresh, contemporary and inspiring. This provides a foundation for the business and tourism elements of our work and is being adopted by customer facing teams across the whole of Welsh Government. The associated marketing strategy is firmly rooted in a content-led approach where creating and supporting the distribution of great content about the depth and breadth of things on offer in Wales underpins everything. The marketing team has been restructured around a hub and spoke model where a brand marketing hub that supports the different geographical and sectoral teams.
Problem to be solved The scope of this contract covers the user experience, design, build and ongoing maintenance of a network of outward facing Wales ‘gateway’ sites. Initially that covers visitwales.com and wales.com and potentially, at later stages, tradeandinvest.wales and other destination marketing sites. Ultimately we are trying to create a platform for our content from which we can tell our story and support the distribution of those stories further and wider. That in turn should drive more interest in Wales through better visibility of our content and news for a larger and more valuable audience.
Who the users are and what they need to do Users cover defined tourism audiences (visitwales.com), inward investment audiences (tradeandinvest.wales) and our more general Wales audiences (wales.com) - including those people that might be interested in studying, living and working in Wales:

We want our users to engage with our content and take positive messages from it.
In some cases we want to drive specific on site events e.g. search for accommodation, download something, make an enquiry.
We want to drive higher volumes of relevant search – tracked via search trends
We want to be talked about more and more positively – tracked via media monitoring.
Early market engagement We have had some initial meetings with a handful of suppliers and key take outs include:

Whilst most suppliers follow an agile methodology a fair few of them are adopting a hybrid approach where the first stages are scoped in reasonable detail and we feel this will suit us and this project well. We have done a fair amount of the discovery stage and the starting point for working with suppliers will be defining the vision and customer experience we want to deliver across our gateway sites. This will inform the alpha phase.

We would like to approach this brief from a technology / CMS agnostic point of view. Currently we have sites on both Sitecore and Drupal. That approach is certainly not broken equally but we are not wedded to it.

Whilst this is a web development brief like many organisations we are on a digital transformation journey. We need to be cognisant of the internal teams needs at every stage of the process and the opportunity to have the supplier working on supporting this journey alongside the development of new tools and platforms is one we would like to explore.
Any work that’s already been done We have undertaken the following work in relation to this project - including:

Some initial research looking at our current destination websites in relation to other destinations and best practice.
Basic user research for those users on wales.com and some more in depth studies of users on visitwales.com.
We have developed the associated vision for digital, defined project objectives and outlined some initial user journeys.
Some initial work around content themes and typologies, information organisation and the creative approach.
Existing team This work will be managed by our digital and creative services team sitting within our brand marketing hub. The appointed agency will be required to work closely with our lead brand and creative agency (Smorgasbord, Cardiff) as well as our lead digital agency (iCrossing, London and Brighton).
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place It is expected to be a mixture of on-site and off-site working. If on-site, the contractor will mainly be working at Welsh Government Offices in Pontypridd or Cardiff. There may be the possibility of the requirement to visit one or two other locations across the UK - for example, to work with appointed agencies.
Working arrangements The supplier will work closely with the digital team in the brand marketing hub. It is anticipated that most work will be conducted remotely but regular contact with the Welsh Government team is maintained. The contractor might base some resource with the Welsh Government team at key points throughout the engagement. The cost of attending any meeting or performing tasks away from the contractors premises shall be borne by the contractor. The supplier will submit weekly reports to the Project Manager regarding the status of the project, achieving key milestones and issues that may impact on timescales and cost.
Security clearance All supplier staff, including sub-contractors, undertaking any work related to the contract must be subject to Baseline Personnel Security Standards (BPSS). Any supplier staff, including sub-contractors, operating in a system administration function or with administration access to live data must undergo UK National Security Vetting to SC following contract award.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Break points will be added to the contract to assess progress, quality and to enable contract termination (if necessary) at the following stages of delivery: Completion of Alpha and Beta phases. The successful Supplier will be required to sign a "Security Aspects Letter" detailing the security Requirements. The Supplier shall be required to hold Cyber Essentials certification. Please contact us (NPSICTCategoryTeam@wales.gsi.gov.uk) for further and full information. The project will also need to adhere to the Welsh Language Standards as they apply to Welsh Government.

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
  • Must be available to meet the latest start date
  • Include accreditation i.e. cyber essentials, ISO 9001
  • Ability and experience around advising on an appropriate CMS or technology stack for this project
  • Experience of developing content rich sites that support a content led approach to digital marketing
  • Experience of delivering multi-lingual platforms and websites
  • Experience using agile project management
  • Creating responsive websites based on user needs
  • Conducting on-going user research
  • Experience delivering web projects that support exemplar customer and use experience
  • Knowledge of delivering projects in line with Government Digital Service Standard.
  • Evidence of delivering projects at speed with clearly identified deliverables and timescales
  • Designing websites that are intuitive and easy to use on all devices
  • Technical knowledge of website hosting environments
  • Experience of mitigating security and cyber threats to websites
  • Understanding, experience and implementing website analytics such as Google Analytics
  • Working with third party stakeholders - great client and relationship management
  • Good planning, coordination, communication and project management skills
Nice-to-have skills and experience
  • Experience of working with destination marketing or 'brand as publisher' or news sites
  • Ability to support the digital transformation agenda - to include supporting the content and social teams with the right tools and processes.
  • Proven experience in developing appropriate tech solutions and technology stacks to support content marketing and a newsroom approach

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 6
Proposal criteria
  • Technical solution
  • Approach and methodology
  • How the Approach or solution meets user needs
  • How the Approach or solution meets our overarching goals
  • Estimated timeframes for the work
  • How you have identified risks and dependencies and offered approaches to manage them
  • Team structure
  • Value for money
  • Case studies
  • References
Cultural fit criteria
  • Work as a team with our organisation and other suppliers
  • Be transparent and collaborative when making decisions
  • Have a no-blame culture and encourage people to learn from their mistakes
  • Take responsibility for their work
  • Share knowledge and experience with other team members
  • Challenge the status quo
  • Be comfortable standing up for their discipline
  • Take account of clients expertise and experience
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Have you considered location sourced social media for this project, it is a good method of capturing, curating and publishing content generated by visitors to the destinations you are interested in promoting. In this way you allow visitors to keep content fresh for you and it provides social proof which can be a stronger call to action than professional content. Yes, this is something we have done in the past and will absolutely consider again for the future in terms of supporting the content marketing and campaign activity we run.
2. Will incumbent suppliers of the websites and/or existing partners be bidding? Is there any reason why a potential new supplier is being sought as rather than engaging directly with those currently in place? The opportunity is open to anyone on the Digital Outcomes and Specialists Framework and we welcome proposals from any interested parties.
3. Brand – Does the new brand work include digital design guidelines? The new Wales brand includes creative and design guidelines but we anticipate that the formulation of a creative and design approach that can be applied to digital and the sites covered in this brief would be part of the work undertaken i.e. it is not 'set in stone'. We anticipate that this work would be carried out with the involvement of our lead creative and design agency.
4. Brand - Do you intend on using the same design direction, page templates and components across visitwales.com, wales.com and tradeandinvest.wales? This project provides an opportunity to re-appraise the design and UX of those sites mentioned. Whilst we can take some of the best elements forward there is no requirement to necessarily take direction from them.
5. Analytics - Can you provide any analytics from the existing sites (specifically, we are after total average visits/sessions per month)? We are not in a position to share detailed analytics but on average the sites are delivering around 750,000 sessions per calendar month.
6. Multi-lingual - What multi-lingual support do you require? The sites must be able to support the development of language and location focussed versions. For example, where wales.com is concerned that includes English, Welsh, French, Dutch, Spanish and Chinese. You should provide options and costs for both the creation of these additional versions and the migration of existing language content to them. We will take this forward based on costs and priorities during the lifetime of the contract and likely use our internal team to support it.
7. Multi-lingual - Is www.wales.cn in scope? Yes it is. The sites must be able to support the development of language and location focussed versions. For example, where wales.com is concerned that includes English, Welsh, French, Dutch, Spanish and Chinese. You should provide options and costs for both the creation of these additional versions and the migration of existing language content to them. We will take this forward based on costs and priorities during the lifetime of the contract and likely use our internal team to support it.
8. Support – We assume that ongoing maintenance and support is required. Yes it is. Whilst we have asked for a fixed price based on the design and development of wales.com, visitwales.com and tradeandinvest.wales based on an anticipated and defined scope we appreciate that ongoing maintenance will need to be based on a rate card and our requirements.
9. Licences - Does the budget need to include software license costs? For the purpose of your proposals we need to understand the cost implications of any software or platform licences but you do not need to consider it part of the budget outlined here.
10. Integration - Could you provide a list of all known integrations? This incudes integration with a number of third party platforms such as MS Dynamics, Google Snowdrop (mapping), DotMailer (email marketing), our own product database via it’s API (searching for toourism accommodation, attractions and activities) and a few other simple database integrations.
11. Integration - Are there any other separate projects in flight that may impact this project? One significant project that is running in tandem is a project that is looking at how we provide search for tourism accommodation, attractions and activities. However it is very likely that this will be provided via an appropriate API.
12. Support – What level of support do you require (office hours, 24/7 etc.)? At the moment we have office hours support and maintenance and an out of hours emergency service in case of the site going down and we envisage. We would anticipate having a similar approach.
13. Team – Can you give an overview of the size and experience of your internal team? The core digital team is an experienced and capable one but it is not huge - It includes 3 people that work directly on more platform focussed and technical aspects, a web analyst and some supporting roles. We work with a content, PR and social team that includes 5 + people and Wales Gateway project will be overseen by a content planning coordinator. Beyond this there is some freelance and contracted resources that support the content marketing side of things. The tourism and business marketing teams form spokes that sit around this hub.
14. Team - Is there an internal IT/development team in house that we would get to work with? There is no in house development team. All technical development would be carried out through this contract but managed by the in house digital team.
15. Hosting – How/where are the current sites hosted? The current site is hosted centrally via a Welsh Government platform on Azure. Whist this would be our preferred route going forward we are still open to considering options for the hosting of the site - in line with the security aspects letter mentioned in this notice.
16. Budget - Is the budget incl./excl. of VAT? The budget mentioned is exclusive of VAT.
17. Timings – Are there any specific deadlines that we need to work towards? We are working towards being able to start this project at the end of August. The schedule from that point forwards will need to be confirmed with the appointed supplier but for wales.com and visitwales.com we would like to work on the alpha version in Autumn 2017 and the Beta version in Spring 2018 with a view of going live in March/April 2018. The tradeandinvest.wales site will come later and we will not start looking at it until earliest mid 2018.
18. Timings – You state the latest start date of 31st August 2017 – are your internal teams available to commence work before this date? We are anticipating an inception meeting no earlier than last week August and we are hoping to start working on the project in earnest from first week September onwards.
19. Audience - Do you have existing user testing groups – or would these need recruiting? No, we do not have any existing user testing groups so these will need to be recruited.
20. Migration - Will you require any data migration to bring some of the pages/images/PDF's that already exist across or will you be adding the content manually? We need to appraise and you should outline options for doing this.
21. CMS - How do you find working with the current content management system’s Sitecore and Drupal? Our experience with both Sitecore and Drupal (visitwales.com is on Sitecore whilst wales.com and tradeandinvest.wales are on Drupal) has been a good one and a decision we have been happy with. However, we are not wedded to one specific CMS and we would like to use this opportunity to asses what the options are moving forward and make a decision that best supports our needs and objectives.
22. Content - What role will the chosen supplier play in content creation; Will it be to provide guidance for internal/3rd party content teams or will the supplier create the content for Alpha launch? Whilst we would expect the appointed supplier to work with our lead creative and branding agency as well as our lead digital agency to ensure the right content tools are in place, and the design and UX of the site supports our content marketing aspirations, we anticipate our internal team and an appointed 'content collective' alongside our lead creative and branding agency to provide the core resources for content creation.
23. You mentioned some Discovery work has been carried out so far. Can you please share the outcomes of this with suppliers. The discovery work will be shared with the appointed supplier and the first stage of this work will indeed be discovery focussed - ensuring that we have what we need in place and working with our lead creative and branding agency, our digital agency and the internal team to define the vision for the customer and brand experience that we want to deliver across the Wales Gateway sites.
24. What role do you expect your lead brand creative agency, Smorgasboard, and lead digital agency, iCrossing, to play in this project? Smorgasboard will take a brand guardianship role and will absolutely be involved in helping define the vision for the customer and brand experience that we want to deliver across the Wales Gateway sites - as will iCrossing who will also bring a wealth of experience and data driven insight as well as technical input. It is anticipated that both agencies will be involved in guiding and planning our content marketing and associated campaigns.
25. Do you currently have data analytics tools, such as Google Analytics, running on wales.com, visitwales.com and tradeandinvest.wales? If so, can you provide suppliers with access to these tools to carry out some initial research? Yes, we run Google Analytics on all of those sites but we cannot share any of the data ahead of a supplier being appointed.
26. One of your essential requirements is “experience using agile project management” yet you’ve stated that you’re looking for fixed price. Can you please confirm if you’re expecting a fixed price in supplier proposals? Inevitably and ahead of the discovery phase suppliers will have to provide a fixed price on an anticipated and defined scope based on what is outlined in this notice - with any appropriate assumptions. In terms of ongoing delivering against our requirements for the duration of the project we will need to cost things based on an agile approach but reasonably well defined deliverables.
27. Will the new sites need to use the WG Global Experience Language or will you have an exemption? The sites will not necessarily need to use the WG Global Experience Language.
28. What involvement will Smorgasbord and iCrossing in the UX and design aspect of the project? Smorgasboard will take a brand guardianship role and will absolutely be involved in helping define the vision for the customer and brand experience that we want to deliver across the Wales Gateway sites - as will iCrossing who will also bring a wealth of experience and data driven insight as well as technical input. It is anticipated that both agencies will be involved in guiding and planning our content marketing and associated campaigns.
29. What third party services will the new platform interact with (online bookings, accomodation, activity and Attraction search, newsletter sign up, brochure request, etc.) Could you provide a complete list and a brief description of how they interact? The site will need to interact with a number of third party platforms such as MS Dynamics (Data capture and CRM), Google Snowdrop (mapping), DotMailer (data capture and email marketing), our own product database via it’s API (searching for tourism accommodation, attractions and activities) and a few other simple database integrations.
30. Could you outline the desired workflow from the external content authors through to publishing? This needs to be considered as part of the discovery and design process but we need to make it simpler rather than more complicated whilst making sure the necessary checks and controls are in place.
31. If you move the main VW site from Sitecore, will the bulk of the content need to be migrated? We are kicking off a content audit very shortly which will help define what will need to be migrated to any new platform. For the purposes of making a proposal and costing those proposals suppliers should outline options for supporting content migration - and associated costs.
32. Will the three sites in scope all need to be bilingual and how does this affect the workflow from the external content providers? The sites must be able to support the development of language and location focussed versions. For example, where wales.com is concerned that includes English, Welsh, French, Dutch, Spanish and Chinese. That includes the provision of bilingual sites as defined by the Welsh Language standards. In terms of workflow this needs to be considered as part of the discovery and design process but we need to make it simpler rather than more complicated whilst making sure the necessary checks and controls are in place.
33. Could you please let us know when you'll have answered all questions so we can schedule in enough time to apply? We will endeavour to answer all questions within 48 hours of them being asked and we will try and answer all questions by close of play on 26th June 2017 - attempting to answer any new questions as soon as possible on that day.
34. Please could you clarify whether it is a mandatory requirement for suppliers to have cyber essentials ISO 9001 accreditation and whether they will be discounted without? We are asking suppliers to provide any details of relevant accreditation although ISO 9001 is NOT a mandatory requirement. However, before we exchange data with a supplier and at the point of contracting they must have a valid cyber essentials certificate. If that involves accessing and hosting the site on our Azure platform they will also need ISO27001 accreditation.
35. You have stated that some initial user research has been done. Is further user research required, on which sites, and would this be undertaken by the supplier or one of the other agencies? I think we have enough user research in place to complete discovery and embark on the alpha phase for wales.com and visitwales.com but we will need to implement an ongoing user testing and research programme - supported by the appointed agency. We will need to do some further user research before we embark on any redevelopment of tradeandinvest.wales.
36. Do you envisage multiple project streams running concurrently, or a single project with stages for each site? We will need to make some sensible decisions based on resources and what is realistically possible. Whilst the redevelopment of wales.com and visitwales.com is planned along similar timescales there might need to be some inevitable phasing of project stages to ensure it is manageable and resources are deployed appropriately to each site and each stage.
37. Can we whether the Discovery phase has been completed? If it hasn't, can we ask when the phase is expected to be completed? We need to establish an appropriate timeline for delivery but ideally we would be completing the discovery stage no more than 6 weeks from project inception (end August) so we can embark on alpha during the remainder of Autumn 2017.
38. Can we ask whether the Discovery phase has been or is being completed by an external supplier? The work we have done on project discovery so far has been completed by our internal team and our lead creative and brand and digital marketing agencies. It covers the elements above and will be made available immediately to the supplier appointed.
39. Is there a specific reason why there needs to be a procurement at this stage instead of the incumbent supplier continuing to deliver this project? This project is very different in terms of size and scope. For example, the management of wales.com is being moved across to the Tourism and Marketing team and the brand marketing hub. This is an opportunity for us to reappraise the CMS, platforms and approach we use to deliver the sites mentioned. The opportunity is open to anyone on the Digital Outcomes and Specialists Framework and we welcome proposals from any interested parties.
40. Does the essential skill 'Include accreditation i.e cyber essentials, ISO 9001' mean that the supplier must hold Cyber Essential accreditation or have built services that follow these standards? We are asking suppliers to provide any details of relevant accreditation although ISO 9001 is NOT a mandatory requirement. However, before we exchange data with a supplier and at the point of contracting they must have a valid cyber essentials certificate. If that involves accessing and hosting the site on our Azure platform they will also need ISO27001 accreditation.
41. Brand - Can you provide more information about the brand work that you have undertaken? The new Cymru Wales brand was launched in January 2016, initially to our tourism audiences but has now been expanded to include inward investment, food and drink. The approach is summarised here >> https://www.youtube.com/watch?v=kMh3zIWaIHE
42. Can you clarify at what stage in the process a supplier must have the cyber essentials accreditation and any other security related accreditations? Before we exchange data with a supplier and at the point of contracting they must have a valid cyber essentials certificate. If that involves accessing and hosting the site on our Azure platform they will also need ISO27001 accreditation. At the initial application stage we are asking suppliers to let us know what relevant accreditations they already have although none are mandatory in terms of making an initial application.
43. What are the anticipated next steps and associated time frame for the application and selection process? Applications must be made by the closing date - Tuesday 27th August - and made via the Digital Marketplace using the forms provided in line with the associated guidance. We hope to shortlist by the end of that week but if we get a large number of applications that might happen second week July. At that stage we will provide fuller guidance around what is required in terms of full proposals. At the moment, if required, we anticipate supplier presentations to happen in Cardiff sometime during weeks commencing 24th July or 31st July.
44. [Correction to question 43] - What are the anticipated next steps and associated time frame for the application and selection process? [Correction to question 43] Applications must be made by the closing date - Tuesday 27th June - and made via the Digital Marketplace using the forms provided in line with the associated guidance. We hope to shortlist by the end of that week but if we get a large number of applications that might happen second week July. At that stage we will provide fuller guidance around what is required in terms of full proposals. At the moment, if required, we anticipate supplier presentations to happen in Cardiff sometime during weeks commencing 24th July or 31st July.
45. To what extent are you using the personalisation functionality in Sitecore? We are not exploiting this to it's full potential although it is something we have been considering for sometime. Moving forward we would like to investigate how we can personalise onsite user experience to cater for different geographic markets and based on previous user behaviour - using Sitecore or another technology solution.
46. Are there any examples of best practice that you would like to share? Our research into the current digital ecosystem we have in Wales involved looking at the digital ecosystems that exist in some competitor and other destinations. One destination which proved interesting was Sweden - in terms they of the investment they had made in their respective destination sites, some of the content and UX they deliver and the sourcing of traffic and hand-off of that traffic to other sites in the ecosystem.
47. Can WAG please outline the next steps in procurement? ie Date the proposal is expected and deadlines, presentation dates. Applications must be made by the closing date - Tuesday 27th June - and made via the Digital Marketplace using the forms provided in line with the associated guidance. We hope to shortlist by the end of that week but if we get a large number of applications that might happen second week July. At that stage we will provide fuller guidance around what is required in terms of full proposals and by when. At the moment, if required, we anticipate supplier presentations to happen in Cardiff sometime during weeks commencing 24th July or 31st July.
48. In order to provide an informed proposal, will suppliers be provided with the outputs of Discovery? Yes, we anticipate that at least some of the outputs from the discovery work carried out to date will be provided to the shortlisted suppliers.
49. For avoidance of doubt, what phases of this project are WAG expecting suppliers to submit a proposal for? Completing the discovery phase, alpha, beta and live stages - as well as ongoing user research, development and maintenance. As outlined in 'Summary of the work' in the notice above.
50. For avoidance of doubt, do WAG intend to use suppliers proposals to undertake Alpha as the mechanism to evaluate Price (which is weighted at 20%)? The alpha phase is a defined and important stage in the delivery of this project and will help define the final set of deliverables expected as part of the beta phase.
51. Could WAG please define the appropriate tech solutions and technology stacks to support content marketing and a newsroom approach? As highlighted in the final nice to have skill. Ideally we would like to appoint a supplier that has experience in this area and can work with us to develop options and a recommended solution.
52. Has the budget provided been based on a specific team make up? If so, what roles is the supplier likely expected to provide? The budget has been based on the scope of the project and the cost of delivering projects with similar scope. We will be expecting shortlisted suppliers to be outlining the team required to deliver the project an the key roles they will provide.
53. Will WAG have a dedicated Product Owner or Service Manager to this project? Yes. There will be a dedicated project manager and a programme manager overseeing all aspects of the Wales Gateway Project.
54. What roles will be provided by WAG? Roles provided by Welsh Government include project management and project support. The Wales Gateway Project will also be supported by our brand marketing hub - that includes a small digital and creative services team as well as a content, PR and social team (which includes a content production and planning role dedicated to this project).
55. Can WAG please specify what they mean by the digital transformation agenda in the nice to have skill - Ability to support the digital transformation agenda - to include supporting the content and social teams with the right tools and processes? We would like to build our digital marketing capability and capacity so that it supports a digital first approach across the marketing campaigns and activities that we run. The digital transformation agenda covers many elements - from strategy and planning through training to cultural change. Our marketing teams need to have the right platform and tools to help them deliver content-led digital marketing and they need use them in the right way to better deliver our objectives. We would like to work with a supplier that can help us achieve this.
56. Will this service be expected to go through the GDS Service Assessment? No, we do not anticipate this being a requirement.
57. Approx. how many content authors do you have at the moment and what are your aspirations for the two-year term (so we know number of devolved roles at the moment and in the future). We have around 10 content authors working with the system at the moment. For the purpose of this proposal we suggest you assume this number doubles during the contract term.
58. Could you confirm if ISO/IEC27001 is a requirement as well as Cyber Essentials? Before we exchange data with a supplier and at the point of contracting they must have a valid cyber essentials certificate. If that involves accessing and hosting the site on our Azure platform they will also need ISO27001 accreditation. At the initial application stage we are asking suppliers to let us know what relevant accreditations they already have although none are mandatory in terms of making an initial application.
59. Audience - Can you share the initial research that you have done relating to project? We intend to share relevant audience research with shortlisted suppliers.
60. Audience – Please can you provide a breakdown of audience by location? Primary tourism audiences include the UK, Germany and USA. Secondary audiences include other European countries. Where wales.com is concerned audiences include the UK, USA, France, Netherlands, Spain and China. We are in the process of defining the languages we need to support on the Trade and Invest side.
61. Licences - What level of Sitecore License is currently in place? We have Sitecore Experience Platform (Professional Edition) that supports up to 5 concurrent users.
62. Licences - How many concurrent content editors use the CMS at any one time? 5.
63. Tender Process - What is the complete tender process – 100-word answers / proposal / presentation? Timings? Applications must be made by the closing date - Tuesday 27th June - and made via the Digital Marketplace using the forms provided in line with the associated guidance. We hope to shortlist by the end of that week but if we get a large number of applications that might happen second week July. At that stage we will provide fuller guidance around what is required in terms of full proposals and by when. At the moment, if required, we anticipate supplier presentations to happen in Cardiff sometime during weeks commencing 24th July or 31st July.
64. Tender Process - At this stage in the process, are we correct in saying that we just need to answer the 17 questions listed in the "Essential skills and experience" and "Nice-to-have skills and experience" sections with 100-word answers and submit them via this portal? Yes.
65. Is a certification accreditation in Cyber Essentials necessary to bid for this process? Or are we able to agree to undertake certification following on from award of contract, providing we are able to demonstrate solid information security and Quality Management processes? Before we exchange data with a supplier and at the point of contracting they must have a valid cyber essentials certificate. If that involves accessing and hosting the site on our Azure platform they will also need ISO27001 accreditation. At the initial application stage we are asking suppliers to let us know what relevant accreditations they already have although none are mandatory in terms of making an initial application.
66. We note that suppliers can work remotely. Would WAG welcome proposals that offer off-shore or near-shore development capability? We would welcome proposals that offer off-shore or near-shore development capability. However, the website must be hosted in the EEA and that those with administration access to live systems and data must be SC cleared. We also need to ensure that we maintain good communications with our developers and maintain a high quality output.
67. We note the commercial model for this project is Fixed Price. Will WAG be defining the scope of the project before suppliers submit a proposal? Yes, we will be further defining the scope of the initial development work so those suppliers shortlisted can provide a fixed price based on the scope we define and any associated assumptions.
68. We note the commercial model for this project is Fixed Price. Would WAG consider any other commercial models such as Time and Materials? From experience, we feel these can suit the agile way of working better. We will be further defining the scope of the initial development work so those suppliers shortlisted can provide a fixed price based on the scope we define and any associated assumptions. We will also be asking shortlisted suppliers to provide costs based on time and materials for ongoing development and maintenance.
69. Hosting – Do you have a preference for a particular hosting solution? Our preference would be to host the sites on the Welsh Government Azure platform (which is what we do now) but we are open to consider alternative options and the case for taking them forward.
70. Is clearance essential or can they be working towards it? Is this requirement inside IR35 or outside IR35? Those with administration access to live systems and data must be SC cleared. We do not anticipate that IR35 legislation to be relevant to this contract although any suppliers should be aware of their own tax status and position.
71. Where will the sites be hosted and who will be responsible for the ongoing webops of the sites in pre-production and production in line with the GDS service manual requirements? Our preference would be to host the sites on the Welsh Government Azure platform (which is what we do now) but we are open to consider alternative options and the case for taking them forward. At the moment we have office hours support and maintenance and an out of hours emergency service in case of the site going down and we envisage. We would anticipate having a similar approach.