Arts Council of Wales

Collectorplan Digitalisation

Incomplete applications

Incomplete applications

Completed applications

Completed applications
21 SME, 6 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 18 November 2016
Deadline for asking questions Friday 25 November 2016 at 11:59pm GMT
Closing date for applications Friday 2 December 2016 at 11:59pm GMT


Opportunity attribute name Opportunity attribute value
Summary of the work Collectorplan is a interest-free loan scheme for the public to buy eligible artworks financed and managed by Arts Council of Wales. 50+ galleries across Wales currently offer the service. Conduct the discovery/alpha stage for remodelling options Collectorplan to become digitalised and paperless. Provide costed recommendations for next stage implementation.
Latest start date 31/01/2017
Expected contract length 3 months
Location Wales
Organisation the work is for Arts Council of Wales
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Collectorplan is a service operated by the Arts Council of Wales. It assists UK residents to buy original works of art and crafts by living artists through offering Interest-free credit loans (from £50 to a maximum of £5,000). Info here: The service is still very paper-based. Collectorplan has three main strategic aims in support of the arts economy in Wales: - Support artists to sell their artwork and create an income for these artists - Support galleries in Wales to operate as successful businesses - Support individuals to purchase artwork who may not without the scheme
Problem to be solved The loan application process is not efficient, and the two main barriers to digitalising have been hardcopy signatures and credit checks. Galleries (50+) still need to print and sign application forms and post them to ACW to process. In turn ACW staff then input data to run necessary credit checks and upload the accounts and direct debits. We currently process over 1000 loans a year. We seek recommendations on how to make Collectorplan loan process paperless including costings for necessary hardware and software and, if so, what process would need to be put in place to create such a facility.
Who the users are and what they need to do As a gallery I need to submit applications as quickly as possible to sell the artworks so that good customer service is likely to retain customers. As a buyer, I want to be able to use Collectorplan quickly to take home the artwork as near to immediately as possible and have a good experience. As ACW, we want to manage the scheme with minimal manual labour and duplication so that it is as cost effective (and data rich) as possible so we can best run the scheme to meet strategic aims
Early market engagement We currently have over 50 galleries that offer Collectorplan. We have data on the loans that these galleries have secured. We hold the database of individuals that have taken out loans and have some feedback. We also have information from these galleries on what their current set up is - if they have wifi and computer/laptop/tablet access FoH. We have also had a previous attempt at digitizing (by in-house ICT team) in 2012 but it did not solve the issue of having to print out and sign application so was not implemented.
Any work that’s already been done We carried out a business review of Collectorplan in 2013/14 which recommended that we continue to manage the scheme in-house (including providing the financing) as this was the most economical way to deliver a (bilingual) service in Wales. The review made a series of recommendations on how to improve the scheme, with further automation being one. We have analysis of loans going back 5+ years. We also have detailed qualitative feedback from galleries and those that manage the scheme on the current constraints and possibilities they've identified.
Existing team The current scheme is run in house with elements of delivery across a number of roles. The 'frontline' is a coordinator who processes loan applications, credit checks, sets up direct debit, runs internal financial checks and maintains records and communicates with applicant. Another coordinator is the first point for non-finance (e.g contact for galleries wanting to join / monitoring). It is overseen by a steering group with management representation from both the finance and non-finance/ developmental side.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Cardiff, or Colwyn Bay offices for inception meetings. Would expect to spend some time in Cardiff to speak to staff but development could be done remotely. To be discussed
Working arrangements To be discussed
Security clearance

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions There may be additional added in consultation with provider.

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
  • Have experience of redesigning 'paperbased' services to be fully digital.
  • Have experience designing services that have multiple retail points
  • Have experience designing services for users with low digital literacy
  • Have experience designing financial/retail services
  • Have experience of designing to integrate with existing systems and allocated human resources
  • Have experience creating bilingual services (such as English/Welsh)
Nice-to-have skills and experience
  • Have experience of working in arts/culture settings
  • Have experience of working with public sector organisations

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Approach and methodology
  • How have they identified risks and dependencies and offered approaches to manage them
  • Team structure
  • Value for money
Cultural fit criteria
  • Work closely with our team to understand the task and develop solutions
  • Work closely with the different end users to meet their needs
  • Communicate regularly and clearly
  • Understand the context and resources available to implement a new service
  • Understand that Wales is a bilingual nation
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Is the work to be carried out at the Central office in Cardiff? The nature of the work will also lend itself to some offsite working - are you comfortable with this? Yes, we envisaged that inception meeting would take place at our Cardiff office, and that the majority of work following this would then be offsite due to its nature.
2. The specification for this opportunity says "fixed price" but has provided no indication of what that fixed price is expected to be. Could you give an expected price range? We are unclear of the price range for how much the discovery work will cost and will be guided on this by vendor submissions.
3. The outcome is stated as fixed price. Would you be comfortable working with a fixed price and variable scope arrangement? In our experience fixing both price and scope is not a recipe for a successful outcome. We recommend fixed price, variable scope contracts with regular communication, transparency and trust between the team and client. We would be happy to consider your suggestions; however the contract would be subject to our standard terms and conditions which may preclude the suggested terms.
4. Could you confirm if you are currently ‘in’ discovery, or looking to do discovery? Given that information, could you confirm if the budget is intended to cover the discovery period or the full build including a portion of discovery. We are looking to undertake discovery of future options, and the budget would be for the discovery period only with recommendations for future builds.
5. Do you have a budget range for this project? We are unclear of the price range for how much the discovery work will cost and will be guided on this by vendor submissions.
6. Is the Council technology agnostic or does it have preferences or ICT strategies it is able to share? Our technology is agnostic, we are open to suggestions.
7. You have mentioned a business review and recommendations that have been made for the scheme. Is there a documentation that could be shared with us, to better understand already analysed processes? We have documentation that can be shared following a contract being awarded. However the analysis was in regards to the overall scheme, and did not really touch on the digitalisation options.
8. Who performed business review and gathered feedback from galleries. The business review was carried out by Artservice.
9. Do you have experience working within the team by Design Thinking approach? No.
10. You have mentioned gathering data and qualitative feedback. What was already done in terms of User Research? We have only gathered basic feedback from existing galleries in relation to developing an online application process. We have not gathered any recent in-depth research.
11. What kind of IT infrastructure does the Council already have? What kind of servers and operating systems do you work with? Microsoft Windows Server 2008r2 / 2012r2 64bit. Windows 7 Professional 32bit. IE11. All HyperV virtualised. All HP hardware. CMS for websites Umbraco.
12. Do you have any existing IT solutions (CRM, ERP) implemented that the Collectorplan needs to be integrated into? At this stage of the project there is no requirement for integration or an opportunity to define interfaces with LoB systems, however for information the Council uses the following -

Currently no ERP or CRM but heavily use SharePoint 2010 for Intranet, EDRMS and workflow. Will be updated to SharePoint 2016 before 2020. All users currently use Office 2010. Possible integration opportunity with Sun Finance 6.2 application. Grants management systems which isn’t used to manage Collectorplan is Gifts 6.6.
13. Have you created a product backlog or do you want the supplier to create it with you? We have not created a product backlog for the project, however we do have a step by step application process/journey which could help to inform the product backlog.