REQUEST FOR QUOTATION
PROJECT TITLE: REFERENCE NUMBER: ISSUED BY:
Provision of Online Event Registration and Management System REG0912 Andrew Eddowes, EMedia Manager
DATE OF ISSUE:
20th May 2009
CONTACT DETAILS:
Renaissance House Centre Park Warrington, WA1 1QN 01925 400241 andrew.eddowes@nwda.co.uk
QUOTATION RETURN DATE AND TIME:
No Later than 10am, 12th June 2009.
DOCUMENTATION REQUIRED:
An electronic version of your submission, emailed to andrew.eddowes@nwda.co.uk
TERMS AND CONDITIONS OF CONTRACT
The Northwest Development Agency’s Standard Terms and Conditions of Contract for Services shall apply. (View Terms)
PROJECT DETAILS 1
EXECUTIVE SUMMARY
The NWDA runs a number of events across the year to impart information, consult on strategy and policy or to raise awareness of the Agency’s activities amongst various stakeholders. We currently utilise an online (hosted) events management service which allows event websites to be created, bookings taken online, email confirmations and reminders to be issued and reports to be generated. We are looking for a service provider who can offer the above functionality and other appropriate valueadded services. 2.
AIMS AND OBJECTIVES
Our primary aims for the service include: • Ensuring a simple, streamlined registration process for our stakeholders to attend events, helping us to maximise attendance
• • 3.
Creation of simple but effective websites by NWDA staff, styled uniquely for the NWDA and capable of reflecting the branding of the particular event through changing colours, banners, images etc, without manipulation of HTML or CSS Compliant with our data security and accessibility requirements
CRITICAL REQUIREMENTS
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An existing commercially available hosted solution Accessibility standards compliant Website creation including Online Event Registration with custom questions and other information Bespoke web look / templates per event no provider branding Capable of multiday events Capable of managing events over noncontiguous days Bookable / multiple sessions within event Validation of information (e.g. email address) Offline capabilities (to allow phonebased bookings, for example) Capacity monitoring UKspecific standard fields (e.g. Postcode rather than Zip Code) Automated personalised email generation booking, amend, cancellation, reminder, agendas etc Real Time Event and Delegate reporting Export data Unlimited events Approx 3500 delegates per year Phone and web based support (8am6pm MonFri) Access for 3rd parties (e.g. event management companies working on our behalf)
NOTE: WE HAVE NO REQUIREMENT TO TAKE PAYMENT FOR OUR EVENTS 4.
NONCRITICAL REQUIREMENTS • •
Ability to “clone” previous events Group booker capability
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Validation of information (e.g. email address) or help completing addresses (e.g. postcode lookup) SMS communications / reminders
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Add to Outlook functionality Preregistration via imported lists Attendance Recording Badge Printing Permission based networking / 11 meetings etc Potential future Microsoft CRM integration or other interface via API / webservice Data capture for future use / user profiling PROJECT MANAGEMENT
The NWDA’s project owner for this service will Andrew Eddowes, EMedia Manager. The NWDA’s project manager for this service will be Lucy Clarke, Assistant Marketing Account Manager. All responses should show the proposed Project Management structure and methodology of the contractor Any subcontractor/freelancer to be used must be stated in the contractor’s bid and cannot be changed without the prior written permission of the Agency. 8.
TIMESCALES
We anticipate that the service will be in place and ready for use in early July 2009. 9.
CRITERIA FOR ASSESSMENT
Criteria for appraising responses submitted for this project are:
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Capacity to provide online event registration Functionality proposed
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Knowledge and expertise of the subject area
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Clarity of scope and definition in terms of work required to fulfil our aims and objectives The degree to which the outputs will be achieved in the required timescales and the ability of the Contractor to undertake the work specified in this request for quotation. Costs and subsequent value for money offered. Demonstrable ongoing project management Understanding of data security issues and steps taken to secure data
CONTRACTOR RESPONSE 1.
FORMAT OF PROPOSAL Your proposal should be structured as follows:
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Introduction and Company Background Project Appreciation (clarity of definition etc) Description of functionality proposed and how it relates to the NWDA’s requirements Technical Methodology / Technologies Used Data security procedures Demonstration of experience of providing similar services References of 3 contracts awarded within the last 2 years for services similar to those required by the Agency / links to live registration sites. CVs of key personnel to be attached to the account (one A4 page summary per person) A narrative describing any conflicts of interest, potential or actual, between your company and the Agency Confirmation that contractor has policies in place in relation to the following Acts: Disability, Equal Pay, Rehabilitation of Offenders, Equal Opportunities, Sex, Race Discrimination and Age Discrimination.
• • 2.
Confirmation that data is held within EU and not transferred to third countries without adequate protection, as per Data Protection Act Financial proposal (see below)
FINANCIAL PROPOSAL Contractors should indicate a total price to provide this service for one year, renewable for a further two years by mutual agreement, and provide a breakdown of costs as follows: • • • • • • •
Price per registration (if applicable) , based on 3500 registrations per annum Price per event setup (if applicable), based on unlimited number of events Costed examples based on events comprising of: 1. 100 registrations 2. 900 registrations Annual cost of sameday “working hours” support Contract price review process (if contract renewed) Any other costs reasonably to be expected (to be specified) All costs should be quoted exclusive of VAT
CRITERIA FOR ASSESSMENT For guidance: the Criteria for Assessment and weighting for the RFQ is provided below. Criteria for Assessment Experience of expertise in the provision of online event registration systems Compliance with critical functionality Range and usefulness of additional functionality References for similar service awarded in the last 2 years Links to live registration sites Data Protection compliance / Data Security measures CVs of named key personnel (project or account manager) to be attached to the account (one A4 page summary per person) Confirmation of compliance with listed Acts Actual or Potential Conflicts of Interest Financials Fixed price per registration Fixed price per event Costed example – 100 registrations Costed example – 900 registrations Any other costs reasonably to be expected (please specify) Annual cost of support
Weighting* IN / OUT 25% 10% 20% IN / OUT 10% 5% IN / OUT IN / OUT Weighting 10% 10% FI FI 5% 5%
GENERIC SCORING/WEIGHTING SYSTEM* The following generic scoring/weighting system has been adopted as a standard NWDA evaluation analysis tool and is utilised mainly as part of a Tender Evaluation process in evaluating either PreQualification Questionnaires (PQQs) or a Request for Quotation (RFQ) Scoring system Supplier does not appear to meet requirement or no response made Supplier response appears to partially meet requirement Supplier response appears to fully meet requirement
Score 0 0.5 0.9
Supplier response exceeds requirement, appearing to offer improve Value for Money (VfM) For Information Only and does not attract a score Perceived as MissionCritical requirements, and thus will not attract a Score or Weighting, but will determine whether a supplier remains in the process.
1 FI IN/OUT