CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

AN2020 Learning Management System ITT

2.2

Description of the goods or services required

TENDER SPECIFICATION

Overview

Chwarae Teg is inviting companies to tender for the supply and support of an LMS system.

This invitation to tender is being issued for suppliers able to supply software, installation and support of LMS system, and to provide excellent proactive and reactive support, development and management thereafter, as required.

The charity owns all of its own hardware infrastructure including servers and networking equipment. Chwarae Teg will require a solution which will meet our requirements for a service solution that:

Is easy to manage both commercially and operationally

Delivers requirements quickly and efficiently

Provide flexibility with respect to future requirements and service options

Is cost-effective both on day one and as the service grows

Security

As the website may contain personal data, the Supplier will provide assurances on the overall website security and functionality for us to manage permission levels.

Chwarae Teg requires an LMS software provider that can support our requirements both currently and in the future, and that will also add value through proactive recommendations and enhancements that will support Chwarae Teg’s strategy and growth.

The anticipated period of the contract award will be 23 months, commencing 1st of August 2018 through to 30th June 2020.

There may be an opportunity to extend the contract for a further period of up to six months, on a rolling contract basis, with a maximum notice period of 28 days.

The requirements set out in the following sections are intended to allow the Supplier to demonstrate its ability to supply Chwarae Teg’s system in a competent way and also its ability to recommend enhancements and new solutions where directed.

Scope of requirements

Chwarae Teg is looking for a solution that:

-is easy to manage both commercially and operationally. From a commercial perspective this means providing Chwarae Teg with predictable upfront pricing which allows accurate budgeting over the term of the Contract. From an operational perspective this means the Supplier acting as single point of contact for all of Chwarae Teg’s LMS requirements and any required management of third party providers.

-delivers requirements quickly and efficiently. Current and future requirements must be implemented within the timescales set out by Chwarae Teg, with minimal disruption to Chwarae Teg’s operating environment, and together with all necessary processes, documentation and training.

-are flexible with respect to future requirements and service options. Chwarae Teg must not be limited in respect of additions or amendments to the solution except as provided in the contract.

-is cost-effective both at the start of the contract and as the service grows.

-refreshes and updates existing core software/programme in line with updates issued by the product owner.

-The Supplier will include a schedule and detail of past updates to the system within the tender application process,

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=82180.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Scope of requirements

Chwarae Teg is looking for a solution that:

-is easy to manage both commercially and operationally. From a commercial perspective this means providing Chwarae Teg with predictable upfront pricing which allows accurate budgeting over the term of the Contract. From an operational perspective this means the Supplier acting as single point of contact for all of Chwarae Teg’s LMS requirements and any required management of third party providers.

-delivers requirements quickly and efficiently. Current and future requirements must be implemented within the timescales set out by Chwarae Teg, with minimal disruption to Chwarae Teg’s operating environment, and together with all necessary processes, documentation and training.

-are flexible with respect to future requirements and service options. Chwarae Teg must not be limited in respect of additions or amendments to the solution except as provided in the contract.

-is cost-effective both at the start of the contract and as the service grows.

-refreshes and updates existing core software/programme in line with updates issued by the product owner.

-The Supplier will include a schedule and detail of past updates to the system within the tender application process,

Key components of the tender

System Compatibility:

Compatibility with Articulate 360 (we are currently using this, and would want to confirm that the proposed system supports this and which other authoring programmes).

Compatibility with our current CRM system (Microsoft 365 Dynamics).

Compatibility support for our existing technologies (Including but not limited to: Articulate, and Dynamics CRM etc.

Mobile compatibility – Demonstrate if/how the system can be used on tablets and phones as well as laptops, both from the point of view of the learner and the administrators.

What operating systems does it support for administration, and separately for learner access? E.g.: Windows, Android, Google, Apple, etc.

Browser compatibility – does the proposed system have a preferred browser, or will it operate efficiently across all? (Explorer, Chrome, Firefox, etc.)

The Supplier provide clear and upfront communication regarding forthcoming updates and likely impact on administrators and learners.

Features & Capability:

Does the proposed system have offline capability?

Offers Active User Licence Model – scaling of licencing cost, e.g.; by increments of 100 / 500 etc. (For AN2 estimated requirement is 1000 maximum) , or propose a similarly effective solution for licensing.

Please see appendix with draft licence profile for your information and consideration.

Demonstrate ease of use for learners – dashboards, etc.

Demonstration of the skill level of LMS adminstrators. For Example: is the system easy to use and intutitive? How easy is it for non-tech instructors to upload courses and run reports?

Do administrators / super users count against licences?

Ability to deal with bulk uploads of data. For example, if transferring information from one system to another, does the system allow importing or a bulk registration of the users, e.g.: uploads by cohorts rather than by individuals.

Demonstrate Customisation Options: We would require customisation of the system in line with our website branding, e.g.: colours, logo’s, branding, etc..

Linkage to social media is required, e.g.: Potentially; Twitter, Facebook, Instagram, LinkedIn, Flickr.

A calendar is required for task scheduling – can this be customised so learners see individualised calendars based on enrolment to a specific course?

Automated System Notifications/Emails: Demonstrate ability to create/edit automatic email templates sent from the system and the triggers of such notifications. Please advise how these are set? Are they based on existing templates? Can new triggers / templates be created?

Communication – is there an internal notification system for users / administrators? Is there a chat function available, or is the system compatible with chat software packages.

Learner Interface: Demonstration of the Learner interface, including:

Learner Calendar, Course Access, Community Discussion Boards, and additional features available within the LMS. It would also be beneficial for the supplier to demonstrate how we administrate these functions: I.E.: Can they be modified, restricted or switched off?

Please advise what number of courses can be hosted? Please provide pricing implications if limited.

Demonstrate functionality of administrator permission levels.

The Supplier will demonstrate which backup solution is being employed.

In line with Data Protection and GDPR, the Supplier will take the necessary precautions to protect any personal data held in the system, and provide technical assurances on the security of the system.

Commercial aspects – e-commerce – for the future –E.g is self enrolment onto a course an option?

Training & Consulting (Included in contract cost):

Provide outline of training & consulting given to staff in the set up of the LMS and any additional training available

Please provide maximum numbers able to access the training & consulting, the method and any additional costs of further training

Helpdesk and Support:

The supplier must provide access to full time competent experts to provide help /support as necessary. Individuals should be fully trained and knowledgeable on all systems being supported.

Chwarae Teg’s core working hours are 8am to 6pm Monday to Friday. Ideally, support will be provided within our core working hours.

The Supplier may wish to demonstrate how initial set up and configuration will be supported from the start of the contract.

The Supplier will be clear and upfront about what support is included or excluded from the cost of the contract.

Technical Support – Demonstrate how and when support is this available? E.g.: 24/7 by phone / email.

The Supplier must be able to remotely access all infrastructures in order to provide real-time and pro-active monitoring / support to system administrators.

The Supplier must provide their escalation procedure for all faults.

Please advise how the sytem would deal with support and/or queries from participants/users?

Is there a template form available, and if so, to what extent can we customise these forms & templates? The Supplier will be clear on any costs associated to this feature.

The Supplier will work with Chwarae Teg collaboratively towards a “Go Live” date which will be agreed after tender completion.

LMS Reporting & Tracking:

Progress tracking and reporting:

The LMS should offer in depth information to show both macro and micro level reporting E.g. to show learner time spent on module and by time for each sections, as well as by learning groups and modules, etc. Built in reporting template as well as customisable reports option available.

Reports should have compatibility with MS Exel to allow for exporting system data.

Reporting and Account Management:

The Supplier will provide KPI reports, KPI summary reports and trending analysis reports on a quarterly and annual basis against contractual SLAs.

The Supplier will provide a Service Account Manager for monthly, quarterly and annual account management and strategic reviews, and for regular contact as and when required.

The Supplier will assist in advising Chwarae Teg in formulating a cohesive LMS platform for Chwarae Teg. The strategy will include planning for the introduction of new products and services that will enhance Chwarae Teg’s operating environment. The Supplier will also provide advice on an ad-hoc basis with regards to new projects and initiatives including supporting discussions with third parties as required. Please describe how you would support this requirement and your expertise in this area.

The Supplier will be proactive in investigations of new technologies, the capturing and analysis of requirements for LMS operational systems and implementation of new software. Please provide examples of previous experience in this requirement.

The Supplier recognises that it provides services critical to the client’s business. If the supplier consistently fails to meet the service levels, it is agreed as part of the service level definition, that the client may terminate its entire contract with the supplier with no penalty incurred. This right is available to the client if the supplier fails to meet these service levels more than three times in any single calendar year.

Is used by other training providers of a similar size and nature to Chwarae Teg – Please provide evidence of this at tender submission stage, by providing suitable references.

3 Conditions for Participation

3.1

Minimum standards and qualification required

TENDER SUBMISSION CRITERIA

Chwarae Teg and the Supplier will agree a payment schedule appropriate to the tender. This will ensure both the winning tender and Chwarae Teg manage the risks (including rewards) in relation to undertaking the project and specifying clearly defined and agreed outcomes:

Cost and Pricing

Please ensure that you provide a detailed and clear pricing structure that includes;

-Set up cost

-Training costs

-Support & services

-Monthly ongoing costs

-Additional software

-Long-term fees

-If any discounts are available

-Future development and progress of the system

Contract Support Costs

Description Cost (£)

Monthly Service Cost - Year 1

Monthly Service Cost - Year 2

Total Service Cost – Years 1 & 2

Any recurring Costs not covered in your Monthly Service Cost.

Description Cost (£)

Supplier to detail costs not covered within Monthly Service Cost.

Ad Hoc support cost should also be included and under what circumstances these are chargeable

Type Description

Support Services (offsite) Day rates

Hourly Rates

Support Services (onsite) Day rates

Hourly Rates

Project management Day rates

Hourly Rates

Consultancy Services Day rates

Hourly Rates

When considering tenders, Chwarae Teg will also appraise how effectively the supplier would be able to:

Provide immediate support from 07 August 2018, subject to a successful 2-week trial period

Provide high quality management and support services on an on-going basis

Show previous case studies, in particular, managed services

Chwarae Teg will also evaluate suppliers and their tender on:

Financial and best value

Cultural fit with our business objectives and values

Proactive service delivery and accreditations with leading industry vendors

Quality and performance record and commitment

The following criteria must be adhered to when writing an application for this tender:

The tender will have a maximum value of £36,000 inclusive of VAT

Price and any financial data must be stated in pounds sterling

Quotations should be inclusive of expenses

Any interested parties must confirm their ability to meet our critical start date of 07 August 2018 (subject to a successful 2-week trial period)

The tender must be submitted in English or bilingually (Welsh and English). If you wish to translate into Welsh, this must be at your own cost, but we only require the tender submission to be in English as a minimum. There will be no discrimination if you choose to only submit an English version

When applying for this tender, please ensure you provide the following information:

Confirmation and demonstration of adherence to EU Data Protection Directives (Safe Harbour Ruling), GDPR and PECT Regulations.

24/7 support (UK based) information

Any applicable ISO22301 / 9001 / 27001 / 2000 accreditations

Disaster recovery and business continuity information

Quality assurance information

UK wide/International coverage information

Your current network topology where relevant to this tender

Outline and examples of experience regards working with businesses to fulfil similar contracts

References from businesses you have worked with, failing that details of at least three client businesses that would be open to us contacting them for reference.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

AN2020

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

TENDER EVALUATION

Evaluation Committee

For this tender, Chwarae Teg has in place an evaluation committee that is made up of the following members;

ILM & Training Lead

ILM & Training Partner

Strategic Lead Delivery

Womens Programme Lead

ICT Partner

Members may delegate responsibility to other appropriately trained staff when circumstances require. Other members of staff will be added to the panel depending on the skills required to formally assess and evaluate the tender document.

Scoring and Weighting

All applications will be scored against the following criteria using a scale of 0 to 5 (5 being the best score, and 0 being the lowest) The weighting of each category towards the final score awarded is in brackets.

In no particular order of priority:

Cost of managed service contract: Weighting 25%:

Please provide a tender price inclusive of VAT.

Prices will be scored by rank - Lowest value will receive highest score of 5. Subsequent values will score an incremental reduction based on the number of tenders received, i.e.: if we receive 10 quotations, the lowest value will be scored 5, then next lowest 4.5, and so on.

Cost of ability for system to allow future development and innovation: Weighting 10%:

Examples such as e-mentoring or a chat facility.

Evaluation of Feautres, Compatibility of the platform and the Service against our requirements: Weighting 55%

System Compatibility- Is the System compatible with our current infrastructure & our learner’s anticipated access points?- 5%

Features & Capability- How closely does the Supplier match our requirements for features and Capability- 5%

LMS Reporting & Tracking- How closely does the Supplier match our requirements for Reporting & Tracking- 5%

Training- Level of training provided both initial and ongoing - 10%

Helpdesk & Support- Level of support provided and availability of support 10%

Reporting & Account Management- 5%

Resources – number of people available and skills: Weighting 5%

Experience – sector or similar clients for alignment with philosophy, or funding model: Weighting 10%

Evidence of suitability for conceptual thinking and effective execution to meet AN2 business objectives (Presentation/Q&A Session): Weighting 10%

Chemistry, style and energy of presentation team

Approach to account management and engagement with CT and AN2

Suitability of ideas and proposals for meeting CT and AN2 needs

Shortlisting of Candidates

Suppliers scoring 7 or over in the tender stage, will be invited to attend a Demonstration/Q&A session which will be scored. The contract will be awarded based on a combination of the original tender document (90% weighting) and the score from the demonstration/Q&A session (10%). The demonstration/Q&A session will seek to assess the suitability of the candidate for conceptual thinking and effective execution to meet AN2 business objectives and the evidence obtained at the previous stages.

ADDITIONAL INFORMATION:

Deployment and delivery times

Failure to meet agreed delivery times, will result in the agreement being null and void, and may also result in financial penalties being made against the supplying company.

By submitting your proposal to tender for this requirement, you agree to provide our requirement on time, in full, with zero defects. The quality agreed to at Contract Award is to be fully maintained throughout the term of the requirement.

Liability

Faulty or inaccurate information will be identified and reported within 30 days and shall be the responsibility of the supplier. Where deemed necessary, replacements must be delivered to meet our requirements in accordance with the published schedule.

Conflict of Interest

If, at any time during the tender process, a member of the Evaluation Committee becomes aware of any relationships with, or knowledge of, suppliers involved in the tender that could be perceived to unduly affect the outcome of the process then the individual will be excused from the Committee.

If the supplier is aware of any potential conflict of interest arising from previous work or relationships with Chwarae Teg or any of its staff, then this should be documented within the tender response.

Confidentiality and Copyright

All information supplied by Chwarae Teg in connection with this proposal submission is to be regarded as confidential by the organisation submitting the proposal. Chwarae Teg assumes that applicants accept these instructions on the basis that all raw data and materials, when produced, will become the property of Chwarae Teg. Chwarae Teg maintains copyright on all our data and materials at all times.

Terms and Conditions (Appendix 1)

Chwarae Teg standard terms and conditions of purchase will apply to this Invitation To Tender. A copy of our T&C’s are attached for your perusal.

In providing a quotation submission as a response to our ITT, we will assume that you are in acceptance of our T&C’s.

Supplier Qualification Questions (Appendix 2)

Chwarae Teg wish to operate in a fair and transparent manner, and would encourage our suppliers to do the same.

Completion of this document would be useful in order to confirm that you are a suitable supplier for Chwarae Teg, however, as this can be considered onerous, particularly to SME’s, and as some of the information requested may be considered by you to be commercially sensitive, Chwarae Teg are not seeking completion at the tender submission stage, and any information provided (or not) shall not be included within the scoring of the submissions part of the tender evaluation criteria.

Chwarae Teg reserve the right to carry out reasonable checks in order to verify financial viability of successful suppliers.

AN2 Sample User Number Profile (Appendix 3)

Queries

If you have any queries about this Invitation To Tender please submit them via the Sell2Wales website, or you can email your query to: tenders@chwaraeteg.com up to one week prior to the closure of the first stage. Copies of the answers will be shared with all other organisations who have expressed an interest to be invited to tender.

Invoicing

Purchase Order numbers will be issued for the work we commission.

An Invoice, quoting the Purchase Order number(s) and breakdown of costs spent will be required for payment. Invoices must also refer to the tender reference AN2 014. Please submit invoices to finance.assistant@chwaraeteg.com.

Ownership

Upon payment of invoices ownership passes to Chwarae Teg through the Agile Nation 2 operation.

Trial of system

Contract shall be awarded subject to successful trial within the specified time (2 weeks from award date).

TENDER SUBMISSIONS

Important:

Please read carefully, and follow all instructions below:

1. All tenders are required to be submitted by the deadline advised in the timeline of this document, i.e.:

Quotations Submissions Close

12 July 2018

2. The sealed envelope containing your tender submission should be clearly labelled “AN2020 Learning Management System ITT”

3. There should be no indication of your organisation on the envelope.

4. All tender submissions are required by 2 methods, i.e.:

(i) Via delivery of hard copy – which may be delivered to the Treforest address (Suites 4&5 2nd Floor Unit 2 Cardiff Road, Melin Corrwg Business Park, Upper Boat, Treforest, CF37 5BE), by hand or by post, or by courier. NOTE: Each document size not to exceed 20 single pages (can be double sided).

(ii) Via email, which should be sent with all necessary supporting information to tenders@chwareteg.com. NOTE: Each document size not to exceed 10MB and/or 20 single pages once printed (can be double sided).

A receipt can be provided for your tender submission if requested.

IMPORTANT NOTE: Any late submissions of either method will NOT be considered and will be disqualified.

Chwarae Teg will not make any allowances for postal or other delays, and you are therefore advised to post your submission in good time or secure delivery in order to avoid disqualification.

Chwarae Teg does not undertake to accept any offer or bid (whether it is the lowest or not).

If you have any queries relating to this tender, in the first instance, please email: tenders@chwaraeteg.com.

(WA Ref:82180)

Relates to the following project/programme financed by EU Community Funds: Agile Nation 2 (AN2) is funded by the European Social Fund

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice