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

Arts and Education Network: South East Wales – Website Design and Build

2.2

Description of the goods or services required

Tenders are invited for a contract for a web developer that will develop a web site for the Arts and Education Network: South East Wales as hosted by Caerphilly County Borough Council (the Council).

The website will be a main focus of the Arts & Education Network: South East Wales. It will be where all information collated and disseminated by the network will be held. This will be a unique facility within the South East region as no other body has developed an online point of focus for artists and educators. The website will act as a signposting centre and information exchange.

The website will be administrated in-house by the network staff via a CMS system with a HTML interface. The website will feature:

The blog will present best practice creative projects in schools from across the region, Wales, UK and the wider world. It will be updated weekly and hope to attract a regular audience.

The events diary will promote the events developed by the network, network members’ events and other events inside and outside the region relevant to the aims of the network.

The directory will be a searchable online register of arts practitioners operating in the region. Entries on the directory will be searchable by town, county and artform. The arts practitioners will register their details onto the site via an registration page which will be administered by the network staff via an administration page.

The showcase section will enable artists and educators to upload up to five projects they have been involved with that they think are best practice. Contributors will be able to refresh their showcase projects as they develop new ones. The page format will outline:

• Image of project

• Aims of the project

• Process of the projects

• Outcome of the project

• Testimonial from school/ pupils

The network members will upload their projects via upload page which will be administered by the network staff via an adminstration page.

The creative learning resources section will house creative projects as downloadable PDFs available and will be administered by the network staff.

The toolkits section will house the toolkits commissioned by the network. The toolkits will be fully downloadable as PDFs and will be administered by the network staff.

The useful documents section will include links to documents and web links and will be administered by the network staff.

The contractor will design and build a bespoke PHP coded website which will include a CMS system. The content management system will be user-friendly enabling the generation of new content by the network staff via the use of HTML linked to a CSS.

The site will be maintained by the network staff. The contractor should give a break down of cost should technical support be sought by the network staff during the first two years of the website.

The domains and host space will be bought and controlled by the network staff separate from the design and build of the website. The contractor must accept this as part of the terms of engagement.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=52550.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The contractor’s tasks will include the following:

Design, development and delivery of the Arts and Education Network: South East Wales website as follows:

- Development and delivery of all technical elements to enable the function of the site including a CMS to upload content with a secure back end administration section.

- Integration of appropriate web analytics software to allow network staff to generate data reports on web traffic to and from the site.

- The look and feel of the website should be in line with the Arts and Education Network: South East Wales brand, and be developed with close liaison with the network staff.

- Set up of the site into secure servers held on behalf of the Arts and Education Network: South East Wales.

- Technical support, to the Art and Education Network: South East Wales staff on an ad hoc basis (pay as you go), to ensure site is fully functional at all times for two years from Go Live of the website.

- Compliance across all website design and development with the Disability Discrimination Act (DDA) and with W3C accessibility guidelines, using valid php, html code and CSS.

- The site should be responsive and usable across devices and platforms.

The indicative timetable for return of the fee bid proposal and works is as follows:

Commission Commences - w/c 17th October 2016;

Presentation of proposal for web site architecture - w/c 7th November 2016;

Mid point review of progress - w/c 12th December 2016;

Delivery Stage - w/c 29th January 2017.

Skills and Experience - It will be essential for the contractor (including any individuals/team(s) commissioned by the contractor for this project) to bring to the project:

- Demonstrable capability to undertake this project, in particular have the credibility and proven expertise in bespoke PHP website development including CMS systems, experience of developing websites within predetermined brand guidelines. We do not require or want the website to be built in open source systems such as Wordpress, Drupal or Joomla or similar;

- Current and relevant experience in providing user support on an ad hoc basis to clients;

- Extensive and current experience in working effectively with a range of organisations and a high level of communication skills;

- Effective project and business planning skills;

3 Conditions for Participation

3.1

Minimum standards and qualification required

PLEASE NOTE REGISTERING AN INTEREST IN THE SELL2WALES NOTICE IS NOT

REGISTERING AN INTEREST IN THIS TENDER YOU MUST FOLLOW THE INSTRUCTIONS BELOW IN ORDER TO SUBMIT A TENDER:

1. Log in to the Proactis Supplier Portal at: https://supplierlive.proactisp2p.com/Account/Login

2. Click the ‘Sign Up’ option on the Portal homepage (If already registered go to point 11);

3. Enter your correct Organisation Name, Details and Primary Contact Details;

4. Make a note of the Organisation ID and User Name, then click ‘Register’;

5. You will then receive an email from the system asking you follow a link to activate your account;

6. Enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details;

7. In the Classification section ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your profile;

8. Buyer Selection — At this stage you are required to indicate which Buyer Organisations you would like to register with. Remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities;

9.Terms and Conditions — Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. Once you have agreed click on the blue arrow to move on to the next stage;

10. Insert a password for the admin user and repeat it. The password Must be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select ‘Complete Registration’ and you will enter the Supplier Home page;

11. From the Home Page, go to the ‘Opportunities’ icon, all current opportunities will be listed. Click on the blue arrow under the field ‘Show Me’ of the relevant opportunity then click to register your interest on the applicable button;

12. Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow;

13. Note the closing date for completion of the relevant project. To find all available documentation drop-down the ‘Request Documents’ option and click to download all documents;

14. You can now either complete your response or ‘Decline’ this opportunity.

All queries are to be made via the messaging system on the Proactis portal. We will not accept any questions/queries via telephone/email.

A supplier guide is available via the portal detailing how to use the Proactis Plaza system.

If you require assistance please contact Natasha Ford. 01443 863075; fordn@caerphilly.gov.uk or the procurement team on 01443 863161. Procurement Clinics are also available should you require further assistance completing and submitting your tender or for general tendering advice.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/EQ1414/16/AK (RQST11581)

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

(WA Ref:52550)

Relates to the following project/programme financed by EU Community Funds: At this time there are no specific projects or programmes financed by EU Funds however, grant funding may become available in the future in which event this information will be made available to the Economic Operator(s). Please note that this project is funded by the Arts Council Wales.

Operator(s).

Please note that this project is funded by the Arts Council Wales.

5.2

Additional Documentation

5.3

Publication date of this notice