CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

The Development and Implementation of a Digital Community Engagement Platform

2.2

Description of the goods or services required

Engaging with and working alongside our communities is an important strand of the council’s transformation programme, ‘Team Caerphilly – Better Together’.

Effective engagement is a fundamental part of transformation; we must be open and honest with our communities in order to build trust, bring our residents on the transformation journey with us and empower them to have more influence over decisions that impact and matter to them.

While the council currently uses a suite of engagement tools and methods for consulting/engaging with our communities, there remains an opportunity to extend this offering to incorporate a professional, online digital engagement platform that affords residents and other interested parties with a ‘one-stop-shop’ platform to have their say online about council proposals, as well as suggesting ideas for consideration too.

It would offer an additional method of engaging with communities in real time – enabling them to give their input at a time that is convenient to them. It would also offer insightful and in-depth analysis of data, and enhance existing methods of engagement that the council already uses.

The contract will be split into four (4) options as follows:

• Option 1 – The Development of the Digital Engagement Platform

• Option 2 – Implementation of the Digital Engagement Platform

• Option 3 - Ongoing Support & Maintenance of the Digital Community Engagement Platform

• Option 4 – Training and Onboarding associated with the Digital Community Engagement Platform

The Council reserves the right to award all of the above options together or individually. Responses will be evaluated by combining prices submitted for all of the options above to provide a total cost.

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=118688.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

For an initial period of three (3) years, with the option to extend for an additional two years (2), renewable annually.

3 Conditions for Participation

3.1

Minimum standards and qualification required

-Data must be hosted via cloud based infrastructure

-ISO 27001 certified and compliant

-Capability to operate fully bilingually in order to comply with Welsh Language Standards

-Accessible interface for users from mobile phones, handheld devices, laptops and desktop devices

-Agreement that the council has full and unrestricted ownership of the data collected through the platform

-Compliance with the council’s data protection policy and GDPR requirements

-Confirmation that the product complies and functions as stated within this specification

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS2218/22/AG

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

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Plaza e-tendering

system.

Therefore, companies are invited to follow the directions below to register on the system:

1. Log in to the Proactis Plaza E-Sourcing Portal at https://www.proactisplaza.com

2. Click the "Sign Up" button.

3. Enter your details such as Organisation Name, Details and Primary Contact Details.

4. Please make a note of the Organisation ID and Login Name, then click Register.

5. You may then receive an email from the system asking you to Click here to activate your account. This

takes you to Enter Organisation Details. Or you may be redirected straight to your account home page,

depending on your browser.

6. Please enter the information requested, click Next and follow the instructions ensuring that you enter all

applicable details.

7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes

(CPV Codes)that appear in the tender notice.

8. Accept the Terms and Conditions and then click Next. This takes you in to the Welcome window.

9. In the Welcome window please enter your Organisation name, Organisation ID and User Name (User

ID). You now need to create your unique password. Please ensure that you make a note of this along with

the other information already recorded.

10. Now click Done and you will enter the Supplier Home page.

11. From the Home Page, go to the “Opportunities” area, where you can search for this Opportunity. Click

on the "Show Me Arrow" of the relevant opportunity and then click to register your interest on the relevant

button.

12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the

"Show Me Arrow" of the relevant contract again and this will take you into the create a response section of

the portal.

13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page

as there will be information relating to the project held here.

14. You can now either continue to fill out this area and create a response or if the project is not of interest

to you Decline this opportunity by clicking the "Decline" button at the top of the page.

Tenderers shall express an interest in tendering for this arrangement by registering their interest on the

Proactis Plaza System as stated above and then completing the online e-tender submission.

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=116661.

(WA Ref:118688)

5.2

Additional Documentation

5.3

Publication date of this notice