Description of the goods or services required
1. Context
1.1 The Birth Partner Project (TBPP), established in 2016, is a Cardiff-based registered charity. We provide volunteer birth partners to asylum seeking and refugee women who face pregnancy, birth and early motherhood alone.
1.2 TBPP is undergoing a period of growth and requires a review of our IT and digital systems in order to maximise efficiency and help us thrive!
1.3 TBPP is looking for a digital consultant with an understanding of small third sector organisations to undertake a ‘digital transformation’ of the organisation.
2. Brief
2.1 To review TBPP’s internal IT systems – our case management system, communication systems and development of an online space for our service-users- and to develop and implement recommendations which will support the organisation to better meet the needs of the volunteers and the women we support.
3. Scope
3.1 The scope and breakdown of the work:
• Review current case management needs – 15%
• Identify and recommend a new case management system (CMS) – 10%
• Develop guidance, and train staff / volunteers on use of the new CMS – 15%
• Migrate data over from existing system to new CMS – 15%
• Identify and develop an accessible online space for our service users and volunteers to access resources – 20%
• Assess the organisation’s needs for: IT support, email accounts, internal communications and shared digital spaces – 10%
• Make recommendations for improvements to the organisation’s IT support, email accounts, internal communications and shared digital spaces – 15%
3.2 The work undertaken must be tailored to the specific needs and circumstances of a small, volunteer-led, grassroots organisation working with vulnerable service-users with limited financial resource
3.3 The work should comply with GDPR Regulations and TBPP;s Data Protection policy
3.4 The total payment for this work is £4000
3.5 The budget available for purchasing a case management system is £3950
3.6 The anticipated timescale for the work is: June-September 2022 (there may be some scope for flexibility ).
4. Content of tender submission
4.1 Tenderers are asked to provide the following within their submission:
• Understanding of our requirements and how the brief will be undertaken.
• Experience. Provide examples and a brief description of similar commissions/projects that you have worked on in the last three years.
• Your anticipated timeframe for delivery
5. Health and Safety
5.1 TBPP requires providers to comply with all Health & Safety legislation and to
have procedures in place for ensuring the safety of its staff, as well as third party personnel involved in assignments.
5.2 Providers should possess and maintain public and professional indemnity
insurance and employers’ liability insurance (if applicable). Evidence of
current insurance policies and the limits of these policies must be provided as
part of your tender submission.
5.3 TBPP recognises the importance of confidentiality and security with respect to all personal information processed by the organisation. Providers will ensure that data will be stored safely, treated as strictly confidential and used only for the legitimate purposes of conducting the business of the Organisation in line with GDPR.
6. Copyright/Legal ownership of commissioned work
6.1 In all instances, full copyright and authorship of all commissioned work will pass to the
Client and becomes TBPP assets upon payment of invoice. We would expect the appointed
contractor not to share with any third party organisations as there may be commercial
sensitivities.
6.2 TBPP and its associated organisations will have the right to use and reproduce the
commissioned work without further charge or permission.
7. Personnel
7.1 Please provide details of the key personnel who will be responsible for
managing and undertaking the work, including their experience, relevant qualification
and whether they have enhanced DBS checks.
6.2 Please identify one named Account Manager who will co-ordinate your services.
6.3 Names and contact details of two referees to whom you have provided a similar
service in the last two years and who you are happy for us to contact.
9. Payment Terms
9.1Payment will be made following receipt of invoices:
50% at mid –point
50% on satisfactory completion of work required.
10. Submission Terms
10. 1 Interested tenderers are welcome to contact Emily Robertson for an informal conversation about the work prior to submitting an application. emily@birthpartnerproject.org or 07871911
10. 2 To submit a proposal for this piece of work, please send an electronic copy of your submission Emily Robertson on emily@birthpartnerproject.org by deadline of 23rd May 2022. The proposal should be no longer than 6 sides of A4 paper.
10.3 The above specification points are not an exhaustive list. The successful providers may
therefore be required to adhere to additional requirements or may wish to suggest additional
activity that would benefit the project. Such requirements will be agreed between the
successful providers and TBPP.
10.4 The successful contractor will be appointed on the basis of quality and experience.
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=121106.
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