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

Replacing the current ASDinfoWales web-site

2.2

Description of the goods or services required

The objectives of this piece of work are:

• to provide a replacement fully bi-lingual web-site to www.ASDinfoWales.co.uk with a smooth transition from existing site, with replicated features and potentially new ones;

• to host the web-site in a secure environment with back up, meeting all data protection and cyber security legislative requirements.

• to maintain and further develop the web-site according the National Autism Team’s requirements

We are looking for tenders to deliver against a fixed term contract of 5-10 years (potential to be reviewed) utilising a competitive dialogue process with fixed points of contract review (April 2021, when current WG funding ceases and every two years from this date).

The National Autism Team’s website must continue to offer the current content and functionality as shown at www.ASDinfoWales.co.uk.

We expect a full migration of all existing data content into supplier’s new site.

We would welcome retention of current styling and display (look and feel) of all content but options for improved accessibility and re-design would also be welcomed.

Display of all content in both English and Welsh controlled via a language switch allowing visitors to remain on the Web page in their preferred language.

Ensure that any system is compliant with all data protection and cyber security laws at all times.

The National Autism Team’s website must continue to offer the current content and functionality as shown at www.ASDinfoWales.co.uk this includes:

5.1 Certification Schemes - a key part of the site is a number of ‘autism aware’ certification schemes. The certifications are aimed at workers in a number of sectors, including Healthcare, Education, Leisure Services & Housing. Each scheme has a custom designed certificate for that sector, which is awarded for 100% success in the questions. Each scheme uses an XML file to store the questions and answers, in English and Welsh. Learning with Autism (LwA) applications (Early Years, Primary Schools, Secondary Schools) - System facilitates schools to sign up to be autism aware, they complete an online application form, which is then manually processed by the National Autism Team. They indicate their acceptance to key statements, and then get added to a dynamic list of schools that have indicated their wish to be autism aware.

• Early Years - www.ASDinfoWales.co.uk/whole-setting-award

• Primary School - www.ASDinfoWales.co.uk/asd-aware-schools

• Secondary School - www.ASDinfoWales.co.uk/secondary-school-certification

5.2 Autism Superhero Pledge - Children can ‘apply’ to be an autism superhero, by answering some questions and submitting the form. On submit, a PDF certificate is dynamically created, personalised with their name. www.ASDinfoWales.co.uk/superhero

Another element is an interactive PDF version of the Autism Superhero book http://preview.gtdab.com/00000851/00019014/00093649/.

5.3 Profile Builder (adult/youth/child) - User can build their profile by choosing their difficulties, their likes, dislikes, etc. This can also be started by a carer, with an account on the site to provide an overview of a child’s needs. At the end, the system generates a formatted Word document with all their answers. The file is made available for download & printing offline. Secure area, requires login.

• Adult - www.ASDinfoWales.co.uk/adult-profile

• Youth - www.ASDinfoWales.co.uk/pupil-profile

• Child - www.ASDinfoWales.co.uk/child-profile

5.4 Picture Cards - Allows the creation of individual picture planners (flash cards) that can be output to a Word document and printed out. Searchable database of flash cards, can be dragged/dropped to arrange a document on the fly. Export output as PDF document. Interactivity supplied with Javascript, Jquery, JqueryUI on the client-side. Secure area, requires login.

• www.ASDinfoWales.co.uk/picture-cards

5.5 Idiom Glossary - A glossary with thousands of idioms, phrases and words, together with their definitions. Fully searchable and bilingual.

• www.ASDinfoWales.co.uk/idioms-glossary

5.6 Goal Setting Tool – Written with JavaScript, answers saved with PHP in MySQL backend. Secure area, requires Login. Helps a user to set and manage a number of goals in their life, in areas such as housing, leisure activities, employment, finance, and well-being. A navigation tree helps to streamline their goal management. Output can be exported for use offline a formatted Word document with all their goals. Secure area, requires login.

• www.ASDinfoWales.co.uk/goal-setting-tool

5.7 Master Skills Dictionary - A database allowing the user to search the meaning of common figurative language phrases. Similar to functionality of the Idiom Glossary.

• www.ASDinfoWales.co.uk/master-skills-dictionary

5.8 Skill Builder - Allows a logged-in user to generate a list of personal skills to assist with job searches. Facilitates the creation of a Word document with the user’s answers. Connects with the Profile Builder. Secure area, requires login.

• www.ASDinfoWales.co.uk/personal-skills-builder

5.9 CV Builder - This tool facilitates the online creation of a CV, with tabbed sections for Profile & Skills, Employment & Experience, Training & Education, Information, Referees. The skills are automatically loaded in from answers given in the Skills Builder. A Word file can be generated and downloaded. Secure area, requires login.

• www.ASDinfoWales.co.uk/cv-builder

5.10 Employment Workbook Tool - This section of the site is aimed at helping an individual with their search for work. The section is in multiple stages, with the user being able to save their progress at any stage. The user first builds a list of their likes/dislikes with regard to working conditions, by selecting options from a list. They then define their mode of transport and set a postcode and area within which they would be happy to work. Other sections include their likes, definition of skills, their knowledge & experience, as well as stages with signposts to other supporting information.

• www.ASDinfoWales.co.uk/employment-workbook

5.11 Positive about Working with Autism Certificate - System facilitates businesses/organisation to sign up to be ‘Positive about Woking with Autism’. They indicate their acceptance to key statements, and then get added to a dynamic list of businesses listed by authority that have indicate they are ‘Positive about Woking with Autism’, as well as a system generated PDF certificate.

• www.ASDinfoWales.co.uk/home.php?page_id=8801 & www.ASDdinfoWales.co.uk/company-list

5.12 Working with Autism Mobile App - Written in Apache Flex & MXML, though now outdated, and will need updating. Allows the user to set their skills and their likes/dislikes with regard to working environments. Jobs can be set on the system by defining the basic role requirements. Jobs can be saved and recalled at a later date. The App outputs a numerical assessment on how well they are suited to that job. The App uses information & responses from the website, so a working user account is required for use.

5.13 ASD Planner CMS & Mobile App - This is a separate CMS allowing multiple geographically-dispersed logged-in users to be able to manage their own database of Events and Activities. The system then synchronises these activities to that user’s Mobile App.

• www.ASDinfoWales.co.uk/asdplanner

(NB: For all Apps it may be possible to deploy the website directly on to a mobile browser and therefore negate the requirement for a mobile application. If prospective vendors can ensure the operation of ALL website features can be fully utilised via a selection of standard mobile browsers (IOS, Android ect.) this should be developed in the response.)

5.14 Secure Forums –information and document can be shared, users login and receive notification emails twice daily.

Within the secured area of the site, privileged admin users can subscribe to topics within various Forums. Whenever an update is made to one or more of those Forum topics, the system generates a branded ASDinfo email and sends to all users that have subscribed to the changed Forum(s). A server script checks twice a day for updates to the Forums, via a cron job, and then sends out an email to all relevant users, to notify them of the update.

6.1 All content to be hosted by the provider

6.2 Service Level Agreement to be agreed in regards to timescale and resolution of support calls

6.3 Support staff from provider to be accessible during office times (9-5pm Monday-Friday)

6.4 Safeguards to be in place to resolve site failure during non-office times

6.5 All hosting arrangements comply with data storage legal requirements

6.6 The provider will be required to sign the WLGA’s Data Processing Agreement in respect of these services

6.7 The Welsh Local Government Association (WLGA) own the content and copyright of content held on the following web domain:

www.ASDinfoWales.co.uk

Note that the WLGA is considering purchasing new domains e.g. ASDinfo.cymru and ASDinfo.wales (and Welsh language equivalents) and would anticipate the new site “pointing” to the new domains (receiving URL forwarding from).

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=97944.

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

As a guide only, a total cost of approximately £15- £20,000 (excluding VAT) inclusive of all expenses and disbursements is envisaged for completion of the project in 2020/21. Invoices will be submitted for payment following completion of the build and successful testing of the web-site. Costs for ongoing maintenance and hosting of the site should be set out by the costing schedule provided by the bidder.

Costs should include provision for liaison with the National Autism Team, project planning, migration, (from current site to include cut over) design and creation of the new web-site, its transition/ testing period and travel expenses.

3 Conditions for Participation

3.1

Minimum standards and qualification required

TENDERS FOR THIS WORK SHOULD EVIDENCE

a. Suitable qualifications and a proven track-record of delivering high quality web-sites, hosting of the same and maintenance to Government standards to include full GDPR and all data security requirements for managing client data.

b. Have sufficient knowledge and recent experience of working with public sector agencies with a national reach.

c. Awareness of the Welsh language, Welsh Language legislation and Welsh policy context.

d. Price and value for money evidenced clearly in the bid response.

e. Able to evidence controls with compliance with data protection through accreditation processes and quality standards for industry recognised bodies (such as Cyber Essentials Plus or ISO27001). Where applicable provide details of any data breaches they have had in the past two years and controls and measures put in place as a result.

This tender process will be conducted as an open procedure with the successful bid being assessed on the basis of the Most Economically Advantageous Tender and the most appropriate technical detail and project plan for implementation to meet the brief.

The bids will be assessed based on the following breakdown:

7a = 30%

7b = 30%

7c = 10%

7d = 10%

7e – 20%

Please note that a requirement of all tenders will be to work in the Welsh language where requested.

Timings and Process Description:

Stage One

Tender specification issue

4th December 2019

Vendor notification of intent to bid via PQQ 13th December 2019

Draft Bid response (Outline submission) 3rd January 2020

Stage Two

Evaluation of Outline Bids

6th January 2020

Long listing (NAT)

Notifications to Bidders 8-10th January 2020

14th January 2020

Stage Three

Advise shortlisted bidders

24th January 2020

Competitive dialogue - meet short listed bidders 26/27th February 2020

Scoring and award process 3/4th March 2020

Tender award and Inception meeting 11th March 2020

Key Milestone initial meeting with Successful bidder 28th March 2020

Tender process completion 30th April 2020

Evaluation will be undertaken as follows:

Phase 1: All submissions will be assessed against criteria above to distinguish the rankings.

Phase 2: An optional clarification interview phase may be applied at the discretion of the WLGA, to clarify matters of detail and ensure that bids have been correctly understood and no misinterpretation exists, in order to clearly distinguish the correct rankings.

Bidders Note: Phase 2 will only be applicable to a maximum of three of the top ranked bidders. Bidders will only be invited to clarification interview if necessary.

In most circumstances such clarification will be sought firstly by written communication, in accordance with the WLGA procurement procedure rules.

Bidders will be expected, if required, to be available for interview on 26/27 February 2020, at Local Government House, Drake Walk, Cardiff, CF10 4LG.

The work will be conducted in accordance with the Contract and WLGA “Terms and Conditions for Supply of Consultancy Services”, a copy of which is attached/included with the full invitation to tender.

4 Administrative Information

4.1

Type of Procedure

Dual stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

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

The contract is managed by the National Autism Team on behalf of the Welsh Local Government Association (WLGA).

The contract for this work will be with the Welsh Local Government Association (WLGA), and the contract manager will be Sara Harvey on behalf of the Welsh Local Government Association (WLGA).

Regular contract review meetings will be held on a quarterly basis

If you require any further information or clarification, contact Sara Harvey, National Strategic Lead Autism (sara.harvey@wlga.gov.uk), or Wendy Thomas, National Professional Lead Autism (wendy.thomas@wlga.gov/uk), or Tracy Hinton, National Autism Project Development Officer (tracy.hinton@WLGA.gov.uk).

(WA Ref:97944)

Download the ESPD document here: https://www.sell2wales.gov.wales/ESPD/ESPD_Download.aspx?id=97944

5.2

Additional Documentation

5.3

Publication date of this notice