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

Integrated Visitor Attraction IT System – Request to Quote

2.2

Description of the goods or services required

Request to Quote (RFQ)

Integrated Visitor Attraction IT System

Stori Brymbo

1. Introduction

Stori Brymbo is an emerging visitor attraction rooted in industrial heritage, landscape, and community reuse. The site brings together heritage interpretation, outdoor experiences, coffeehouse and retail, events, learning, volunteering, and community space within a single destination.

We are now seeking quotes from IT companies with experience delivering digital solutions for visitor attractions to provide an integrated IT system that supports both the visitor journey and day-to-day operations.

Our approach is intentionally collaborative and pragmatic. We are not looking for a heavily customised or overly complex system, but for a proven, flexible platform (or set of well-integrated systems) that can grow with the attraction as it develops.

2. Context & Vision

Stori Brymbo will open in phases:

- The Fossil Forest is already open to visitors and currently uses Eventbrite for ticketing.

- The main site is under construction and is scheduled to open to the public in mid-June.

- The site will continue to evolve after opening.

The IT system must therefore support:

- A phased rollout

- Periods of mixed operation (partial site open / full site open)

- A transition away from third-party ticketing platforms

- Future expansion without major rework

We want technology that quietly enables a great experience, for visitors, staff, volunteers, and partners, without becoming a burden to manage.

3. Project Objectives

The overall goal is to implement a joined-up digital ecosystem that:

- Supports a seamless visitor journey from first awareness through to post-visit engagement

- Makes it easy for visitors to book tickets, manage memberships, donate, and engage further

- Reduces manual processes for staff and volunteers

- Provides clear, actionable data for operational planning, fundraising, and reporting

- Works across ticketing, access control, café, retail, CRM, and analytics

- Is fully bilingual (Welsh and English) across visitor-facing touchpoints

- Is accessible, inclusive, and compliant with GDPR and accessibility standards

4. Scope of the IT System

Suppliers may propose a single SaaS platform, a modular solution, or a lead system with integrations, provided the experience is coherent and manageable.

The scope is expected to include (but is not limited to):

Ticketing & Booking

- Online ticket sales (day tickets, events, concessions, memberships)

- Timed entry (if required)

- Gift Aid

- Group bookings (schools, coach tours, interest groups)

- Add-ons and upsells (guided tours, workshops, donations, coffeehouse vouchers)

- On-site ticket sales (staffed POS, kiosk, or mobile)

- Digital ticket delivery (QR codes or similar)

- Transition away from Eventbrite, with consideration of historic data

Access Control & Capacity

- QR or digital pass scanning which works with hardware already installed.

- Real-time attendance and capacity monitoring

- Support for partial and full-site access scenarios

Membership

- Physical and digital membership cards (Apple / Google Wallet compatible)

- Renewals, upgrades, and member benefits

- Usage tracking and reporting

Coffeehouse, Retail & EPOS

- Integrated EPOS for coffeehouse and retail

- Stock control across multiple locations and pop-ups

- Table or mobile ordering

- Kitchen display integration

- Online shop integration using shared inventory

- Promotions, loyalty, and member discounts

CRM, Communications & Fundraising

- Central CRM capturing visitor, member, donor, and engagement data

- Automated emails (booking confirmations, reminders, post-visit follow-up)

- Segmentation by audience type, language, and access needs

- Donation and fundraising functionality

Analytics & Reporting

- Visitor numbers and attendance

- Revenue reporting across tickets, coffeehouse, retail, and events

- Dashboards suitable for operational management and funder reporting

Staff & Volunteer Operations

- Role-based access and permissions

- Volunteer scheduling and hours tracking (native or integrated)

- Event planning and staffing visibility

- Integration-friendly approach to maintenance, health & safety, and asset systems

5. Implementation & Rollout Expectations

We expect suppliers to propose:

- A phased implementation approach aligned to site opening

- Clear onboarding and staff/volunteer training

- Support during go-live and early operational months

- A system that can be configured and adjusted as facilities and programmes expand

6. Supplier Response Requirements

Please include the following in your response:

1. Company overview and relevant experience with visitor attractions

2. Description of your proposed solution and overall architecture

3. What is included natively vs via integration

4. Example clients or case studies (where available)

5. Proposed implementation approach and indicative timeline

6. Any hardware assumptions or dependencies

7. Ongoing support, licensing, and service model

8. Clear pricing structure (setup, subscriptions, support, optional modules)

9. Key assumptions, risks, or exclusions

7. Evaluation & Selection Process

Submissions will be evaluated based on:

- Suitability for a multi-use visitor attraction

- Quality of visitor and staff experience

- Flexibility, scalability, and ease of use

- Integration capability

- Value for money (not lowest cost alone)

- Realism of implementation and support model

8. Timetable

- RFQ submission deadline:

12 January 2026 at 08:00

- Notification of successful shortlisted applicants:

By close of play on 12 January 2026

- Supplier interviews:

13 January 2026

Brymbo Enterprise Centre

Suppliers invited to interview will be asked to talk through their proposal and, where helpful, demonstrate relevant aspects of their system.

9. Closing Note

Stori Brymbo has an experienced and capable project team in place. We have invested significant time in understanding our operational needs and visitor journeys, but we recognise that specialist knowledge is required to make the right technical choices.

We are therefore seeking a supplier who can provide both a robust solution and informed guidance, supporting us to develop and mature our digital systems as the attraction evolves.

We recognise that our ambitions for this project are wide-ranging and that our long-term vision includes a substantial wish list of functionality. However, our immediate priority is to implement a reliable, robust core system that works well from day one and can grow, evolve, and be enhanced over time as Stori Brymbo establishes itself as a visitor attraction.

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=159544.

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

Supply and implementation of one integrated Visitor Attraction IT System (including ticketing, access control, membership, EPOS, CRM, and reporting) for a single multi-use visitor attraction site, with ongoing SaaS licensing and support.

Stori Brymbo is particularly interested in scalable, modular solutions that allow investment to grow in line with visitor numbers and operational maturity. Suppliers are encouraged to propose affordable, phased approaches and to support Stori Brymbo in understanding cost drivers, assumptions, and projected costs over time.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Suppliers responding to this Request to Quote must meet the following conditions in order to be considered.

1. Relevant Experience

Demonstrable experience delivering IT systems or digital platforms for visitor attractions, cultural venues, museums, heritage sites, or similar public-facing environments.

Evidence of at least one live or recently delivered solution that includes some combination of ticketing, booking, membership, EPOS, CRM, or visitor analytics.

2. Technical Capability

Ability to provide a stable, supported system suitable for live visitor operations.

Proven approach to system integration (native functionality and/or APIs).

Capability to support bilingual (Welsh and English) visitor-facing interfaces.

Clear arrangements for data security, GDPR compliance, and hosting (for SaaS solutions).

3. Implementation & Support

Capacity to deliver a phased implementation aligned with site opening and growth.

Ability to provide staff and volunteer onboarding and training.

Named contacts for implementation and ongoing support.

4. Organisational & Financial Standing

Trading as a legally constituted organisation and financially stable.

Appropriate professional indemnity and public liability insurance, or the ability to put these in place if appointed.

5. Collaborative Approach

Willingness to work in partnership with a capable but developing internal team.

Openness to providing guidance, sharing best practice, and offering constructive challenge.

Clear, accessible communication style suitable for non-technical users.

6. Values & Compliance

Commitment to equality, accessibility, and inclusive design.

Compliance with relevant data protection and cyber security standards.

Alignment with the values of a community-focused visitor attraction.

4 Administrative Information

4.1

Type of Procedure

Single 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

Indicative Volumes:

At this stage, visitor numbers (of c. 30,000 pa once established) and transaction volumes are indicative only. Suppliers should assume a small-to-medium visitor attraction at launch, with the system able to scale over time as facilities, programming, and audiences grow.

Clarifications:

Clarification questions may be submitted during the RFQ period.

Contract Structure:

The appointment is expected to be for an initial implementation period followed by an ongoing software licence and support arrangement. Final contract length and break clauses will be discussed with the preferred supplier.

Right to Not Appoint:

Stori Brymbo reserves the right not to appoint a supplier as a result of this RFQ, or to appoint only part of the scope where appropriate.

Future Phases:

This RFQ focuses on core visitor attraction systems. Additional modules or future phases (e.g. enhanced analytics, new facilities, expanded access control) may be commissioned separately.

Costs & Assumptions:

Suppliers are asked to clearly state all assumptions, dependencies, and any optional costs within their quotation to ensure transparency and comparability.

Intellectual Property & Data:

All visitor, membership, and transactional data generated through the system will remain the property of Stori Brymbo.

Sustainability & Accessibility:

Suppliers are encouraged to outline how their solution supports sustainable operation and accessible digital experiences.

(WA Ref:159544)

5.2

Additional Documentation

5.3

Publication date of this notice