Description of the goods or services required
Business Wales provides a first class business support service to small and medium sized enterprises (SMEs) in Wales on behalf of the Welsh Government, and is funded by the European Regional Development Fund. The service is delivered by Growth Partnership Wales, a partnership of Business in Focus, Antur Teifi and Serco Regional Service Ltd.
Delivered by Serco Regional Services Ltd the Superfast Business Wales is a service element of Business Wales, which started in January 2016. It supports eligible businesses across Wales to understand, adopt and exploit the benefits of Superfast Broadband.
The successful supplier will be required to work in partnership with the in-house SFBW marketing team to promote the Superfast Business Wales service to local businesses and partners from across Wales. All collateral needs to meet our brand guidelines (attached) and relevant to our target audience*, helping to drive people to our website and through our service.
Requirement
Serco Regional Services Ltd is seeking to implement and maintain a comprehensive e-mail marketing system solution that covers all aspects of email marketing, campaign creation, content customisation, email optimisation, tracking and reporting. The successful organisation will be required to support these objectives:
- The system could be required to integrate our website analytics system (Google Analytics)
- The solution must satisfy the requirements of the UK and European Union privacy legislation and specifically the General Data Protection Regulations (GDPR), included in the Data Protection Act 2018 and the Privacy and Electronic Communication (EC Directive) Regulations (PECR) 2003.
- It would be preferable that the system offers some element of PAYG so that we can be flexible and efficient
The following requirements for the winning organisation are essential:
- All email marketing needs to adhere to the guidelines for European funded programmes and meet the branding guidelines for Business Wales
- Ability to operate dual language email campaigns with recipient preference
- Single database of all communications recipients from which selections and segmentations (e.g. Regional/Sector) can be made.
- Flexible data model so new custom fields can be added as and when needed (with specific data types)
- Ability to create user roles to control access to certain administration functions
- Import recipient data in bulk
- Merge and append batch recipients or new fields
- Deduplication of matched data on primary key (email address)
- Subscriber management via a web portal (so recipients can self-service their preferences)
- Selection of recipients for selection and segmentation through query function on all standard fields (not including new custom field)
- Link to Google Analytics
- Export recipient data and management information
- Spam filter check, test and report
- Dispatch of plain and or HTML emails based on preference
- Built in simple easy to use WYSIWYG editor, and ability to switch to code view
- Template creation
- Workflow process to include role based creation, approval and send permissions
- Schedule dispatch
- Image library that enables the management of permissible images for email content
- Personalisation to include one of more data fields to be included in email content
- Audit trail of recipient management and emails sent
- Assurance of inbox delivery not just sent (e.g. undeliverable, out of office etc…)
- Incorporated social media sharing of email content
- Forward to a friend
- Management information including, dispatch, delivery, bounces, (inc soft) opens, clicks, unsubscribes cross reference able by campaign
- Admin reporting include standard system admin information
- Ability to export all data in to provide long term audit records (beyond the period of contract)
- Ability to remain compliant with Privacy legislation (Data Protection Act 1998, Privacy and Electronic Communication Regulations 2003)
The following requirements are desirable:
- Linking contact records to business records
- Web services integration
- Integrated data exchange with Salesforce
- Deduplication of matched data on additional keys (other than primary) and or Fuzzy matching
- Selection of recipients for selection and segmentation through query function on all fields (including custom fields)
- Intelligent wizard for data import (including automated field population)
- Flexible Touch control restrictions for recipients (including ring fencing for custom group of recipients)
- Predefined automated email sequences (such as new log in, introduction, get involved, newsletter)
- Multi stage campaigning (with or without automation)
- Action triggers and website form capture for deeper response management
- Dynamic Content included in email system (including Video, Surveys, Polls, Forms etc.)
- Customisable Workflow Process
- Ability to send text messages to recipients with audit trail
- Audit train of campaign management
Social Media automation, email posts notification to social media channels (Facebook, twitter, linked in)
- Click heat map reporting
- Email client viewport testing
Contract Award
The successful organisation will be awarded a Contract, which is expected to commence in January 2019 through to the conclusion of the Superfast Business Wales service in December 2020, subject to performance reviews and availability of funding. The indicative value for the contract is GBP 25,000 (plus VAT).
This activity is funded by the European Regional Development Fund through the Welsh Government.
Quote Process
Interested organisations are required to submit a response against the question set below.
Name of Organisation:
Q1. How does your system or service meet our mandatory requirements (please note data protection)?
Q2. Please detail how we might offer dual language campaigns (i.e. English and Welsh) using your system or service?
Q3. How does your system or service meet our desirable requirements?
Q4. How will you work with us? Please include support information.
Q5. What is your pricing structure and how will we be charged? Please included any extra services or add-ons
Q6. Please provide details of two other projects where you currently deliver this service
Please ensure all responses are limited to 500 words per question.
Submission
Interested organisations will be required to submit a Response to the 6 Questions listed above. The documentation is available on the Sell2Wales website. You do not need to be registered with Sell2Wales to search and view Serco Regional Services notices; however, registration is required to record interest and access any additional documents and to submit the Response.
Current Serco Regional Services notices are available here:
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA26984
Supplier registration is free on Sell2Wales and can be completed by following this link:
https://www.sell2wales.gov.wales/Register_V2/Supplier_Register.aspx
Please note that a supplier must be registered before they can note an interest in an opportunity.
The Response must be submitted (in accordance with the details on the Contract Notice) to the Sell2Wales website by 15:00 on 5 December 2018.
Preferred Supplier List
If your bid is not successful, Serco may still consider your organisation suitable for including in a Preferred Supplier List for future opportunities. We will inform you prior to doing this.
Please note that the winning organisation will be required to sign up against the Terms and Conditions and Code of Conduct which are both shown on the Procurement section of the Serco Enterprise website.
Please note that Serco Regional Services reserves the right to withdraw from the procurement at any point in time during the procurement process.
Serco Regional Services is committed to creating an environment where there is mutual respect and equality of opportunity for all. We expect suppliers to share and demonstrate this commitment in their policies and practices.
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=87281.
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