Provide a Booking Capability

Tender description

Summary of the work Working to the Local Government Digital Service Standard, to supply or create, and support a digital capability to enable residents to book, and council teams to administer the booking of, places at events, use of venues, use of resources, or council officers time. Latest start date 03/04/2017 Why the Work is Being Done To create an improved service for users, capitalise on potential cost savings and generate additional revenue. Problem to Be Solved Residents are unable to book a place at an event, a venue, a resource, or council officer time online. Who Are the Users As a resident, I need to book something with the council, to enable me to use a service. As a council officer, I need a resource to manage bookings, to enable me to do my job more efficiently or to generate additional income. Work Already Done 14 teams throughout the council have been interviewed and detailed process maps have been created for each booking function. The time and cost of each function has been calculated. Existing Team The existing in-house team consists of a Project Manager and Content Designer. Teams delivering individual services (such as booking a room, or a place at an event) will also be involved in the work. Current Phase Alpha Skills & Experience • An understanding of the Local Government Digital Service Standard • Experience of user centred design and UX best practice • Experience of designing services to AA of the W3C WCAG2.0 accessibility standards • Experience of responsive front-end design using HTML5/CSS/JS • Experience of assessing and mitigating security and privacy issues • Experience of user testing end-to-end services with a variety of service users • Experience of user testing end to end services with a variety of devices • Experience of integration with 3rd party systems, including online payment systems • Experience of working with a wide range of service delivery teams in a single organisation • Experience of developing digital service process flow to pre-defined Business Process Model and Notation Nice to Haves • Experience of supplying and supporting a digital room/venue booking solution • Experience of supplying and supporting a digital event ticketing/booking solution • Experience of supplying and supporting a digital asset booking solution • Experience of supplying and supporting a digital time booking solution • Experience of prototyping digital services • Experience of working with Active Directory • Good user research skills Work Location Council Offices, Market Street, Newbury, Berkshire, RG14 5LD. Working Arrangments Some face-to-face work will be required, however design and development can be done remotely. No. of Suppliers to Evaluate 5 Proposal Criteria • Solution to deliver back-end administration functionality • Solution to deliver front-end, customer facing functionality • Solution to API and other integration functionality • Details of hosting including operating system • Any additional technical details of the proposed solution • Project management approach and methodology • Estimated timeframes for the work based on past experience • Team structure and supplier capacity • Implementation options and cost • On-going support options and cost • On-going licence options and cost • Should this be a new solution: Development options and cost • Should this be a new solution: Details of ownership • Should this be a new solution: Details of potential commercialisation opportunities Cultural Fit Criteria • Work well in an agile team that may include 3rd party suppliers • Be confident at communicating ideas with non-technical clients • Be respectful of different opinions and constructive in feedback Payment Approach Capped time and materials Evaluation Weighting Technical competence 55% Cultural fit 10% Price 35% Questions from Suppliers 1. This seems like functionality that all councils would need. Have you contacted other councils to see if there is an existing solution which you could re-use? Yes, we've contacted other councils through the LocalGov Digital Network.There are a number of existing products and services already in use and we invite interest from their suppliers. 2. Can you share the budget for the project? Unfortunately I cannot share the budget for the project, however we are pragmatic in terms of what developing or supplying a solution will cost. The evaluation weighting for price hopefully shows that this isn't "a race to the bottom" in terms of just selecting the cheapest supplier and we are open to a realistic costing of this work. 3. You state on here that there will be a Q and A session using Google Handouts on Monday the 1st February, the 1st February isn't a Monday, can you clarify please? Sorry, that should be 2.10pm to 2.50pm on Wednesday 1st February. 4. Are you able to share the output from work done to date, including processes, requirements, etc, to enable us to understand scope and requirements, and so that we can provide a considered approach/solution and determine costs? Unfortunately this isn't possible at this stage using Digital Marketplace. Indicative costs, for example licence fees and/or development day rates will be fine for the initial proposal. 5. Would you be able to shed some light on your planned rollout timeframe for the solution, please? These would likely be different for an 'off-the-shelf' product compared to a bespoke, commercialised solution. Our timeframe is flexible within reason, and we understand that developing a product would take longer than adapting an existing one. 6. It would be beneficial at this stage to answer the following questions if possible: Possible timescales? Likely budget? Whether they have the skills in-house to look after the system? Our timeframe is flexible within reason, and we understand that developing a product would take longer than adapting an existing one. Unfortunately I cannot share the budget for the project, however we are pragmatic in terms of what developing or supplying a solution will cost. Whether we support the system in house depends on the solution chosen. 7. How will residents and council officers create accounts in the system? Should there be registration within the web application or we can use accounts from your other systems? Ideally it will integrate with our existing website registration functionality and data. 8. How many user roles will be needed in the system? Only council officers, residents and an administrator? Will residents be segmented with different privileges? Ideally we would like to be able to create roles and assign permissions to these roles. Council officer, resident and administrator are three we probably create. 9. Do all reservations need to be accepted by a council officer? If yes, will be there some officers who are assigned to a single resource as guardians with rights to accept or decline reservations? Not all would need to be accepted manually, for example booking a place at an event. For those that will, workflow via a group of approvers would be ideal.