Developing a new School Games National Finals website and providing web-based event support

Tender description

Why the Work is Being Done We wish to develop a new platform for the annual School Games National Finals event. The current platform, found at www.schoolgamesfinals.org, has a number of issues and offers a frustrating lack of control and flexibility for us internally. As such, we would prefer to create something new which better suits our requirements, whilst also introducing a greater sense of connectivity between this platform and our main School Games website - www.yourschoolgames.com. The work should be at least partially complete by March 2018 to allow time for ticket sales with the event itself taking place 30th August - 2nd September 2018. Problem to Be Solved We require a web platform and app which can integrate with a number of other sites and plug-ins. This includes working with or alongside the main School Games website and providing a platform for our ticketing service and live streaming service which are run by external agencies. We need an engaging platform which will encourage athlete and parent interaction prior to the Games and drive viewership of our live streaming during the event itself. We hope that the introduction of an app alongside the web platform will assist with this - particularly in driving ticket sales. Who Are the Users As an athlete I need to use the website and app to access the Event Management System (external platform) where I can register my participation, see images and videos of me competing and share these with my friends. As a parent or local resident I need to use the website and app to buy tickets, track results, find out about additional opportunities, and to watch the event. As a National Governing Body (NGB) I need to use the website and app to represent my sport, post squad listings, and promote activity around the event. Early Market Engagement Work Already Done We have worked with our partners to detail a more extensive brief for this piece of work. This is available upon request by contacting Glen Harrington - glen.harrington@youthsporttrust.org. Glen will act as your primary contact throughout the tender process. Existing Team The supplier will be working primarily with the Youth Sport Trust who are responsible for delivering the event. However, it is possible that they will need to work with additional suppliers, including our School Games team and their partners as well as an external communications agency who will develop some of the website content. There will also be some crossover with the agency who lead on the Your School Games platform. Current Phase Not started Work Location The work can be done remotely but you may occasionally be required to attend meetings at our office in Loughborough. The event itself will take place at Loughborough University. In 2018 this will take place between Thursday 30 August - Sunday 02 September. Working Arrangments The working arrangements will be at the discretion of the winning supplier. Any expenses incurred must be included within the overall sum for undertaking the work and cannot be charged as an additional fee. Security Clearance Additional T&Cs Skills & Experience Have experiencing in developing a platform for an event Be able to offer a suitable technical solution Have strong experience and a proven track record of success Be able to meet our required start date and project cost Be flexible on requirements and particular website elements Be comfortable with creating both web and mobile/app platforms Nice to Haves Have experience in developing a platform for a sporting event Have requested a copy of our full requirements brief and begun developing a response to this No. of Suppliers to Evaluate 5 Proposal Criteria Technical solution Approach and methodology How the approach or solution meets user needs Estimated timeframes for the work How they’ve identified risks and dependencies and offered approaches to manage them Team structure Value for money Cultural Fit Criteria Work as a team with our organisation Work with wider partners connected with our organisation Be transparent and collaborative when making decisions Take responsibility for their work Can work with clients with low technical expertise Payment Approach Capped time and materials Assessment Method Written proposal Presentation Evaluation Weighting Technical competence 60% Cultural fit 15% Price 25% Questions from Suppliers Budget range the project will be run on a capped time and materials contract. the maximum budget for this project is £40,000 (plus vat).