New ESPO website - catalogue and frameworks

Tender description

Summary of the work ESPO require both their www.espo.org (framework, content and registration) and www.espocatalogue.org (catalogue) websites to be amalgamated onto one new website. It requires a Magento platform for the catalogue and a CMS platform for the content and frameworks, with seamless integration. The new website will be launched on 1 April 2019. Expected Contract Length 2 years with the possibility for all complaint extensions Latest start date Saturday 1 September 2018 Budget Range £250,000 - £350,000 Why the Work is Being Done ESPO’s web presence is currently provided via two specific URL’s, www.espo.org (brand and framework site) and www.espocatalogue.org (catalogue site). Having two websites is a source of confusion to customers. They frequently find themselves on the wrong site and this carries an inherent risk of loss of business. Customers would benefit from this being combined into a single website consisting of both areas of functionality. In addition, the e-commerce functionality on www.espocatalogue.org is out of date and requires improvement. The new solution will need to integrate with third party systems e.g. our existing ERP software for product and account data. Problem to Be Solved ESPO require both current websites to be amalgamated into one new website that is easy to use, adds additional functionality and allows ESPO to compete effectively in the market. ESPO's online catalogue will begin being populated September 2018, with a view to being launched 1 April 2019. This needs to be built on a new Magento platform. The framework and brand content will be launched 1 April 2019 and will require a CMS platform, ideally open source. The solution needs to include user registration and management functionality. We require website design and development for launch, plus an ongoing hosting solution. Who Are the Users ESPO's customers are traditionally schools and other public sector organisations including government, local authorities/councils, emergency services, housing associations, and charities. - All users need to view brand information and news/events. - New customers need to register for catalogue and/or framework accounts. - Catalogue customers need to place orders and view past orders - directly on the website and via finance system integration. - Framework customers need to view and download documents. - ESPO staff need to manage customer accounts, edit content, and view analytics/reporting. The website must be user friendly and built with a wide spectrum of audiences in mind. Early Market Engagement ESPO recently hosted a Meet the Supplier day with a small number of suppliers to gain further information to inform their specification. This Meet the Supplier day helped ESPO to accurately determine project timescales, budgets and any further tasks that needed to be undertaken by ESPO before embarking on a procurement process. ESPO have also spent time researching routes to market to ensure that the appropriate route was utilised. Having researched various frameworks and all routes to market on the Digital Marketplace, it was determined that the Digital Outcomes and Specialists framework would be the most appropriate route to market for ESPO's requirements. Work Already Done A full requirements document has been put together through consultation with staff from across ESPO, however this includes some areas for further discussion to agree a final solution No development work has taken place however it is worth noting: - Product and account data is based on integration with our ERP solution - Our current catalogue website has integration with customer finance systems (e.g. using punchout functionality) which need to be retained - Page content and attached documents will be migrated from the existing www.espo.org website. - Existing users will be migrated from both current websites www.espo.org and www.espocatalogue.org. Existing Team The supplier will be required to work with ESPO's Catalogue, Framework and Communications teams as the key project customers, as well as IT for integration with our ERP solution. Some work may also be required with support functions of the organisation, such as Marketing Services, Finance, Procurement, and administration staff. Training for a small number of super users will also be required, although this may be extended to include strategic employees from across the organisation. Work will also be required with the incumbent supplier, ERP provider and potentially customer finance system provider(s) to ensure a smooth transition. Current Phase Discovery Skills & Experience • Have experience of developing a Magento eCommerce platform (PASS/FAIL) • Have experience of developing a website on a new Opensource CMS platform including the ability to produce reporting based on CMS content and user behaviour (PASS/FAIL) • Have the ability to develop a single user login interface that integrates both the Magento eCommerce platform and CMS functionality as a single customer facing website (PASS/FAIL) • Have experience of integration with ERP systems (PASS/FAIL) • Have experience of integration with other systems and future proofing for any other potential integrations (PASS/FAIL) • Have experience in implementing payment gateways within Magento (PASS/FAIL) • Have the ability to integrate Magento with customer finance systems (PASS/FAIL) • Have experience of managing a hosting organisation (PASS/FAIL) • Have experience in offering a post launch support and an on-going maintenance solution (PASS/FAIL) • Meet the timescales detailed within the description (PASS/FAIL) • Ability to provide a "punch out" function from customers ERP system (PASS/FAIL) • Be able to provide the requirements within the budget range provided (PASS/FAIL) • Ability to work effectively with third parties (PASS/FAIL) Nice to Haves • Have experience of integrating Magento with customer finance systems (1 point) • Have experience of developing a single user login interface that integrates both the Magento eCommerce platform and CMS functionality as a single customer facing website (1 point) • Have qualifications, accreditations, certification, partnerships or awards that demonstrate knowledge or experience with the software being proposed (1 point) • Experience of integration with Agility CMS (1 point) Work Location All work is expected to be completed at the suppliers place of work unless input is required by ESPO, in which event meetings will usually take place at the following address: ESPO Barnsdale Way Grove Park Enderby Leicester LE19 1ES Working Arrangments The supplier must work effectively with ESPO's teams to ensure that all solutions are fit for purpose and as intended in the specification. Any expenses are required to be in line with Leicestershire County Council's expenses policy. The supplier must be on site as and when required by each project team. Other methods of communication can be agreed as appropriate, such as conference calling, or online tools for example Jira, Confluence or Basecamp. Security Clearance No specific security clearance is required for this project. No. of Suppliers to Evaluate 10 Proposal Criteria • Developing Magento platform websites • Developing OpenSource CMS platform websites • Integration with ERP systems • Integration with other systems • Project delivery - timescales and budget • Management of hosting provider • Post launch support and requirements • USP's • Website development process • Integration of Magento and CMS solutions • Other criteria that ESPO deems applicable Cultural Fit Criteria • Work as a team with our organisation and other suppliers • Take responsibility for their work • Can work with clients with low technical expertise • Be transparent and collaborative when making decisions • Can work well with third parties (such as design agencies etc) Payment Approach Capped time and materials Evaluation Weighting Technical competence 65% Cultural fit 5% Price 30% Questions from Suppliers 1. In this Discovery who will be doing the user research? Is it part of this project or is there a separate team doing that work? The user research has already been undertaken internally by a internal project team and will not form part of this project/procurement. 2. What were the requirements that lead to the decision to use Magento? Following a Discovery phase undertaken by an internal project team, Magento was chosen as the most appropriate platform. 3. Have you considered alternatives to Magento? Alternatives to Magento will not be considered. 4. Would you allow the development work to be done from supplier’s offshore offices, if the supplier can provide enough evidence for data privacy and data protection? All data relating to this agreement must be held and contained within the EU in line with any relevant legislation. The project management of the contract must be undertaken from within the UK.