VisitBritain / VisitEngland Content Management System

Tender description

Why the Work is Being Done As an organisation as we transition from content creation to curation there is a need for a single content management system across Visit Britain to deliver rights managed packages of content that can be used internally (across 21 different markets and central teams in London) the industry and partners (including 200+ Destination Marketing organisations, Corporate, Trade, Business Events). The solution needs to be long term (5years+) and aligned to our business strategy and existing systems e.g. ecommerce shop, tourism product exchange platform, e-CRM, DAM and our data strategy including the overall technical infrastructure plan. Problem to Be Solved There is a need for an integrated, scalable global CMS to save time, costs, deliver global ROI, enable consistent ways of working to commission, manage, store, QA, publish, share content, training materials and products. However, VisitBritain’s digital portfolio is currently spread across multiple departments, platforms and agencies. There is no technology plan linking CMS needs to other technology and data projects. Our current DAM called VisitBritain images is a standalone site and is currently not integrated with other digital platforms. Images are therefore manually ported across as required. There is a need for a central DAM. Who Are the Users Internal As a global CMS user I need to create, curate, manage, publish/unpublish, share, store content/products in-house, from partners, trade and industry, to drive bookings to Britain. As a global CMS admin user I need to create users, set permissions, create and manage workflows, accounts and QA content in addition to global CMS user permissions, to manage BTA websites security, processes and day-today management. External As a VisitBritain partner I need to submit, manage or curate content on the VisitBritain websites to keep existing content up-to-date/create new content/ request content be deleted or feature content on my digital properties. Early Market Engagement Desk research and speaking to strategic partners, i.e. VisitScotland, VisitWales, London and Partners, and our existing web agency Work Already Done The content and digital strategy says VisitBritain requires an industry standard single technology CMS (with a DAM repository) to deliver the right products and content to the right customer at the right time on the right device that will be used internally, by partners and the industry to support the delivery the content creation strategy. The solution must be aligned to our overall technical architecture and integrate into existing projects such as our e-CRM strategy, data strategy, tourist products. Existing Team Internal team We have created a global cross organisational project team with specialist skills, and local market experience / insights to support with the requirements gathering exercise. The core team is; -Project Sponsors - Director of Business Services and Director of Marketing -Project Manager - PMO programme manager -Project Visionary - Head of Digital Marketing -Project Ambassador - Senior Product and Project Manager We are also working closely with external partners .Our web development is delivered by an external supplier who will also support with the first phase of this project. Current Phase Discovery Work Location VisitBritain/VisitEngland, 4th Floor, 151 Buckingham Palace Road, London, SW1W 9SZ Working Arrangments The scoping need considerable onsite engagement with staff and partners STAFF •21 different markets who need to schedule, create, manage, publish, share, search for and store content. •Super users with advanced admin rights including workflow QA , setting up and creating permission.. •B2B and commercial teams, e-commerce, Business Events, Trade Education •Intranet (all staff with Corporate team as admin users) EXTERNAL •Partners (e.g. 200+ Destination Marketing Organisation, strategic partners, global content partners) •Brand partners e.g. the Premier-League who need to access scheduling tools to see content gaps, receive commissions, up-load content •Trade partners •E-commerce partners •Industry & government e.g. DCMS Security Clearance n/a Additional T&Cs We will use the standard terms and conditions. Overall the work will be delivered in two phases and agencies can tender for one or both pieces of work, However this tender relates to the first phase which is scoping and delivery of detailed requirements, including costs, resources, and timeline. Phase 2 will be implementing the recommendations from phase 1, which will be run as a separate tender Skills & Experience Be platform agnostic Have global travel / tourism experience Experience of delivering a digital product / platform Ability to engage with global stakeholders – internally and externally MoSCoW prioritisation methodology Creation of options analysis Ability to produce a delivery plan based on the recommended options Ability to develop a proposed operating model to support the service Be able to work in an Agile way e.g. planning, sprints, retrospectives, MoSCoW, kanban boards/JIRA. Communication with senior stakeholders at board level internally and with government departments Have experience of working in the China market Ability to deliver a business case on ROI for rolling out a Content Management System within the public sector Experience of planning for system migration as part of delivery planning Nice to Haves Experience / knowledge of integrating CMS solutions with existing solutions. No. of Suppliers to Evaluate 5 Proposal Criteria Have experience of at least three different platforms Experience delivering a CMS platform with at least one another tourist board or travel company across B2B, B2C, B2B2C. Content, product, tools and e-commerce. Experience of working in the public sector delivering at least one similar global CMS projects Case study evidencing delivery in a large, complex global organisation Show how you will engage with global teams across Visit Britain to gather requirements. Visit Britain will provide contact lists and facilitate global meetings. Demonstrate delivery of a prioritised list of detailed requirements (in the form of user-stories) using MoSCoW that can be used to brief the next phase, as part of the deliverables Demonstrate how you will create of 2-3 detailed CMS options based on internal and external stakeholder feedback as well as industry best practice as part of the deliverables Demonstrate how you will create a delivery plan for the detailed requirements and recommendations for the timeline for each option with associated costs as part of the deliverables Demonstrate how you will create recommendations for the team required (internal and external) to deliver the different options. Identifying any internal gaps as part of the deliverables Demonstrate how you will present findings and options to directors, the joint IT/Digital board and project group to secure approval for the recommendations Cultural Fit Criteria Exceptional stakeholder engagement skills Public Sector Experience Experience of using Agile methodology DSDM / Scrum Evidence of working globally with teams and the industry to successfully gather and prioritise requirements across B2B, B2C, B2B2C Payment Approach Fixed price Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers Budget range up to £40,000