Online Consultation Platform

Tender description

Why the Work is Being Done Southend-on-Sea Borough Council (SBC) looking to procure an online platform in order to:- • Consult with the public on key council decisions (formal consultations) • Gather feedback from the public less formally on plans and potential activities, or changes to services • Analyse public sentiment about the council and its service provision • Involve the public in co-creating its services The contract for the council’s current online consultation portal ends 31 March 2020. With a statutory duty to formally consult with the public, and a drive to co-create council services with the public and our partners, we need to formalise an agreement with either the current or a new provider, to ensure we have the means to consult and survey our stakeholders. The aim of this exercise is to ensure we have best-in-class tool for gathering feedback, opinions and needs from the public and other stakeholders, whilst driving value for money for the council. Problem to Be Solved The aim of this exercise is to ensure we have best-in-class tool for gathering feedback, opinions and needs from the public and other stakeholders, whilst driving value for money for the council. It needs to meet accessibility requirements (WCAG2.1 AA standard and be mobile friendly and responsive). We want the ability to brand and customise the interface with SBC branding with it providing a good internal user and customer experience. Who Are the Users As an internal SBC staff user, I need to be able to: • Intuitive to create surveys • Strong level of support • Regular training/updates/webinars • Help/how-to guides online • Easy editing of questions while creating the survey • Ability to amend text once published • Ease of creating a branded and professional printed version of the survey to send to customers who aren't online Survey specification: • Multiple free-text questions • Ability to clone full surveys Promotion: • Shareable on social media • Ability to create friendly URLs for individual surveys Analysis: • Export raw data in Excel • Set standardised equalities questions across all surveys • Cross-tab/filter results & manipulate data without exporting first • Export to additional formats As an external customer, it needs to be: • Easy to use with short user journeys to surveys • Clear calls to action and signposting to fill in the correct survey • Varied content within the survey, eg images, videos. All accessible and responsive • Functionality to send a question to the survey creator (eg by email) for clarification on any questions • Clear display options for the results of the consultation for the public to view post-analysis Early Market Engagement Work Already Done Existing Team The supplier will be working with SBC's internal team. Current Phase Not applicable Work Location Civic Centre Victoria Avenue Southend-on-Sea Essex SS2 6ER Working Arrangments At the initiation meeting, the working arrangements will be discussed and agreed. Costs for this project are to show total costs for all work to be undertaken and any assumptions and future work. Expenses are to be included plus rate card. Security Clearance Additional T&Cs Skills & Experience Have a track record of delivery of same product/services, include examples of how you have carried out such services in the past Provide evidence of successful consultation portals you have delivered or been involved in and evidence of their success. Nice to Haves Provide demonstrable understanding of the brief & subject area Explain how you will deliver the brief. Set out the knowledge and expertise that you can bring to deliver a fit for purpose piece of work of the highest quality. No. of Suppliers to Evaluate 5 Proposal Criteria Technical Solution Approach and Methodology How the solution meets our goals Estimated timeframes for the work Identifiable risks and dependencies and how these will be managed Cultural Fit Criteria Work as a team with our organisation Be transparent and collaborative when making decisions Take responsibility for their work Share knowledge and experience with other team members Payment Approach Fixed price Assessment Method Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers No questions have been answered yet Budget range