REQUEST
FOR QUOTATION
PROJECT TITLE:
Provision
of Online Event Registration and Management System
REFERENCE
NUMBER:
REG0912
ISSUED
BY:
Andrew Eddowes, E-Media
Manager
DATE
OF ISSUE:
20th May 2009
CONTACT
DETAILS:
Renaissance House
Centre Park
Warrington, WA1 1QN
01925 400241
andrew.eddowes@nwda.co.uk
QUOTATION
RETURN DATE AND TIME:
No Later than 10am, 12th
June 2009.
DOCUMENTATION
REQUIRED:
An electronic version
of your submission, emailed to andrew.eddowes@nwda.co.uk
TERMS
AND CONDITIONS OF CONTRACT
The Northwest Development
Agency’s Standard Terms and Conditions of Contract for Services
shall apply. (View
Terms)
PROJECT
DETAILS
1EXECUTIVE SUMMARY
The NWDA runs a number
of events across the year to impart information, consult on strategy
and policy or to raise awareness of the Agency’s activities amongst
various stakeholders.
We currently utilise an
online (hosted) events management service which allows event websites
to be created, bookings taken online, email confirmations and reminders
to be issued and reports to be generated.
We are looking for a service
provider who can offer the above functionality and other appropriate
value-added services.
2.AIMS AND OBJECTIVES
Our primary aims for the
service include:
Ensuring a simple,
streamlined registration process for our stakeholders to attend events,
helping us to maximise attendance
Creation of
simple but effective websites by NWDA staff, styled uniquely for the
NWDA and capable of reflecting the branding of the particular event
through changing colours, banners, images etc, without manipulation
of HTML or CSS
Compliant with
our data security and accessibility requirements
3.CRITICAL
REQUIREMENTS
An existing
commercially available hosted solution
Accessibility
standards compliant Website creation including Online Event Registration
with custom questions and other information
Bespoke web
look / templates per event - no provider branding
Capable of multi-day
events
Capable of managing
events over non-contiguous days
Bookable / multiple
sessions within event
Validation of
information (e.g. email address)
Offline capabilities
(to allow phone-based bookings, for example)
Capacity monitoring
UK-specific
standard fields (e.g. Postcode rather than Zip Code)
Automated personalised
email generation - booking, amend, cancellation, reminder, agendas etc
Real Time Event
and Delegate reporting
Export data
Unlimited events
Approx 3500
delegates per year
Phone and web
based support (8am-6pm Mon-Fri)
Access for 3rd
parties (e.g. event management companies working on our behalf)
NOTE:
WE HAVE NO REQUIREMENT TO TAKE PAYMENT FOR
OUR EVENTS
4.NON-CRITICAL REQUIREMENTS
Ability to “clone”
previous events
Group booker
capability
Validation of
information (e.g. email address) or help completing addresses (e.g.
postcode lookup)
SMS communications
/ reminders
Add to Outlook
functionality
Pre-registration
via imported lists
Attendance Recording
Badge Printing
Permission based
networking / 1-1 meetings etc
Potential future
Microsoft CRM integration or other interface via API / webservice
Data capture
for future use / user profiling
5.PROJECT MANAGEMENT
The NWDA’s project owner
for this service will Andrew Eddowes, E-Media Manager. The NWDA’s
project manager for this service will be Lucy Clarke, Assistant Marketing
Account Manager.
All responses should show
the proposed Project Management structure and methodology of the contractor
Any subcontractor/freelancer
to be used must be stated in the contractor’s bid and cannot be changed
without the prior written permission of the Agency.
8.TIMESCALES
We anticipate that the
service will be in place and ready for use in early July 2009.
9.CRITERIA FOR ASSESSMENT
Criteria for appraising
responses submitted for this project
are:
Capacity to
provide online event registration
Functionality
proposed
Knowledge and
expertise of the subject area
Clarity of scope
and definition in terms of work required to fulfil our aims and objectives
The degree to
which the outputs will be achieved in the required timescales and the
ability of the Contractor to undertake the work specified in this request
for quotation.
Costs and subsequent
value for money offered.
Demonstrable
ongoing project management
Understanding
of data security issues and steps taken to secure data
CONTRACTOR
RESPONSE
1.FORMAT OF PROPOSAL
Your
proposal should be structured as follows:
Introduction
and Company Background
Project Appreciation
(clarity of definition etc)
Description
of functionality proposed and how it relates to the NWDA’s requirements
Technical Methodology
/ Technologies Used
Data security
procedures
Demonstration
of experience of providing similar services
References of
3 contracts awarded within the last 2 years for services similar to
those required by the Agency / links to live registration sites.
CVs of key personnel
to be attached to the account (one A4 page summary per person)
A narrative
describing any conflicts of interest, potential or actual, between your
company and the Agency
Confirmation
that contractor has policies in place in relation to the following Acts:
Disability, Equal Pay, Rehabilitation of Offenders, Equal Opportunities,
Sex, Race Discrimination and Age Discrimination.
Confirmation
that data is held within EU and not transferred to third countries without
adequate protection, as per Data Protection Act
Financial proposal
(see below)
2.FINANCIAL PROPOSAL
Contractors should
indicate a total price to provide this service for one year, renewable
for a further two years by mutual agreement, and provide a breakdown
of costs as follows:
Price per registration
(if applicable) , based on 3500 registrations per annum
Price per event
setup (if applicable), based on unlimited number of events
Costed examples
based on events comprising of:
100 registrations
900 registrations
Annual cost
of same-day “working hours” support
Contract price
review process (if contract renewed)
Any other costs
reasonably to be expected (to be specified)
All costs should
be quoted exclusive of VAT
CRITERIA
FOR ASSESSMENT
For guidance: the Criteria
for Assessment and weighting for the RFQ is provided below.
Criteria
for Assessment
Weighting*
Experience
of expertise in the provision of online event registration systems
IN / OUT
Compliance
with critical functionality
25%
Range
and usefulness of additional functionality
10%
References
for similar service awarded in the last 2 years
20%
Links
to live registration sites
IN / OUT
Data
Protection compliance / Data Security measures
10%
CVs of
named key personnel (project or account manager) to be attached to the
account (one A4 page summary per person)
5%
Confirmation
of compliance with listed Acts
IN / OUT
Actual
or Potential Conflicts of Interest
IN / OUT
Financials
Weighting
Fixed
price per registration
10%
Fixed
price per event
10%
Costed
example – 100 registrations
FI
Costed
example – 900 registrations
FI
Any other
costs reasonably to be expected (please specify)
5%
Annual
cost of support
5%
GENERIC SCORING/WEIGHTING
SYSTEM*
The following generic scoring/weighting
system has been adopted as a standard NWDA evaluation analysis tool
and is utilised mainly as part of a Tender Evaluation process in evaluating
either Pre-Qualification Questionnaires (PQQs) or a Request for Quotation
(RFQ)
Scoring
system
Score
Supplier
does not appear to meet requirement or no response made
0
Supplier
response appears to partially meet requirement
0.5
Supplier
response appears to fully meet requirement
0.9
Supplier
response exceeds requirement, appearing to offer improve Value for Money
(VfM)
1
For
Information Only and does not attract a score
FI
Perceived
as Mission-Critical requirements, and thus will not attract a Score
or Weighting, but will determine whether a supplier remains in the process.
IN/OUT