Website Design tenDer - Proposals for Sheffield Chamber of Commerce & Industry January 2019
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Website Design Tender
Proposals for Sheffield Chamber
of Commerce & Industry
January 2019
The
Sheffield
College
1Overview
The Sheffield Chamber of Commerce will be accepting proposals to
develop a new company website. The purpose of this request is to ensure
a fair evaluation for all members and to provide the businesses with the
necessary evaluation criteria against which they will be judged.
Below is an outline of the information required in which a web design and
development company needs to respond to.
As a membership organisation, we exist to help and support our members.
If you have ideas and advice in addition to what is outlined below, please
include this in your submission. Our aim is to create a website to serve you
as a business, as an additional tool to add value to your membership.
About Us
The Sheffield Chamber of Commerce is a membership organisation here to support, grow
and connect local businesses across the region. Established in 1857, Sheffield Chamber
is one of 54 accredited Chambers through our national body, the British Chambers of
Commerce (BCC).
Being part of the Chamber network allows businesses to access a range of member benefits
which are aimed at providing support, reducing costs and raising a company’s profile both
in the region and the network itself.
Our core service offering includes:
• Chamber Membership and Services
• Events and Networking
• Policy and Representation
• International Trade
• Business Training
We offer a range of membership packages to suit all sizes of businesses across various sectors.
Our benefits package is aimed at providing businesses with a choice, to accommodate
specific needs and future strategy. Each level of membership offers different services,
discounts and levels of support to the member.
Membership levels include:
• Charity
• Primary
• Essential
• Growth
• Premium Partner
• Patronage
2Summary of Current Website
Our current website is outdated, not responsive and optimised for mobile use, and menu
structure and navigation are busy, difficult to understand and use.
When built, source code was adapted and by doing so restricted us from making necessary
updates without breaking parts of the site. This has meant that any changes we have
wanted to make have become difficult to do without breaking the system.
Our current website is built over three separate WordPress sites; one for Sheffield Chamber
and its core services (www.scci.org.uk), one for Chamber training (www.scci.org.uk/training-
services) and one for our international trade department South Yorkshire International
Trade Centre (www.syitc.com).
Sheffield Chamber require a complete overhaul, combining all sites into one that work
together cohesively.
Website analytics in 2018:
• 868,000 pageviews
• 126,000 sessions
• 89,000 users
• 10% average bounce rate
• 62% of views via a desktop
• 29% of views via a mobile device
• 7% of views via a tablet
Target Audience
Sheffield Chamber is a business to business support organisation that works with any sized
business in any sector. Our primary target audience is any individual in business, seeking
support and advice for the business they work in.
Currently we have a high number of businesses within membership in the manufacturing
and professional service sectors. We would like to increase engagement with emerging
sectors in Sheffield, for example: digital and retail.
3Website Requirements and
Functionality
Key goals and objectives for the new website:
• Support existing members and contribute to our overall service offering
• Improve usability and user experience both internally for Chamber staff and externally
for our end user
• Modernise the Sheffield Chambers brand
• Simplify and automate processes and functions
• Generate new business leads
• Communicate who we are, what we do and how we can help support business
The new website needs to modernise the Sheffield Chambers brand and reflect its vision
to be the primary business support organisation for businesses in Sheffield. The new site
needs to improve usability for our members and businesses, and effectively communicate
who we are, what we do and how we can support business.
Throughout this document we have identified what we believe are both Essential [E] and
Desirable [D] to the implementation of this project.
We would like the site to integrate with our CRM system ‘Microsoft Dynamics Office 365’
[E] and our accounts system ‘Access’ [D]. We require the systems to work cohesively and
in doing so reduce the amount of manual tasks Chamber staff currently have to do. For
example, when a new business joins into Chamber membership, currently we must manually
add the business to our CRM, our website, our accounts system etc. Via integration we
would like to be able to manual add the member to our CRM and for it to be automatically
transferred over to our other systems.
Membership and Services:
We require the website to clearly outline and communicate our membership offering and
the individual services included at each level of membership.
As explained, our different membership levels are created for different business needs. For
example, if a business needs support in International Trade, our Growth level membership
includes services to support this, however other levels i.e. Essential does not. Some sort of
function needs to be created to communicate and explain this.
We would like the ability for a member to sign into membership online. This would include
choosing the membership level that suits their business needs, making payment and
receiving a receipt. We would like members to be able to set up and pay by direct debit
(monthly or annually) via the website, however we would still like the function to invoice if
required [E].
Member Centre:
The member centre is a private part of the Chamber website which only can accessed via
paid Chamber members with an online account. We would like to make major changes to
4this and for it to become a valuable tool for our members and a key part of our service
offering [E].
We need to develop the member centre into an online community, similar to LinkedIn but
less sales-orientated. We would like the functionality for members to effectively and easily
communicate with each other and in instances they have a business requirement the ability
to browse and search the membership base by industry [E].
Via the member centre we would like the member to be able to access various services
available to them, for example upload member news, member events, member offers and
upload tenders. This will all have to be approved by internal staff before going live and
access will depend on the members level of membership [D].
We would like the ability for a member to log into the centre and for it to display information
relating to their account ie, Account Manager, subscribed level of membership, renewal
date etc. More than one profile/account will be required per member business. We present
we can only have one profile per company which means employees have to share the
company login and password between themselves [E].
The ability to change a members Account Manager needs to be easy in the event of staffing
changes in the future [E].
We would like the ability to chat online live with website visitors [D].
Events:
We require an event listing page that includes categorised events, online registration and
a built-in payment system with automatic invoicing. Ideally, we would like to integrate
Eventbrite or similar product into the website. We would like the ability to create and print
out delegate lists for the event as well as automatically send out confirmation/reminder
messages to register guests with the option to add into their calendar in the aim to reduce
dropout rates. We would also like the user to be able to search events by category, ie
networking, seminars, dinners etc [E].
Many Chamber events are open to both members and non-members of Sheffield Chamber;
however, pricing is different for both. Price is also different depending on the level of
membership the business is subscribed to, and we would like the website to reflect the
correct price for the business [E].
The ability for delegates to register needs to be able to be turned on and off, as some
events are booked via an external link. Additionally, as standard payment needs to be made
online via credit/debit card, however for larger events the ability for tickets to be paid
offline (via invoice) needs to be present. This is done on a case by case basis [E].
We also want the ability to host private events which are either members only or invitation
only, and in some cases, these will need to have restricted view on the calendar [D].
Aesthetically, we like the calendar view of the events page on the website, as it showcases
both member and Chamber events. However, this will need to be optimised into some sort
of list view when viewed on a mobile or tablet [E].
Training:
Sheffield Chamber deliver a range of training courses both in-house and via third parties.
The website needs to effectively communicate the training we deliver, upcoming dates and
5the ability to book and pay online (similar to our events function) [E].
Pricing is also dependant on the level of membership as discounts are applicable to
Chamber members. This needs to be shown online [E]. Payments also need to be made
14 days prior to the course date, we would like to have a function to change payment to
online only [D].
Course lengths vary, some are just one day courses, and some are over a course of a week.
In these cases, they can be done on consecutive days or one day a week over the course of
a couple of months. The website needs the function to communicate this to the delegate
[D].
International Trade:
Our international trade department, South Yorkshire International Trade Centre, main
objective is to help companies develop their business through international trade services,
whether they are seasoned exporters or have just started considering finding international
markets for their products. They do this via a suite of dedicated services that are available
to both member and non-members.
Currently SYITC has its own dedicated website, however engagement rate is low. We would
like to integrate the website into the main Sheffield Chamber website and re-brand SYITC
into Sheffield International Trade Centre to increase exposure. This section of the site
needs to highlight all related international events, news and services [E].
Policy:
A main function of the Chamber is to represent our members and influence decisions on a
wide variety of subjects, including transport, regeneration, regional development, sectoral
issues and inward investment. We do this through a variety of functions including:
• Lobbying and Consultations
• Chamber Forums
• Quarterly Economic Review Survey
The new website needs to have more emphasis on these activities and have a dedicated
place to find out what activities we are undertaking. We require a place to host reports,
policy specific news/blogs/bulletins from our forums including recent minutes [E].
Additionally, we would like members to be able to join forums online, via the member
centre. This will have to be approved by internal staff [D].
Additional requirements:
• Tender Portal – where both the Chamber and members can upload tenders and
communicate it via the member centre. This function will need an expiry date where
the tender will be archived once its expiry date has passed
• Offers Page – where members can upload offers specifically for members of Sheffield
Chamber. This again will need an expiry date where it will be archived once passed
• About Us – including Staff, Chamber Council, Chamber Board and Patrons
• Email subscription– we currently use mailchimp for all email marketing activity
6• Social media linking, such as Twitter widget(s)
• The ability to embed video and audio easily (with the potential to add self-hosted video
if this functionality is deemed necessary in later phases)
• The ability to create contact and callback forms and the potential to add interactive
features in time
• Effective, intuitive and comprehensive search facility across the whole site (preferably
with an editable taxonomy)
• Full compatibility with Google Analytics
• Compatibility across common browsers
• A news/press & media archive facility – categorised posts needs to be available for to
distinguish between member, Chamber and international news
• A device readable site design that can scale appropriately to different screen formats
and resolutions (including those of mobile devices). Along with these requirements the
site must be compatible with other web services that may be added as part of later
phases of the site, including:
• Online surveys, polls and forms
• Webchat and webinar platforms
[E]
Website security:
The new Chamber website must comply with all current security legislation.
The tendering company must demonstrate it itself is GDPR compliant and preferably a
member of the Information Commissioners Office (ICO).
For security reasons and to minimise risk, each member of the Chamber team will require
an individual account for the website with different levels of access and restrictions. Only
certain members of staff will have permission to withdraw and export sensitive data/
information [E].
Development of content:
Sheffield Chamber will be able to develop and provide all copy for the site and support in
design where appropriate. We would like to be fully involved in the design and development
process, from initial ideas and concept right through to testing and launch.
We require the website to go through a soft launch to a selection of members prior to full
implementation.
Content Management System (CMS) requirement:
Sheffield Chamber require the website to be made using a CMS system. We would like the
ability to update content, text and images internally.
• Ability for editors to use the CMS easily (e.g. WYSIWYG interface) and add, edit and
format content
• Ability to edit meta data for SEO
7• Varied templates or template editor
• Ability to preview pages before approval/publishing
• Ability to link a wide range of documents such as pdfs and upload multiple documents
at one time (including audio and video)
• Allow placement of images within the WYSIWYG editor interface and be able to align
in different ways (left, right, up, down, text wrapping), and ability to manage image
properties and file sizes so we don’t have to resize or crop images before inserting
• Integral media library/manager
• Ability to reorder pages and section headings on the navigation and sub navigation
bars easily within site structure
• Ability for more than one user to use CMS at one time, with different levels of access
for different editorial areas
• Ability for scheduled publishing, archiving and page removal dates
• Functionality to create additional pages, in order to build a strong brand identity, as
well as enable the Chamber to quickly create pages for new campaigns.
[E]
Hosting Requirements:
Our current hosting and domain package for all websites are with TSO host. We are however
open to changing this based on recommendations.
Please provide details and any related costs for recommended hosting in the tender
submission. This should also include any additional costs such as SSL certificate.
8Instruction for Tenders
Members are asked to submit a written tender to meet the requirements of this tender for
the Chamber’s review and consideration.
The tender offer is to:
• Be submitted in English in one (1) electronic version
• Include all relevant individual/company names, address, contact persons and e-mail
address
• Be submitted as a PDF file by email to emma-jane.wright@scci.org.uk
Final date for receipt of tenders is 12:00 noon on Friday, 22 February 2019. Tenders received
after the final date of receipt of tenders will be disregarded.
If the applicant has any questions regarding the invitation to tender, please email emma-
jane.wright@scci.org.uk.
Tender Evaluation:
The evaluation of tenders will be carried out in two steps.
1. Sheffield Chamber will evaluate the tenders to determine whether they are complete
and the requirements have been addressed. A tender may be rejected if the tender
is incomplete, not signed, or fails to address the requirements or if the tender price
exceeds the indicative budget.
2. We may ask any member for clarification of any part of its proposal at any point
throughout the process to assist in the examination and evaluation.
3. Sheffield Chamber will invite a number of applicants to present their proposals followed
by a question and answer session. This will take place at Sheffield Chamber office in
early-mid March 2019.
Award of Tender:
Sheffield Chamber will enter into further discussions and contractual agreement with the
member who has been awarded this project following the selection/assessment process.
Sheffield Chamber is not bound to select any of the tender offers submitted. Only Sheffield
Chamber members can submit a tender for this contact.
Content of Tenders:
In your submission please include:
• Brief description of the company and an outline of recent experience on assignments
of a similar nature
• Proposed methodology, work plan and time scale for performing the assignment, along
with comments or suggestions
• A list of all subcontractors the company intends to use during the assignment. For each
subcontractor the name and VAT numbers should be included
9• Full price breakdown including; hosting costs, full site development costs, training of
personnel (if applicable), ongoing support and maintenance cost applicable for the first
year (this price should be fixed and not subject to revision during the first year)
• Please provide three recent reference sites, preferably within our business sector and
with similar requirements
Please note all prices quoted shall be inclusive of all costs. Please indicate applicable VAT
rates. All pricing shall be guaranteed not to increase, based on an order placed within three
months of the receipt of tenders.
Site Maintenance:
Sheffield Chamber require ongoing monthly support for website maintenance and security
to ensure:
• Security of the site remains fully compliant with current legislation
• Website is regularly kept up to date including any plugins (if applicable)
• Supporting the site, making smaller adjustments, bug fixes, or other changes
• Provide advice and support for further development from both a security and features
point of view
The tender should include a monthly fixed cost for maintenance in a clearly defined SLA,
and a consultancy fee per half/full hour. Please also provide availability (operating hours,
and if there is possibility for outside operating hours support).
Budget:
Website development budget: Region of £20,000+VAT*
* In addition to the above costs the Chamber is also willing to discuss and agree a bespoke
marketing package to raise the member’s profile throughout the following 12-months from
implementation of the project. i.e., brand exposure at the Chamber’s flagship events.
Payment Terms and Conditions:
We would require staged payments or some flexibility of payment terms from
commencement/signed contract through to implementation. To be discussed and
agreed.
Estimated Timetable:
Release tender W/C 28th January 2019
Proposal deadline 12:00 noon on Friday, 22 February 2019, submitted
as a PDF file by email to
emma-jane.wright@scci.org.uk
Presentation to Sheffield Chamber: Early-mid March 2019
Contact to be awarded: By the 31st March 2019, implementation thereafter
10Contact
For more information contact:
Emma-Jane Wright
Marketing Manager
e. emma-jane.wright@scci.org.uk
t. 0114 201 8901
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