ECTN Website Brief.pdf - MidlandsIreland.ie

ECTN Website BriefThis specification outlines the requirements for the innovative redevelopment ofthe European Cultural Tourism Network’s website www.ectn.eu.com to deliverobligations under the Interreg ivc CHARTS project and to act as the ‘go to’ portalfor those with an active professional interest in cultural tourism practice, policyand research across Europe and beyond. There is no specified budget for this workbut we believe bids in the range of EU7500 - 15000 would be appropriate. Bids willneed to be submitted by 8 th March 2013 with the new website fully operational and‘live’ by 30 th June 20131. BackgroundEuropean Cultural Tourism Network (ECTN) was formed as a result of a successfulInterreg iiic project initiated 10 years ago, and is now incorporated under Belgianlaw as a not-for-profit organisation. ECTN is the only network which bringstogether tourism and cultural industry professionals working in different regions ofEurope together to exchange experience and information on best practice. Theagreed objectives for the network are to:• facilitate sharing of research• facilitate the development of transnational projects• ensure improved cooperation and integration between the tourism andcultural sectors• develop and improve training opportunities• enable exchange of experience and best practice• develop common responses to European institution consultations and policydiscussions• link with other relevant networks.In 2013 ECTN has corporate, institutional and governmental members in regions of:Finland, Wales, Sweden, Greece, Spain, Netherlands, Ireland, Romania, Bulgaria,Italy, Latvia and Cyprus. The operating language of the network is English.

ECTN’s core activities are financed by subscriptions from membersThis ProjectECTN is seeking to improve its sustainability and utility and broaden and deepen itsnetworks by moving much of its activities onto a new interactive online platform.The vision is to create a Virtual Centre of Excellence with expertise and resourcessuch as:• Quality Management for Cultural Destinations• Sense of Place• Sustainability and Climate Change Mitigation• Integration of Creative, Culture and Tourism interestsECTN is a full partner in the Interreg ivc CHARTS project. http://www.chartsinterreg4c.eu.ECTN is committed to deliver the following as its commitment toCHARTS:ECTN will be responsible for: ……dissemination of learnings from the projectthrough the ECTN website, social media and on-line forum and observatory;final conference. Through use of new media ECTN will engage a wider range ofstakeholders including destinations, cultural sector businesses and academicsbeyond the partnershipAs part of the CHARTS project therefore ECTN is seeking to make its web andsocial media presence and functionality ‘fit for purpose’ to deliver theseobligations.2. Aims & ObjectivesAimsThere are a number of overall aims that we are striving to achieve through theimprovements to the website:• Deliver ECTN’s obligations to the CHARTS project especially in respect ofthe website content and functionality, the use of social media, the creationof on-line forum(s) and the creation of an on-line observatory• Raise ECTN’s status and profile among those with a professional interest incultural tourism policy, practice and research way beyond the formalmembership

• Provide the definitive ‘go to’ resource for those who are seekinginformation on cultural tourism policy, practice and research, because ofthe quality, relevance and timeliness of content and ease of navigation• Provide onward reciprocal links to a wider range of organisations andnetworks with a shared interest, establishing ECTN as a ‘network ofnetworks’• Generate and capture additional membership applications and database ofinterest for ECTN Conferences, Workshops, Projects and Events• To manage participation in ECTN activities e.g conferences• Provide a range of added value services and resources for ECTN members• To inform the casual ‘visitor’ to the site of the importance of culturaltourism• Integrate fully with relevant Social Media e.g. Twitter, Linked-In, YouTube,Yammer etc• Ease communications between members• Encourage interaction and users to upload content, comment and feedback3. RequirementsOUTPUTS AND SPECIFICATIONTo deliver a ‘professional to professional’ website for ECTN that is innovative,informative and inviting and that complements ECTN’s strategic intent. It needs tobe capable of promoting the importance of cultural tourism and also contributesignificantly and positively to changing perceptions of ECTNThe successful company will be required to deliver the following outputsthroughout the project:3.1 An upgraded website which must be mobile friendly for viewing via smartphones and tablets, comply with any legal requirements, accessibility andbest practice.3.3.1 A clear and simple navigation system for users. This could include:

• Home (showing intro to current activities, latest social networkingand news feeds and instant surveys)• About ECTN (Activity Plan, Constitution, Board)• Current Members and linked organisations, map and contacts• Current Activities and Projects• Past projects, event presentations, case studies and good practiceguides• Events Diary• Join In (Membership, Forum/blog, Groups, sign in facility)• Research Zone/ Observatory (searchable by date, theme and source)• Members Area (Meeting Papers, Decisions, Accounts etc.)• Microsites (for specific events and campaigns)• Contact Us – Contact Information, and to consider showing latestfacebook and twitter feeds (feeding into contact database to be usedfor recruitment etc)3.1.2 A user friendly Content Management System to update web pages with text,images, videos, social media feeds, ‘advertisement’ boxes to deep link intothe site or to external sites, and with the ability to add and delete newpages as required. The CMS will need to:1. allow all content of the website to be updated using open source codeand a high level of usability for the website administrators2. allow for the potential in the future if required for the various sectionsto be administered individually by separate website administrators.Each administrator should only be able to change the informationwithin assigned areas of responsibility.3. build-in a facility to allow for other languages in the future to beavailable throughout the website.4. Have the ability to create thematic pages as and when required forcampaigns data capture facilities..3.1.3 A user friendly Database Management System that is above all simple andflexible to use in order to publish and amend ‘searchable’ data The systemwill need to:1. consider a user generated content facility for the website or to feedfrom external sites and for the option of these feeds displayed on thewebsite f to be controlled by the administrator.2. feed data through to other sites such as individual members or otherrelevant networks3. use data captured in email and postal databases to target with directmail and/or electronically. Successful company to advise whether ornot a bespoke email broadcast facility should be developed within theback-end system, or recommend a number of cost efficient off-theshelfsystems that already exist.

4. ensure that stakeholders can submit data via electronic forms foradministrators to approve prior to publishing. We will need the systemto generate simple user admins for the stakeholders allowing them tocontrol their data online. Administrators will receive notification thatdata is waiting for their approval following any submittedamendments..5. offer, within the site, the ability to book/ purchase events etc throughlinks to systems with third parties.3.1.4 The ability to develop an unlimited number of microsites within the websitefor specific events or campaigns. These sites will include relevant subpagesfor navigation within each site and with the option to be integrated into themain site’s navigation. The microsites should be capable of displayingspecific social media feeds of our choice our blog and twitter feeds for eachevent,3.1.5 Full integration with social media channels displaying a summary of recentnews activity on twitter, youtube, liked-in, flickr and our blogs3.1.6 A dynamic and appealing homepage that is simple to update and refresh.We would expect the homepage to include:1. Current Activities/ consultations highlighted in a scrolling box orsimilar.2. Section on events with calendar and showing horizontal scrolling of5/6 key events with image, text and a click through to moreinformation3. Database search facility4. Latest social media activity summary including twitter, blog posts,latest user generated content and photography etc.3.1.7 Other features throughout the site to include:1. Site Map of website to allow for improved navigation and SEO (ifnecessary)2. Data capture facilities for SMS and email subscriptions if deemedappropriate3. Provide opportunities for the user to share information via socialmedia throughout the website where appropriate.4. To consider how best advertisers or potential sponsors be representedthroughout the site.5. Sign up for RSS news feed from news / blog pages6. Downloads feature within the CMS enabling the website administratorto upload materials7. Full compliance with legal accessibility requirements

3.2 Provide clear advice on how best to broadcast SMS and emailcommunications from the collected data. This should include advice on best‘off the shelf’ options available on the internet. To consider and adopt thebest approach to maintain efficient SEO and how best to feature usefulexternal links from the website.3.3 Evaluation. Set up Google Analytics to allow client to monitor websiteperformance and to advise on monthly reporting methodology. Otherperformance measures such as downloads volumes etc. will be necessary andthe ability to install tracking parameters on accommodation pages to monitorPPC advertising campaigns will be required. In the bid, we will be looking tothe contractor to advise on the most appropriate evaluation and performancemeasures that can be used for destination websites.3.4 Provide at least 3 creative design options for the website during thedevelopment phase.3.5 A comprehensive technical and functionality manual will need to beprovided to assist with any succession management of the site which may ormay not involve the successful company in the future. Copyright for theintellectual property must be signed over to the client upon launch. Anexplanation on the work that has been undertaken during the build of the siteto clearly inform the client how SEO has been maximised.3.6 Two days training provided for all administrators in using the systemsdeveloped, training room and facility to be provided by the client.3.7 A mobile friendly version of the site that can be viewed on tablet andsmartphone.4. TimetableQuotations returned by: Midday on Friday 8 th March 2013Shortlisting by: Friday 22 nd March 2013Interviews: Thursday 4 th April 2013Contract awarded by: Monday 8 th April 2013Website fully operational Saturday 30 th June 2013

5. SubmissionPlease send an electronic version of your submission to Peter Colepeter.cole@capitalregiontourism.org by midday on the date specified in section 4.Three hard copies of your submission should also be sent immediately followingthis date to:Capital Region Tourism / Uwch Ranbarth TwristiaethNorth LodgeDyffryn GardensSt NicholasVale of GlamorganCF5 6SUWe ask that all submissions agree to the following format and exclude anycompany promotional material. Any additional company brochures etc can beincluded but please note they do not form part of the evaluation.To assist with the evaluation process, your submission should be structured in thefollowing way:1) Completed tender form (See appendix for blank form to be completed)2) Introduction3) Background (about your company)4) Methodology (Please outline the approach you would adopt in deliveringeach of our requirements in turn outlined in section 3 of this brief)5) Schedule and costs (specifically what you are going to do at each stage, howlong it is going to take you, by whom and when. Please include abreakdown of the costs involved as per our requirements outlined in Section3 of this brief and a total cost for the whole work). Cost is a vital elementand we would expect a website of this specification to cost between EU7500and 15000 with bids closer to the lower level being advantageous. In orderto provide us with an alternative solution, please also provide a second costoption for a website that is of a much lower specification than that outlinedin section 3, but one which you believe as a company will promote ECTNeffectively.

6) Added value (what we can bring to the contract over and above the client’srequirements outlined in Section 3)7) Previous relevant experience8) Staff resource (please include details of all staff, their daily rates and anyCVs etc.)9) ReferencesPlease note that you may be required to attend an interview on the date specifiedin section 4 above to present your submission. The client reserves the right toaward the contract based on submission alone.6. Scoring criteriaYour submission will be evaluated by using the following criteria:Adherence to agreed format (5%)Meeting our requirements outlined in the brief (50%)Previous relevant experience and skills (15%)Costs (25%)Added value (5%)TERMS AND CONDITIONSYour agreement to operate within the full terms and conditions of this contractmust be signed and returned to the client Capital Region Tourism. The agreementdocumentation should be attached to the correspondence from the client invitingyou to tender or provide a quotation for tourism services.OTHER CONDITIONSIntellectual Property and CopyrightAll databases and other materials including data, developed in connection with thiscontract will be the property of ECTN.On termination of the contract the contractor will be required to make availableto ECTN or to a third party nominated in writing by ECTN, all database informationin an electronic format (disk, digital file, etc) suitable for transfer to anappropriate database. If so requested the contractor shall provide a hard copy ofthe same database information.

All materials, including reports, press releases, address lists, visit sheets,computer programmes and database provided or developed in connection with thiscontract are the property of ECTN and are not to be used in any other connection,without the prior permission of ECTN who may recall them at any time.All design and artwork, copy, scans and other materials prepared by or for thecontractor for use, or intended use, in relation to the performance of this contractwill be assigned to and shall vest in ECTN absolutely, and must not be used in anyother connection by the successful bidder without their express writtenpermission.ComplianceContract bidders must provide proof that they are registered under the terms ofthe Data Protection Act and comply with health and safety regulations,environmental legislation and ethical best practice.Client LiaisonInitial liaison will be through Peter Cole but ECTN may appoint a lead officerand/or working group to oversee the contract. The methodology should includeliaison with this nominated contact.

APPENDIX:FORM OF TENDERName of Supplier/Tenderer …………………………………………………….Date ………………………….Tender for: ECTN Website 2013To: ECTN c/o Capital Region TourismI have read and examined the tender documentation for the above andhereby offer to execute and complete the services identified in accordancewith the Conditions of Contract for the sum of:(words)……………………………………………………………………………………………………………………………………………………………………………………(Euros) ………………………………………………………..(Excluding VAT)Dated this……………….……day of…………………………….2013Signature …………………………………………………….………….Name in Capitals……………………………………………………..…For and on behalf of (full name & address of supplier)…………………………………………………………………………….…………………………………………………………………………….