Project Development of Website with Partner Portal and On-Line Payment Functionality

Company name Avanite Limited

Date of Issue 18th June 2018

Reference Code GH51078

Email for Return of Complete Responses

Francesco.Giarletta@avanite.com

Submission Deadline 5pm on the 2nd July 2018

REQUEST FOR QUOTATION

SPECIFICATION

1 | P a g eGH28 – v3.0

April 18

Any questions about the procurement should be submitted by e-mail to the email address indicated at the front of this document.

2 | P a g eGH28 – v3.0

April 18

BACKGROUND TO CHESHIRE & WARRINGTON GRANT PROGRAMME

The project outlined in this Request for Quotation will be part funded by the Cheshire & Warrington Grant Programme.

The grant programme is designed to support businesses in identifying and achieving their growth potential through the provision of up to 35% contribution towards the cost of projects across a wide spectrum of business disciplines.

The specification below relates to a project which may be part funded by the Cheshire & Warrington Local Enterprise Partnership and the European Regional Development fund. However, this will have no impact on the contractual relationship between the business letting this contract and the successful supplier.

Please note, response to this submission is at the sole cost of the supplier and is not an offer of employment.

Further information can be found at http://candwgrowthhub.co.uk/grants

PLEASE NOTE: ALL CORESPONDENCE REGARDING THIS PROCUREMENT SHOULD BE DIRECTED TOWARDS THE CONTRACTING BUSINESS.

BACKGROUND TO ORGANISATION & REQUIREMENTS OF THE BRIEF

Company Background

We provide cutting-edge software to anyone that is serious about a great quality end-user experience for computing and virtualization. As the world of business is changing to more cloud and internet based, Avanite ensures that users and businesses continue to work seamlessly and efficiently, maintaining a great user experience whilst minimising expenditure. In 2017 we developed a new web data management software product that is unique in the market place and as a result there are scalable opportunities for our business on the back of this product.

Web data control hits a very real problem that faces many businesses today, though many of them are unaware of the extent of the issue, or that there is a solution available. Our software has evolved from a product geared at improving user experience by reducing the amount of web data generated by Microsoft web browsers to a more complete solution, addressing other common Windows browsers (Chrome and Firefox) and bringing in intelligence to further understand data and protect against potential attacks to the business.

Being the first to bring this solution to the market it is imperative that our business is able to promote our software globally. We have already made some global sales but we need to enhance our online presence to extend our reach in a global market.

3 | P a g eGH28 – v3.0

April 18

Requirements of the Brief

Introduction

Avanite Limited is in need of a new company website to align with how the business is evolving and to ensure complicity with data protection regulations. The current website is unsatisfactory and difficult to maintain and current messaging is targeted to technical individuals. Whilst the product is technically led this leaves non-technical visitors confused as to what Avanite do.

General Requirements

1. Branding

Avanite is rapidly becoming recognised as leaders in their field and the website should help to establish the brand. The logo and name are strong and the colours should be reflected throughout the site. Designs and layouts should be agreed early on allowing us to tailor collateral accordingly.

2. Cross browser functionality

The website should render correctly in all Windows browsers (Internet Explorer, Microsoft Edge, Chrome and Firefox). This should also extend to mobile browsers where many people will visit for updates to pages such as blogs and events. Content on many pages will be constantly updated and so the design of the website must cater for this.

3. GDPR

Many of the aspects of the website are to do with personal data such as email addresses. It is essential that guidelines under GDPR are followed and that the website is fully compliant with privacy and security regulations.

4. Cookies and tracking/advertising

As a business we see software which actively targets web data and in particular any cookies used and their functionality. No cookies should be implemented which will send tracking or advertising data to any third parties. Analytical cookies for our own use for the websites is accepted. Care must be taken with any third-party plugin that may be used.

5. Support

Quotations for ongoing support of the site should be included. We would expect to manage all collateral on the site ourselves.

Functionality

1. Partner Portal

Avanite is very much a partner led business with the majority of sales being driven through them. As such we require a partner portal to be assist both them and us. The portal must have the following functionality. It is crucial that the following are limited by partner and no other partner can view any of this information.

a) The ability to set up and manage user

It is envisaged that when partners sign up to the business they will be supplied with a generic company login to the website. User this login the partner should be able to login and set up their

4 | P a g eGH28 – v3.0

April 18

own users for the company. Only users with email addresses from the partner domain should be registered to ensure there is no data leakage to other partners.

This should integrate with our CRM system (currently Hubspot – www.hubspot.com). All accounts created in the portal should also be created within our CRM system – ideally this should be the only database of users of the portal.

b) The ability for a user to register a deal

Users should have the ability to register a new deal via a pre-defined form. All fields within the form should be completed prior to submitting the form. This should again have integration to our CRM system and automatically create the deal and notify sales staff within Avanite.

c) The ability to view deals

The partner should have the ability to view any open deals they have with us currently – information should be limited to – deal name / customer / date opened / deal status. This information should all be taken from our CRM system

d) Document area

An area where we can put information which is specific to the partner – such as NFR licenses, partner agreements.

There is also a requirement for generic collateral that should be available to all partners – this should be divided into three main sections – Sales / Marketing / Technical. Content will be fluid and so some form of control panel is required to allow non-technical staff the ability to manage the content on these pages. Mock layouts of these pages will be essential.

2. Download Area

Visitors to the site must be able to download the software. For this they must:

a) Ensure they have registered and must login.b) Before they first download the software they will have to view some collateral to help them through

their evaluation – at this time it is envisaged that this will be in video format. They should only be able to skip if they have watched it once.

c) Integration with our CRM system is essential – ideally it should for the database of users for the website with all authentication data being held in the CRM system.

3. Blogs / News

Avanite is the only vendor to offer this solution today and as such we want to establish ourselves not just as market leaders, but as thought leaders and key people of influence in this area. As such we wish to have a high degree of returning visitors. We need to incorporate a blogs page which we can easily manage and update. This should have all the functionality of a standard blog such as search abilities. Users do not have to login to access the blog pages but should log in to post comments on blog posts. This will begin to establish a community and should be kept separate from sales contacts and we envisage the audience to be made up of mostly technical people.

The news page will have more general information about what is happening in the world of Avanite. This will be less technical that the blogs page and would attract both technical and non-technical audiences. We do not foresee the need to have visitors add comments to articles on the news page.

5 | P a g eGH28 – v3.0

April 18

4. Events

Avanite is heavily investing into events and corporate trade shows and require a page to inform visitors of what is coming. There should be an integrated calendar allowing people to book time with us and see availability of people. We would also want to post pictures and other documents post event. This content needs to be managed by non-technical staff and as such some sort of Control Panel will be essential.

5. Collateral / Documentation / Resources

Collateral may be in the form of documents, videos of other media. This will change fairly frequently as the software develops and also as we produce new case studies etc. This will be the main document management area and needs to address both technical and non-technical visitors. We must have a control panel to allow easy management of content by non-technical staff who have no knowledge of html.

6. Partners / Alliances / Customers

Avanite is primarily a channel led business with most sales coming via our partners. Visitors should be able to view and search for partners by both name and location. We require the ability to add partners to the page as they are onboarded.

Alliances with other vendors and customers will be a showcase area and will mbe added to as more relationships are formed.

7. Chatbot

Although one of the key drivers for the site is automation we also recognise that visitors may want to discuss things further with someone or may need further help. We would like to employ a chatbot on the site. This should have the ability to give automated answers and AI is desirable. Additionally live chat should be a feature where a member of the Avanite team can directly communicate with a visitor live.

8. E-Commerce

Visitors to the site should be allowed to purchase our software online. Avanite currently have no facility for accepting credit card payments so it is envisaged that this will be done via a third party. We would like this to integrate with our accounting system (Xero) where invoices will be automatically raised and sent out to the customer. Notification of the purchase will be required to Avanite staff. Any third part used must be GDPR compliant and must not deliver tracking or advertising cookies to the visitor.

Budget

Our budget for this project is £20,000.

Expected Start Date

We would like the project to commence in July 2018.

6 | P a g eGH28 – v3.0

April 18

SUPPLIER RESPONSE SECTION

Information Only

Company Name

Contact Name

Contact Telephone Number

E-mail address:

Web Address

Please attach Curriculum Vitae, Organisational Background and Case Studies to support proposal.

Scored Response – Quality

This is a minimum threshold Question – See Evaluation Criteria in Appendix IHow would you meet the needs of the tender as described in the section titled ‘Requirements of the Brief’. Available Marks: 10

Project Delivery

INSERT NARRATIVE to clearly demonstrate how you meet the requirements of brief as set out above. (Max 1,500 words).

Project Delivery Plan

Please complete the following project delivery plan outlining the key stages of the project, timescales and costs

Project Milestone Time Required

Expected Completion Date

Total Cost for this activity

1. No of Days

2.

ADD MORE ROWS IF REQUIRED

7 | P a g eGH28 – v3.0

April 18

Total Cost £

Payment Terms

Please insert your preferred payment terms using the following table as guidance.

Payment When Amount

1. On completion of INSERT TEXT £

2. On completion of INSERT TEXT £

3. On completion of INSERT TEXT £

Please note:

All prices quoted shall be exclusive of Value Added Tax (VAT). All prices quoted shall be fixed and firm and shall apply for the full duration of the contract. Following that period, any requests for price changes must be accompanied by a written

summary and supported by evidence to justify the proposed price change. No quantity or continuity of work is guaranteed to successful suppliers and this should be

taken into account when completing the Pricing Schedule. Any daily rate indicated in the Schedule of Rates is for an 8 hour working day, during a

normal working week (Monday to Friday). A half day is therefore considered as 4hrs. All costs are deemed to include expenses and any other on-cost.

8 | P a g eGH28 – v3.0

April 18

APPENDIX IINSTRUCTIONS FOR COMPLETIONCompleted questionnaires should be submitted in electronic format and emailed to the email address given at the front of this document by the due date as outlined in Deadline for Response in the Timescales section.

Any application received after the Deadline for Response shall not be opened or considered. We may, however, in our own absolute discretion extend the Deadline and in such circumstances we will notify all applicants of any change.

You should answer all questions as accurately and concisely as possible.

Where a question is not relevant to your organisation, please state N/A (not applicable) and include a brief explanation if required. Questions must be answered in English and submitted either in Microsoft Word readable format or Adobe Acrobat PDF.

Responses will be evaluated in accordance with the criteria set out in Appendix 1. In the event that none of the responses are deemed satisfactory, we reserve the right to consider alternative procurement options.

Failure to provide the required information, make a satisfactory response to any question, or supply documentation referred to in responses, within the specified timescale, may mean that you will be excluded from further participation in the procurement.

NO CONTRACTNo information contained in this specification or in any communication made between ourselves and any supplier in connection with this specification shall be relied upon as constituting a contract, agreement or representation that any contract shall be offered in accordance with this specification. We reserve the right, subject to the appropriate procurement regulations, to change without notice the basis of, or the procedures for, the competitive tendering process. We reserve the right to terminate the process at any time. Under no circumstances shall ourselves incur any liability in respect of this specification or any supporting documentation.

SUPPLIER SELECTIONThe overall evaluation process will be conducted in a fair and equitable manner, so that we are able to consider the value for money of each proposal. This means that we may seek clarification of an application from any and all applicants; different clarification/information may be sought from different applicants.

Once we have reached a decision in respect of an award, we will notify all applicants of our decision. As this is below the OJEU financial threshold for light touch regime procurements, we do not intend to provide for a standstill period before entering into the contract.

9 | P a g eGH28 – v3.0

April 18

Any attempt by applicants to influence the contract award process in any way may result in the applicant being disqualified. Specifically, applicants shall not directly or indirectly at any time:

Devise or amend the content of their application in accordance with any agreement or arrangement with any other person (other than in good faith with a person who is a proposed partner, supplier, consortium member or provider of finance.)

Enter into any agreement or arrangement with any other person as to the form or content of any other application, or offer to pay any sum of money or valuable consideration to any person to effect changes to the form or content of any other application.

Enter into any agreement or arrangement with any other person that has the effect of prohibiting or excluding that person from submitting an application.

Canvass us or any of employees or agents in relation to this tender. Attempt to obtain information from any of our employees, agents or our advisors concerning

another application.

QUERIES ABOUT THE PROCUREMENTAny questions about the procurement should be submitted by e-mail to the email address indicated at the front of this document.

If we consider any question or request for clarification to be of such significance that all potential suppliers who have responded should be made aware of it, both the query and the response will be communicated to them, in a suitably anonymous form either by email or on the website/publication on which the tender was advertised.

All responses received and any communication from service providers will be treated in confidence.

10 | P a g eGH28 – v3.0

April 18

EVALUATION CRITERIAProposal significantly exceeds requirements and offers value added and additional services that will enhance significantly the service

10 marks

Proposal exceeds requirement. Demonstrated by clear, detailed information and unequivocal evidence

7.5 Marks

Proposal meets the minimum requirements. Evidence is fairly clear and convincing; minor reservations in one or more key areas

5.0 Marks

Proposal significantly fails to meet the requirements. In virtually all areas there is a lack of convincing evidence which casts serious doubt about the ability to meet requirements.

2.5 Marks

Responses scoring 0 will be deemed to have failed to demonstrate the minimum level of quality and will be disqualified.

0 Marks

Prior to evaluating Tenders, we will carry out an initial review of each Tender to confirm completeness and compliance with the Tender Requirements and may, at its discretion, reject a Tender which is incomplete and / or non-compliant. The following pre-evaluation process will be undertaken:

Compliance Check Stage: to confirm completeness and compliance with the Tender Requirements. We may, at our discretion, reject a Tender which is incomplete or non-compliant. Please note the word count and any text above the word count will not be assessed.

Quality Assessment Score: The quality assessment section will be assessed against the criteria set out below and each tender will be awarded a score based on their ability to demonstrate their ability to meet the tender requirements. Responses scoring below 5 in the quality assessment will be deemed to have failed to demonstrate the minimum level of quality and will be disqualified.

Tender Price Score: This is calculated using the formula shown below and a score will be awarded which reflects the cost quoted relative to the other tenders received.

Evaluation Stage: We will then determine the winning tender by comparing the total scores for both the quality assessment and pricing sections.

PRICEIn evaluating the price of tenders, the lowest price will be awarded full marks and each other proposal will be awarded a score based on the percentage difference from the lowest price, according the formula below;

Supplier A :Lowest BidSupplier B :Under consideration

×Marks Available=Marks Awarded ¿Supplier B

See worked example below.

Supplier A :£ 4,000Supplier B : £6,000

×10=6.67

11 | P a g eGH28 – v3.0

April 18

If the price seems abnormally low, further explanation as to the low price may be sought and evaluation of whether the quote is considered economically viable will be made.

12 | P a g eGH28 – v3.0

April 18