BID FOR WEBSITE Page 1 of 14 REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF A SERVICE PROVIDER TO DESIGN, DEVELOP, IMPLEMENT AND MAINTAIN THE WEBSITE & DIGITAL PLATFORMS Bid No. NWC2023/02 Bid Description Proposals for the appointment of a service provider to design, develop, implement, and maintain the NWC2023 website & digital platforms Contact Person/s: Technical reference: Terms of Name: Ms Reabetswe Mpete Email address: tenders@nwc2023.org.za Bid Procedures: Name: Mrs. Blanche de la Guerre Email address: blanche@nwc2023.org.za Closing time and date for bid Time and Date: 17:00 25 February 2022 – send to tenders@nwc2023.org.za Condition Bids received after the closing time and date will not to be accepted for consideration. BID FOR WEBSITE Page 2 of 14 1. INTRODUCTION Netball World Cup 2023 seeks to appoint a service provider to service provider to, design, develop, implement, and maintain the website & digital platforms. Key to note is that the appointed service provider will be expected to conceptualise, develop, design, implement and mana ge or maintain the following products: • Multiple internet platforms (inclusive of micro - sites) • NWC2023 intranet platform • Search engine optimization • eCommerce 2. BACKGROUND AND PURPOSE South Africa and Netball South Africa will be hosting the Netball World Cup in 2023 in Cape Town. The successful bidder will need to redesign and redevelop the website resulting in interactive and user f riendly site for spectators, and the intranet for teams to access. Key to understanding what is required is the need to review what is currently utilised in the form of website A review of these existing platforms - merits discussions. 2.1 Current Website Platforms Netball World Cup 2023 (NWC2023) curr ently has 1 active website domain. The website www.nwc2023.org.za Key insights noted in the current website mandate the need to highlight website functionalities which don’t feature in the current website and ne ed to be incorporated into the updated website include some of the following: • Responsive web design or multiple platforms design is vital. • The NWC2023 website should be mobile friendly and adjust layout accordingly depending on the device it is being accessed on, it should adapt to the smaller screen size on tablet or mobile phone. • Integrate follow and share functionalities to enable users to share o r forward content to their social media platforms. • The website should integrate webinar and live streaming functionalities. • The website should integrate electronic newsletter in a flipping eBook format • The eNewsletter should be downloadable in PDF format, user should be able to zoom in or out to adjust the font size and newsletter should be mailable with functionalities allowing for commenting to the posted content of the latest newsletter • Allow for e - newsletter signu p/registration. The subscription should utilize spam prevention measures i.e. Use I am not a robot checkbox to minimize spam. Once the user submits the subscription request, the user must receive an email conformation for verification before the subscripti on process can be activated. • Integration of Artificial Intelligence and Machine Learning functionalities – i.e. Chabot to simulate a conversation (or a chat) with a user. BID FOR WEBSITE Page 3 of 14 • Include POP UPs dialogue box to announce important info formation on the home page - not excluding any enquiries’ AI’s of “His can we help you?” • Interactive Timeline to support visually rich displays of information i.e. To showcase activations, ‘Countdown’ etc. • Website to be in English • Over the period of 1 year and 9 months active websit e that will become a dormant site after the world cup • An engaging FAQ and Answers thereof to be displayed on the home page in an interactive manner. • Integrate online services such as Job applications and or purchase of merchandises and ticketing portal through the ecommerce portal and into the systematic layout and functionality of the websites. • A Media page with registration and access to content availed for post events content material activated with agility post events hosted by the NWC2023 and or its stakeholders (media statements, media releases, media invitations, gallery of pictures and videos for media to use) • Even more important is aligning our website platform with such an offering to enable fast and efficient means of addressing online q ueries. The provision of this platform will be ideal in serving a two - pronged role of providing: Services of engagements on enquiries via the phone system Linking the system of responses to enquires using an FAQ system deployed to the internet digital pl atforms as well It is against these identified challenges and a listing of what is envisaged to harness the digital strategy for NWC2023 that the submission of request for seeking and appointing a services provider is being requested. The bidders to thi s TOR’s must reflect on the above fully when reverting with their proposa l 3. OBJECTIVES OF BRIEF NWC2023 seeks the services of a service provider who will ensure that NWC2023 delivers to 5 - pronged objectives intended to respond to the TOR’s as follows: • Objective 1: To develop digital platforms promoting the Netball World Cup 2023 and the build up events leading to the World Cup (website, intranet, social media) • Objective 2: To curate digital content (generic videos, animated infographics) promoting the 5 departmental branches aimed at strengthening social cohesion and nation building through their programmes • Objective 3 : To develop a n online ecommerce portal with ability to pay via EFT, PayPal or credit card • Objective 4 : To design/procure systematic platform for managing social media feeds between NWC2023 and its stakeholders. • Objective 5: To enable timeous responses through engagement strategy that is deployed to manage all digital platforms and enquires and feeding back where necessary to internal team. In the provision of the deliverables expected of, bidders’ proposals must showcase how they will respond to each of these objectives line with the expected deliverables. BID FOR WEBSITE Page 4 of 14 It is against these set objectives that the scope and task directives of the deliverables of the TOR’s of this bid is next outlined. 4. SCOPE AND TASK DIREC TIVES OF DELIVERY OF SERVICES Bidders must revert with a proposal responding to the project scope of the TOR’s. The project scope covers the following deliverables: • Deliverable 1: Design, development of and mainte n ance the NWC2023 Internet platform • Deli verable 2: Design, development of and maint enance of an archive platform • Deliverable 3: Design, develop, implement NWC2023 Intranet platform • Deliverable 4 : Design, develop and implement ticketing and merchandise ecommerce platform • Deliverable 5 : Design, develop live newsfeed and streaming A review of each of the scope’s deliverables merits discussion. 4.1 Deliverable 1: Design, development and maintain the DSAC Internet platform Bidders are asked to revert with a proposal (structure, design of look and feel as well as costs) which showcases how the NWC2023 website meets the following mandate: • E nsuring access of information to the public in a timely and easily accessible manner • Uses 4IR solutions to provide live streaming • D emonstrat es th e campaigns and projects done in the build up to the World Cup • Merges seamlessly with the NWC2023 social media platforms (Facebook, Twitter, Instagram, TikTok, You T ube, LinkedIn). • Provides operational system for ensuring that there is timeous responses to queries on all social media platforms. 4.1.1. Design and Functional Requirements of the Websites The following must form part of the proposal in outlining the functionalities co nsidered towards the design and development of all websites for both Deliverable 1 and 2: • Archive On - Demand Content System: Developing a system for archiving new and old content - articles; videos (including YouTube videos page profiling), photo gallery o f events’ activities; news content and other bulletin boards’ content. • Browser C ompatibility: the website platforms created should have downloading speed compatib ility with all major browsers (Internet Explorer, Safari, Firefox, Chrome, Opera) as well as any other browsers affiliated with searching for online content inclusive of accommodating those viewing from remote places with low connection. • Engagement Apps: tool s such as RSS feeds, Blogs, Chats, Bots, Podcasts, polls, surveys, subscriptions, discussion forums, countdown timer, events calendar, Google analytics, print, email, convert to PDF, uploading of media: including images, sound and video clips, pop - up banne rs on landing and other related pages to announce important information and drive image slideshows, run competitions as well as surveys. • Registration and Database Management: functionality for registering of public and competing teams for specific throug h the new updates and the intranet hub for competing teams and in accordance with PAIA management of database for use in future events - so as to drive mobilisation strategies of specific events with smarter cohesion as well as online system manage commun ication with participants on distribution of any further content (inclusive of apparel or toolkit to be collateral specially for sport and recreation related activities). BID FOR WEBSITE Page 5 of 14 • Maintenance of NWC2023 Website Platform: ensure in the proposal outline of who will be the assigned personnel dedicated for ensuring maintenance of the websites and to also highlight the identified areas to be regularly maintained alongside commitment of the specific turn - around times of ensuring needed maintenance of these specific area s of the website platforms. • Media User registration and database management: functionality for registering media houses and individual media personnel to drive media engagement smartly through a designated database which will ensure seamless delivery of c ontent to the media fraternity. • Newsletter Engagement Platform: The website should cater for uploading of periodic electronic newsletter capability whose viewing compatibility enables signup/registration for receiving the newsletters; electronic flipping of pages in eBook format; zooming into their content as a pdf format as well downloading/emailing content as PDF with others via sharing platforms of WhatsApp, Email and Social Media platforms. • E - book Reading Platform: The websit e should cater for development of a platform for uploading of ebooks/reports which the department owns or wishes to promote as well as enable the interaction in signing up to the reading of these ebooks for regular interaction plus reading tools of highlighting/underlining/copying of aspects of content; flipping through pages as well as citing - referencing of the related literature. This will become a necessity as we promote the various programmes and or events related to the buildup to the Netball World Cup. • Online Form & Database Applications Activation: F unctionality for ensuring built - in capability of applicants to tenders and v acancies to be completed online post registering on the relevant platforms accordingly so as to upload and submit relevant documents that will be managed and authorised through the admin area by the project team of that fund or application project. • Responsive web design: design and development of the digital platforms must ensure that mobile adjusting layouts accordingly depending on the devices through which our digital content is being accessed from to ensure “ mobile first ” approach and adherence to World Wide Web Consortium Standards (W3C). • Search Engine Optimisation: proposal should include how the NWC2023 website will grow in audience reach through a developed SEO strategy of identified key words so as to drive growth of digital platforms in reach and impact from major search engines as well. • Search tool Functionality: aligned to the SEO strategy proposed - there must be a functionality on the NWC2023 platforms to enable all pages and related content of NWC2023 platforms (including NWC2023 social media pages) to be easily accessible through s earching keywords and or related phrases, content type, date etc. • Site Statistics/Management Reporting: Proposal to include ideation of platform for providing measurement metrics periodically for the digital conversations resulting from engagements with NWC2023 website as well as the social media platforms linked with NWC2023 and more importantly the measurement of reaction to content on principals and or messengers so as to respond aptly on digital reputation and crisis management matters. • Site navigat ion and information architecture: proposal to showcase a clear visual hierarchy of NWC2023 website information, not only in the menu system but also in the whole site structure thus the adoption of best practice in website technology and relevant technolo gical advancements to the benefit of users. BID FOR WEBSITE Page 6 of 14 • Social Media i Integration: ensure integration with all major social media channels (Facebook, Twitter, Instagram, TikTok , You Tube, LinkedIn feeds) on the home page, as well as latest YouTube video ensuring visibility of up - to - date feed of the content from the social media platforms. • Web Navigation Interface: layout of the sites should give users access to all the desired information at a glance whilst being interactive, appealing, and highly user - friendly. • Webinar Activations’ & Registrations on website functionality allowing registering, posting of webinars as well as enabling posting of responses during these live forum discussions with jam session capabilities, webinar (live streaming events that allow for online Q&A) and make session or webinar replay which you can watch at any time. • Visually impaired Friendly Site: ensure that the design and functionality of the content and sites endeavours to be friendly to the visually impaired in look and tonality of choice of colours and images used alongside animation thereof. 4.2 Deliverable 2: Design, development of and mai ntenance of an archive platform NWC2023 would like an archiving platform that will be shared with its stakeholders i.e. World Netball and Netball South Africa. As part of the revamping of the website it is important that all data collected is a rchive d th e following is mandate d : • ensuring access of information to the public in a timely and easily accessible manner • Uses 4IR solutions to provide distinct content in amplifying its services and virtual content • Data collection and functional archiving of all data collected • Factors the functionalities cited above under deliverable 1 in terms of design, development and alignment of functionalities to this si te too. 4.3 Deliverable 3: Design, develop, implement NWC2023 Intranet platform The NWC2023 Intranet is intended to be used as a tool for providing timely content to all internal stakeholders. It is also intended to provide access as an information hub for all relevant archived content for which internal stakeholder need access to. Bidders are asked to revert with route to curate an intranet platform which endeavours to provide some of the following ( please note that detailed submission of exact content will be availed upon appointment of successful service provider): • Profile of th e Netball Wor ld Cup 2023 event • Communication platform for driving NWC2023 alerts timeously on announcements emailed to registered competing teams and World Netball Congress members • Promotion of event and update on guides • Provide an information hub which provides update s on accommodation bookings, arrivals and departure platform, • Seamless transfer to accreditation system for registration 4.4 Deliverable 4: Design, develop and implement ticketing and merchandise ecommerce platform BID FOR WEBSITE Page 7 of 14 Bidders are asked to revert with a proposal for the development and implementation of an ecommerce platform • The sale of NWC2023 merchandise with an EFT/PAYPAL etc. offering • Develop a mico - site for the sale of tickets 4.5 Design, develop live newsfeed and streaming Bidders are asked to revert with a proposal for promotion and utilisation of NWC2023 livestreaming of results and newsfeed content using the following platforms: • Develop content plan with the marketing department • Driving growth and traffic to the newsfeed. 5. BRIEFING REQUIREMENTS Service providers wishing to respond to the bid will be given the opportunity to attend a virtual bidding session to be held as follows: Date: Time: Details Contact Person: The need to adhere to COVID19 regulations and mitigate any opportunities of exposure for all in attendance as well as for those working in these buildings underpins the route proposed for the virtual briefing session. 6. SERVICE DELIVERY PRESCRIPTS BY APPOINTED SERVICE PROVIDER App ointed service provider will be expected to: • Develop a project action plan outlining scope of work and timelines of milestones for delivery in response to all the 5 deliverables • Work with the different departments and meet regular on issues concerning implementation of the project action plan in as far as presenting status of milestones of deliverables expected • Understand the agility and urgency of project ’ s completion and working conditions befitting such agility and urgency in as far as meetings and delivery of scope is concerned. • Turn - around efficiency and resources for delivery of services via social distance and COVID19 hygiene requirements adherence. • Understand that the complete website of NWC2023 and intrane t must be live by 1 March 2022. 7. FINANCIAL ARRANGEMENTS The following financial arrangements must be borne in mind by bidders wishing to submit proposals: • The service provider must reach the maximum ceiling price to be charged for the full contract. • The service provider demonstrate in a detailed budget hoe the total amount was reached. • The service provider should include VAT in the quotation. BID FOR WEBSITE Page 8 of 14 • The service provider should be aware that NWC2023 only pays after the service have been rendered. • Pa yment will be made by NWC2023 through EFT. • Payment will be made by the Netball World Cup 2023 after the service provider has submitted an invoice - terms of payments can be discussed to align for month submissions of invoice in line with the delivery of a 1 year and 9 months term contract • The service provider should be aware that after the appointm ent, NWC2023 official will liaise with the respective company regarding all matters concerning the project. 8. SUPPORTING REFERENCES TO BE FURNISHED The following information should be included in the application: • Proof of previous work in being appoin ted to design, develop, and complete a project for delivery of internet websites at least 3 testimonial letters outlining scope of work (with pictures), contact persons and projects where work was done. • Proof of previous work in being appointed to design, develop, and complete a project for delivery of intranet websites including at least 3 testimonial letters outlining scope of work (with pictures), contact persons and projects where work was done. • Proof of previous work in running of digital marketing of campaigns or digital marketing activations for brands/organisations and or entities at least 3 testimonial letters outlining scope of work (with pictures), contact persons and projects where work was done. • Proof/Outline of detailed list of employment of hu man capital - in terms of personnel to be assigned to deliver the work at hand from AE’s to Designers, to Web Developers, to Animators along with CV’s/bio’s profiling of each of the teams in as far as experience, qualifications and highlights of expertise regarding projects handled so as to give credibility of competency to execute the work as the management team managing the project. • A detailed proposal in response to the bid in line with the deliverables set above in section 4 and showcasing how the propo sal responds to the set objectives • A detailed budget in response to the proposal submitted showcasing how the proposal will be costed b in line with the deliverables set above in section 4 and the set objectives • Proposal of electronically designed/executed mock - ups of response to the bid in as far as the design of the website/s (intranet, internet, and example of micro - site treatment) • Outline company track record with digital marketing experience - from building and maintaining websites to implementing cam paigns of a digital nature - showcasing credibility of experience, expertise in the human capital of the team and the projects handles to give POE of competency in delivering to the job. • Outline company track record with ecommerce and online sales. 9. EVALUATION STAGES 9.1 The bid evaluation process consists of several stages that are applicable as defined in the table below: Stage Description Applicable for this bid Stage 1 Initial screening process to check compliance with bid requirements. Yes Stage 2 Functionality requirement evaluation. Yes BID FOR WEBSITE Page 9 of 14 Stage 3 Price and BBBEE evaluation. Yes 9.1.1 Stage 1: Verification of service provider (s) compliance with bid requirements and initial screening process. 9 .1.2 Stage 2: The Technical proposal will be evaluated out of 100 points with a threshold of 70 points. Bidders that score less than minimum of 70 points will be disqualified. Bidders must score a minimum of 70 or more points to qualify for further evaluation on price and preference points. 9.1.3 Stage 3: Bids will then be evaluated in accordance with the prescripts o f the Preferential Procurement Policy Framework Act (PPPFA) and the associated Preferential Procurement Regulations of 2017, which stipulate a 80/20 preference point system is applicable up to a rand value of R50 million (all applicable taxes included). • The following criteria will be used in particular as the criteria for appointment, apart from those laid down in the Preferential Procurement Regulations, 2017, pertaining to the Preferential Procurement Policy Framework Act 5 of 2000. • Where BBBEE poi nts are claimed, a valid certified copy of BBBEE certificate or original must be attached. Only SANAS accredited certificates will be taken into consideration, sworn affidavits or BBBEE certificate issued by CIPC (EME or QSE) must be valid at the time of t he closing of the tender. • The points for this bid are allocated as follows: No Components Poin ts 1. Price 80 2. Preferential points: BBBEE 20 Total 100 • For purposes of comparison and in order to ensure meaningful evaluation, bidders are requested to furnish detailed information in substantiation of compliance to the evaluation criteria mentioned above. 10. EVALUATION CRITERIA The bidders will be evaluated based on the following criteria: BID FOR WEBSITE Page 10 of 14 CRITERIA WEIGHT VALUE RATING TOTAL 10.1 Quality of Proposal The bidder must demonstrate an understanding of the TOR focusing on the scope of work and expected outcomes and deliverables by submitting a detailed proposal inclusive of a work plan / action plan for the website and related digital platforms tender project as well as respond to all the stipulated requirements furnished section 4 which outlines scope & task directives. Key to this submission must be a demonstration of how the objectives of t his tender brief are being met through the submitted proposal for all deliverables’ platforms i.e. Internet, intranet, WhatsApp, digital marketing campaign) 30 0 - 6 = Poor 6 - 12=below average 12 - 18= average 18 - 24= above average 24 - 30= good 10.2 Experience of the bidders in developing website/s, intranet/s, ecommerce & hosting of Digital Marketing campaign s/ archiving Bidder’s experience in completing / delivering similar work successfully in the last 36 months as supported by submission of reference letters ( Internet, intranet, ecommerce & hosting digital marketing campaign). Submission thereof assessed as follows: 1 letter of contract successfully delivered = Poor 2 letters of contracts successfully delivered = Below average 3 letters of contracts successfully delivered = Average 4 letters contracts successfully delivered = Above average 5 letters of contracts s uccessfully delivered and above = Good 30 0 - 6 = Poor 6 - 12=below average 12 - 18= average 18 - 24= above average 24 - 30= good BID FOR WEBSITE Page 11 of 14 10.3 Company Evidence of Management of Digital Projects The project leader and company are expected to have successfully managed a minimum of 1 similar work project (of all deliverables namely - internet, intranet, WhatsApp, Digit al marketing campaign) in the last 36 months - as evidenced in the following: Supply of pictur es and write - up of work delivered i.e. evidence / reports of similar work completed recently ( of all deliverables namely - Internet, intranet, website, WhatsApp, marketing camp aign) , explanation & screen shots of the deliverables. Supply of operational management and CV’s/Bios outlining years of experience, qualifications and expertise in delivering the aforesaid projects (of all deliverables namely - internet, intranet, website, marketing campaign) by the management team on board. Account Managed must highlight all deliverables: Internet, intranet, website, WhatsApp, digital marketing campaign). 0 Account managed and implemented = 0 1 - 2 Accounts managed and implemented = 5 3 - 4 Accounts managed and implemented =10 5 - 6 Accounts managed and implemented = 15 7+ Accounts managed and implemented = 20 20 0 - 4 = Poor 5 - 8=below average 9 - 12=average 13 - 16= above average 16 - 20= good 10 .4 Project Team Infrastructure BID FOR WEBSITE Page 12 of 14 The project leader must demonstrate access to human capital infrastructure to be used in delivery of services (employed or sub - contracted) - as follows: Hierarchy of operational and management team Supply of CV’s/Bios outlining years of experience, qualifications and expertis e in delivering the aforesaid projects (of all deliverables namely - internet, intranet, website, marketing campaign) by the management team on board. Operational team’s CV’s must showcase proof of project management in all 5 key areas: Internet, Intranet, WhatsApp, digital marketing campaign). Experience in 0 key areas managed and implemented = 0 Experience in 1 key area managed and implemented = 4 Experience in 2 key areas managed and implemented = 8 Exp erience in 3 key areas managed and implemented = 12 Experience in 4 key areas managed and implem ented = 16 Experience in 5 key areas managed and implemented = 20 20 0 - 4 = Poor 5 - 8=below average 9 - 12=average 13 - 16= above average 16 - 20= g ood 1 1. BID REQUIREMENTS 1 1.1 The following is required of bidders and should be submitted to the department as part of the bid submission: 1 1.1.1 Company profile. 1 1.1.2 All Bidders must be registered on the National Treasury central database (CSD) and attach a copy of the most recent report to the tender document. BID FOR WEBSITE Page 13 of 14 10.1.3 The Original Valid Tax Clearance Certificate. In terms of the PPPFA and its Regulatio ns, the Department is unable to award a contract to a company whose tax affairs are not in order as determined by SARS. 1 1.1.4 Where BBBEE points are claimed, valid original or certified copy of BBBEE certificate or must be submitted. Only SANAS accredited certificates will be taken into consideration, sworn affidavits or BBBEE certificate issued by CIPC (EME or QSE) must be valid at the time of the closing of the tender. Failure to submit a valid B - BBEE certificate will result in zero preference points be ing awarded for B - BBEE. 1 1. 1.5 Company registration documents (Proof of ownership/ shareholding certificate) if applicable. 1 1.1.6 Original Certified Company Resolution or Letter of authority or Letter of appointment authorizing the signatory of the Entity to sign the contract with the Department 1 1.1.7 Certified ID copies of the project team and company shareholders. 1 1.1.8 Valid contact details including e - mail address. 1 1.1.9 CVs of all involved. 1 1.1.10 Reference should be provided, as well as an indication of experience with similar projects in line with section 7. 1 1.1.11 Bidders are requested to provide one original copy of the bid documents and 5 copies of all documents. 1 1.1.12 Companies, who registered for VAT, should include VAT on their cos ting. 12 CONTRACTUAL ARRANGEMENT The service provider is required to enter into a Service Level Agreement with the Department of Sport, Arts and Culture to perform all functions as set out in the project Specification or Terms of Reference and National Treasury General Conditions of Contract of 2010. 13. FINANCIAL IMPLICATIONS • Payments will be done as per the Service Level Agreement • The service provider/s should provide a detailed cost breakdown of the work to be undertaken as outlined in pa ragraph 6. • The service provider should provide rates should additional work be required. 14 TIME - FRAME 1 year and 8 months 15 SUPPLIER DUE DILIGENCE The State reserves the right to conduct supplier due diligence prior to final award or at any time during the contract period. Bidders must note that, NWC2023 will conduct verification on the information submitted and any misrepresentation will result in an automatic disqualification. 16. Bidders can also add their technical suggestions/enhancemen ts to ensure that the site is in line with modern day preferences and suggestions/solutions on hosting and backups BID FOR WEBSITE Page 14 of 14 1 7 SUBMISSION OF BIDS DOCUMENTS 1 7 .1 Bidders should email their documents tenders@nwc2023.org.za and time will not be considered. 1 7. 2 All correspondence to bidders will be communicated in writing. 1 8 ENQUIRIES Enquiries may be directed to the following persons: For Bid Enquiries: Reabetswe Mpete Email: tenders@nwc2023.org.za Project Manager