VISION 2020 (UK) Ltd Board of Trustees

Meeting 7

Matters Arising 5.1.15 (14/01/14)

Request for Quotation (RFQ) – Website Development

1. LetterGeneral RequirementsQuotations are invited for the provision of website development for VISION 2020 (UK) Ltd. The requirements for VISION 2020 (UK) Ltd are defined in the Specification, which is attached at Annex A. Please complete and return your proposal by [date to be agreed].

Purpose of this Request for QuotationThe purpose of this RFQ is to provide VISION 2020 (UK) Ltd with comparative, competitive quotations based on today's costs for the purposes of budget management, and to identify our preferred supplier moving forward. This will ensure that we are receiving value for money. It is not guaranteed that any contract will be awarded to you as a result of this process.

InstructionsThis document provides information to all bidders who are responding to the VISION 2020 (UK) Ltd website developer RFQ.

Any queries, should be addressed to:

Matt Broom m.broom@vision2020uk.org.uk

VISION 2020 (UK) Ltd will not be liable for any costs you incur in the preparation or submission of your quotation, or for those which arise out of any consequential presentation etc, requested by VISION 2020 (UK) Ltd.

This RFQ does not commit VISION 2020 (UK) Ltd. to any specific course of action. The issuance of this RFQ does not bind VISION 2020 (UK) Ltd to accept any proposal, in whole or in part. All information provided by VISION 2020 (UK) Ltd must be treated as “Commercial in Confidence” by yourselves; you must not disclose this to a third party without the prior written permission of VISION 2020 (UK) Ltd.

The copyright in all or any material enclosed or otherwise submitted belongs to VISION 2020 (UK) Ltd and must be treated as confidential and cannot be used for any other purpose other than the response to this RFQ. Ownership of all materials remains with VISION 2020 (UK) Ltd. Information submitted by any potential supplier will be considered and treated as confidential by VISION 2020 (UK) Ltd, and any consultants acting on their behalf.

Yours faithfully,

Matt Broom UK Operations ManagerVISION 2020 (UK) Ltd.

Annex A

2. BackgroundAbout VISION 2020 UK and UK Vision StrategyVISION 2020 UK

VISION 2020 (UK) Ltd (Registered Charity Number 1146746) is an umbrella organisation which facilitates greater collaboration and co-operation between organisations within the UK, which focus on vision impairment and operate on a national, regional and international basis.

VISION 2020 (UK) Ltd is a supporting member of the VISION 2020 Global Initiative.

The objectives of VISION 2020 (UK) Ltd are: To prevent avoidable blindness To improve the quality of services to vision impaired people To improve the training available to professionals providing advice and

services in relation to eye health, research and service provision To improve communication between organisations within the eye

health sector To improve the availability of information to vision impaired people in a

format that is best for the individual To ensure that the voices of the vision impaired are heard when

planning services at both local and national level and their opinions sought on key issues affecting their lives

To raise public awareness of the issues and problems relating to sight loss

In addition to the above, VISION 2020 (UK) Ltd will seek to provide a unified response on key issues affecting people with sight loss and to provide eye health and sight loss sector representatives for consultation groups, working parties and project groups.

VISION 2020 UK has an organisational membership scheme and hosts a number of specialist committees on key issues of importance to the eye health and sight loss sector. As a result VISION 2020 UK hosts a number of micro sites including:

- VISION 2020 UK member only area microsite. Members receive a monthly newsletter and supporters receive a weekly news alert.

- Rehabilitation Workers Professional Network is hosted by VISION 2020 UK and is a closed site for members only

- An initiative of VISION 2020 UK’s called UK Vision Strategy (more details about this below).

All of these websites will need to be included in the website redevelopment.

UK Vision Strategy

Further to this is the UK Vision Strategy which is a VISION 2020 UK initiative led by RNIB and has a micro site on the VISION 2020 (UK) Ltd website. This will need to be considered as part of the website redevelopment process.

The UK Vision Strategy seeks a major transformation in the UK’s eye health, eye care and sight loss services. The Strategy is a cross-sector initiative, uniting all those in the UK who want to take action on issues relating to vision.

History of the UK Vision Strategy

The UK Vision Strategy was launched in 2008 in response to the World Health Assembly Resolution of 2003 which urged the development and implementation of plans to tackle vision impairment, now known as VISION 2020 plans. It reflects the objectives of the World Health Organisation’s action plan as well as wider policies, including United Nations Conventions and World Health Organisation initiatives on the rights of children and persons with disabilities.

The UK Vision Strategy was developed in 2008 following a comprehensive consultation process with over 650 organisations and individuals and sets a strategic framework for improvement to the UK’s eye health and outcomes for people with sight loss. 

Strategic outcomes:

Three strategic outcome areas are identified as follows:

1. Improving the eye health of the people of the UK

Five-year aim: To raise awareness and understanding of eye health among the public, including those people most at risk of eye disease, to allow every individual to develop personal responsibility for eye health and to achieve maximum eye health for all. To raise awareness of eye health among health and social care practitioners, and to ensure the early detection of sight loss and prevention where possible.

2. Eliminating avoidable sight loss and delivering excellent support for people with sight loss

Five-year aim: To improve the coordination, integration, reach and effectiveness of eye health services, and services and support for those people with permanent sight loss.

3. Inclusion, participation and independence for people with sight loss

Five-year aim: To improve the attitudes, awareness and actions of service providers, employers and the public towards people with sight loss and to remove significant barriers to inclusion, so that people with sight loss can exercise independence, control and choice. To achieve improved compliance with disability discrimination legislation.

3. Existing siteThe existing site was designed over 10 years ago, primarily as a bespoke member database with full accessibility rather than a ‘shop front’ for a leading eye health and sight loss sector umbrella organisation.

VISION 2020 UK recognises that the current site no longer meet its organisational needs. In various sessions with staff and key stakeholders it has become clear that the site does not adequately demonstrate what VISION 2020 UK does, its ambition and its values.

The site doesn’t cater for the needs of the key audiences or facilitate them finding the information they need in a timely manner. The pages are long and text heavy. The site has few images and doesn’t feel people-centred. The huge amount of content has forced the section pages into lists which are not user friendly.

In addition the site is not functionally rich. The member access sections do not meet the needs of their users and there is little social media integration.

The site does not currently represent the standard or quality of the services and the staff of VISION 2020 UK and UK Vision Strategy.

4. Moving ForwardsThe aims for the new website are to:

Turn VISION 2020 UK and UK Vision Strategy into the first port of call for organisations and professionals working in the eye health sector or with people affected by sight loss

Clearly demonstrate what VISION 2020 UK and UK Vision Strategy does and how they are connected

Provide relevant information, tools and guidance to organisations and professionals across the eye health and sight loss sector

Inspire companies and organisations to support VISION 2020 UK by becoming members to drive the UK Vision Strategy forward and to attend events.

Engage and inspire health care providers and health care professionals to use the tools and guidance provided by VISION 2020 UK and UK Vision Strategy to ensure eye health and sight loss is prioritised by the NHS.

4.1 Objectives

Turn VISION 2020 UK and UK Vision Strategy into the first port of call for organisations and professionals working in the eye health sector or with people affected by sight loss:

Ensure the new website design clearly demonstrates the work VISION 2020 UK and UK Vision Strategy does and its value to our range of stakeholders

Make the site and the information it holds easy to find Make the sign up process for both the VISION 2020 UK and UK Vision

Strategy e-newsletters as easy as possible Link all online, offline and social media communications together Make the site the central hub for eye health and sight loss by

providing external links to other information and services for all stakeholders

Clearly demonstrate what VISION 2020 UK and UK Vision Strategy does: Provide a quick and obvious path to information, resources and events

calendar information based on audience needs Create audience specific areas of the website that clearly meet the

needs of key audiences Incorporate brand messages into the new design and content

Provide relevant information, tools and guidance to organisations and professionals across the eye health and sight loss sector:

Clearly demonstrate the information, support and resources VISION 2020 UK and UK Vision Strategy provides

Provide direction to local and central support Offer appropriate services

Inspire companies and organisations to support VISION 2020 UK by becoming members to drive the UK Vision Strategy forward and to attend events:

Use positive stories, images and case studies to demonstrate the importance and value of the VISION 2020 UK’s work

Provide strong clear directions about how you can become a member and the benefits of this

Enable the booking process for events such as VISION 2020 UK and UK Vision Strategy’s flagship event, Vision UK to be as easy as possible including booking via the VISION 2020 UK website. A Vision UK conference microsite could be considered as part of the redevelopment process

Engage and inspire health care providers and health care professionals to use the tools and guidance provided by VISION 2020 UK and UK Vision Strategy to ensure eye health and sight loss is prioritised by the NHS:

Ensure health care provider and health care professional information is clearly signposted and easily accessible

Make sure navigation is clear and quick in guiding them to the right resources and services

5. URLs and SEM5.1 SitesThe VISION 2020 UK primary website is held at www.vision2020uk.org.uk

A microsite is hosted within the site for UK Vision Strategy at:www.vision2020uk.org.uk/ukvisionstrategy. The content of the UK Vision Strategy site will also be transferred as part of this upgrade process. The new primary domain for this site will be www.ukvisionstrategy.org.uk (currently registered).

The following domain names have been registered by the UK Vision Strategy:www.ukvisionstrategy.org.ukwww.visionuk.org.uk (the VISION 2020 UK and UK Vision Strategy flagship conference)www.ukvisionstrategy.co.uk

Other independent social media websites are held at:https://twitter.com/VISION2020UKhttp://www.facebook.com/vision2020ukVISION 2020 UK group on Linkedinhttps://twitter.com/UK_Visionhttp://www.youtube.com/user/ukvisionstrategyUK Vision Strategy group on Linkedin

5.2 CMSThe CMS must be easy to use, have built in WYSIWYG (what you see is what you get) editing, publication management and user rights management. We also require that the CMS can accommodate the insertion of HTML and inline CSS directly within the editor. VISION 2020

UK expects the delivery of a modern, usable and scalable system with a range of standard features including:

Flexibility Scalable and robust enough to add new features and sites in the

future Allows VISION 2020 UK and UK Vision Strategy staff to manage all

areas of the site including pages, sections, adding widgets, social media integration, media etc.

Allows template changes to be made without necessitating a complete rebuild

Multiple sites and e-commerce function (for events) - managed from one central CMS

Template management - CSS driven site where it is simple and efficient to make global design changes

Content Syndication – Content shared over multiple pages and sites Searching - comprehensive site-search tool, which should comprise

the following:o Simple keyword searches - Basic, one word searchingo Detailed searches - Precise multiple word searchingo Fuzzy searches - To overcome spelling and typographical

errorso Tag searching - Clustering techniques where similar documents

can be grouped togethero Attribute searches - Such as author, date written, or any other

meta-data associated with the documento Summary results - Abstract of the document able to be

reviewed before accessing the full version Page version control, roll-back, auto-archiving, page expiry & live

dates, link checking, and editorial workflow management tools Tagging. The ability to tag content by subject, audience, content,

region etc to enable relevant and related content to be served to specific audiences.

5.3 AccessibilityVISION 2020 UK and UK Vision Strategy is committed to delivering World Wide Web Consortium (W3C) standards as recommend in their Website Content Accessibility Guidelines (WCAG) version 1.0 and aiming for Double AA compliance. All sites must adhere to all accessibility frameworks (eg: W3C & WAI accessibility guidelines).

The site must be structured so that blind and partially sighted people can use specialist software such as screen readers that read aloud the content of a web site and screen magnifiers to enlarge the content on the screen. A

key requirement is for all images on the site to include a suitable alternative text description.

All forms produced by the CMS must also be accessible and will be tested by service users.

The site must be accessible and usable across the full range of browsers and mobile platforms. The CMS system must also so be fully accessible for blind and partially sighted members of staff and volunteers to use.

5.4 UsabilityIt is critical that users find the site easy to navigate and understand.

Note: During website development we plan to use some of our service users and stakeholders to help with usability and accessibility testing. Please consider this when planning timings and when considering website design and layout.

5.5 Mobile platformsThe site must have a responsive theme and be fully viewable through the current standard mobile technologies including iphones, BlackBerry, Android, ipads and other smartphones/technology.

5.6 Search Engine Optimisation, Registration and Marketing (SEO, SER, SEM)/Web standardsVISION 2020 UK and UK Vision Strategy is looking for a CMS which can help manage the SEO of the site via meta tags and keywords. The site must be highly optimised and the CMS must generate clean mark-up with a content bias. The new CMS will need to actively support and promote best practice SEO and keyword marketing. It is important that VISION 2020 UK and UK Vision Strategy comes high up in search engine rankings.

We expect to be able to set keywords, titles and descriptions for all pages or to choose to have the meta tags cascade through the section. The website should be built in line with W3C web standards aiming to achieve 100 per cent validation.

5.7 AnalysisThe site must be fully accessible for Google Analytics. It is also important that the analytics trail follows through into the payment processing for events so that VISION 2020 UK and UK Vision Strategy can see where users leave the process.

5.8 HostingVISION 2020 UK and UK Vision Strategy is not tied to a hosting provider and will therefore be interested in details of any recommended or preferred

hosting partners. It is a requirement that the hosting environment of the site is under the complete ownership/management of VISION 2020 UK and UK Vision Strategy.

6. AudiencesPrimary Audiences

VISION 2020 UK member organisations/UK Vision Strategy partners which include:- Eye Health and Sight Loss organisations including local, national

and international not for profits and charities- Medical colleges and their members- Employers- Transport and technology providers- Health care providers (HCPs)

Government Decision makers including Ministers and ministerial teams

Secondary Audiences Health care professionals Patients, their families and friends MPs, MEP’s, Local Authorities and other decision makers Corporates Trusts Researchers, Academics, students Staff/Trustees Potential Staff Media

Primary Audience ProfileCurrently VISION 2020 UK and UK Vision Strategy’s key strategic audiences break down into various groups, although it is important to recognise that many potential supporters will be in several groups. It is essential to remember that people interact with the organisation in many different ways and that they must not be forced into silos according to the way the organisation is structured.

7. Content and Navigation7.1 Main NavigationThe biggest challenge for this project is management of a large amount of content, a wide range of information and audiences.

We would therefore like to consider, and discuss with the successful agency, options for signposting audiences in a radical way which begins the segmentation from the home/landing page. For example, we could divide

VISION 2020 UK website and UK Vision Strategy’s micro site audiences clearly into two areas; those searching for information/guidance relevant to their area of work and those wanting to get involved (become a member/attend an event).

At the same time we need to show VISION 2020 UK and UK Vision Strategy as vibrant and active organisations/initiatives. We will therefore want news, Facebook and twitter feeds, strong imagery and video content to show the interactive and human side of the organisation.

Standard options such as ‘About Us’ and ‘Contact details’ need to be available, but are not the dominant content and can be relegated to less influential positions on the page.

Header to include: Enews sign up Search Facebook and twitter links

Footer to include: T&C/privacy statement Contact Us Charity Registration No etc

7.2 Internal site navigation and contentThe internal navigation will naturally flow from decisions made about the home/landing page and may reflect the initial choice of the audience.

It is essential that the CMS allows URL masking/redirects to facilitate deep linking.

Much of the content of the current site can be moved over: VISION 2020 UK and UK Vision Strategy will be undertaking an information architecture/content review.

7.3 Information ArchitectureIn addition to receiving a positive impression of VISION 2020 UK and UK Vision Strategy, each audience is looking for specific information. This is an area which will need considerable work and development over the coming months.

As an outline, however, it is useful to think about the reasons or questions each audience might have when they use the site: Why have they come to the site? What do they want?

VISION 2020 UK members

Potential new members/supporters to VISION 2020 UK/ UK Vision Strategy What does VISION 2020 UK/ UK Vision Strategy do? How can they help? Can I get help from them? Need to access existing information quickly Need to know about changes or new services How can I become a VISION 2020 UK member or UK Vision Strategy

Partner?

Current VISION 2020 UK members How do I sign up to the newsletter? How do I find out about upcoming events? How do I find out about the VISION 2020 UK special interest groups? How can I promote my organisation/events to VISION 2020 UK

members? Need to access existing information quickly Need to know about changes or new services

Government Decision makers including Ministers and ministerial teams What are the big issues affecting blind and partially sighted people? Why is eye health important? What is the latest policy from the eye health and sight loss sector? Who are the main organisations working in the eye health and sight loss

sector? Where do I find out the latest statistics and research

Secondary AudiencesHealth care professionals What does VISION 2020 UK and UK Vision Strategy offer me? What information/resources/research does it have? What would I find useful for me/my patients?

Patients (VISION 2020 UK/UK Vision Strategy needs to signpost to key partners)Undiagnosed Might I have an eye condition? What should I do? Can I talk to somebody? What will happen to me?

Worried well/At risk How do I reduce my chances of getting an eye condition?

How do I make sure I spot the signs of an eye condition early?

Newly diagnosed What have I been told and what does it mean? What services can I get? What help and support can I get? Can I talk to somebody? What will happen to me? What are my drugs, what do they do, how do they interact? How do I cope, what can I do, how do I do things (eg make the bed)?

Family/Carers What have I been told and what does it mean? What services can I get? What help and support can I get? Can I talk to somebody?

MPs, MEP’s, Local Authorities and other decision makers What are the big issues affecting blind and partially sighted people? Why should eye health be a priority for my local area? Who are the main organisations working in the eye health and sight loss

sector both nationally and in my local area? Where do I find out the latest statistics and research?

Corporates What does VISION 2020 UK/ UK Vision Strategy do? How can we work together? Need to access existing information quickly Need to know about changes or new services

Researchers, Academics, students What research does VISION 2020 UK and UK Vision Strategy have? What do they offer researchers?

Potential Staff What does VISION 2020 UK/ UK Vision Strategy do? What’s it like to work for them? What vacancies have they currently got or how to keep informed about

future vacancies?

Media What does VISION 2020 UK/ UK Vision Strategy do? How can they help? Need to access existing information quickly

Need to know about changes or new services What are the big issues affecting blind and partially sighted people? Where do I find out the latest statistics and research

8. FunctionalitySite Furniture

Search Breadcrumbs Print version Enews sign up Contact Us Share This

Other requirements: Content tagging to allow auto-generation of thematic areas by tag Content rating/did you find this useful? (used to improve search results) Social Media integration with RSS, Facebook, Twitter, Youtube feeds,

Picassa or Flickr Video and podcasts Social Network “tagging” – eg digg-it etc Webinars Listing or Calendar of events and meetings Event booking which is fully accessible Mapping – groups, events, services Postcode lookup Credit and debit card processing / Direct debit collection Forms, surveys, questionnaires Feedback forms Members area for VISION 2020 UK members/newsletter subscribers Contact us Email Intelligent FAQ – ie search using questions

8.1 IntegrationVISION 2020 UK and UK Vision Strategy will need to integrate data management across the new website and the CRM system.

It is particularly important that data capture from various sign up forms, donations and e-commerce transactions can be passed back to the CRM for offline data management, audience understanding and segmentation.

8.2 BlogsVISION 2020 UK and UK Vision Strategy would like to be able to integrate blog style content within the site to allow us to display a human face and to regularly push case studies and success stories. This could be a section

within the site with the ability to push certain posts to display on the homepage to give a dynamic feel to the site.

9. DesignThe design of this site is an exciting challenge needing comprehensive understanding of signposting, routes through the site and user journeys.

Key to the design is routing the audiences to the information they require and we would expect both top-level menus and homepage signposting for key information.

VISION 2020 UK and UK Vision Strategy brand materials will be provided for the design.

The overall tone of the site should be: Professional Expert Accurate, current, relevant, easy to understand Easy to use Bright/Engaging/Innovative Uncluttered/White space

10. Financial Please prepare a budget and timescale for the development of the

website. Keep accounts on project following successful appointment.

Break down of costs Development and testing of new website. Safe and secure transfer of data. Hosting and transfer of the website. Ongoing support package and training for staff/volunteers.

Terms and Conditions

The agency selected shall: Ensure that prior written consent is in place from VISION 2020 (UK)

Ltd for any expenditure, and ensure that all invoices are addressed and sent electronically direct to VISION 2020 (UK) Ltd for payment.

Not in any way use the VISION 2020 (UK) Ltd name and logo without our prior written consent and shall ensure that all records of such use are provided to the Client

Not deviate from the agreed budget without the prior written consent of VISION 2020 UK Ltd

Confidentiality

Ensure that all details transmitted to the Agency by VISION 2020 (UK) Ltd shall be kept in the strictest confidence

Apply applicable laws and statutes in relation to the development of the website

Not advertise without the prior written consent of VISION 2020 (UK) Ltd any aspect of this agreement or any area of work relating to it

Not to use the VISION 2020 (UK) Ltd brand in any way without the prior written consent of VISION 2020 (UK) Ltd

General notes

VISION 2020 (UK) Ltd. terms of payment for fee invoices are 30 days from date of receipt of invoices

All responses must contain the following information:

COMMERCIAL QUESTIONNAIRE

The following Commercial Questionnaire is designed to satisfy VISION 2020 (UK) Ltd that you can carry out this work efficiently and cost-effectively.

For inclusion in the RFQ evaluation process it is mandatory that you respond to all of the following questions. Responses should be precise with reference to accompanying literature kept to a minimum.

If you consider that any question is not relevant to the way you intend to operate, please say so, and give a brief explanation.

1. COMPANY DETAILS

1.1 Please provide details of the company or organisation, indicating full address, telephone number, fax number, e-mail contact information, VAT registration number (where applicable) and a contact name.

1.2 If part of a parent company, group, etc give full details as per 1.1 above.

1.3 How many employees work directly for your company or organisation in the supply of services for which you are tendering?

1.4 What other services do you provide?

1.5 What percentage of your turnover relates to the particular services for which you are quoting?

2. PERIOD OF TRADING

2.1 How long have you been established in business?

2.2 How long have you been supplying the particular services for which you are tendering?

2.3 If part of a group, etc, how long have they been established?

3. SUB-CONTRACTORS

3.1 Do you intend to use sub-contractors for the performance of any of the services specified in the Request for Quotation? If so: -

3.2 To whom would you sub-contract and what functions would they perform? If you intend to use sub contractors, you must provide full names, addresses of any and all and (where applicable) VAT registration numbers.

4. INSURANCE

Please list the amount of insurance cover held, and provide copy certification, in respect of each of the following:

Employers Liability Insurance Public Liability Insurance Professional Indemnity Insurance Product Liability

5. EXISTING CLIENT REFERENCES

Please give details of similar services provided to other customers within the public and private sector below, in doing so you are giving VISION 2020 (UK) Ltd. permission to contact this reference.

Compiled by Matt Broom and Katherine Raven, April 2014.