Page 1 of 13 Website Development Brief 1 About us • Organisation’s mission statement • Services/products offered • History of the organisation 2 E-business vision and objectives • What is its vision? • What are its objectives? Page 2 of 13 3 What are the intended deliverables of the e-business plan? Section 3 -Target Audiences Be as specific as possible about who the target audiences are. Provide as accurate a breakdown of the demographics as possible, eg gender, age groups, location (state, national, international, rural, city), interests. Provide some assessment as to their likely experience using the Internet. 4 Section 4 -Project Management Explain the management structure -who are the decision-makers, their respective roles, internal decision-making procedures. Detail your expectations re project meetings: • how frequently the project team is to meet with the developers • the agenda for those meetings • what is expected of the developers by way of reports • how proceedings are to be recorded • how disputes are to be resolved. • • Project Schedule Specify the deliverables and milestones • Specify your timeframe and any stages you specifically require in the development process. 5 Background to the Project Provide any relevant history to the project and/or the organisation that would assist developers to understand people and content sensitivities, schedule, design, aims of the organisation etc. 6 Content • content scope – how many words, images, maps, minutes of video, audio etc • content type -eg text, photos, audio, and their current format -eg digitised, hard copy • provide an information design map showing all headings and sub-headings to be used in the site and how they relate to each other. • How is the content to be maintained after the launch eg via a content management system, third-party editor eg Macromedia’s Dreamweaver or Microsoft’s Frontpage? 7 Functionality Identify the functional elements that are to be included in the site. Describe in as much detail as possible how you envisage each function will work from the user’s perspective. Page 3 of 13 Include what results or information you want and what tracking you want to be able to do when users access that functional element. For example, for each online form stipulate how many fields of information, what information is sought, to whom in the organisation the information supplied is to be sent and in what format -as an email or a comma delimited file that can be imported into a spreadsheet, or is it to go automatically to a database or other program? 8 Graphic and Navigation Design • Describe the corporate identity – does it need to complement the organisation’s existing branding (logo, font, colours) or is it purposely different? • Detail your design criteria and provide URLs of sites you like the look of. • Navigation -specify how you want people to be able to move through the site Specify accessibility requirements eg issued World Wide Web Consortium -www.w3c.org 9 Databases (if applicable) Are users of the site to “talk” to your organisation’s database(s)? If so, outline: • whether there is a need for instant links to keep the database up-to-date instantaneously or if periodic (eg daily/weekly) updating is sufficient • what restrictions are required for access to your database(s) and what level of security is required • how often you expect users to access the database(s) and how many at any one time (estimate) – eg if the site is to accompany an exhibition, when do you anticipate greatest access to the site? Page 4 of 13 10 E-Commerce (if applicable) Do you want users to be able to purchase products and/or services via this site? If so, be specific about: • the products and services which are to be offered online • the payment processes which are appropriate -eg instantaneous via a secure online payment solution or users to provide credit card details with their order, leaving the organisation to process the order and payment manually • the fulfilment details – how you are going to ensure supply and how the product or service is to be delivered • how and where the terms and conditions of purchase (returns, refunds policy, disclaimers etc) are to be displayed to users. 11 General Technical Issues • Speed – the optimum speed and any special factors that may impact on it. • Hosting and Web Server arrangements – are you doing it or an ISP? • Usage monitoring and reporting requirements. • State the need for the solution to comply with industry standardsMiscellaneous -explain any restrictions you think will limit the target audience’s capacity to access the Internet -eg rural clients with limited access speed and capacity. 12 Testing and Revision • What is to be tested and under what conditions? • Your respective roles and responsibilities • Over what period will testing take place? – at the beginning, during and/or just before launch? • Who pays for changes that are required as a result of feedback from the testing? 13 Training and documentation • documentation requirements – covering what and in what format eg online • training in use of maintenance system – how many people need to be trained and if there are nay special circumstances eg multiple locations? Page 5 of 13 14 Information to be provided by tenderers 15 Conditions of tendering Page 6 of 13 15.1 Required information Tenderers’ written responses are to provide, as a minimum, relevant information using the headings below and preferably in the order given: 15.1.1 Company information • Name of tenderer, Australian Business Number • Place of business and Postal address • Contact person’s name and title including telephone, fax number and email address • Provide the name and contact details of the tenderer’s principal accountant who may be asked to provide your organisation’s audited accounts for the past three years in order to verify financial viability. • Sub-contractor agreements -provide details of any agreement with any proposed sub-contractor. 15.1.2 Proposed team Provide details of each person who will work on this project – name, role, qualifications and relevant experience. 15.1.3 Explanation of proposed solutions There are four central solutions being sought: 1. the content management system 2. specific functionality 3. graphic design 4. hosting The XXXX would appreciate respondents addressing each of these aspects of the solutions being sought. With regard the CMS and specific functionality, please respond using the respective templates provided in the following pages. A Microsoft Word document containing these templates has been supplied to facilitate your response. Page 7 of 13 The Content Management System Please indicate the degree of compliance with a tick in the relevant column and provide explanation only if appropriate. Complie s Yes No Partial General feature – (from p.Error! Bookmark not defined.) Notes – if required compatible with the Microsoft environment MS Internet Explorer based and provide an interface that is easy to learn and use -ie WYSIWYG editing enable cost-effective and efficient migration of content from the current sites to the new site enable staff to create, edit and remove second and third level headings with automatic global updating of internal links enable content to be published efficiently to one or more sites – eg to an intranet and/or the website accessible via appropriate security measures (eg username and password) to authorised staff accessing the CMS from any location comply with (or facilitate same) relevant international standards including World Wide Web Consortium’s website accessibility guidelines automatically generate and re-generate a text-only version of the site comply with Australian Government website publishing standards – see http://www.agimo.gov.au/practice/mws widely used for websites of similar organisations robust, secure, scalable and flexible. Complie s Yes No Partial Specific features – (from p.Error! Bookmark not defined.) Notes – if required ability to manage CMS user accounts: assign access, restrict access to specific pages/sections, remove access, suspend access workflow approval for quality control purposes – with an email notification on/off option and a preview/staging area for checking prior to publishing provide audit trail of changes to pages (date, author) and a revert feature that returns the page to the state it was in at a particular time easy and intuitive management of documents held by the CMS eg all PDFs or images in a clearly defined resource area that is easy to manipulate automatic and manual internal link checking and external link checking -provide a list of internal and external links used in the site user documentation – this can be online ability to move, edit, delete or re-format contents on any page Page 8 of 13 Complie s Yes No Partial Specific features – (from p.Error! Bookmark not defined.) Notes – if required create new pages, delete pages, move pages spell checking and keyword replacement hide or display any page or menu item upload any standard file type eg. Word, Excel, PDF, mpeg upload and embed graphics and files (including rich media) optimise images for the Web eg auto adjust height and width dimensions, adjust quality and size (pixels) cut and paste text prepared in MS Word, unformatted text or HTML content to any page automatic date change on a page whenever a page is edited and published timed release and removal of pages and content eg news items, shop sale. online form builder with provision for creating help text for any field in the form – refer to page Error! Bookmark not defined. for details construct and manage password protected sections of the site eg for Members support of navigation via breadcrumbing discussion forum manager – create, edit, monitor discussion board(s) provision for providing multiple language versions of the site allow data entered into forms etc by users to be exported (eg a query in the Contact section) in CSV format and XML online form builder with provision for creating help text for any field in the form – refer to page Error! Bookmark not defined. for details construct and manage password protected sections of the site eg for Members support of navigation via breadcrumbing discussion forum manager – create, edit, monitor discussion board(s) provision for providing multiple language versions of the site allow data entered into forms etc by users to be exported (eg a query in the Contact section) in CSV format and XML search for word(s) on any page and for words within PDF's and Word documents Establish email subscription lists eg for DPC e-newsletter and a specific newsletter from the shop email subscription management – edit and monitor subscribers and create/edit email lists Page 9 of 13 Complie s Yes No Partial Specific features – (from p.Error! Bookmark not defined.) Notes – if required send bulk emails to all subscribers or select subscription groups (requires LDAP compatibility) facilitate compliance with the W3C website accessibility guidelines and those of the Commonwealth Government text only version of the site to be created and edited simultaneously with the creation/editing of the full version of the site automatically create an HTML version of PDF documents for website accessibility compliance. metadata support for AGLS, Dublin Core and user-defined metatags optimises the site for maximum search-engine visibility Complie s Yes No Partial Database – (from p.Error! Bookmark not defined.) Notes – if required is robust, scalable and flexible complies with international industry standards is interoperable with critical computer-based systems operated currently by the DPC has been used for similar projects involving the storage and retrieval of digital objects: text, still images, animations, sound and video provides a cost-effective alternative database to existing databases maintained by the DPC facilitates the provision of all functional, maintenance and design requirements as required by the DPC Please state and explain: • any additional functions or features offered by the proposed CMS beyond those requested that you believe will be of benefit to this project • the terms, conditions and cost of post-launch support of the CMS and of any associated licence agreement • the names of organisations in Australia using the proposed CMS and contact details of people within those organisations we may contact to enquire about the quality and appropriateness of the CMS. Page 10 of 13 15.1.4 Compliance – technical, accessibility and design Please state the degree to which your proposed solution complies with relevant international standards and Australian Government standards – technical, accessibility and design. Provide the URLs of websites you have developed that comply with these standards. 15.1.5 Proposed methodology and project management Provide details about your proposed methodology for undertaking this project and the project management system you will employ. Please provide details of your risk management policy and procedures. 15.1.6 Additional information and ideas Respondents are invited to propose additional or alternative elements and functionality to that which is stipulated as a minimum in this document. 15.1.7 Compliance with the Agreement Please specify the degree of compliance with the terms and conditions stated in the draft agreement. Provide details of any areas of non-compliance. 15.1.8 Client referees Provide the contact details of three client referees for whom the tenderer has developed similar websites and whom the evaluation committee is able to contact if required. Please provide a brief description of the web project relevant to each referee. 15.1.9 Litigation and legal Detail any prosecutions or legal actions taken by or against the tenderer. Detail any pending prosecutions or legal actions taken by or against the tenderer. Provide details of any investigation into the respondent, any subsidiary or affiliated body, whether in Australia or overseas, by the Australian Securities Commission or any other Government authority. 15.1.10 Fee and costs The following template is to be completed and included in submissions. It is designed to assist tenderers calculate their fee and to assist XXXX compare this aspect of all submissions. A fee range may be quoted for individual items and for the total, with an explanation given as to the rationale behind determining the minimum and maximum fee range. Page 11 of 13 15.1.11 Schedule of fees and costs Time from commencement to launch of the site -in weeks: Hourly rate for each team member $ per hour GST Total Team member #1: [insert name and role] Team member #2: [insert name and role] Team member #3: [insert name and role] Team member #4: [insert name and role] Team member #5: [insert name and role] etc Page 12 of 13 Fee/Cost Elements Fee /Cost GST Total Project Management Stage 1: Technical specification and Project Plan Stage 2: The development Provide, configure and commission CMS Graphic design and navigation design E-commerce/shopping cart solution Other features: eg survey analysis and reporting tool Stage 3 – Delivery and Deployment Testing Documentation Training (total of 4 hours <5 staff) Sub Totals First 12 months post launch Content Management System licence/warranty/support Hosting Other – Please specify TOTALS Post-launch support Hourly fee GST Total hrly fee Hourly fee for providing additional programming support (ie outside the scope of the project plan) as and when requested by XXXX post launch. Hourly fee for undertaking additional graphic design work (ie outside the scope of the project plan) as and when requested by XXXX post launch. Page 13 of 13 15.2 Conditions of tendering 15.2.1 Agreement The successful tenderer (the supplier) will be required to enter into a formal contract with the XXXX. 15.2.2 Ownership of tender documents All tender documents will become the property of XXXX on submission. XXXX may make copies of the tender documents for any purpose related to this project. 15.2.3 Tender validity period Offers shall remain open for acceptance for six months from the submission of the proposal. 15.2.4 Compliance, partial compliance or non-compliance The tenderer will be taken to agree or comply with all conditions of all parts of this document unless the tenderer specifies otherwise, giving reasons. 15.2.5 Tenderers to inform themselves Tenderers are responsible for taking all necessary steps to inform themselves of the client’s requirements, terms and conditions in regard to tendering for this project. 15.2.6 Tenderers to meet costs Tenderers are to meet all costs of responding to this Development Brief, including preparation, submission, lodgement and negotiation costs. 15.2.7 Acceptance of tenders • XXXX may accept the whole or part of a tender • XXXX does not necessarily accept the lowest priced tender or any tender • XXXX reserves the right to negotiate with any tenderer or to seek clarification of the contents of a tender from any tenderer • XXXX reserves the right to obtain any of the nominated products and services from any party, whether that party is a tenderer or not • nothing in this document, or in any tender, or both, shall be construed to create any binding contract (express or implied) between XXXX and any tenderer • XXXX reserves the right to stop or vary the tender process, or re-tender, at any time