Website Tender Specification:

Commercial in confidence not for publication

Invitation to develop: Police and Crime Commissioner Websites and associated digital media strategies

Background Currently policing in England and Wales is governed by 'Police Authorities'. A police authority is an independent body made up of local people who together with the Home Secretary and chief police officers are responsible for the management of policing in England and Wales.

What Changing?The Coalition Government introduced the Police Reform and Social Responsibility Bill which became an Act 15 September 2011. This Act included legislation that will see Police Authorities in England and Wales replaced with directly elected Police & Crime Commissioners (PCCs). It is anticipated that these newly formed offices of PCCs will be some of England and Wales most important public institutions.

41 PCC offices will formally come into effect 22 November 2012 following local public election of the PCCs on 15 November 2012.

The PCC will have the following key roles: Representing and engaging with communities; Setting priorities for the Force and preparing the annual Police and Crime Plan; Holding the Chief Constable to account; Setting the Force budget and setting the council tax precept; Appointing (and dismissing) the Chief Constable; Publishing an annual report stating how priorities and targets have been met, and other information

as specified by the Secretary of State to enable greater public awareness of police and crime performance in the area.

Since PCCs will be democratically elected individuals they will want to demonstrate to voters that they are delivering on the promises made as part of their manifesto. As such, public profile will be high and we need to ensure that our online solutions are not only engaging, creative, relevant and accessible; but that our digital tools enable coordinated communication and digital media strategies that engage, excite, inform and inspire key audiences about the PCCs.

For more information about PCCs see here.

Design flair, vision and innovation within the digital arena are critical to fulfil this brief as we want to be seen to be 'leading' within this new arena of work.

Description of contractThis procurement is being undertaken by Devon and Cornwall Police Authority as lead authority on behalf of the following organisations: (INSERT PA NAMES). At this time we are seeking to procure services in a way which enables those police authorities not currently named at this first stage; to participate after the initial procurement process.

The contract is offered into 2 lots:

Lot 1: Provision of xx PCC websites based upon a master IA specification which is then replicated, adapted and re-skinned to each PCC area following local discussion.

Lot 2: Provision of a 2 year hosting and maintenance contract

Lot 1: Website design & Implementation core requirements:

Plan, design and implement xx new websites with all work completed for launch October 2012 Use of an open source CMS for greater functionality Integration of a database management system Provision of SEO

The successful bidder will provide:

Web site development and Implementation Serviceso Work with PA project board to agree final Information Site architectureo Deliver Site structure wireframes for each PAo Deliver Page design and template creation for each PAo Deliver Technical implementation of siteso Deliver Online Design (User experience, Interface design, Brand origination and integration,

Web apps, Integration with all social media platforms) for each site

Supply of Content Management System (CMS)o Provision of a CMS for each PCC site o Installation of the CMS for each PCC site o Provision of CMS configuration services (Build and development, maintenance, Integration

with Facebook, Twitter, You Tube, Flickr, Surveygizmo) for each PCC site o Tracking and Analytics,

Supply of Database Management System (DMS)o Provision of a DMS for each PCC site o Installation of the DMS for each PCC site o Provision of DMS configuration services (online tracking of requests, FOI, forms, etc) for

each PCC site

Search Engine Optimisation o On/off Page Optimisation Techniques o The website should be accessible to search engine spiders and be coded with good on-page

search engine optimisation.o It should incorporate a search engine optimisation (SEO) so that the website ranking comes

high on search engines for Police and Crime Commissioners for each PCC site

Design and visual language development:o To develop a strong creative design and a visual language for the new PCC corporate

websites that utilises a user-centred approach to design and builds on the information architecture principles. The design should be extendible to accommodate the future migration of site functionality and content in the future;

o The visual language should support the site architecture and provide clear recommendations on the use of any palettes or image styles.

o Webpage designs: To develop the designs for the new PCC websites. These designs should comprise of page designs for each wireframe / CMS presentation template for each PCC site

oo Website design and style guideline: Once the new website has been implemented and

gone live, PCCs will need to carry out ongoing maintenance and support. The supplier will be required to develop a simple guidelines document to allow the PCC team to develop website content against a coherent set of guidelines.

Lot 2: A 2 year Hosting, Maintenance and Support services The agency will provide hosting, maintenance and support services including but not limited to:

Provision of a managed hosting environment in which the hosting provider owns and is responsible for the data centre, network, devices, operating system and application infrastructure components, providing a stable operating environment for the applications and where the customer's own IT organisation manages the applications and maintains full control over the applications infrastructure and business process.

Dedicated people managing our hosted environment Customised dedicated server configurations, fully managed 24/7/365

One hour hardware replacement or 100% data centre infrastructure uptime guarantee 100% network uptime guarantee

Hosting requirement opt out: HAPPY to remove this section and make hosting a fixed part of the contract but we could also provide this option if any PA want to host on their current server?Although this lot is being undertaken for the benefit of the following organisations (identified at xx), there is no obligation on them to commit to the hosting and support element of this tender.

If PAs choose to opt out of Lot 2 the hosting arrangements may not be in place in time for the initial build activities to take place. It is expected, therefore, that the initial template build, user set-up, file-store creation etc. will be carried out on supplier’s servers as an interim arrangement. When the initial build is complete for those PAs who opt for their own hosting solution, it will be transferred to their third party host of choice. From then on, all staging and live provision will be via the third party hosted server.

SCOPE OF SUPPLY

PCC Website general requirements (Plain English narrative): We see the PCC sites as 'transitional' offering an interactive experience for the user.

Visitor interactionsThis will be a public facing site. We want all visitors to be able to:

Personalise their visitor experience with relevant topics of interest Complete online surveys/mini polls provided via the use of survey gizmo plug in View video uploads and comment on them View photos/jpegs/pdfs/news/printed publications and comment on them Listen to podcasts View information- news, stories, links to other sites of interest and be alerted via RSS of updates See a calendar of events and then register attendance for focus groups/community engagement

events online Become a twitter follower/facebook fan Sign up to a secure database ( PA to own the data) with password reminder built in and resulting in

personal dashboard once logged in ( ability for admin to post personal messages via database segmentation)

Use online forms for FOI requests, complaints/compliments and track progress via secure log in Input, save and revisit online forms prior to submission ( such as recruitment and grant making

applications) The site must allow users to change their preferences:

o Background and/or foreground colourso Text AAA

All navigation must be accessible via the keyboard as well as the mouse/touchpad, using the UK Government access keys standard.

A hyperlink breadcrumb trail should be available above the page content. There must be a print-friendly version of each page. There should be a search field and sitemap. There should be the ability to translate the site into alternative languages. Functionality that will read the webpage/highlighted text/ PDF file Word document. Ability to save text to MP3 format for listening to offline. Ability to save video and audio clips to MP3 format. Pages on the website should have share links provided, so users can share content via Facebook,

Twitter email etc and to become a Facebook fan/ Twitter follower.

CMS Structure requirements:The content management system must be simple to use, incorporate a range of authorisation levels and the steps that users carry out in order to create, update, publish, add/ delete content and must be quick to undertake. The finished content management system must be fully documented in terms of administration, support and training. The site must have the capacity to cope with spikes in traffic where the site experiences unexpectedly high usage demands.

The site must be designed to afford a high degree of availability, resilience, performance and security.

There are a number of core characteristics and principles that underpin the web CMS requirements: Flexible, intuitive interfaces appropriate to the varying capabilities and needs of users Scalable, to allow for growth Extensible, to accommodate changing organisational needs Integrated workflow management to ensure quality in publishing Secure and resilient to prevent unauthorised access and ensure availability Compliance with established business strategies and policies including branding, copyright, privacy,

security, accessibility and Freedom of Information.

These are expanded upon throughout the requirements below:

Full content management system for seamless PA use by in house staff inclusive of: Creation of new secure pages using open templates The CMS design must be able to use interactive functions such as newsletters, RSS, alerting, email,

and text message functionality Ability to remove/update text Easy insertion of videos/embed YouTube content Easy insertion/upload of photos, pod-casts, documents from a media library Integrated Survey gizmo technology for survey/polls/linked to panel database and unique log in Version control and rollback Feeds plug ins from twitter/facebook Events calendar and registration Upload capability for YouTube/Flickr Moderated community tools like:

o o Discussion boards o o Web chats o o User generated content

Documents relating to the PCC need to be available in a searchable database on the website.  User reporting / analytics API support and integration with external systems Automated and collaborative workflows Online booking system (facilities and events) Site map Key Documents accessible in 2 clicks ( E.G. Equality scheme/Accessibility) Tracking and analytics functions: Activity on the site must be monitored using Google Analytics, the

analytics data available must include:o Tacking of outbound linkso Tracking of file downloads o The ability to include/exclude internal traffic from stats

Reporting of broken internal links The website should include a second tier 'log in area' to access private information incorporating a

range of authorisation levels Data submitted by the public to the website must be held securely ( SSL standard) The CMS should have the ability to be integrated with all main social media and other applications,

so an update on the main website is reflected in other applications (e.g. particularly Facebook, but also Twitter, news feeds, Google maps, calendar, blogging, polls, YouTube, Flickr, and other sites)

The CMS should include functionality for the basic colour scheme to be amended, should the PCC want to change the site’s appearance. The website will have the flexibility to reflect the potentially changing priorities of the PCC (e.g. changes to the appearance after the PCC is elected, e.g. new logo, style, and format).

The site should be accessible on smart phones and similar technology( mobile friendly) and accessible to WC3 internet standards;

A user-friendly content management system that incorporates a range of authorisation levels and allows the website to be as fully interactive as possible;

It is important that there is a 99% up time, a daily back up, and easy addition of further databases, where necessary.( PAs reserve the right to choose any web host provider of choice outside of this contract for services)

Database requirements:

Database- MS SQL server Ability for visitors to sign up for e-newsletters/alerts/E-consultation panels Password allocation/automatic password replacement system for forgotten passwords Contact, FOI and complaints integrated with database (record holding) and SSL security of holding

personal data Appointment booking form, calendar, registration Map - search by postcodes, districts, location Remembering visitor's preferences Online application/recruitment process Ability for admin to 'mine data' –E-marketing/visitors

Deliverables:Clear outline of how the information presented through the PCC sites will be organised within a database. This should include a data dictionary, database schema and database relationships

Code to standards, test with browsersYou should follow a progressive enhancement approach to developing websites to ensure that content is accessible to the widest possible number of browsers. This approach to web development works by building our site in layers:

Code semantic, standards-compliant (X)HTML Add a presentation layer using CSS Add rich user interactions with JavaScript

The guidance on minimum technical standards1 highlights the importance of developing websites to standards to ensure browser accessibility. The following guidance builds on that advice.

You must incorporate a DTD (Document Type Definition) for (X)HTML content. It is recommended that you use a strict DTD, however for legacy content or sites that import comments (e.g. blogs) it may be better to use transitional. All (X)HTML content must validate with respect to your chosen DTD.

You must use valid CSS for the presentational layer of your website including layout and styling. (X)HTML tables should only be used for presenting tables of data.

Code used for adding richness to the user interface (e.g. JavaScript, ActionScript) must be ECMAScript-compliant.

Functionality All code must degrade gracefully, if any aspect of the site relies on the latest features of new browsers, it should be coded in such a way that for older browsers and browsers where the user has disabled particular features, the basic content of the site is still displayed, albeit perhaps not with the same appearance.

The platform should provide the same functionality in all major web browsers: Internet Explorer 7+, Mozilla FireFox 3+, Safari 4+, and Google Chrome;

The system must be able to work with Windows ME, Windows XP, Vista, Windows 7, Beta 8 The platform should be capable of handling >1000 concurrent requests with a response time of

under 2 seconds per request; There must be a comprehensive website wide search function; Andriod Apple OS5 +

More information on browser testing

Minimum standards- Web Accessibility InitiativeThe accessibility of the site is of primary importance and the design should accommodate the abilities of a diverse range of users, for example the elderly, people who are disabled and users of assistive technologies such as screen reader software.

The site must achieve overall compliance with the Web Accessibility Initiative’s (WAI) guidelines, to priority 2 (AA) and conform to the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines 1.0. 1 Minimum technical standards (TG109) http://www.coi.gov.uk/guidance.php?page=176

Conformance to these Guidelines helps to make the Web more accessible to users with disabilities and benefits all users. The site should be fast, accessible, useable, consistent and search engine friendly and code must validate to the specifications set by the W3C.

The site must comply with UK Government open standards and the Code of Recommended Practice for Local Authorities on Data Transparency including database capabilities for linked data i.e. Sparql.

The site must be coded for all browsing platforms e.g. Windows, Mac, iOS, Android and browsers i.e. Internet Explorer, Firefox, Chrome, Safari, Opera and Meta data and retrieval (searching and retrieving) functions to be extensive and seamless;

The design should be responsive – planned around different screen sizes (e.g. mobile, iPad, 800x600, 1024 pixels+) with the components flowing and adapting accordingly.

The site should be optimised for accessibility via mobile devices as well as computers; the W3C’s Mobile Web Best Practice 1.0 guidelines must be consulted in order to ensure that mobile versions of the site are accessible and usable.

The core functionality of the site must still work if pictures, javascript, css or cookies are disabled.

In addition the site must have Text only versions of all pages; Ability to translate all or part of the website into a number of different languages; Facilities for invalid link detection Text AAA Browse-aloud software integration Sitemap Search box

DesignPolice Authorities will work closely with the web developers on the required design for the website, therefore the development must be undertaken in a way to ensure adequate scope for discussions, changes and testing to take place throughout the development lifecycle. In addition the CMS should include functionality for the page layout to be adapted, basic colour scheme to be amended and have the flexibility to reflect any agreed future brand that the incoming PCC may require (e.g. changes to the appearance after the PCC is elected, e.g. new logo, style, layout and format).

Technical briefThis document is divided into themed sections which describe at a high level the characteristics of ideal PCC corporate websites and the associated CMS that will be required to support them.

These are:

1. Content creation and publishing2. Personalisation3. Site features4. Security5. Hosting, Maintenance and Support services6. Legal Implications for Minimum standards- Web Accessibility Initiative

1. Content creation and publishing

Content authoringAn intuitive authoring environment to enable content editors to easily and effectively create and maintain content.

Cross browser based system, allowing remote access WYSIWYG editor producing valid, semantic (X) HTML prompts for authors to produce accessible content (e.g. compulsory alt attributes or declared null) Flexible interface, providing simple, easy to use tools for non‐technical staff, and richer, more

complex tools for power users

integrated spell‐check Image library: ability to import, search and manage images Basic image manipulation functionality required Document library: ability to import and manage document files, including Word, Excel, and PDF files Content re‐use: single source may be used in different context or made accessible to different

defined user groups Ability to import content from Microsoft Word and removes extraneous markup Ability to channel edited content into approval workflow while retaining published version until

approval Ability to view an accurate preview of content based on current template, styling and other editor

options Ability to tag and categorise all content User defined CSS – allow users with appropriate rights to over‐ride default styles Easy creation of multi‐page articles with integrated navigation Ability to create new navigation structures across the site or sections of the site Ability to schedule publishing and removal of content.

Content and user managementTo enable control of content from creation through approval and publishing to archive based on user rights and organisational processes.

Ability to define content management rights on an individual, role and group basis Ability to assign role or group rights to individual CMS users, including multiple roles or groups Strong workflow processes with email notification to relevant users at each stage of the content’s

life Strong review and escalation processes and reporting to ensure that content is regularly reviewed

by the content owner Versioning system including roll‐back and change highlighting Automatic locking of pages and assets during editing, plus provision of lock override function for

super users.

Content presentationThe output of content on PCCs websites, in a consistent manner, supporting flexible navigation and high levels of usability and accessibility.

Separate content from presentation to ensure the best possible presentation to diverse devices and user agents

Presentation of content using semantic, standards‐compliant (X)HTML conforming to the organisation’s accessibility policy

Use of cascading style sheets to control appearance on‐screen, for print and for other defined devices, including mobile/small‐screen devices

Page layout defined by a flexible template system, allowing users with the appropriate rights to create, edit and manage templates

Modular system desirable – i.e. the ability to add ad‐hoc content elements (e.g. summary panels for links, definitions, background info etc)

Metadata ‐ supports metadata requirements, automatically populating standard fields Ability to aggregate and present remote RSS feeds (e.g. news) use of readable, technology‐neutral URLs

Multi‐channel publishingAs well as publishing online as (X)HTML, there is requirement to publish some content via other channels, primarily social networks, email and RSS.

Ability to define email mailing lists and RSS feeds by type of content, category, user group and tag Ability to publish to other channels on a scheduled or an ad‐hoc basis Desirable to have capability to monitor response to targeted email marketing campaigns mailing list emails to be spam protected – i.e. to avoid wherever possible being classified as spam

by clearing agencies and ISPs “Email this page” functionality on all pages. post this page to a network – ability of users to add page links to network on the site for discussion

is desirable. “What’s new?” ‐ Automatic generation of index of new content which has been added across the

site, by date.

Design and stylingAs part of the brief you will create the design, look and feel of the developed PCC corporate sites, and the production of templates for the launch version of the sites.

Develop graphic design and layout of the PCC sites Production of CSS templates and document models to support these designs

Information architectureThe diverse audiences PCC will serve create the need for a flexible approach to information architecture for the web.

Cross‐cutting categories and themes should allow the organisation to present content according to flexible criteria, and site users to access, track and subscribe to content by portfolio theme or service category.

2. Personalisation

PCC websites need to provide a fast moving information service to a diverse range of users. To do this effectively requires the presentation of content to individuals based on their expressed interests.

Site content presented according to who a user is. Either implicitly (e.g. you are a member of group e.g. Community Safety Partnership member, therefore your profile panel will ‘pull in’ news items from the group) or explicitly (e.g. PCC will ‘push’ specific content to all members of a certain group e.g. those that attended an event).

Access to content according to a user’s group membership. I.e. only assigned group members can see group content.

The ability to create Access to other users who share my interests, either because we are members of the same groups or have expressed an interest in the same portfolio areas.

CMS requirements will therefore support Support individual user login, registration and self‐service on the PCC website The ability to tag content according to interest or membership of a group Support access to closed content and resources based on group membership Support the creation and management of groups, and assignment of site users to groups Support open groups which any registered user can join, and invitation‐only groups managed by

appropriate CMS users Email newsletters / mailing lists for all users / user groups search ‐ flexible search based on user access rights, i.e. present results for all content the individual

user can access.

3. Site features

Events PCC will be undertaking a number of networking events. The site needs to maintain and publish an

online database of events run by the PCC and online bookings. We would like to ensure integration of this feature with the CMS in terms of flexibility of presentation, personalisation and usability.

Grants database PCCs will invest £millions each year funding organisations across England and Wales to tackle

crime and disorder. There is a need to develop funding grants information and the online applications process

Forms We require a 'form creation option' to increase the capacity of users to create and manage web‐

based forms, and store, retrieve and manipulate collected data.

Other CMS modulesBeyond the implementation of a new CMS there is also the need to incorporate/develop other modules that will support the PCC work. These include:

Track my request – creation of an online system that allows those who contact the organisation for FOI, Complaints or other information to track progress update data and view responses via a secure log in and their personal details are securely held in a database to SSL standards

Search: including built‐in search, and any supported third party search platforms Consultations and polls module via integration of Survey Gizmo ( or other survey tool of choice at a

local PCC level) and associated integration of panel data into the database for email alerts and e-marketing purposes

Online forms modules

Testing and staging The CMS must provide a testing and/or staging server to allow for experimentation with and testing

of content in a safe environment.

4. Security

Technical requirements are dependent on the procurement of a new server provider, however the likely requirements are:Programming language: .netDatabase: Microsoft SQL Server Database

IndexingWeb search engines find it difficult to index some types of content, including content that is:

inside images (e.g. images of text); inside databases, usually only accessible via a search form; linked to through dynamic code, e.g. Javascript, Ajax, Flash; obscured in some way, e.g. through redirection, framesets, iFrames; presented dynamically, especially using multiple, variable parameters; restricted by user authentication, eg. CAPTCHA, log-in or user session; not linked to at all.

This un-indexed content is sometimes referred to as the ‘invisible’, ‘deep’ or ‘hidden’ web. Since standard search engines have difficulty finding and indexing it, users will also struggle to access such information.

You must ensure provided website is crawled and indexed by search engines: Provide alternative text for images Avoid having critical content and navigation inside images or Flash movies Ensure that our website can be navigated without Javascript enabled Include an XML Sitemap

XML SitemapsEvery UK public sector website must have one or more XML Sitemaps (conforming to the Sitemaps Protocol) which cover all the publicly available content under any relevant domain or sub-domain (possibly including databases). These sitemaps should be exposed through the robots.txt file and submitted to internet search engines and other approved crawlers.

Use of cookies: User privacy implicationsAny proposal to implement a website cookie regime inevitably and properly raises concerns about user privacy. To clarify and assess user privacy implications it is useful to categorise cookies into several basic types as follows:

1. Anonymous session tracker – a cookie used to track user sessions. It contains no personal information about the user, nor does the website elicit or store any information from the users. Appropriately used this is a valuable tool in user analysis and it also enables the provision of features such as multi-page forms. This cookie may be made persistent in order to detect repeat visitors and returning users respectively.

2. Session tracker – this is a cookie that the web server uses to relate page and other content requests to user preferences stored on the server. The cookie is used to establish the session and the web server ties the session to the user profile that it has stored. The use of the cookie does not in itself add any additional privacy considerations to those that arise as a consequence of eliciting and storing data that may be considered to be private. Note, however, that it is not acceptable for a browser’s

presentation of a cookie to be interpreted by the web server as adequate authentication for access to private data held on a web server or back-end database. Additional authentication and data encryption techniques must be used for application involving the transfer of private information over the Internet. This category of cookie may or may not be persistent. For example, you may belong to an online group that issues a session cookie each time you log into it. If you select the login automatically option it will then send you a persistent.

3. Cookies containing private data – cookie regimes that involve storing private or potentially private data, such as names, addresses, within the cookie itself should be avoided in Government websites.

4. It is important that the user is always made aware if your website uses cookies, what data they contain and what they are used for. This information should be communicated on every entry page to a service that uses cookies. Most browsers let the user specify whether to allow cookies – always, never or case-by-case, but you could consider using a more direct approach for consent: For example:

‘opt-in arrangement’ whereby express consent is communicated to the user, eg, ‘If you are happy for us to use cookies and provide you with a personalised service use the OK button’.

‘opt-out arrangement’ – a less customer friendly approach which may say, eg, ‘If you proceed, then we assume that you are happy with how this service works'.

5. A website that uses cookies should also work if users decline to accept them. Our site should perform with and without the use of cookies. If our site will offer a degraded service to users who do not accept cookies then they should be informed that they would have to put up with a less sophisticated service.

In conclusion: The content and purpose of any cookie that is delivered by the website should always be

communicated to the user. Users should have the ability to refuse a cookie without it affecting the basic usability of the website. The website should notify users if technical features of the site will be degraded as a result of their

declining to accept cookies from it.

5. Hosting, Maintenance and Support services- 2yr period

The Hosting, Maintenance and Support Services requirements are set out below:

Provision of a managed hosting environment in which the hosting provider owns and is responsible for the data centre, network, devices, operating system and application infrastructure components, providing a stable operating environment for the applications and where the customer's own IT organisation manages the applications and maintains full control over the applications infrastructure and business process.

Dedicated server hosting fully managed - Including monitoring, software updates, reboots, security patches and operating system upgrades.

Dedicated people managing our hosted environment

Provision of a manned telephony service and/or immediate email response service to receive and log calls for assistance and provide an initial fault diagnosis and resolution service. The service shall be provided by named contacts 8am to 6pm Monday to Friday. In extremis there must be a facility to shut down the website at any time, and offer holding information

The supplier’s remote access connection must originate from within the United Kingdom.

The delivery and performance of contracted services must be carried out within the United Kingdom

Customised dedicated server configurations, fully managed 24/7/365

One hour hardware replacement or 100% data centre infrastructure uptime guarantee

100% network uptime guarantee

The supplier will inform and seek the approval from each named contact before implementing any changes to live software or data.

Future upgrades and security enhancements including application of any free modules available deployed to update/develop our websites within the maintenance agreement.

As soon as a defect which has a significant effect on the use of the software is reported or the chosen supplier becomes aware of the defect, the chosen supplier shall promptly commence work on diagnosing and fixing the fault and shall continue to work diligently until a fix can be successfully implemented on the system;

All changes and corrections made by the chosen supplier shall be documented and revised, and supplied within 30 working days of the change or correction;

The chosen supplier shall be responsible for delivering corrected programs or instructions to correct the defect so that the software can be restored to operational use with least possible delay. The chosen supplier may be required by PCC offices to provide on-site or other support for reinstallation and recovery of the system;

If a defect has no material impact on the use of the system by any PCC office, the chosen supplier and the PCC office shall agree a reasonable period within which the fault will be fixed and incorporated into a generally available version or release;

All corrections made by the chosen supplier shall be free from defects and shall execute or operate without further defect or impact on other parts of the system;

6. Legal Implications for Minimum standards- Web Accessibility Initiative

To ensure that the design and build of the new websites adheres to appropriate website standards, compliance requirements and accessibility issues as detailed below:

Document Purpose/description

Guidelines for UK government websites2 Government guidelines for websites, specifically:TG102 – Accessibility (WCAG 1.0 or 2.0, to double-A) TG105 – Archiving websitesTG109 – Minimum technical standardsTG110 – Making PDFs accessibleTG115 – Making content findableTG116 – Measuring website usageTG117 – Browser and operating system supportTG122 – Exposing your website to search engines (XML sitemap)TG123 – Search Engine optimisationTG126 - Measuring website qualityTG128 – Measuring website costsTG130 – Service availability

Security3 Government websites should be secured in compliance with the NISCC Technical Note 06/03 “Guidance on Securing Web Sites”

Government Action Plan on Open Source, Open Standards and Re-Use4

Government statement of policy on the need to use open standards and open source software wherever possible within government procurement to achieve maximum cost efficiency and savings for the taxpayer.

2 http://www.coi.gov.uk/webguidelines3 http://www.cpni.gov.uk/docs/re-20030801-00726.pdf4 http://www.cabinetoffice.gov.uk/government_it/open_source.aspx

W3C WCAG accessibility guidelines5 International accessibility guidelines that you need to adhere to. Please note that we would want to achieve WCAG 2.0 AA compliance.

e-Government Metadata Standards6 Metadata requirements that UK government websites are required to follow. This includes the use of IPVS (Integrated Public Sector Vocabulary) that replaced the previous Government Category List (GCL).

Data Protection Act7 Legal requirements relating to the protection of any personal data related to an identifiable living individual and the restrictions of use of that data for marketing purposes.

COI Data Agreement The agreement issued 2009 signed between COI and the supplier assuring proper data handling procedures are being complied with. (If you have not signed and returned this agreement, ensure you do so as a matter of urgency.)

For more information read here: http://usability.coi.gov.uk/theme/qa-standards/standards-accessibility.aspx

FUNCTIONAL REQUIREMENTSYou will be required to:

Determine functional requirements: Working alongside PAs you will review, develop, and enhance the finalised information architecture, page designs and document set in order to determine the functional requirements of the new websites. These functional requirements should relate to both the presentation of the PCC website as well as website/user management requirements.

Define functional specifications: Based on the 'functional requirements' identified, you will then proceed to develop the functional specifications for the new PCC websites. As a guide, we would expect this specification to cover but not be limited to the following areas:

Web page designs – How these will be implemented; Website structure - Different levels of content; Website navigation - How the website navigation works; Webpage templates - How all the web pages will present content and how the functionalities /

features will work on each one of the templates, (e.g. headers, footers, navigation areas etc), page type templates (e.g. general page, consultation, publication etc);

Content management - How the content will be managed; Browser requirements, accessibility standards, metadata etc.

Define technical specifications: Based on the functional requirements identified and the CMS solution you will be required to develop a technical specification. As a guide, we would expect this specification to cover but not be limited to the following areas:

Version of the open source CMS you will be using; Detail the modules and extensions you will be intending to use; Database design; how the information presented through the PCC sites will be organised within a

database. This should include a data dictionary, database schema and database relationships; Implementation of back end interfaces /forms for adding content and metadata to the site; Final technical specification on completion of build detailing final build.

Both functional and technical specification documents need to be updated during the reiterative design process to ensure the final documentation is up to date and reflect any changes during build and user testing. These documents should form part of the final suite of documents alongside any training and CMS documentation provided at project end.

Non-functional specifications: These include database and accessibility compliance requirements. This should form part of the functional specification.

5 http://www.w3.org/TR/WCAG20/6 http://www.govtalk.gov.uk/schemasstandards/metadata_document.asp?docnum=7687 http://www.ico.gov.uk/what_we_cover/data_protection.aspx

Develop implementation and migration plansThe appointed agency will develop a practical implementation plan,

Verify CMS recommendation – Based on the functional requirements and specifications established, the supplier will assess and recommend an open source CMS able to meet requirements from both presentation as well as content management perspectives.

Develop implementation plan: You will need to evaluate the effort and resource requirements for implementing the new websites based on the agreed functional and technical specifications.

Content Migration plan: You will need to evaluate the effort and resource requirements for migrating content from the old websites into the new CMS.

Data migration plan: You will identify the tasks and resource requirements necessary for migrating data held in old databases onto the new database.

Test plan for User Acceptance and system testing: You will develop a test plan for the testing of the built and implemented PCC sites. This test plan should cover the following areas:

Logical test of all functions specified in the functional specification document (though this should exclude any test of the coherence of the content presented - as that responsibility lies with the content owners);

Testing of the content management components to ensure it meets all of PCC’s content management requirements;

Compliance to agreed standards; Web server performance parameters (in terms of response time, load balancing and error handling).

Risk analysis: You will need to identify the key risks related to the implementation and roll out of the new PCC sites. These risks should be entered into a risk register with clear indication on salience, status and activities for mitigation.

Hosting and deploymentWe require the appointed agency to be able to host the site whilst in development and set-up all necessary environments. Any servers you use for this need to be secure and we will require access to add content to top level pages for the upload and management of content.

Build the new PCC websitesThe appointed agency will build the new PCC websites using the chosen CMS and relevant technologies.

You will use the agreed information architecture, CMS and database tools to replicate and re-skin website designs to create individual PCC websites.

Key activities will include: Building a working ‘shell’ of a website (home page, top level section pages, at least one of every

page template type); Configuration of the CMS for the new navigation; Implementation of agreed web page design concepts e.g. CSS; Back end interface/forms for adding content and metadata to the website; Creating HTML web page templates; global templates, (e.g. headers, footers, navigation areas etc),

page type templates (e.g. general page, consultation, publication etc); Integration of any applications not natively delivered by the CMS; Ensure analytics code is included in the template build; Validate against all W3C and Government Accessibility web standards and guidelines (please refer

to section xx); Use of GIT or subversion to be used to manage version control of source files.

Functional testing: As part of this work stage, the supplier will also carry out debugging of the website according to the test plan. All bugs identified must be fixed and satisfy the conditions set out in the test plan.

Project Deliverable:

Fully built, tested and approved websites that passes all tests as outlined in the test plan and complies with all necessary government guidelines and standards. You should include a deployment plan that will support the deployment of the sites from development/staging environments to live.

User Acceptance TestingThe appointed agency and PAs will jointly carry out user acceptance testing. At this stage, PCC sites should have been debugged as part of the build and functional testing stage. Therefore the User Acceptance testing should focus on:

The final verification of the required function (as set out in the functional requirements document); The final verification of the implementation of the CMS and its functionality (as set out in the

technical specification and the implementation plan);

You should handle the debugging exercise as a result of system errors identified.

You should communicate the test plan in advance so that the relevant parties or stakeholders are able to fully participate and feed back any need for change in good time. The results of these tests should then give confidence of how the new PCC sites will function when rolled out.

Project Deliverable:

Fully built websites deployed to a suitable environment to enable PCC to commence unhindered and to schedule.

Fully built, tested and approved websites for PCC ready for launch. The sites should pass all tests as outlined in the test plan and complies with all necessary government guidelines and standards

Training and documentation Staff will require the appointed supplier to provide training on the use of the new CMS for the new websites to ensure that all process, documentation and training is place to support the successful development and ongoing maintenance of the new sites.

Such training is expected to cover the following: Training the staff team in use of the CMS and the new templates, including adding, editing and

deleting content (including images and documents); An appropriate level of documentation that supports the training; Continuing adherence to editorial, usability and accessibility standards.

Project Deliverable:

Structured training session with associated documentation/guidance for the staff teams.

Post implementation support - Warranty period & stable runningAny bugs or errors identified during the period of stable running will be addressed through warranty arrangements. A warranty period post launch until 31st March 2013 is required.

The appointed agency should provide a dedicated individual for email and phone support to PCC staff for the ongoing maintenance of the new website post launch.

Requirement

Project Management - It will be essential that the appointed agency’s core management team in relation to these projects is strong, effective and stable.

Your project manager will be responsible for management of your project team including hands-on management of the development process, budget and schedule on a day-to-day basis.

We would expect project management activities to include but not be limited to:

Management of the agency development team and associated day-to-day management of allocated budget and schedule;

Consultation with the SPOC managers regarding any issues; Direct liaison with the communications managers and/or end users as delegated by the SPOC

project manager; Weekly status reporting to SPOC managers; Risk and issue management during the project life-cycle; Quality assurance of deliverables; Project delivery to specification, on time, to budget and required standards.

The agency will be expected to consult and communicate closely with the PA communications management team, and in particular to alert them to any possible issues or risks on the horizon in good time.

The agency will take instruction from the PCC project board.

Project Deliverable:

Project documentation including, but not limited to:

• Project Plan • Project Initiation Document;• Risks, Assumptions, Issues logs;• Weekly status reports / highlight reports when necessary;• Contact reports and meeting agendas where necessary.

Specific ScheduleThe PCCs websites are to be fully implemented, tested and launched by October 2012.

As part of your response you should include a project schedule showing key delivery milestones (including what you propose to deliver when) and critical paths.It should be clear what reviews / sign-offs will be required and when they will occur. You should take account of the fact that obtaining sign-offs may be a time-consuming process requiring input from a number of very busy individual stakeholders and your schedule should allow as much time as possible for this.

Your project plan should cover the following phases:

Project initiation and definition, CMS Recommendations PCC Creative development and design Functional and technical specification development Website implementation and migration plans Content planning Hosting and deployment Website build User Acceptance Testing Training and Documentation Post-implementation support – Warranty period and period of stable running Project management Content Migration

This project plan should demonstrate your understanding of the requirements for the successful delivery of this project and highlight project management issues that we would need to consider.

Preparing your proposal: instructions and mandatory inclusionsThis section provides a checklist for you to follow to ensure your proposal document includes all of the essential elements in a clear, easy to follow format. These instructions are designed to ensure that all tenders are given equal and fair consideration. It is important therefore that you provide the information in the order and format specified below.

If you do not include this mandatory information at the time of submitting your proposal; we may not be able to evaluate your proposal properly and it may be rejected.

Part 1: Recommended solutionOutline your proposed solution and how you would approach delivering it, including the information requested in the sections of the individual requirements. Suggest any improvements or ideas you may have for extending our understanding of how to meet our goals and objectives. Please ensure your proposal deals clearly with all aspects and where we have asked you to specifically address an issue, please do so.

Please structure your recommended solution to refer explicitly to each of the requirements, as detailed in the specific schedule.

Part 2: Quality managementIn this section, please set out how you will ensure that the development phase will provide a framework for quality assurance of functionality against specification, involving a number of PA stakeholders.

Please include details of your quality assurance system and compliance with other relevant standards.

Part 3: Project approach and managementThe project is to be delivered within a tight timeframe; therefore a rigorous approach to project management will be pivotal to the successful delivery of the project.

In this section, please describe how you would approach and manage this project against the following related areas:

Managing the project on time and to budget Quality assurance Managing risk Change control

Devon and Cornwall PA (DCPA) holds the contract and is responsible for financial management, including change requests. DVPA will not be responsible for the financial or other consequences to any changes to the project scope or timescale, which have not been directly and explicitly approved by DVPA in advance by means of the agreed change-management procedures. GPA will not pay for any changes or additional work that has not been approved by DVPA in advance, and will still expect the supplier to deliver on time and to specification.

Part 4: ScheduleInclude your project plan to show how you will meet the stated deadlines including key milestones and sign off points.

Please provide a project plan for the whole project - even though you will be required to provide a finalised project plan upon appointment. Please describe how you will meet this deadline by showing:

Project milestones and dates Critical path Key dependencies Expectation of your own team Expectation of the client team

Part 5: Agency resourcesWe think of our suppliers as full partners in the project. Everyone has their own parts to play in ensuring a successful and enjoyable project. As such, personal interactions and ‘chemistry’ have an important role to play in achieving this.

Please provide names and CVs of the team that will work on this project, including relevant experience, credentials, and qualifications as appropriate and as requested in the requirements section.

Part 6: Client resourcesPlease state any requirements you have of our project managers or stakeholders.

Part 7: Case studies, specific experience and referencesPlease provide examples and/or case studies with references of previous projects that you have undertaken that are in support of the requirements of this project,

Part 8: Your feesPlease set out your proposed budget to achieve the objectives outlined in this brief, covering the requirements requested

Your proposed budgets should cover all costs and detail the following:

Be explicit about costs and specify any caveats and assumptions on which costs are based. State which costs are fixed and where they are variable;

Separate line item fees for Build of the 'Master PCC' website, Replication and Re-Skin design for the individual PCC web sites;

Value for money will be one of the key factors in choosing an agency for this project. We will therefore be considering the quality of your overall response to the above requirements just as carefully as the total cost.

IMPORTANT NOTES: Please outline costs clearly so that the cost of the master website and subsequent replication and

re-skin cost is shown The contract issued to the successful agency will use the costs that you include in your response.

While some adjustments may be made during the initial kick-off meeting negotiations, you will be expected to stand by the costs you propose.

Payment will be made strictly against agreed tangible deliverables.