Website Management & Digital Presence Services

{
  "buyer": {
    "id": "GB-PPON-PVCG-5182-VTDJ",
    "name": "Arts University Bournemouth"
  },
  "date": "2025-08-08T11:30:59+01:00",
  "id": "047201-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-058403",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Poole",
        "postalCode": "BH12 5HH",
        "region": "UKK24",
        "streetAddress": "7 Fern Barrow, Wallisdown"
      },
      "contactPoint": {
        "email": "procurement@aub.ac.uk",
        "name": "Okechukwu Umeokafor ",
        "telephone": "+441202363270"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "http://www.aub.ac.uk/"
      },
      "id": "GB-PPON-PVCG-5182-VTDJ",
      "identifier": {
        "id": "PVCG-5182-VTDJ",
        "scheme": "GB-PPON"
      },
      "name": "Arts University Bournemouth",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2025-12-12T23:59:59+00:00"
    },
    "contractTerms": {
      "financialTerms": "[3516] Contract Terms and Risks\nThe contract will be governed by Arts University Bournemouth\u2019s Standard Terms and Conditions for the Purchase of Goods and Services. Key terms include:\nContract Duration: 3 years, with the option to extend for two additional 12-month periods.\nTermination Rights: AUB may terminate for material breach, insolvency, or failure to meet acceptance criteria.\nRisk Management:\nAcceptance testing is required for goods/services before formal acceptance.\nSuppliers must meet defined performance standards and KPIs.\nAUB reserves rights to audit supplier performance and compliance.\nForce Majeure provisions apply, excluding Brexit-related impacts.\nLiability: Suppliers must maintain appropriate insurance and are liable for losses due to breach, negligence, or failure to deliver.\nDispute Resolution: Escalation through internal representatives, followed by mediation under the CEDR Model if unresolved.\n[13109] Payment Terms( Document to be shared at the ITT stage)\nPayment terms are defined in AUB\u2019s Invoicing Procedures for Suppliers (V1 April 2022) and the Standard Terms and Conditions:\nStandard Payment Terms: Payment is made within 30 days of receipt of a valid invoice.\nInvoice Requirements: Must include PO number, VAT details, supplier contact info, and a full description of goods/services.\nSubmission Format: PDF, MS Word, TIFF, or JPG via email to finance@aub.ac.uk.\nCurrency: Payments are made in GBP, unless otherwise agreed in writing.\nSet-off Rights: AUB may offset any liabilities owed by the supplier against payments due."
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "Arts University Bournemouth (AUB) is a specialist higher education institution focused on creative disciplines. We are procuring a provider of Website Management and Digital Presence Services to support our institutional website and enhance our digital footprint, including GEO/SEO optimisation. The successful supplier will deliver comprehensive services that align with AUB\u2019s strategic goals for visibility, accessibility, and user engagement.\nThis procurement follows a competitive flexible procedure under the Public Procurement Act 2023. The process begins with this Pre-Qualification Questionnaire (PQQ), which will be used to assess supplier suitability and shortlist five candidates for the Invitation to Tender (ITT) stage. The contract will be awarded for an initial term of three years, with the option to extend for two additional 12-month periods at AUB\u2019s sole discretion.\nFull details of the requirements and evaluation criteria are provided in the PQQ document attached to this notice.",
    "documents": [
      {
        "description": "PQQ Website Management and Digital Presence Services",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608187"
      },
      {
        "description": "Conflict of Interest Form Website Management and Digital Presence.",
        "documentType": "biddingDocuments",
        "id": "L-2",
        "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608159"
      },
      {
        "accessDetails": "Electronically via the myTenders portal",
        "documentType": "biddingDocuments",
        "id": "future"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-08-08T11:30:59+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "047201-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/047201-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-08-22T12:00:00+01:00"
    },
    "expressionOfInterestDeadline": "2025-09-03T12:00:00+01:00",
    "id": "MARWMDPS082025",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "World wide web (www) site operation host services",
            "id": "72415000",
            "scheme": "CPV"
          },
          {
            "description": "Marketing services",
            "id": "79342000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Please provide details of at least three (3) similar projects undertaken in the last three years that demonstrate your experience in providing comprehensive website management (BAU) and/or end-to-end website development including ongoing support, particularly in the education or arts sector. For each project, include:  \nClient name and a brief description of their organisation. \nProject title and duration. \nScope of services provided (e.g., website hosting, CMS updates, UX/UI, SEO/GEO, technical support, data protection). \nKey achievements and outcomes. \nClient contact for reference (Name, Title, Email, Phone Number \u2013 only if permission is granted). ",
              "name": "Developing and maintaining the University\u2019s website",
              "numbers": [
                {
                  "number": 40.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Describe the technical and organisational measures you have in place to ensure the security of personal data and prevent data breaches (e.g., pseudonymisation, encryption, confidentiality, integrity, availability, resilience of systems). \nOutline your protocol for immediate notification and co-operation in the event of a personal data breach. \nPlease confirm your organisation\u2019s compliance with the UK GDPR and Data Protection Act 2018. Provide details of your data protection officer (if applicable) and any relevant certifications (e.g., ISO 27001). ",
              "name": "Security Measures, GDPR and Data Protection Compliance",
              "numbers": [
                {
                  "number": 20.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Detail your expertise in planning, executing, and optimising digital presence initiatives and campaigns (excluding direct advertising). \nHow do you approach monthly performance reporting, including website traffic and digital engagement metrics? Please provide an example of a typical report structure. \nDescribe your capabilities in providing media oversight of metrics across digital content, website performance and user engagement. \nDescribe how your digital services comply with accessibility standards (e.g., WCAG 2.1 AA). Provide examples of past work demonstrating inclusive design. ",
              "name": "Digital Presence and Campaign Support ",
              "numbers": [
                {
                  "number": 20.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Do you offer a dedicated technical support line for clients? If so, what are your typical response times and availability? \nHow do you structure your account management to ensure smooth operation and communication with clients? \nWhat is your approach to providing consultancy services and dedicated development/reporting hours? ",
              "name": "Technical and Commercial Support",
              "numbers": [
                {
                  "number": 20.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2029-04-30T23:59:59+01:00",
          "maxExtentDate": "2031-04-30T23:59:59+01:00",
          "startDate": "2026-04-30T00:00:00+01:00"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "The contract includes options to extend for up to two additional periods of 12 months each, subject to performance and institutional needs. Additionally there could be additional budget for ad hoc development projects. "
        },
        "renewal": {
          "description": "The initial contract term is three years, with the option to extend for up to two additional periods of 12 months each, at the sole discretion of Arts University Bournemouth (AUB). Extensions will be based on performance, strategic alignment, and ongoing institutional needs."
        },
        "secondStage": {
          "maximumCandidates": 5,
          "minimumCandidates": 2
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Suppliers must demonstrate sufficient legal and financial capacity to participate in this procurement. Specifically:\nInsurance Requirements:\nProfessional Indemnity Insurance: Minimum \u00a3500,000 per claim\nPublic Liability Insurance: Minimum \u00a31,000,000 per claim\nEmployer\u2019s Liability Insurance: Minimum \u00a310,000,000 per claim\nCyber Insurance: Minimum \u00a31,000,000\nFinancial Requirements:\nMinimum average annual turnover of \u00a3160,000 over the last two financial years\nFailure to meet or demonstrate these requirements will result in exclusion from the procurement process. Suppliers must either hold the required insurance at the time of submission or provide a credible commitment to obtain it upon contract award.",
              "type": "economic"
            },
            {
              "description": "Suppliers must demonstrate technical ability through detailed responses to four core areas:\nRelevant Experience \u2013 Evidence of at least three similar projects in the last three years, particularly in the education or arts sector, showcasing comprehensive website management and development capabilities.\nSecurity and Data Protection \u2013 Description of technical and organisational measures for data security, breach protocols, and compliance with UK GDPR and the Data Protection Act 2018.\nDigital Presence and Performance Analysis \u2013 Expertise in planning and optimising digital campaigns (excluding direct advertising), performance reporting, and accessibility compliance (e.g. WCAG 2.1 AA).\nTechnical and Commercial Support \u2013 Availability of dedicated support, account management structure, and approach to consultancy and development/reporting hours.\nEach area is scored out of 5 and weighted accordingly, with a minimum overall score of 70% required to be considered for the Invitation to Tender (ITT) stage.",
              "type": "technical"
            },
            {
              "description": "Suppliers will be selected based on their responses to the Pre-Qualification Questionnaire (PQQ), which assesses:\nRelevant experience in delivering website management and digital presence services, particularly in the education or arts sector (40% weighting).\nSecurity measures and data protection compliance, including GDPR and ISO certifications (20% weighting).\nDigital presence and performance analysis, including reporting and accessibility standards (20% weighting).\nTechnical and commercial support, including account management and consultancy services (20% weighting).\nEach question is scored out of 5 using a defined scale from \u201cInadequate\u201d to \u201cExcellent.\u201d A total weighted score is calculated, and only the top five scoring suppliers, achieving a minimum threshold of 70%, will be invited to the Invitation to Tender (ITT) stage. AUB reserves the right to adjust the number of shortlisted suppliers based on the quality and volume of responses.",
              "forReduction": true
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "value": {
          "amount": 178750,
          "amountGross": 214500,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "Arts University Bournemouth (AUB) is a specialist higher education institution dedicated exclusively to the study of creative subjects.\nWe are seeking a provider of Web Management and Digital Presence Services to deliver comprehensive support for our website, digital campaigns (excluding direct advertising services), and overall digital footprint. The contract will be awarded for an initial term of three years, with the option to extend for two additional periods of 12 months each, at AUB\u2019s sole discretion.\nThis Pre-Qualification Questionnaire (PQQ) represents the first stage of our procurement process. Responses will be used to assess suppliers\u2019 suitability, capability, and alignment with AUB\u2019s strategic requirements. Only the top five scoring suppliers will be shortlisted and invited to participate in the Invitation to Tender (ITT) stage.\nSuppliers are advised to respond thoroughly and concisely, focusing on their organisation\u2019s direct experience and capabilities relevant to this opportunity."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "riskDetails": "Detailed documentation will be shared including the polices etc at the ITT stage however some but not all risks identified that could jeopardise the satisfactory performance of the contract:\nSupplier Non-Compliance with Mandatory Requirements:\nFailure to meet mandatory insurance or financial thresholds will result in exclusion from the procurement process.\nRisk of misrepresentation in the PQQ or failure to meet GDPR and data protection obligations.\nPerformance Risks:\nInadequate delivery of services, including failure to meet KPIs or acceptance criteria, may lead to contract termination or rejection of deliverables.\nLack of robust technical support or reporting mechanisms could impact service continuity and stakeholder satisfaction.\nData Protection and Security Breaches:\nBreach of UK GDPR or failure to implement adequate technical and organisational measures could result in reputational damage and regulatory penalties.\nSupplier Insolvency or Organisational Instability:\nSupplier entering insolvency or undergoing significant organisational changes (e.g., mergers, leadership changes) may affect contract delivery.\nForce Majeure Events:\nExternal events such as natural disasters or cyber incidents may delay performance. However, Brexit-related impacts are explicitly excluded as Force Majeure under AUB\u2019s terms.\nSubcontracting and Supply Chain Risks:\nPoor performance or non-compliance by subcontractors may affect overall contract delivery. Suppliers are required to ensure subcontractors meet all obligations.\nInvoice and Payment Processing Delays:\nFailure to submit invoices with required details (e.g., PO number, VAT info) may delay payment and disrupt supplier cash flow, potentially affecting service delivery.",
    "status": "active",
    "submissionMethodDetails": "Submission Website:\nAll responses must be submitted electronically via the myTenders portal on https://www.mytenders.co.uk/\nSpecial Instructions:\nSuppliers must complete Section 1 (Supplier Information), Section 2 (Mandatory Exclusion Grounds), and the Conflict-of-Interest Form.\nResponses must be clearly referenced to the question numbers.\nEach response for the 4 questions should not exceed the word count for that question however questions with sub-questions/parts can be either be divided equally on the total work count or unequally if required.\nMinimum font size of 11.\nAll answers should be provided in one document and in the sequence similar to the the PQQ. \nNo images or links should be provided as answers to the questions with text in them as they will be ignored in marking. \nThe deadline for submission is 3rd September 2025 at 12:00 noon (BST).",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "Website Management \u0026 Digital Presence Services",
    "value": {
      "amount": 178750,
      "amountGross": 214500,
      "currency": "GBP"
    }
  }
}