Development of a new Archives Wales / Archifau Cymru website.

{
  "buyer": {
    "id": "org-4",
    "name": "The National Library of Wales"
  },
  "date": "2025-11-03T16:31:47Z",
  "id": "ocds-kuma6s-157701-release-157701",
  "initiationType": "tender",
  "ocid": "ocds-kuma6s-157701",
  "parties": [
    {
      "address": {
        "locality": "Ceredigion",
        "postalCode": "SY23 3BU",
        "streetAddress": "Penglais, Aberystwyth, "
      },
      "contactPoint": {
        "faxNumber": "+44 1970615709",
        "name": "Jaimie Thomas",
        "telephone": "+44 1970632800",
        "url": "https://www.llgc.org.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Ministry or any other national or federal authority, including their regional or local subdivisions",
            "id": "MINISTRY",
            "scheme": "TED_CA_TYPE"
          }
        ]
      },
      "id": "org-4",
      "name": "The National Library of Wales",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "additionalClassifications": [
      {
        "description": "World wide web (www) site design services",
        "id": "72413000",
        "scheme": "CPV"
      },
      {
        "description": "Graphic design services",
        "id": "79822500",
        "scheme": "CPV"
      }
    ],
    "awardPeriod": {
      "endDate": "2025-11-27T00:00:00Z"
    },
    "communication": {
      "atypicalToolUrl": "https://www.sell2wales.gov.wales/"
    },
    "description": "To deliver a new Wordpress design template for the Archives Wales and Archifau Cymru websites, along with new branding, to promote and provide information on Archive services across Wales.The new Archives Wales / Archifau Cymru websites should be a bilingual, dynamic \u00e2\u0080\u0098one-stop-shop\u00e2\u0080\u0099 hub of information, representing the archive services in Wales on a national level. It will provide an entry point to the Archives Hub catalogue (from March 2027), enabling users to search archives resources from any repository in Wales and UK. The website will provide information on a range of collaborative projects and resources, contact details for all services, news articles and \u00e2\u0080\u0098how to\u00e2\u0080\u0099 guides, and closed area for a staff toolkit.DeliverablesThe following deliverables are required:\u00e2\u0080\u00a2\tA new bilingual design template that is modern and accessible to all users and designed for use on the current Wordpress sites\u00e2\u0080\u00a2\tA template that will enable editors to update and maintain the website content, with training provided before the new website goes live.\u00e2\u0080\u00a2\tMigration of specified existing content into the new template, and time allowance for editors to update and create new content before new website goes live.\u00e2\u0080\u00a2\tAn interactive staging prototype of the design to allow editors and stakeholders to test content and functionality before publishing the live site.\u00e2\u0080\u00a2\tA Staff Toolkit Area to allow access to promotional resources and training materials not viewable to the public.\u00e2\u0080\u00a2\tSmooth navigation between both English and Welsh language sites and pages\u00e2\u0080\u00a2\tNew Archifau Cymru - Archives Wales branding and logo design.\u00e2\u0080\u00a2\tQuotes for further maintenance and support (cost per hour)\u00e2\u0080\u00a2\tTraining package for staff\u00e2\u0080\u00a2\tSearch engine optimization for both Welsh and English sitesConsiderationsa.\tAccessibilityThe site must meet accessibility and usability standards. It must be cross-browser compatible and compatible with mobile devices. The site therefore needs to be compatible with assistive technologies e.g. screen readers and magnifiers, digital readers, and playback software.It must cater for the varying needs and abilities of users and be accessible in line with Web Accessibility Guidelines. http://www.w3.org/WAI/Public Sector institutions must comply with The Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018 (and the Equalities Act 2010) https://www.legislation.gov.uk/uksi/2018/852/madeThe website must meet the WCAG 2.2AA standardhttps://www.gov.wales/accessibility-standards-govwalesand an accessibility statement must be provided.https://www.gov.uk/government/publications/sample-accessibility-statementThe interface needs to be intuitive, user-friendly, and searching needs to be accurate and easy.b.\tDesign and layout / ErgonomicsThe new site should have a user-friendly, modern design, using colours and design elements to highlight the work and services offered by the archive sector in Wales. It is essential that visitors to the site can find the information that they require in their preferred language by navigating the site with ease.c.\tWelsh language requirementsIn compliance with the Welsh Language Standards (No. 7) Regulations 2018 the website will need to be available in English and Welsh.https://business.senedd.wales/mgIssueHistoryHome.aspx?IId=21301At present, both English and Welsh site are separate, with a language switch option on the homepage only, rather than throughout.Domain dependant and contextual language switching will be required for the new website design.d.\tPrototypeThe successful company will provide an interactive prototype of a new design for the following views:\u00e2\u0080\u00a2\tMain Homepages\u00e2\u0080\u00a2\tLanding pages for each of the main sections\u00e2\u0080\u00a2\tDesign package for each element within a page\u00e2\u0080\u00a2\tResponsive interface for each of the page viewsWe expect the first design of each view to be presented, then allowing us to request flexible changes amounting to one full redesign of the original proposal, before presenting the final prototype. Additional changes based on user testing should be included within the price. Each step will be signed off before moving on to the final stage when the product is delivered.e.\tTranslation and proof-readingWe ask that the winning bidder work with us to ensure that all Welsh text is checked and proof-read before content goes live. If changes need to be made from English to Welsh, translations will be finalised by us to ensure accuracy before returning to you for adding to the site.NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=157701.The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.\n\n5.\tTimescales and targetsTimescales and targets are outlined in the attached documentation.6.\tBudgetThe project\u00e2\u0080\u0099s allocated budget is no more than \u00c2\u00a340,000 (ex VAT) for all deliverables This cost is for a \u00e2\u0080\u0098one-off\u00e2\u0080\u0099 development of the new Archives Wales / Archifau Cymru website template only. Any costs for further maintenance and development should be provided as a separate quote (cost per hour)7. \tEvaluation of ResponsesResponses from potential bidders will be assessed based entirely on the responses submitted, and the contract will be awarded to the tenderer who scores the highest marks following the evaluation.The evaluation panel will consist of 1 member of NLW staff, 2 ARCW Officers, 1 representative from Welsh Government, and the ARCW Business and Training Manager.To be transparent, and in order that tenderers fully understand how their tender submission will be evaluated, full details of the methodology for evaluating tender submissions against the criteria are described in appendix 1 (Archives Wales Website - Tender Evaluation Criteria).The tender submissions will be assessed against these two criteria:\u00e2\u0080\u00a2\tQuality of your work and creativity, including project management and ability to deliver: 70%\u00e2\u0080\u00a2\tPrice: 30%The evaluation panel appointed for this procurement will meet to agree and moderate scores for each award criteria. Final scores in terms of a percentage of the overall tender score will be obtained by applying the relevant weighting factors.The percentage scores for each award criteria will be amalgamated to give a percentage score out of 100.The winning tender response shall be the tender response scoring the highest when applying the above evaluation methodology.8. \tAward of Contract and Acceptance of TenderThe tenderer to be offered the Contract will be advised accordingly via the Sell2Wales portal. Such award, offered pursuant to this Invitation to tender, will be based on the most economically advantageous tender, based on the evaluation criteria described above.Tenderers whom it is proposed will not be offered the Contract will be advised of this via Sell2Wales and will be entitled to receive feedback on the relative merits and characteristics of their tender submission compared with that of the accepted tender.The award of the Contract will be subject to a standstill period of at least 10 days between the notification of award decision and Contract conclusion. If representations are received during the standstill period, the Customer may have to suspend the making of the Contract and extend the standstill period until any issues have been resolved; tenderers will be advised accordingly.All tenderers are advised that they should not take any action for example commencing the implementation of Services, until the award decision is finalised and communicated to you as above. Tenderers should also refrain from undertaking any publicity, marketing or promotional activity until such confirmation is received.  In any event, tenderers must seek prior approval from the Customer, before undertaking any marketing activity.A formal Contract will be entered into between the Customer and the successful tenderer. The Terms and Conditions governing the Contract will be those agreed between the National Library of Wales and the successful tenderer unless and until a formal Contract is prepared and executed, the tenderer\u00e2\u0080\u0099s tender submission, together with the Customer acceptance thereof, shall constitute a binding Contract between the parties.  You must adhere to NLW Terms \u0026 conditions (See Appendix 1 attached).9. \tWelsh Language StandardsIn accordance with Welsh Language Standards:\u00e2\u0080\u00a2 You are welcome to submit your tender in English or Welsh.\u00e2\u0080\u00a2 A tender submitted in Welsh will not be treated less favourably than a tender submitted in English.10.\tQuestions \u0026 contact detailsAll requests for clarification (whether in relation to this document, the requirement, or the Tender Submission Document) should be submitted as soon as possible via Sell2Wales: https://www.sell2wales.gov.wales/All questions and answers raised will be visible on Sell2Wales.Questions received after Thursday, 13th November 2025, 12:00 (noon) may not be answered.The closing date for submission of Tenders is Monday, 24th November 2025, 2pm(WA Ref:157701)",
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        "title": "Invitation to Tender for the Development of a new Archives Wales / Archifau Cymru website.",
        "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV558574\u0026idx=1"
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        "title": "Archives Wales Website: Tender Evaluation Criteria.",
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    "id": "ocds-kuma6s-157701-tender-157701",
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "submissionMethodDetails": "https://www.sell2wales.gov.wales/",
    "tenderPeriod": {
      "endDate": "2025-11-24T14:00:00Z"
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    "title": "Development of a new Archives Wales / Archifau Cymru website."
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