Design and Develop on-line application process for Green Key pilot

Descriptions

Tenders are therefore requested for developing a suitable online system for the management of the Green Key programme in Wales. The development will need to be tested within the pilot group with any necessary changes made, as well as the provision of on-going support through the first year of the pilot. Any on-going support and/or maintenance, and/or hosting costs should be clearly identified in the tender. Future capacity should be considered ready for the proposed roll-out of the Programme after the pilot phase.Phase 1: Content and FunctionalityThis would include:(a)Customised landing/welcome pageThis would include the logos of KWT, FEE, Green Key and project partners and pertinent information relevant to the programme. A link must be available to and from the main KWT web-site.(b)Registration of interested businessThe registration process should cover the following aspects:•Provide a personal login account for each business that is password protected•Generate a unique identifying number for KWT use within the programme•Require basic contact information including full business name, contact details, name of main contact and details of the designated environmental manager•Classification of the business (hotel, small accommodation, campsite, attraction)•Automatic acknowledgement of the registration and an internal notification for Green Key admin to contact the business to start the application support process•Declaration that business will uphold the principles of Green Key and agree to terms and conditions(c)Application processThe Award criteria should be clearly available on the screen, and the following should be considered:•A tab for each of the baseline criteria (e.g. management, energy, water, etc)•Each criteria listed as either Imperative or Guideline•For each criteria the option to indicate yes/no as to whether it has been achieved, along with the opportunity to attach relevant files/photos and/or comment•A control that will not allow submission of an application if required documents are not attached•Internal calculation of the % guideline criteria achieved, and flag up to admin if % is too low for year of award[A copy of the International criteria for hotels is included at Appendix 1 for information. Full criteria will be made available by KWT](d)Data StorageA number of criteria require the submission of data, such as energy and water use. These are then measured against things such as income to provide a measure of performance. It would be useful for the on-line system to:•Provide a facility where this data can be inputted by the business as it becomes available, rather than waiting until just before the submission•Automatically calculate against the performance measure set in the criteria/guidance•Allow the assessor to sign off that the numbers are accurate following checks on the control visit•Performance measures can be displayed in a number of ways that can be used by the business to promote the benefits of the scheme, and presented in a format that can be used for direct marketing purposes(e)Control Visits and Annual QuestionnaireControl visits and annual questionnaires are the method by which business will be assessed and accredited. The system should be able to deliver the following:•Following submission of completed application, an internal notification for GK admin to contact the business to arrange control visit•When using the annual questionnaire, once this is generated it is automatically sent to those businesses that need to complete it, against an agreed deadline for submission. Internal prompts should be available if businesses are moving towards the end of the deadline•Control visit assessment should be made against the submitted application, and that this will be done electronically (Assessors will need log-in details to complete this)•Set up internal notifications for correction of non-compliance against the agreed deadlines. Discussions around non-compliance should be made face-to-face, not automatic responses(f)Other features and considerationsThere are a number of other features and considerations including:•The size of the system – how many business can register without the system being overloaded•Internal simple calculators that can determine CO2 or money savings through following the programme. This data can be displayed in a number of ways to help businesses market themselves on green credentials•Expansion of those simple calculators so KWT can suggest environmental savings/improvements of GK programme (possibly by category, or County)•Automatic generation of the approved certificate once GK has been achieved (linked to unique number, etc)•Resources section for registered businesses, including tips and signposting•Simple to view and use interface, taking into account potential issues with rural Broadband, etc•Ability for business to store their previous data, and develop a portfolio for environment (with potential to provide starting point for EMAS or ISO 14001 or other management system)•On-line systems have been developed by Green Key operators in Netherlands and France, and may provide a useful insight, although not all features may be presentPhase 2 – Testing with pilot businessOnce the online system has been developed, a first phase of testing should be carried out with approximately 25 businesses participating in the pilot. Feedback from this test should be used to iron out any difficulties, and ensure the system delivers what is needed.Phase 3 – Technical SupportTechnical support is to be provided through the pilot phase of the project to assist KWT and business in getting used to the operation of the new system. An indication of future costs associated with ongoing technical support should be made in the tender.BrandingThe system is to be branded as Green Key Wales, and stay within the branding guidelines issued by FEE. The KWT logo will also need to be incorporated, and the funding support for development must be acknowledged. All logos and guidance will be made available.Welsh Language versionThe system will need to allow for users to enter information in either English or Welsh, and translation costs need to be included in the tender. Tenders should set out the most appropriate way in which both languages can be accommodated.4. Information requiredTenderers are required to set out the following information in response to the brief:1.Overall reaction to the tender document and the opportunities set out. There is scope here for contractors to incorporate further ideas which would add value.2.Approach and personnel involved – how the contractor would undertake the work, who would be involved, details of focus group testing, relevant experience of the team etc.3.Breakdown of costs, detailing scoping work, development tasks, testing and final production. It will be necessary for the contractor to stipulate that they are able to complete the phases according to the required timescale. Where applicable, day rates for key personnel should be indicated. All costs should show VAT separately.4.Clearly set out the scope of work that can be completed within the budget.