Call for Offers of External Expertise for the development of the new EURADA corporate website

Purpose of the call for offers

Selection of services for design, development and implementation of the new corporate website of the European Association of Development Agencies (EURADA). This document specifies the main requirements and functionalities needed to present an offer.

Context

EURADA is an international organisation with 69 members in 21 countries. It has numerous projects, participates in many conferences and it has an extensive publications programme. This association has strong requirements of communication. The corporate website is a substantial element to contribute to the operational objectives of EURADA. In particular, the website is a key element for the following purposes:

  • To promote the benefits of the association, announce the activities of EURADA and get new members associated to EURADA.
  • To increase the awareness of the activities carried out by regional development agencies, and to promote the leading role of the agencies in the economic development of their regions and showcasing the activities (and projects) of the members of EURADA.

Form of the contract

The offer sent following the template in Annex I will constitute the binding compromise between EURADA and the offering companyof the main requirements and functionalities as described in Annex II. Any modification should be done in writing with the consent of both parties.

The price

The offer should calculate the price including VAT and all the taxes due.

Deadline for submission the offers:

Wednesday, 5th of October 2016 at 17:00 CET to the e-mail

Timeframe for completion:

The duration of the contract is 3 months, from November 2016 to January 2017. In the offer it is sought to specify an indicative price rate for technical support and maintenance that will be provided after the implementation of the web site.

Subject of the contract and work required

The company offering the services will design, develop and implement the new version of the corporate website of EURADA. The offering company will provide at least the following elements:

-An attractive design taking into account the particular requirements of EURADA as an international network.

-Develop a website using an open content management system (like WordPress), easily to be maintained an updated by the EURADA staff.

-Provide technical assistance for the first implementation and publishing of the website that will be hosted by Proximus, one of the telecommunications operators in Belgium.

The proposal to be submitted to EURADA requires the following documents:

-Statement with the technical offer, the experience and the price following the list of documents included in Annex I

-Contact details for the purpose of this offer

Selection of offers

The offers will be selected pursuing the following criteria and scoring:

Criteria

The offers will be evaluated taking into account the three following criteria:

  1. Criterion 1. Quality (40%) of the design and the technical solution proposed.
  2. Criterion 2. Price (40%): cheaper price will be higher valued.
  3. Criterion 3. Previous experience (20%): relevance of the previous project carried out for similar entities to guarantee the successful implementation of this project

Scoring

Each offer will be valued using the following score table

Quality
40% / Price
40% / Experience
20%
(++) outstanding, well higher than expectations
(+) higher than expectations
(=) corresponding to expectations
(-) not corresponding to expectations
(--) not linked to expectations
0 irrelevant

The result of the evaluation of the offers will be communicated within two weeks after the deadline for submission of the offers, thus before October 19that 12:00 CET.

Payments

  1. Up to 50% of the overall price with the delivery and acceptance by EURADA of the look and feel of the Home Page
  2. 50% at the completion of the contract

Property of the results

All the written and graphic material produced during this contract will be the property of the European Association of Development Agencies (EURADA) and will be able to be reused byany other means, for the communication of the association or other promotional activities.

EURADA will acknowledge that the offering company has designed, developed and implemented the solution with a written mention in the legal section of the website.

References

Below you may find a list of websites from National, European and International networks similar to EURADA. This non-exhaustive list is given in order to facilitate the preparation of better offers accordingly with the state of the art of similar organisations.

-European Regions Research And Innovation Network (ERRIN)

-European Association of Research and Technology Organisations (EARTO)

-European BIC Network (EBN)

-International Network for Small and Medium Enterprises (INSME)

-Asociación Española de Agencias de Desarrollo Regional (Foro ADR)

-Fédération des agences de développement économique (CNER)

-International Economic Development Council (IEDC)

-International Association of Science Parks and Areas (IASP)

Annex I

List of documents for submission of the offer

The offer submitted should contain the following elements

  1. Information of the offers
  2. First draft version of look and feel of the Home Page
  3. Description of the proposed website
  4. Clear specification of how the solution is going to be implemented, including technical requirements
  5. Complementary offer for future technical maintenance specifying a price in €/hour
  1. Price
  1. Information of the bidding company
  2. Brief description of the company
  3. Description of previous experience, specifying similar work carried out

Annex II

Requirements and functionalities

Taking into consideration the objectives expressed, the website should be a promotion tool showing the initiatives carried out by the EURADA secretariat, the members of EURADA and other initiatives for regional development (other European RDAs, European Commission, Member States, etc.).

The requirements and main functionalities should be as follows:

  1. The offering company should provide an attractive layout and a structured website able to be operated with a content management system. The staff of EURADA will insert the data and will update the information of the website using the content management system.
  2. The page should be as simple as possible, providing a clear message of the importance of development agencies for the regional economic development. The main objective is promotion of regional development agencies.
  3. The maintenance requirements of information should be as low as possible and mainly focused in the home page to provide an impression of dynamism to occasional and frequent users.
  4. The website should be capable to manage the same information in the two working languages of EURADA (English and French) at the same time.
  5. An intranet or a reserved space just for members is not necessary. The communication with members is done using a solution supplied by Flexmail ( not connected with the website. The files to be shared will be distributed through Flexmail or will be inserted in the pages of the website to be openly available to all the visitors.
  6. The website should have a routine that allows for automatic subscriptions to EURADA newsletters sent with Flexmail. The users should be able to provide through the website the data (like name, e-mail address, organisation, etc.) to subscribe to EURADA newsletters either as members of EURADA (eReminder, Eurada news) or as general public (eFlash).
  7. The offer will include the support for the technical implementation of the website. The domain is currently hosted by Proximus, one of the telecommunication providers from Belgium. The offering company should be able to contact them to solve the problems related with the setting up of the website.
  8. The offer should include an estimation of costs (measured in euros per hour) for the technical support after the implementation of the website. EURADA does not have any internal IT expert. So consequentl, for the future maintenance of the website, the offering company should provide details of the costs and how the technical support will be provided.

Annex III

Suggested Map of Contents of the Eurada Corporate website

In this annex there is a recommendedstructure for the website. Taking into consideration the communication requirements, this first draft structure of the map of content could be improved by the company formulating the offer.

Except the home page (with dynamic content), the rest of the pages should be static to minimise the maintenance. It is expected that pages will be updated just every 2-3 months. They should have the possibility to include a title, text, photo and files to download.

-Home page:

The home page is the sole dynamic part of the website. It is the most important communication element of the website of EURADA specifying the news, activities and events that are being organised by EURADA. For the home page design the following elementsshould be taken into account:

-The home page should be based on a strong image to promote the association and its members. There should be a database/image bank to make it dynamic

-There should be a space in the home page to promote a relevant single activity important for the association. For example at this moment it is the annual meeting Agorada+ that will take place in November in Bologna

-In the homepage there should be a good calendar to show upcoming activities and also provide an easy navigation in past events

-The bottom of the home page will be use to include the logos of entities that support EURADA (or which are supported by EURADA) like the European Commission, IPR Helpdesk, Enterprise Europe Network, etc.

-About:

This section presents the association, its 25 years of history and main governing

  • About us: Eurada philosophy, missions, objectives as detailed version of the first page welcoming paragraph. (text+photos)
  • President of Eurada: Few words from the president (text+ photo)
  • Executive committee: General presentation and list of members (texts, list+photo)
  • Board of Directors: General presentation and list of members (same structure as before texts, list+photo)
  • Eminence Grise club: General presentation and list of members (same structure as before texts, list+photo)
  • Staff: Esteban, Tessa, other staff and any interns (contacts details + few words on their responsabilities)

-Network:

This section presents EURADA members and provides all the contacts of the different types of members and networks related to EURADA. It will also serve as a tool to get organisations interested in becoming member

  • Members: Presentation of each member (picture, short presentation of each RDA with information easily to be updated, country)
  • Partnership forum: Presentation (same information of before with text, list + pictures)
  • Partners: Presentation of other networks which work in close contact with EURADA like IEDC, INSME, CNER, etc. (text, list+pictures)

-Events:

In this section all the events organised by Eurada are presented briefly. In each of them it has to be possible to include text, photos and attached files. There will be a section of past events to insert the proceedings

  • Dual use (October)
  • Agorada+: (November)Social Innovation
  • Agenda: Links towards specialized page or website (such as for each events
  • Past events: Descriptions, pictures and files archived
  • Agorada: (may) Financial Instruments for regional development
  • Summer course: (July) management of EU project

-Fields of interest:

Each page would have a text, photos and it is important to have several files to download at the same time

  • Working Group of Industry 4.0
  • Phoenix Initiative for regions interested in innovation and technology absorption
  • Regional network of dual-use industry
  • Entrepreneurial discovery process and policy mix within the RIS3
  • Financing innovation: financial instruments of the Structural Funds, crowdfunding, business angels, leasing, etc.
  • Social innovation
  • Others: Files with documents elaborated by EURADA inserted in the thematic classification

-Projects:

(Links towards specialized page or website (such as for each projects)

  • Citizenergy (CIP-IEE): The European Platform for Citizen Investment in Renewable Energy (March 2014 - February 2017)
  • Beyond EDP (Interreg Europe): Improve the RIS3 effectiveness through the management of the entrepreneurial discovery process (EDP)
  • ESSPO (Interreg Europe) Efficient support services portfolios for SMEs
  • SOCIAL SEEDS (Interreg Europe) Exploiting Potentials of Social Enterprises through Standardized European Evaluation and Development System
  • WATIFY: digitalisation of traditional industries and digital entrepreneurship
  • IN4WOOD (Erasmus+): Educative material for development of professional skills in the digitalisation of traditional industries from the wood and furniture industries
  • Past projects
  • MIRRIS (FP7): Mobilizing institutional reforms for better R&I systems/institutions in Europe (July 2013 - June 2016)
  • BENISI (FP7): Building a European Network of Incubators for Social Innovation (May 2013 - April 2016)
  • SmartSpec (FP7): Smart Specialisation for Regional Innovation (July 2013 - June 2016)

-Join us!

In this part of the page it is explained how to become a member. It is one of the main parts of the website, because it is directed towards self-promotion to attract new members to the association.

  • How to become a member
  • Benefits of being a member
  • Testimonials of EURADA members

-Contact

Provide information to reach the secretariat of EURADA Useful information: Address, mail, phone, maps + details on how to become member

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