Digital Review - The Birth Partner Project

1. Context1.1 The Birth Partner Project (TBPP), established in 2016, is a Cardiff-based registered charity. We provide volunteer birth partners to asylum seeking and refugee women who face pregnancy, birth and early motherhood alone.1.2 TBPP is undergoing a period of growth and requires a review of our IT and digital systems in order to maximise efficiency and help us thrive!1.3 TBPP is looking for a digital consultant with an understanding of small third sector organisations to undertake a ‘digital transformation’ of the organisation.2. Brief2.1 To review TBPP’s internal IT systems – our case management system, communication systems and development of an online space for our service-users- and to develop and implement recommendations which will support the organisation to better meet the needs of the volunteers and the women we support.3. Scope3.1 The scope and breakdown of the work:• Review current case management needs – 15%• Identify and recommend a new case management system (CMS) – 10%• Develop guidance, and train staff / volunteers on use of the new CMS – 15%• Migrate data over from existing system to new CMS – 15%• Identify and develop an accessible online space for our service users and volunteers to access resources – 20%• Assess the organisation’s needs for: IT support, email accounts, internal communications and shared digital spaces – 10%• Make recommendations for improvements to the organisation’s IT support, email accounts, internal communications and shared digital spaces – 15%3.2 The work undertaken must be tailored to the specific needs and circumstances of a small, volunteer-led, grassroots organisation working with vulnerable service-users with limited financial resource3.3 The work should comply with GDPR Regulations and TBPP;s Data Protection policy3.4 The total payment for this work is £40003.5 The budget available for purchasing a case management system is £39503.6 The anticipated timescale for the work is: June-September 2022 (there may be some scope for flexibility ).4. Content of tender submission4.1 Tenderers are asked to provide the following within their submission:• Understanding of our requirements and how the brief will be undertaken.• Experience. Provide examples and a brief description of similar commissions/projects that you have worked on in the last three years.• Your anticipated timeframe for delivery5. Health and Safety5.1 TBPP requires providers to comply with all Health & Safety legislation and tohave procedures in place for ensuring the safety of its staff, as well as third party personnel involved in assignments.5.2 Providers should possess and maintain public and professional indemnityinsurance and employers’ liability insurance (if applicable). Evidence ofcurrent insurance policies and the limits of these policies must be provided aspart of your tender submission.5.3 TBPP recognises the importance of confidentiality and security with respect to all personal information processed by the organisation. Providers will ensure that data will be stored safely, treated as strictly confidential and used only for the legitimate purposes of conducting the business of the Organisation in line with GDPR.6. Copyright/Legal ownership of commissioned work6.1 In all instances, full copyright and authorship of all commissioned work will pass to theClient and becomes TBPP assets upon payment of invoice. We would expect the appointedcontractor not to share with any third party organisations as there may be commercialsensitivities.6.2 TBPP and its associated organisations will have the right to use and reproduce thecommissioned work without further charge or permission.7. Personnel7.1 Please provide details of the key personnel who will be responsible formanaging and undertaking the work, including their experience, relevant qualificationand whether they have enhanced DBS checks.6.2 Please identify one named Account Manager who will co-ordinate your services.6.3 Names and contact details of two referees to whom you have provided a similarservice in the last two years and who you are happy for us to contact.9. Payment Terms9.1Payment will be made following receipt of invoices:50% at mid –point50% on satisfactory completion of work required.10. Submission Terms10. 1 Interested tenderers are welcome to contact Emily Robertson for an informal conversation about the work prior to submitting an application. [email protected] or 0787191110. 2 To submit a proposal for this piece of work, please send an electronic copy of your submission Emily Robertson on [email protected] by deadline of 23rd May 2022. The proposal should be no longer than 6 sides of A4 paper.10.3 The above specification points are not an exhaustive list. The successful providers maytherefore be required to adhere to additional requirements or may wish to suggest additionalactivity that would benefit the project. Such requirements will be agreed between thesuccessful providers and TBPP.10.4 The successful contractor will be appointed on the basis of quality and experience.