CLUB MANAGEMENT PLATFORM TENDER

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1 CLUB MANAGEMENT PLATFORM TENDER Introduction There are 567 clubs throughout England with 70,000 active club members. Triathlon England is looking to introduce a club management system to offer to its clubs providing better support and IT services, enhanced communication and increased engagement with people within clubs. About British Triathlon and Triathlon England British Triathlon is the National Governing Body for Triathlon, Duathlon and Aquathlon in Great Britain, responsible for raising the profile and delivering medal-winning performances and helping everyone discover, enjoy and achieve in triathlon. British Triathlon is a Federation, whose members are the Home Nation's Associations of Triathlon England, Triathlon Scotland and Welsh Triathlon. Depending on geography, Individuals join their relevant home nation as opposed to British Triathlon as the federation. Triathlon is a fast growing, dynamic and modern Olympic & Paralympic sport with talented world class athletes, coaches and support staff, focused around delivering world-class events and medal winning performances. We are committed to supporting, growing and safeguarding the future of triathlon and multi-sports events in the UK. We aim to make the sport of triathlon as engaging and rewarding for first time participants as it is for elite athletes representing us on a world stage. Please visit for more information. About Our Clubs Our clubs are home to 70,000+ people who are passionate about triathlon. Clubs enable people to come together in a supportive environment and participate in social and sporting activities, gain access to affordable advice and training from British Triathlon trained coaches with the aim of fulfilling their potential and triathlon goals. Clubs cater for beginners to the seasoned triathlete and everything in between. Many are also open to youth and junior triathletes providing safe environments for them grow in confidence and develop.

2 Clubs can affiliate to Triathlon England and take advantage of the benefits for both clubs and its members. Affiliation is annual and valid from 1st January until 31st December or from when the payment is made after 1st January. This is an online process accessed via our web portal. In addition, Triathlon England has worked with Sport England to develop the TriMark Club accreditation system. The aim of the accreditation is to support, sustain and maintain a network of high quality triathlon clubs. The TriMark Club accreditation process is open to all community clubs that are affiliated to Triathlon England. TriMark Club accreditation is a three-tiered system; TriMark Club Bronze, TriMark Club Silver and TriMark Club Gold. At each level there are a range of rewards and benefits open to triathlon clubs that meet the criteria and have been awarded the accreditation. TriMark Club Silver is equivalent to Clubmark and clubs awarded TriMark Club Silver will also be achieve Clubmark status. For comprehensive information about clubs please visit Project Mission Deliver an industry leading club management platform to enable Triathlon England to build stronger relationships with clubs, engage with more people and grow membership. Strategic Objectives What does success look like? The introduction of this club management system should enable Triathlon England achieve its membership growth objectives over the next three years. In the 2017/18 financial year membership grew at 16%. Over the next three years we have set ambitious growth targets which this system will aid in achieving. 2018/19 23% annual growth in membership 2019/20 27% annual growth in membership 2020/21 35% annual growth in membership Successful implementation will also aid in the facilitation of clubs becoming GDPR compliant. Scope The tender is limited to Triathlon England in the first instance however could be expanded in the future to include Triathlon Scotland and Welsh Triathlon.

3 The Tender Triathlon England are looking to appoint a company to deliver the brief outlined below. Our preference is to acquire an existing product that can be adapted with some custom changes and can integrate with existing Triathlon England systems. To enable Triathlon England to shortlist a preferred delivery partner, we would like to ask each company to provide a written proposal which outlines your approach and suitability for the project, together with your portfolio. Triathlon England will then follow up further with a shortlist of selected agencies. Brand guidelines and imagery British Triathlon and Triathlon England brand guidelines can be downloaded Here British Triathlon have an extensive catalogue of images that can be found in the various albums at Timescales British Triathlon would like you to submit your proposals by 5pm Friday 11 th May, via to paulgraham@britishtriathlon.org. Shortlisted companies will be contacted the week commencing 21 st May to invite them to pitch and present their product. Following the pitches, the successful company will be informed and we hope work will be able to commence with immediate effect. User testing in October 2018 with roll out from 01 December 2018 which is when the 2019 club registration window opens. The Project Brief Deliver a system which as a minimum provides the following to clubs; An uncomplicated and easy to use system. A modern, dynamic triathlon/club branded website which is mobile friendly. Enables clubs to compliantly record and manage membership to their club and take membership/subs payments. Administer online booking and payment for club training sessions. Provide enhanced marketing & communication capability.

4 High levels of social media integration. Full technical support and system management. Be GDPR compliant Deliver a system which as a minimum provides the following to Triathlon England/British Triathlon; Enables Triathlon England membership to be purchased alongside club membership. Integrated data flow from club management system to the Triathlon England database with API s available to facilitate club creation, validation checks etc. Enables direct communication from Triathlon England to individual club members in a GDPR complaint manner. Ability to track the user journey of a club member and general participation trends. Provide three-way communication with Triathlon England, the club and its members. Be GDPR compliant. Requirements User testing focus groups with clubs should form part of the development process. It is important that the selected company will be able to incorporate outcomes into their product. The build will meet level A of the Web Content Accessibility Guidelines (WCAG 2.0) as a minimum and be compatible with commonly used assistive technologies such as screen magnifiers and screen readers. The design will be a mobile-first build which ensures cross browser compatibility across desktop, tablet and mobile and delivers a joined up and consistent user experience. Minimum browser compatibility should be defined. The design should not rely on third party plug-ins, for example Flash. Budget Triathlon England have a specific budget available for this project and are open to discussions around differing financial models. If you would like to speak to us about this budget, please do not hesitate to get in touch.

5 Tender Evaluation Tender submissions will be evaluated against the following criteria. Criteria Weighting Meeting the club requirement of the brief 25% Meeting the Triathlon England requirement of the brief 25% Roll out cost to clubs 20% Roll out cost to Triathlon England 10% Evidence of a successful track record in delivering integrated club 10% management systems Ability to provide on going technical support to clubs 10% References 10% Contacts If you have any questions regarding this opportunity, please don t hesitate to contact us: For Club Management enquiries please contact: paulgraham@britishtriathlon.org For IT/Technical enquiries please contact: matthewcoffey@britishtriathlon.org