Invitation to Tender for SCST Administration Services

SCST is seeking proposals from qualified providers to deliver comprehensive administrative, accountancy, website, marketing, event organisation, and user support services. The scope of services includes:

• Administrative Support: Diary management, meeting coordination, travel arrangements, document management, and financial administration.
• Accountancy Services: Day-to-day bookkeeping, financial reporting, budgeting, tax compliance, and financial advisory.
• Website Maintenance & Development: Regular updates, security, website redesign, and SEO.
• Marketing & Communications: Social media, digital marketing, PR, and market research.
• Event Organisation: End-to-end event planning, promotion, and post-event reporting.
• User & Member Support: Technical troubleshooting and member engagement.

Please submit your tender by 19th October 2024 detailing your expertise, approach and cost to delivering these services to comms@scst.org.uk  Notification of successful bid will be announced 25th November with services expected to commence 6th January 2024.

Detailed Scope of Services for SCST Outsourcing

1. Administrative Support

• General Administration:

○      Handling incoming and outgoing mail

○      Diary management and scheduling

○      Travel arrangements

○      Meeting coordination and minute-taking

○      Document management and filing

○      Data entry and record-keeping

• Financial Administration:

○      Invoice processing and payment

○      Expense management and reporting

○      Budget tracking and reporting

2. Accountancy Services

• Financial Management:

○      Day-to-day bookkeeping and financial record-keeping

○      Preparation of financial statements (income statements, balance sheets, cash flow statements)

○      Management and financial reporting

○      Budgeting and financial forecasting

○      Tax compliance (VAT, corporation tax, etc.)

• Online Accounting Portal:

○      Implementation and maintenance of an online portal for real-time access to financial data

○      Secure integration with SCST’s bank accounts for automated transaction data

○      User-friendly interface for financial reporting and analysis

• Financial Systems Integration:

○      Integration of accounting software with other relevant systems (e.g., CRM, ERP)

• Financial Advisory:

○      Provision of financial advice and recommendations

○      Support with financial decision-making

3. Website Maintenance and Development

• Website Maintenance:

○      Regular website updates and content management

○      Ensuring website security and performance

○      Website backup and disaster recovery

○      Technical support for website-related issues

• Website Development:

○      Website redesign and development as required

○      Integration of new features and functionalities

○      E-commerce functionality (if applicable)

○      Search engine optimisation (SEO)

○      Website analytics and reporting

4. Marketing and Communications

• Marketing Strategy:

○      Development and implementation of marketing plans

○      Market research and competitor analysis

○      Brand management and development

• Digital Marketing:

○      Social media management and content creation

○      Email marketing campaigns

○      Search engine marketing (SEM)

○      Pay-per-click (PPC) advertising

○      Content marketing

• Public Relations:

○      Media relations and press releases

○      Crisis communication

○      Event management and coordination

5. Event Organisation

• Event Planning and Management:

○      Event concept development and planning

○      Venue sourcing and booking

○      Speaker recruitment and management

○      Delegate management and registration

○      Event marketing and promotion

○      Event logistics and coordination

○      Post-event evaluation and reporting

6. User Support

• Technical Support:

○      Providing technical assistance to users

○      Troubleshooting hardware and software issues

○      User training and support

• Member Support:

○      Managing member inquiries and complaints

○      Providing information and resources to members

○      Member database management

7. Social Media

• Social Media Management:

○      Creating and managing social media profiles

○      Developing and implementing social media content calendars

○      Engaging with the target audience

○      Monitoring social media analytics and reporting

Note: This outline provides a comprehensive overview of the services required. It is essential to further refine and expand upon each section based on SCST’s specific needs and priorities.

Tender Process for SCST Outsourcing

Introduction

This document outlines the tender process for the Society for Cardiac Science and Technology (SCST) to outsource admin support, website maintenance and development, marketing, event organisation, social media, user support, and technical support.

Tender Overview

Scope of Services: The successful bidder will be responsible for providing a comprehensive range of administrative, accounting, digital, and marketing support services to SCST. These will be defined in a separate scope document

Tender Period: The tender process will commence as of the 9th September 2024 and conclude on the 30th November 2024. The successful bidder is expected to commence services in 6th January 2025.

Evaluation Criteria: Bids will be evaluated based on the following criteria:

•           Quality of proposed services
•           Cost-effectiveness
•           Experience and expertise
•           Understanding of SCST’s mission and values

Tender Timeline

Tender Process

1.     Publication of Tender Document: The tender document will be made available to prospective applicants on 9th September 2024. It will include a detailed description of the required services, evaluation criteria, and submission guidelines.
2.     Tender Clarifications: Potential bidders may submit written questions regarding the tender document by 19th September 2024. Clarifications and responses will be sent by email by 23rd September 2024.
3.     Tender Submission: Completed tenders must be submitted by 19th October 2024 in the specified format. Late submissions will not be considered.
4.     Tender Evaluation: A tender evaluation committee will assess all submitted tenders based on the evaluation criteria. Shortlisted bidders may be invited to present their proposals.
5.     Notification of Successful Bidder: The successful bidder will be notified by the 25th November 2024.
6.     Contract Negotiation and Award: A contract will be negotiated with the successful bidder, and the contract will be awarded upon successful completion of negotiations.

Evaluation Criteria

The evaluation committee will assess tenders based on the following criteria: 

•           Quality of proposed services: The extent to which the bidder demonstrates an understanding of SCST’s needs and proposes innovative and effective solutions.
•           Cost-effectiveness: The overall value for money offered by the bidder, considering the quality of services and pricing.
•           Experience and expertise: The bidder’s track record in providing similar services, and the qualifications and experience of their team.
•           Understanding of SCST’s mission and values: The bidder’s alignment with SCST’s goals, objectives, and values.
•           Current and past experience: The bidders’ experience working with charities/organisations with similar goals, objectives, and values will be considered.

Contractual Arrangements

The contract between SCST and the successful bidder will outline the scope of services, performance metrics, payment terms, and other relevant conditions. 

Additional Considerations

•           Confidentiality: All information related to the tender process must be treated as confidential.
•           Equal Opportunities: SCST is committed to equal opportunities and encourages bids from all qualified suppliers.
•           Sustainability: SCST may consider the bidder’s environmental and social impact as part of the evaluation process.

Submitting Tender

Please submit your tender by 19th October 2024 detailing your expertise, approach and cost to delivering these services to comms@scst.org.uk Notification of successful bid will be announced 25th November with services expected to commence 6th January 2024.