CotswoldsPlus Local Visitor Economy Data Platform to Include Support and Maintenance

The contract timeline is as follows:

• Contract Start Date: January 2027.
• Contract End Date: The initial contract period for annual licenses runs for three financial years from April 2027 onwards (2027, 2028, 2029), with payment schedules and annual reviews. Monthly reporting and bi-monthly review meetings, along with KPI monitoring, are scheduled from March/April 2027 to March 2030.
• Total Duration: The initial contract covers approximately three years and three months, from January 2027 to March 2030. There are also potential extension years: Extension Year 1 (2030-2031) and Extension Year 2 (2031-2032).

Key Milestones and Phases:

• End of December 2026: Contract award.
• December 2026: Assignment of Key Personnel prior to contract commencement.
• December 2026: Kick-off Meeting to produce a clear project workplan within 10 working days of contract award.
• January 2027: Initial payment of 30% of onboarding costs upon receipt of a valid invoice.
• January 2027: Data review of current sources.
• January – February 2027: Onboard data system and input existing data.
• 1st March 2027: Build Complete.
• March 2027: System Installation and outline Go Live within 3 calendar months of contract award.
• End-March 2027: Second payment of 40% on delivery of initial data and draft system for testing.
• March - April 2027: Dashboard access provided to LVEP users and initial data received; Full launch of the platform.
• March - April 2027: Initial training delivery to all identified LVEP personnel.
• March – April 2027: Recruitment of early business adopters.
• April 2027: Third payment of 30% on submission of the full launch of the platform.
• April 2027: Testing of the system, including reporting, ready for soft launch.
• April - May 2027: Payment of 2027-2028 Licence fee.
• April – May 2027: Hold a series of virtual training sessions across the LVEP region.
• April 2027 – March 2030: Monthly Summary reports delivered within 5 working days of each month end.
• March 2027 – March 2030: Bi-monthly Review Meetings between Supplier and Authority.
• March 2027 – March 2030: System to operate with a minimum monthly uptime of 98%.
• March 2027 – March 2030: Technical support for LVEP users 24/7, with specific resolution times for critical and less critical issues.
• March 2027 – March 2030: Ensure data completeness and accuracy.
• April 2028: Payment of 2028-2029 Licence fee.
• April 2029: Payment of 2029-2030 Licence fee.

The core scope of work for this tender is to deliver a data platform for the CotswoldsPlus Local Visitor Economy Partnership (LVEP). This platform is intended to provide an excellent overview of the regional visitor economy's performance, establish regional measurement standards, and offer deep insights into visitor demographics, attitudes, behavior, and economic trends.

Key objectives include:

• Introducing standard measures for all partners to report performance.
• Housing a standardized set of performance measures.

The platform's measures will address core questions, including "Who is using our visitor economy?".

Core deliverables and ongoing responsibilities include:

• Providing initial training to all identified LVEP personnel, followed by new starter/annual refresher/advance training.
• Delivering summary reports within five working days of each month-end.
• Maintaining direct communication with the LVEP and conducting bi-monthly meetings to review Key Performance Indicators (KPIs), providing monthly management.
• Ongoing updates, management, maintenance, and support.