Introduction
The Federation for International FootGolf (FIFG), with its headquarters at Place Saint-François 7, 1003 Lausanne, Switzerland, is pleased to announce the opening of a public tender to develop and implement the official tournament management software. The FIFG Board approved this decision during its August 26, 2024 online meeting. The selected software will be the official tool for managing FIFG events over the next six years, providing comprehensive support for tournament operations, membership management, and player engagement across all affiliated regions and countries.
This bid document is the basic information; a detailed document with exact requirements will be sent to the registered bidders.
Scope of Work
The software must include the following features:
Tournament Management
Scoring Methods: Support for various scoring methods (e.g., stroke, medal).
Categories: Support for multiple categories, including Absolute and Team Competitions.
Pairings: Ability to manage and automate pairings.
Multiple Courses: Capability to handle multiple courses within a single tournament.
Import Players and Scores: Efficient tools for importing players and scores.
Reports and Scorecards: Generating detailed reports and customizable scorecards.
News Section: A section dedicated to tournament-related news and updates.
Tournament Types
Stroke Play: Management of stroke play tournaments.
Match Play: Management of match play tournaments.
Stableford: Support for Stableford scoring format.
Regional and World Cup Management: Specific tools for managing regional tournaments and World Cups.
Player of the Year Rankings
Region/World Rankings: Rankings can be filtered by region, world, and category.
Country-Specific Rankings: Rankings that are specific to countries.
Purse Awarding: Automated calculation and awarding of purses.
Ranking Tournaments: Ability to designate certain tournaments as ranking events.
Historical Rankings: Integration of previous year’s rankings with current year data.
Website Integration: API support for seamless integration with websites.
Membership Management
Multiple Memberships/Licenses: Support for managing various membership types and licenses.
MC Licenses/Membership Renewal: Tools for managing and renewing licenses/memberships.
Reports: Comprehensive reporting capabilities.
Adding Players: Easy addition and management of player profiles.
Multiple Merchant Accounts: Support for multiple merchant accounts for payment processing.
Tournament Registration
Online Registration: Secure and user-friendly online registration process.
Receive Payments: Integration with payment gateways for receiving payments.
Different Pricing Tiers: Support for different pricing based on registration criteria.
Player Profile
Handicap Management: Tools for managing and updating player handicaps.
Player Information: Detailed player profiles, including personal and contact information.
Tournament Results: Historical data on player tournaments and results.
Season Statistics: Comprehensive statistics for players per season.
CRM – Data Management
Member Analysis: Tools for analyzing member data and generating insights.
Contact and Email Players: Integrated communication tools for contacting and emailing players.
Queries and Reports: Ability to generate queries and reports across multiple years.
Live-Scoring
Live Streaming Ability: Capability to integrate live streaming of events.
User-Friendly Interface: Easy-to-use live scoring interface.
Digital Leaderboard: Real-time digital leaderboard for ongoing tournaments.
Software Application
Live Scoring Functions: All live scoring functionalities are accessible via the software application.
Player Profiles: Access to player profiles through the software.
Tournament Schedule: Display and management of tournament schedules.
Mobile Application
Live Scoring Functions: The full functionality of live scoring is accessible on mobile devices.
Player Profiles: Access and manage player profiles via mobile.
Tournament Schedule: Mobile-friendly display of tournament schedules.
Technical Requirements
The software must:
Be compatible with various operating systems (Windows, macOS, Android, iOS).
Support multiple languages.
Offer cloud-based and on-premise deployment options.
Provide robust security features, including data encryption and access controls.
Ensure high availability and performance, particularly during live events.
Implementation and Support
Training: Provide comprehensive training for administrators and users.
Support: Offer 24/7 technical support and regular software updates.
Documentation: Detailed user manuals and technical documentation must be provided.
Proposal Submission Requirements
Company Information: Details about the company, including years in operation, experience, and key clients.
Technical Proposal: Detailed description of how the software meets the requirements in the Scope of Work.
Implementation Plan: Timeline and approach for implementing the software.
Cost Proposal: Detailed breakdown of costs, including licensing, implementation, training, and support.
References: Provide at least three references from clients who have used the proposed software.
Anti-Corruption and Anti-Lobbying Requirements
Non-Lobbying and Anti-Corruption Declaration: All bidders must sign a non-lobbying and anti-corruption declaration for submission. This declaration affirms that no undue influence, gifts, or other incentives will be usedto sway the decision-making process.
Conflict of Interest Declaration: All committee members, board members, and other contacts from FIFG or experts hired by FIFG in the tender process will sign an anti-corruption and lobbying declaration. If any member from the FIFG side has a conflict of interest, they must declare it immediately upon recognizing the situation.
Contact Registration and Transparency: All contacts between bidders and FIFG representatives must be registered and transcribed. All meetings related to this tender will be recorded and transcribed for internal use by the FIFG. These records will not be publicly accessible except to the FIFG Board and the General Assembly-appointed supervising board if needed.
Publication and Notification
Publication of the Tender: The tender will be published on the FIFG website under the “News” section, sent to all member countries, and published on FIFG’s official Facebook and LinkedIn pages.
Notification to Potential Bidders: The tender notice will also be sent to known companies that have expressed interest in the past. However, there is no guarantee that all potential bidders will be reached, which will not be grounds for complaint.
Evaluation Criteria
Proposals will be evaluated based on the following criteria:
Vendor experience and references.v
Compliance with the scope of work.
Technical capabilities and innovation.
Implementation strategy and timeline.
Cost-effectiveness.
Timeline and Deadlines
Registration for the Tender: All interested parties must register for the tender by September 4, 2024 online https://forms.gozen.io/8SENuidjZ6eSyXkWYx0U
Presentation of the Tender Q&A: All registered bidders must attend an online presentation on September 5, 2024. This presentation will not be repeated.
Submission of Offers: Proposals must be submitted by September 18, 2024.
Invitation for Online Presentations: The five best offers will be invited for an online presentation on September 25, 2024.
Online Presentations: Presentations will be conducted on September 30, 2024.
Additional Questions: Any additional questions from the bidding group will be addressed on October 1, 2024.
Decision and Presentation to Bidders: The bidding group’s decision will be made and presented to the bidders on October 4, 2024.
Result Presentation to the FIFG Board: The results will be presented to the FIFG Board on October 7, 2024. The FIFG board confirmed the final decision
Implementation of Test Period: The test period for the selected software will commence on October 14, 2024.
Full Implementation and Training: Full implementation and the beginning of training for member countries will start on December 1, 2024.
Submission Deadline
All proposals must be submitted by September 18, 2024
Contact Information
For any queries related to this tender, please get in touch with Lucas Lostau support@fifg.org.
Notice to All Potential Bidders
The Federation for International FootGolf (FIFG) reserves the right to modify, amend, or add new requirements to this tender at any time during the process. All such changes will be communicated promptly to all registered bidders to ensure transparency and fairness.
Please note that this tender document serves as an informal outline of the basic requirements. Upon successful registration, each bidder will receive the full and detailed tender documentation, which will include the final specifications, terms, and conditions.
We appreciate your understanding and cooperation as we work together to find the best solution for our organization.
