Awarded to Clarity Digital Workplace

Start date: Wednesday 29 January 2020
Value: £39,525
Company size: SME
Metropolitan Thames Valley Housing

MTVH Intranet

14 Incomplete applications

13 SME, 1 large

38 Completed applications

35 SME, 3 large

Important dates

Monday 28 October 2019
Deadline for asking questions
Monday 4 November 2019 at 11:59pm GMT
Closing date for applications
Monday 11 November 2019 at 11:59pm GMT


Summary of the work
MTVH is looking to create a digital workplace that enables colleagues to feel part of one organisation, where everybody can easily communicate and collaborate from any location. We'd like to partner with a tech savvy, user focused organisation to carry out some discovery and help us to achieve this.
Latest start date
Monday 6 January 2020
Expected contract length
Organisation the work is for
Metropolitan Thames Valley Housing
Budget range

About the work

Why the work is being done
In October 2018 like minded housing associations Metropolitan and Thames Valley Housing formally completed a partnership to form Metropolitan Thames Valley Housing (MTVH).

One year on from the successful merger, MTVH want to create a digital workplace that enables colleagues to feel part of one organisation, where everybody can easily communicate and collaborate from any location.

MTVH currently have 3 intranet platforms that support internal communications and content management. Whilst there is work ongoing to improve the effectiveness of these platforms, they are a mixture of legacy and temporary services that are not set-up to support the integration of the 2 organisations. Generally there are issues with content engagement, access, content structures and duplication that result in a poor user experience across all platforms.

This highlights just some of the known technical barriers, but there are also issues relating to our organisations culture and digital skills that prevent us from communicating and collaborating successfully.
Problem to be solved
In order that MTVH can begin to create a digital workspace that supports continuous positive change, we need to understand more about the skills, cultural and technical barriers preventing our new organisation from communicating and collaborating successfully.

We need to:
• Establish a clear picture of our existing intranet landscape and usage
• Understand the barriers staff face to communicating and engaging successfully, with a focus on remote colleagues
• Identify the support and training required to enable staff to succeed in a digital workplace
• Understand what gaps or issues there are with the current technology
• Understand how other modern organisations are using technology to successfully fulfil intranet capabilities
• Establish how we will use existing or new technology to try out different solutions to the problems identified during the discovery
• Determine if and how we might integrate more closely with our existing technologies, including O365 and ServiceNow and understand the impact for planned projects around document management and O365.
• Understand what information architectures are required to help us to make content easily accessible, supporting the consolidation of content and decommissioning of legacy services
Who the users are and what they need to do
MTVH have just under 2000 staff working across multiple sites.

Main offices (150-350 people) x 6 sites
Remote sites (15-30 people) x 13 sites
Small remote sites / Care & Support homes with people onsite (1-14 people) x 100 sites
Early market engagement
Any work that’s already been done
The current intranet platforms in use are:

Facebook Workplace
MetNet (Interact) - Legacy Metropolitan staff only.
theHub (Wordpress)

A small amount of discovery work has been undertaken in recent months to understand current usage of Workplace with some recommendations around improving its impact.

There are detailed usage analytics available for theHub, with a more limited set of reports available for MetNet.

A separate project has recently been completed that looks to understand how staff can utilise O365 solutions to solve issues around communication, collaboration and document management.
Existing team
A working team will be established at the start of this discovery, consisting of members of the Digital and Communications teams, alongside representation from appropriate teams in the business.
Current phase

Work setup

Address where the work will take place
77 Hatton Garden

Premier House
52 London Road

Raleigh House
68-84 Alfreton Road

There are colleagues at other sites in the London, Nottingham and Derby areas that should be involved as part of this work.
Working arrangements
The supplier team should regularly work out of our London offices in order to facilitate collaboration with the existing team, although the precise working arrangements are flexible.

There may be a requirement to visit other MTVH offices as detailed above.
Security clearance

Additional information

Additional terms and conditions

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • Experience of user needs discovery in relation to internal communications and collaboration
  • Experience of architecting and implementing intranet technology solutions
  • Experience of running successful agile projects
Nice-to-have skills and experience
  • Experience working with a range of different organisations on intranet solutions
  • Experience working with a variety of cloud based services, including Microsoft Azure and AWS

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
Proposal criteria
  • Relevant skills and expertise
  • Approach and methodology
  • How the approach meets user needs
  • Timeframes and key milestones
  • Value for money
Cultural fit criteria
  • Work as a team within our organisation
  • Be transparent and collaborative when making decisions
  • Reinforce agile principles in a developing organisation
  • Share knowledge and experience with other team members
  • Challenge the status quo
Payment approach
Capped time and materials
Additional assessment methods
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. For the experience/skills 'Experience of running successful agile projects' you have said 'projects' rather an 'project'. Are you looking for more than one example here? Or will you be following the DOS guidance and only want 1 example/project?
One example is fine. We will not score a supplier higher or lower because they give more or less examples than another supplier.
2. Do you have an incumbent supplier for SharePoint solution delivery?
3. Is there any specific timescale for this study and discover phase?
We'd like to have this phase completed within 6-10 weeks of commencing.
4. What Office 365 licences do you have?
We have large and varied number of licenses on the O365 platform. More details can be provided at a later stage.
5. We have a SharePoint Online document management solution which covers the management of documents and the ability to make documents mandatory reads for users – are you looking for such a solution as part of this?
It will depend on what we learn during this discovery phase
6. Do you have on-premises SharePoint?
7. Will there be any content migration?
When we get to that point, content migration will likely be required.
8. What level of Office 365 users do you have?
More details can be provided at a later stage
9. How many users do you have on each of the existing platforms and what user feedback is available?
Workplace has roughly 1900 registered users .
theHub does not have the concept of registered users, but all staff have it set as the browser homepage. MetNet has around 2500 registered users. Usage analytics can be supplied for each.
Currently there is limited user feedback available on these services specifically.
10. Do all of the users have a MTVH email address?
11. How do you currently communicate with the users at the Remote sites and small remote sites?
The current platforms listed, plus regular channels, including email, Skype and phone etc.
There are also regular email bulletins - e.g bi weekly digest highlighting content across all 3 platforms.
There are also regular events that are streamed over Workplace.
12. Have you defined the primary use cases for the new platform?
Not yet, that will need to be done as part of this work. Once we define the user needs we will then look to see how existing or new tech will best meet those needs.
13. Who is the primary sponsor for the project?
Director of Communications
14. Does your budget include, or exclude VAT?
The budget includes VAT