NHS Professionals Ltd

Corporate Website Refresh

Incomplete applications

45
Incomplete applications
42 SME, 3 large

Completed applications

21
Completed applications
20 SME, 1 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Tuesday 21 January 2020
Deadline for asking questions Tuesday 28 January 2020 at 11:59pm GMT
Closing date for applications Tuesday 4 February 2020 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Corporate Website Refresh - website and Content Management System replacement, plus presentation of other application services. Also to be considered is 'job board' capabilities.
Latest start date Monday 23 March 2020
Expected contract length Six months to a max of one year for delivery, plus ongoing support and maintenance.
Location No specific location, eg they can work remotely
Organisation the work is for NHS Professionals Ltd
Budget range Up to £120,000 for delivery, then £30,000 per annum for support and maintenance. We would expect a clear breakdown of software licencing and support versus services.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The corporate website needs updating with improved management and administration capabilities built into the software. Our target is to increase the number of bank hours worked by increasing the supply of workers, and increasing the number of clients. Our current website is ill-equipped to respond quickly to the changing needs of the organisation. We also need to improve our candidate experience by supplying relevant jobs and content.
Problem to be solved Administrators and Content Managers are unable to make rapid changes to the website, or integrate it effectively with our numerous service systems. We'd like to bring management and administration of the website in house, thereby reducing costs, overheads and time to market. Also improved customer experience and conversion/ROI
Who the users are and what they need to do As an NHSP website administrator, I want to change/create website content quickly and easily. As a candidate (worker), I want to know if there are any jobs available so I know if I should apply or not. As a Trust Manager, I want to know how NHSP can save money for my organisation and give me quality workers. As a member of the public I want to understand what NHSP do or why I would want to work for them.
Early market engagement None
Any work that’s already been done Basic In-house Discovery and review, plus some remedial works on the existing platform.
Existing team We have a single dedicated project manager, plus additional members of the organisation who will continue with their existing jobs as well as undertake this work. Additional resource requirements will be evaluated upon discovery.
Current phase Not started

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place It is anticipated that the supplier will work remotely or from their own offices. We are based at Breakspear Park, Hemel Hempstead. HP2 4TZ where occasional meetings etc. will take place.
Working arrangements We anticipate working primarily remotely, but would expect key members to visit the office at least once a month, with weekly project meetings via Teams or Skype, and daily 'scrums' when in development and into testing.
Security clearance None needed.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Standard contract.

Skills and experience

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

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • experience designing services for users with little time
  • experience with multiple websites using a core content management system
  • experience with recruitment companies/ jobs boards
  • experience with optimising complex user journeys
  • experience with integrating with/ front-ending numerous systems
  • experience training users to bring a skillset/ competency in-house
  • experience in minimising the effort for non-system-literate personnel, thereby minimising the adminstration overheads effort
  • experience in implementing security and controls in a heavily data-protected environment
  • experience in establishing and maintaining a strong digital footprint
  • propose a comprehensive solution
  • have demonstrable experience in that solution
  • uses agile delivery methods
  • experience of effective training and building capability in-customer-house
  • keeping customers updated and engaged in the longer term and throughout the product and project life cycles
  • effective communication and management of clients, including forums and roadmap consultations
  • delivering at pace
  • delivering value for money for users (as well as us as clients)
Nice-to-have skills and experience
  • experience of extraction of data/ assets from SiteCore would be useful
  • experience of 'integration' with/ front-ending Social media platforms
  • experience of 'integration' with/ front-ending Dynamics365
  • experience of 'integration' with/ front-ending Dynamics ATS
  • experience of 'integration' with/ front-ending jobs board feeds

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Technical solution
  • Approach and methodology
  • How the Approach or solution meets user needs
  • How the approach or solution meets our organisation's goal
  • How easily the system can be managed and administered by our key users
  • Estimated timeframes for the work
  • How you've identified risks and dependencies and offered approaches to manage them
  • Team structure
  • Ways of working
  • Value for money
Cultural fit criteria
  • work as a team with our organisation and other suppliers
  • be transparent and collaborative when making decisions
  • have a no-blame culture and encourage people to learn from their mistakes
  • take responsibility for their work
  • share knowledge and experience with other Team members
  • challenge the status quo
  • be comfortable standing up for their discipline
  • can work with clients with low technical expertise
Payment approach Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

55%

Cultural fit

15%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Our team has extensive experience in systems integration, but not specifically in ‘experience with recruitment companies/jobs boards’.
We are confident that we could meet users' needs related to this essential criterion using a solution similar to other systems integrations we've delivered.
Would an example of an integration we've delivered, that could be applied to the 'job board' requirement, be acceptable?
Yes.
2. Is there an incumbent supplier? We currently use SiteCore, and yes, we have an incumbent supplier.
3. Can you provide more info about whether you have a preferred CMS in mind?
Can you also provide more info about where and how integrations wth MS products occurs?
No preferred CMS in mind. Please see https://www.nhsprofessionals.nhs.uk/-/media/386B5F477C774A2BAC257CADD03FF79E.ashx and https://www.nhsprofessionals.nhs.uk/-/media/92982F0286E14C5DACD1689388891671.ashx for more information. Please feel free to use the spreadsheet as part of your response.
4. Can you confirm whether the budget is inclusive of discovery? Further, is the budget also inclusive of licensing and hosting costs? Please see https://www.nhsprofessionals.nhs.uk/-/media/386B5F477C774A2BAC257CADD03FF79E.ashx for more information. But yes, ostensibly.
5. With the question "Propose a comprehensive solution", are you wishing for us to suggest a CMS platform to use along with a minimal plan? Yes please. Please see https://www.nhsprofessionals.nhs.uk/-/media/386B5F477C774A2BAC257CADD03FF79E.ashx and https://www.nhsprofessionals.nhs.uk/-/media/92982F0286E14C5DACD1689388891671.ashx for more information. Please feel free to use the spreadsheet as part of your response.
6. Can you give more details of the current SiteCore site please? You will have to be more specific in your question.
7. Can you detail what (if any) integration is already present for Dynamics, Social Media platforms and Jobs Boards? Please see https://www.nhsprofessionals.nhs.uk/-/media/386B5F477C774A2BAC257CADD03FF79E.ashx and https://www.nhsprofessionals.nhs.uk/-/media/92982F0286E14C5DACD1689388891671.ashx for more information. Please feel free to use the spreadsheet as part of your response.
8. Is there a particular CMS technology you're looking for? You mention Sitecore content migration so are you looking to stick with a .net platform? If so would you consider Umbraco? No preferred CMS in mind. Please see https://www.nhsprofessionals.nhs.uk/-/media/386B5F477C774A2BAC257CADD03FF79E.ashx and https://www.nhsprofessionals.nhs.uk/-/media/92982F0286E14C5DACD1689388891671.ashx for more information. Please feel free to use the spreadsheet as part of your response.
9. Hi, do you have a preference for the CMS of the new website? Thanks No preferred CMS in mind. Please see https://www.nhsprofessionals.nhs.uk/-/media/386B5F477C774A2BAC257CADD03FF79E.ashx and https://www.nhsprofessionals.nhs.uk/-/media/92982F0286E14C5DACD1689388891671.ashx for more information. Please feel free to use the spreadsheet as part of your response.
10. Is there an incumbent and / or preferred supplier? We currently use SiteCore, and yes, we have an incumbent supplier. No preferred supplier.
11. In regards to "experience training users to bring a skillset/ competency in-house"
Can you please clarify what type skillsets/competencies; for example is this referring users' ability to be suitability trained to use the system effectively and identify issues that then need raised?
Correct. A 'train the trainer approach' could be included.
12. Please can you provide some more clarity on this requirement:
• experience with integrating with/ front-ending numerous systems?
Is it demonstrating integration of a single server-side/backend solutions into multiple front-end systems?
We would like the website to act as a shop front/ sign-post to our applications, providing a seamless user experience for our users/ visitors. The 'job board' may need to be presented as part of the website (i.e. anonymous access). Please see https://www.nhsprofessionals.nhs.uk/-/media/386B5F477C774A2BAC257CADD03FF79E.ashx for more information.
13. It would be helpful if you would clarify your expected delivery timeline and project stages. In the RFP document you've linked to in previous responses, a delivery timeline of 9-12 weeks is expected (on p9) then later on the same page "proposals for discovery" are invited. The Digital Marketplace notice, on the other hand, talks about 6-12 months for delivery. We are seeking a final solution at the earliest possible opportunity. Whilst we have made some high level assumptions about the delivery timescales, this will largely depend on the preferred solution and the amount of customisation/development required to reach the final solution. It may be that implementation is delivered in phases with an initial ‘go-live’ solution available in 9-12 weeks (including discovery at an estimated 3-4 weeks), but the final solution may take additional time to develop and therefore we have stated 6-12 months for the final solution.
14. Can you please confirm: the 4th February target date – is that to submit the completed Initial Questionnaire (with the questions about essential skills and experience), or do full detailed proposals have to be submitted by that date?” Open for applications until Tuesday 4 February 2020 at 11:59pm GMT. We would expect the (online) questions to be completed, with an indication of proposal (ideally to include a response to the spreadsheet found in the link provided previously). Following shortlisting, only shortlisted suppliers will be required to work up a full proposal.
15. Your budget for development (up to £120,000): are you intending to deposit that with the supplier this financial year, i.e. before 31st March 2020, or during financial year 2020/21? The payment schedule will be agreed with the preferred supplier. Our preference is that it will be aligned to achieving milestones/critical milestones, although this is negotiable. With that said, we do not envisage any payments falling due until the next Financial Year (2020/2021).
16. We are in the process of completing the application for the NHS Corporate Website Refresh opportunity; however, there are number of areas that we would like clarification on and being able to discuss this with you in person would be most effective.
Would you be open to meeting this Thursday afternoon (30th January) to discuss the requirements fully? We are happy to travel down to your office or alternatively can do a skype call to help to ensure you are receiving the best solution possible.
Look forward to hearing from you.
Thank you for your enquiry.
The purpose of this phase of the process is to allow all interested parties to formally respond to our basic requirements. To ensure a fair, open and transparent process, all interested parties are required to post their questions on the portal, being made publicly available, and we then post our responses.
Continuing with the process, we will be meeting with the shortlisted suppliers to go into more depth of the requirement prior to them providing a formal proposal.
We endeavour to respond to questions posted within 48 hours.
Many thanks for your interest.
17. • How many microsites are you planning and will they have the same branding? Are they already linking from their current site?
• What is the likely number of users
• Could you please confirm where the single sign-on will be used
• Does the £120K budget including hosting or will this be separate?
• Do you want the content to be migrated from Sitecore to the new platform automatically?
• How much media is there likely to be? (DAN)
• Around 55 - growth projected to 250. Mostly same NHSP branding with personalisation for each client - set up for each microsite will be similar. All 55 already link from current site(s)
• We have around 60-70k 'visitors' a week. 'Users' we take to mean the administrators of the system - we estimate initially 20-30 core users
• 'User' sign-on will be in the content management system
• Anticipated to be included but please advise otherwise
• Yes, but not all
• We expect to work with our shortlisted suppliers to determine this. Currently uncertain.
18. PART 1 of 2:
On reflection of the call RFP and requirements spreadsheet provided, there seems to be two distinct phases to the work you require, which in the longer-term may be more effective in getting the best value for money solution for all parties.
Therefore, we would like to understand, would you consider splitting this opportunity into two tenders:
1) Discovery phase tender – to allow a supplier to support in defining and prototyping the solution required to meet your primary objectives
See PART 2 RESPONSE
19. PART 2 of 2:
2) Implementation phase tender – to allow a supplier to develop the solution that has been fully specified, including relevant integrations/designs scoped at discovery phase.
The benefit of a separate discovery phase with its own budget is that the development phase is priced accurately plus the solution scoped out during this phase could potentially be put out to all parties to tender for the development phase. This is currently how we work with our clients as our objective is to ensure our clients receive the best value for money, with a cost effective solution.
RESPONSE TO PART 1 AND PART 2:
We did consider this approach before going out to the Digital Marketplace. Our preferred approach is to continue with a single supplier throughout the whole process, mainly because the solution is relatively simple and a two-phased approach will lengthen the time to implementation. We also expect to be able to experience the proposed solution(s) as part of the final stages of the selection process which will allow hands-on evaluation.