Thames Valley Police and Hampshire Constabulary

UX Design for New Intranet Site (TVP00497)

17 Incomplete applications

16 SME, 1 large

27 Completed applications

21 SME, 6 large

Important dates

Published
Thursday 26 March 2020
Deadline for asking questions
Monday 30 March 2020 at 11:59pm GMT
Closing date for applications
Thursday 2 April 2020 at 11:59pm GMT

Overview

Specialist role
Designer
Summary of the work
TVP & HC require a full SharePoint intranet design. Little or no redevelopment when moving to O365. UX designs need to be compatible with SharePoint Online and knowledge of O365 constraints understood and factored into design. Experience of both on prem SharePoint 2019 and O365 SharePoint online builds are critical.
Latest start date
Monday 20 April 2020
Expected contract length
Two to three months
Location
South West England
Organisation the work is for
Thames Valley Police and Hampshire Constabulary
Maximum day rate

About the work

Early market engagement
Who the specialist will work with
The aim being to seamlessly hand over the design to our in-house SharePoint developers in order to carry out the Intranet build. We would be seeking to have little or no redevelopment when moving to O365, therefore the UX designs need to be compatible with SharePoint Online and knowledge of O365 constraints must be understood and factored into the design. Experience of both on premise SharePoint 2019 builds and O365 SharePoint online builds are critical.
The Forces have a requirement for two force specific intranets as well as an area to support the Forces’ joint units.
What the specialist will work on
Thames Valley Police and Hampshire Constabulary require UX design work for a new SharePoint 2019 Intranet design. We currently operate our own Intranet sites and the existing technology is dated, out of support and cumbersome and does not allow for new and emerging technologies. We have recently implemented an interim SharePoint 2019 environment to host force document, so this will be the initial platform for 12-18 months. Then the intranet will be migrated to SharePoint Online.

Work setup

Address where the work will take place
We expect the supplier to work remotely, but if necessary you may be required to work from Kidlington in Oxfordshire.
Working arrangements
Intranet design work will need to be focused on our existing SharePoint 2019 environment. The environment is installed on private cloud (Microsoft Azure) with a medium term strategic aim of migrating the Intranet content to SharePoint Online Office 365. The SharePoint 2019 environment (and SharePoint Online) has an existing overarching information architecture describing among other things the list of site collections and global navigation structure to support the existing information management requirements of the two forces and the forces joint units. The intranet design will leverage and evolve as required elements of this existing information architecture.
Security clearance
We will require Vetting to NPPV Level 3. We will expect each supplier to only submit candidates that are willing to be vetted to this level.

Additional information

Additional terms and conditions
As per standard contract. TVP and HC shall use the Framework Terms and Conditions, but include its own Special Terms and Conditions as needed. Special Terms and Conditions will be issued at the Assessment stage of this tender exercise.

Please note that Short listed suppliers will progress to the Assessment Stage of this Tender via E-Tendering Portal www.Eu-supply.com. You will need to register on EU Supply with a generic e-mail address, so you can be put forward to the next stage. Tenders will be due back on 17th April 2020.

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 both on premise SharePoint 2019 builds and O365 SharePoint online builds are critical.
  • We will require Vetting to NPPV Level 3
  • Experience in the supplier to manage and lead on design workshops and liaison with all stakeholders
  • Experience of implementing complex forms and workflow
  • Experience use of suitable tools which integrate into the SharePoint 2019 User Interface (UI).
Nice-to-have skills and experience
  • Experience of Active Directory
  • • The supplier should be able to provide guidance and assistance on the integration of the Forces’ chosen SharePoint 2019 backup solution

How suppliers will be evaluated

All suppliers will be asked to provide a work history.

How many specialists to evaluate
10
Cultural fit criteria
  • Share knowledge and experience with other team members
  • Previous experience in this type of work
  • Technical experience in candidate and CV information
Additional assessment methods
Interview
Evaluation weighting

Technical competence

60%

Cultural fit

5%

Price

35%

Questions asked by suppliers

1. Does vetting need to be completed before the selection process, or can it be completed once you've identified the specialist you want to engage with?
Yes Thames Valley Police will sponsor the chosen supplier through the vetting process.
2. What is your budget for this project?
We do not reveal what our budget is. You will be asked to price for the project as you think necessary in the next stage released in EU Supply.
3. Is there a current incumbent?
What rate do you expect to pay for this specialist (please specify if this rate includes or does not include Agency fees)
We currently have no incumbent supplier for this piece of work. This is a new requirement. If the right person put forward is from an agency and we believe they are able to do the work required and would support our internal team then we would consider an Agency fee.
4. What is the budget for this task?
We do not reveal what our budget is. You will be asked to price for the project as you think necessary in the next stage released in EU Supply.
5. Is there a current incumbent?
no
6. Hi, with the current crisis and restrictions in place, can you confirm that this tender will go ahead and that the work can be done 100% remotely?
Yes we have available resource that is working on our Windows 365/W10 roll out. This is part of a piece of work to design a new joint intranet site that is supported by a system that will be decommissioned.
7. Is there a current or preferred incumbent and also would you accept a specialist with SC clearance rather than NPPPV3?
There is no incumbent supplier.
We will only accept NPPV Level 3 clearance or a supplier/individual who is likely pass this level of vetting, as Thames Valley Police will sponsor any preferred supplier/individual through the vetting process.
8. Is there an indicative budget for this piece of work?
We do not reveal what our budget is. You will be asked to price for the project as you think necessary in the next stage released in EU Supply.
9. Please advise on Day rate?
We will expect the bidder to provide their own day rate based on the information provided in the next stage of the process that will be conducted on EU supply with all the suppliers that have registered an interest in bidding.
10. Do you have a maximum budget for this project?
We do not reveal what our budget is. You will be asked to price for the project as you think necessary in the next stage released in EU Supply.
11. Is there already somebody in this position, or is it a standalone role?
No this is a new role. This role will support the existing team within Thames Valley Police.
12. Has this been assessed as Outside IR35?/ is this role outside of IR35?
We expect to award this piece of work to a supplier who is able to provide resource, it would be up to the supplier or individual to decide whether IR35 applies
13. Will we be able to access a test instance of the SharePoint environment remotely?
You can view the SharePoint environment but as no actual development work is required they will not need access to the test platform.
14. Can we see an example of the current information architecture, to help understand the scope of the work required?
We have a full information architecture document that can be shared with the successful provider. These are the headings:
1. Introduction
2. Executive Summary
3. Background
4. Architectural Goals and Constraints
5. Requirements
6. Site, Ms Team and Information Model
7. Site Architecture
8. Site and MS Team Templates
9. Navigation
10. Site Lifecycle
11. Compliance Controls
12. Security Controls
13. Information Management Controls
14. User Profile Attributes
15. Other Functionality
16. Enterprise Search
15. Will we have access to end-users to run discovery workshops and usability tests? Could you give us an idea of how many users might be available for this?
Yes you will have access to business users, we estimate 25-50 depending on availability to work from home.
16. Can you please clarify which suitable tools will need to integrate into the SP2019 User Interface – are these bespoke tools or specific tools from the MS toolset?
Developers will be using the MS stack and appropriate toolset.
17. Would the Customer be interested in migrating their SharePoint 2019 platform now as it is? By migrating now and carrying out development work in 365, this will have a lower impact than delaying the migration for 12-18 months and additionally be more cost effective / efficient.
Migration tooling and deployment is all in hand. We are only require the UX design development
18. We currently operate our own Intranet sites and the existing technology is dated” – please may the Customer advise what technology is dated. Is the Customer using something older than 2019 and if so, what is it?
Microsoft SharePoint Portal Services 2001 at Hampshire and Obtree (OpenText) 2009 in Thames Valley Police
19. What is meant by Private Cloud? Azure is a public cloud. Does the Customer have a custom setup for their SharePoint 2019 implementation?
The SharePoint 2019 implementation is within a protected private Azure environment. Not available to trusted partners purely authenticated TVP & HC users.
20. Under the skills and experience section, what integration/tools are required?
We are only expecting designs and plans from the workshop so would not expect any integration tools.
21. Are there any specifics for the UX design? Are the UX designs being migrated from SharePoint 2019 or does the Customer want an overhaul? Does the Customer have any wireframes to provide detail of the required outcomes of their UX and does the Customer have a data map so we can evaluate the complexity of the data?
UX design workshops will give the specifics of the design. Designs are to be used in SharePoint 2019 and SharePoint Online so this needs to be considered in the final solution. No wireframes or data map vaialbale. Wireframes are an expected outcome from the design workshops
22. The Customer mentions that they would like the new SharePoint 2019 intranet, but they also ask for O365 SharePoint. Please may the Customer confirm what specification they would prefer
Designs are to be used in SharePoint 2019 and SharePoint Online so this needs to be considered in the final solution