Awarded to Panlogic Limited - Digital Engineering

Start date: Friday 6 November 2020
Value: £48,700
Company size: SME
UK Shared Business Services (UK SBS)

UK SBS DDaT20189 Design & Build of a New Customer Guidance Website

9 Incomplete applications

8 SME, 1 large

4 Completed applications

4 SME, 0 large

Important dates

Wednesday 9 September 2020
Deadline for asking questions
Wednesday 16 September 2020 at 11:59pm GMT
Closing date for applications
Wednesday 23 September 2020 at 11:59pm GMT


Summary of the work
Looking for web design and technical build expertise to deliver an engaging and accessible online customer experience signposting our customers to relevant service information. Content will be provided by in-house teams. Responsive and accessible to WCAG 2.1 AA standards. We also require a design concept for our corporate website (
Latest start date
Friday 6 November 2020
Expected contract length
The work is expected to be completed within 8 to 12 weeks.
No specific location, for example they can work remotely
Organisation the work is for
UK Shared Business Services (UK SBS)
Budget range
The total contract value for the required build and design work shall not exceed £50,000.00 excluding VAT and inclusive of expenses.

However, we anticipate that some unexpected or post-handover work may be required and thus a contingency margin of up to 20% value and up to 25% time is included in this procurement.

About the work

Why the work is being done
UK SBS is looking to design and build an engaging, accessible and secure website to provide online guidance to our customers to support our HR, Finance, Procurement and IT services and encourage users of our services to self-serve where possible. This new online resource will replace our current provision at which was built and is currently maintained using SharePoint On Premise.

We captured client and internal needs, built a prototype using SharePoint Online and used the concept to test the requirements with end users in the initial user research session. We’ve used this insight to finalise the requirements.
Problem to be solved
Our current website ( was built in 2014 and isn’t responsive to current technology and devices in use across our client landscape or compliant with the public sector accessibility regulations. It looks out of date, doesn’t reflect the UK SBS brand, or build on our professional reputation for quality work and excellent customer service.

Over the past 12 months, the site has received around 10.6K visitors per month. Most users access the website via a desktop or laptop, this reflects the incompatibility with mobile devices. This means users are unable to fully benefit from flexible working from mobile devices.
Who the users are and what they need to do
Users of this website are employees of, or contractors to the Department for Business, Energy and Industrial Strategy (BEIS), UK Space Agency, Department for Trade and Insolvency Service.

A user needs to navigate to relevant information quickly, with minimal clicks and a variety of devices to:
• Understand the process for a particular task
• Access forms
• Access online training/user guides

Users need to find the answer to any question about our services.

We need to communicate any changes to our service. We currently use a news channel for this and want to offer a sign-up alert system to site users.
Early market engagement
Any work that’s already been done
Not Applicable
Existing team
UK SBS In-house Office 365, IT security and infrastructure teams
UK SBS Communications Team, includes UK SBS Digital Manager (5 people)
Current phase
Not applicable

Work setup

Address where the work will take place
Design and development can be undertaken remotely, however there will be occasions when visits to the office may be needed.

UK SBS, Polaris House, Swindon, Wiltshire, SN2 1FF, England

As part of handover, we expect training and learning materials to be provided to the Communications team and, if needed, to our IT support team. Ideally the handover and training should take place in our Swindon office, but if access isn’t available this should be provided via online methods. We would want an agreed package of post-handover support to draw on, this could be provided remotely.
Working arrangements
Remotely, we expect regular liaison with the Communications and technical support teams through video conferencing tools. We would expect progress meetings, 3x per week, via Zoom and would set out the deliverables and timescales expected at the outset.
Security clearance
Basic SC clearance

Additional information

Additional terms and conditions
Not Applicable

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
  • Demonstrate your experience in designing and building customer focused web applications that meet WCAG 2.1 AA standards as a minimum. (5%)
  • Demonstrate your experience in web design and build to create a mobile responsive site using SharePoint Online. (5%)
  • Demonstrate your experience of building GDPR compliant web subscription services within a web application. (5%)
  • Demonstrate your experience of building secure web applications using single sign on protocol and OKTA. (5%)
  • Demonstrate your experience of handing over the developed web application to in-house support teams. (2%)
Nice-to-have skills and experience
  • Experience of design and build for other web platforms (1%)
  • Experience of developing web applications at WCAG 2.1 AAA (1%)

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
Proposal criteria
  • Demonstrate the solution Design concept/s. (10%)
  • Demonstrate the Technical recommendation/s for this project. (10%)
  • Describe the team who will be doing the work and how they will work together as well as how the team will ensure the successful delivery of this project. (6%)
  • Demonstrate how does your approach or solution meet our user needs? (5%)
  • Demonstrate how does your approach or solution reflect the UK SBS needs? (4%)
  • Outline the estimated timescales for the key milestone deliverables and how this will be managed to ensure delivery on time. (5%)
  • Provide details of identified risks and dependencies and a plan for mitigation (3%)
  • Provide details of your contingency plan in case of any absences in the team dedicated to deliver this work. (3%)
Cultural fit criteria
  • Demonstrate how you propose to work with UK SBS Communications and technical support teams to achieve the desired outcome, including examples of your approach with previous engagements. (4%)
  • Demonstrate how you propose to enable knowledge transfer in handing over the product and supporting UK SBS in embedding the product into business as usual. (3%)
  • Demonstrate your approach to resolving project management or technical challenges to delivery. (3%)
Payment approach
Capped time and materials
Additional assessment methods
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Can you give the reasoning behind your choice to stay with SharePoint as a CMS solution?
SharePoint Online is already in use as a common tool across our and our clients business. We already have a support team in-house and therefore if this requirement could be effectively fulfilled using an existing tool it would present a cost-effective solution.
2. Could you give more detail about the SSO requirement? Depth of integration, amount of new build versus use of existing systems etc.
We need the solution to integrate with OKTA for sign on and links out to Oracle ERP. We are running a parallel project to integrate our OKTA solution with our clients, this is not yet complete.
3. Does the budget and timeframe cover the winning supplier reviewing and migrating the existing content?
We do not propose to migrate existing content, but upload new content to the new website. Content will be reviewed, created and uploaded by the in-house team to the new framework.
4. Can you describe the scope/parameters of self-service integration and development required for this project?
We use Oracle ERP to enable users to self serve. We would expect users to link to the front end of the Oracle interface.