Maritime & Coastguard Agency

CRS Extranet - Outcomes for Alpha

15 Incomplete applications

14 SME, 1 large

7 Completed applications

6 SME, 1 large

Important dates

Published
Tuesday 13 October 2020
Deadline for asking questions
Tuesday 20 October 2020 at 11:59pm GMT
Closing date for applications
Tuesday 27 October 2020 at 11:59pm GMT

Overview

Summary of the work
Improve the current Coastguard Rescue Service Extranet service by replacing and modernising the website to meet the needs of our Volunteer users and the content owners. The future service must have appropriate information content, management, system maintenance management information capabilities in place and output adheres to Government Digital Service Standard
Latest start date
Friday 23 October 2020
Expected contract length
Location
No specific location, for example they can work remotely
Organisation the work is for
Maritime & Coastguard Agency
Budget range

About the work

Why the work is being done
The CRS extranet enables rescue service, informs volunteers, and helps them to carry out their duties in a consistent and safe manner. This enables HMCG to fulfil its responsibilities towards the CRS volunteers who will use the new provision, aligns the work with the strategic direction of the MCA, links to the MCA business plan and to other local/mandatory/ statutory requirements.
Problem to be solved
The Coastguard Rescue Service (CRS) website is a central repository of guidance to support the effective operation of the Coastguard Rescue Service.  The system contains operational procedures, guidance and documentation for all aspects of the CRS activities.
The site is on a Live-Link platform; however, the supplier has withdrawn support for this service and the newest version of software has not been procured.  The platform is not protected by any level of support contract and is maintained by I&T under a “best endeavours” approach
Who the users are and what they need to do
As a user I need to be able to access information quickly and easily on a variety of devices so that important guidance is readily available and can be acknowledged so that I can complete my volunteer activity efficiently and compliantly.
As a content manager I need to be able to review and maintain the information held on the site so that the information is kept up to date and relevant so that the volunteers can achieve their tasks.
Early market engagement
We have completed the Discovery session with our volunteers and Content Managers who have identied the following:
- The content on the existing site is exceptional but they are frustrated with the lack of search functionality
- Volunteers feel they don't have ownership over the site
- The system is outdated and slow running often making it difficult to use
- They believe the back - end process is complicated
- There are only a handful of content managers who are confident with maintaining the current site
- There have been issued with opening and downloading documents
- Management Information data is not collected from the the current site and would be beneficial in identifying future improvements
Any work that’s already been done
Discovery Phase has been completed internally and the discovery report can be shared as part of the Alpha phase activity
Existing team
The Project Team includes MCA staff:
Senior Delivery Manager
Business Analyst
User Researcher
Technical Architect
Operational Standards - Content Manager
Coastguard Rescue Service Representative

To support with
1.Front-end development work on a prototype Coastguard Rescue Service (CRS) Extranet and provide support and guidance to the project team.
2. Implement workflows, content management toolkits and MI to optimise the governance and performance of the prototype CRS Extranet
Current phase
Alpha

Work setup

Address where the work will take place
No specific region, work can be completed remotely
Working arrangements
Be available to work with the project team for 8 weeks within office hours (09:00 - 17:30). The individual should be able to access the MCA Office 365 site set up specifically to create the prototype
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
  • Have experience designing services for users who access the site using multiple devices (laptop, mobile, tablet etc.)
  • Evidence proficiency in UX, UI and interaction design techniques
  • Evidence proficiency in creating prototypes, to support user research, stakeholders and design team decision making
  • Demonstrable experience of responsive UI design and a good understanding of front end development techniques
  • Have well rounded technical understanding to collaborate on technical specifications
  • Have experience of planning, documenting and communicating the design process and concepts in a clear, concise manner
Nice-to-have skills and experience
  • Experience of GDS guidelines and principles
  • Experience working in Agile environment using SCRUM or other Agile frameworks
  • Previous experience working with Public Sector clients
  • Knowledge across the digital design sector applying research in new design technologies to the benefit of the team and service

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

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 your organisation’s policy or goal
  • Estimated timeframes for the work
  • How they’ve identified risks and dependencies and offered approaches to manage them
  • Team structure
  • Value for money
Cultural fit criteria
  • Work transparently and collaboratively in a no-blame culture, encouraging all to fail fast and learn from mistakes
  • Demonstrate experience of supporting and coaching other team members Strong team working experience with the ability to think and problem solve independently
  • Engage with team to create an environment for knowledge sharing
  • Evidence their confidence to challenge the status quo
  • Evidence of taking responsibility for their Work
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:
Hi is there a current incumbent?
The Maritime & Coastguard Agency hold the IPR for the CRS Extranet so there is no incumbent supplier.
2. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:
How many specialist do you require?
The MCA have no preference to the quantity of specialists working on this requirement provided that the outcomes are delivered on time within the specified budget.
3. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.
They asked:
Do you have a preference as to which content management toolkits and MI you'd like to use?
The MCA are currently building a requirement to procure a new content management system. The plan is to support open source functionality and GOV.UK patterns will be used over much of the prototype.
4. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:
Is there an indicated budget range for this opportunity?
Budget for this opportunity is up to £18k excl. VAT
5. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

Whats the expected contract length assuming the contract starts by the 23rd October?
We are looking for support for 8 weeks
6. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

Is there a requirement that the work is done on-site or are you open to a remote/ virtual arrangement.
There is no requirement for on-site working therefore remote working is acceptable.
7. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

Is the expectation that the services provided include development capability using front-end technologies, or is it limited to experienced UX/UI and interaction design capability providing guidance and delivery?
The priority of an alpha is prototyping it which would fall in the remit of UX/ interaction design. However, one who has basic front end skills, as they will use the GOV.UK prototyping kit would be advantageous.
8. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

The Start Date seems to be before the Submission date is this correct?
This was the original intended start date - due to slippage we would now be looking for a start date of the 9th of November 2020
9. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

Are you open to using an intranet in a box product which would also function in your extranet in SharePoint Online?
This will not be used to displace SharePoint online
10. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.
They asked:

Is there an intent that this would be an intranet and an extranet? SharePoint Online doesn't support public internet websites so I guess there are no plans for this?
Correct there are no plans for this site to be an intranet and extranet site
11. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.
They asked:

Are you looking for an individual for this?
As answered in a previous question (above) - The MCA have no preference to the quantity of specialists working on this requirement provided that the outcomes are delivered on time within the specified budget.
12. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

You've said that the supplier will need to be able to access 'the MCA Office 365 site set up specifically to create the prototype' – does this mean that you've chosen Office 365 or Sharepoint as a CMS?
The ability to have access to the MCA Office 365 site to create the prototype is the default method to communicate with us and not conducive to the chosen CMS. We would be open to the use of other cloud application platforms to build a prototype if it achieves the outcomes required for the CRS extranet.
13. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

What are your aims for the alpha and what outputs are you expecting?
Aim of alpha: tested prototype, user journeys specifically around how the volunteers would access content, GDS alpha assessment (inc prep).
14. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:
Can you explain a little more about how you expect the new CMS you're building the requirements for will interact with this project?
The CMS is the tool behind the extranet we are planning to build. The extranet is key in communicating with our coastal rescue volunteers on training, procedures, and policies to ensure effective search and rescue.
15. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

What are list of MVP (Minimum viable product) software requirements. E.g.

Authorization and authentication (User management: register, login, logout, roles, etc)
Analysis (site performance, optimization, google/adobe analytics etc) Document management system (Searchable downloadable secure and insecure documents)
Payment platform (receive payments if required) Notifications (either via content approval / publish, or subscription based) Social media Integration (Public facing / social presence)

Do we have a plan in place for Content migration / Editing / Training ?
These are the kinds of things that we would like to prototype and test in the alpha. Thus we would need someone or a group of people who can help us prototype these interactions within an open source CMS. To be clear, our focus is less on the specific CMS and more on the prototype and testing to ensure the right journeys for our volunteers and staff.
16. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

Could you provide a link to your website? I.e. current content?
We are unable to provided a link. The site is behind a log in for our existing Volunteers only. The site is a communication platform for our volunteers which includes items such as news updates, operational guidance documents, links to how to claim expenses and associated remuneration activity and training articles to refresh their knowledge
17. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

Could you provide a link to your website? I.e. current content?
We are unable to provided a link. The site is behind a log in for our existing Volunteers only. The site is a communication platform for our volunteers which includes items such as news updates, operational guidance documents, links to how to claim expenses and associated remuneration activity and training articles to refresh their knowledge
18. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

We provide a SaaS base intranet/extranet product for UK Government that achieves everything you're trying to do out of the box, and gives you flexibility to customise the look and feel, coupled with secure authentication. It's an open source, SaaS solution proven in Government. Is this something you would consider?
We would be open to an off the shelf SaaS product if it meets the outcomes requirements for the CRS Extranet
19. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

We provide a SaaS based intranet, which can be re-purposed as an extranet, with the decision of staying with Sharepoint is this tender for organisations that have that capability?
We are not restricting options to Sharepoint as a service and are open to all SaaS options, as long as they meet the outcomes requirements
20. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

The prototype / MVP (Minimum viable product) would need a specification to test against. I would personally approach this ground up (the foundation must be solid).

Define current features from current portal. I.e. new software must deliver at least this as a base with improvements.

These features / requirements will be used to decide the CMS

Then a prototype can be built showcasing these requirements as met.
Blueprint for different sections / functionality of the software
This seems reasonable as an approach we would expect in the Alpha stage
21. A supplier has asked a question about ‘CRS Extranet – Outcomes for Alpha’.

They asked:

The prototype / MVP (Minimum viable product) would need a specification to test against. I would personally approach this ground up (the foundation must be solid).

Define current features from current portal. I.e. new software must deliver at least this as a base with improvements.

These features / requirements will be used to decide the CMS

Then a prototype can be built showcasing these requirements as met.
Blueprint for different sections / functionality of the software
This seems reasonable as an approach we would expect in the Alpha stage
The deadline for asking questions about this opportunity was Tuesday 20 October 2020.