Awarded to TPXIMPACT LIMITED

Start date: Wednesday 24 November 2021
Value: £95,275
Company size: SME
Essex County Council

Intranet Alpha

8 Incomplete applications

3 SME, 5 large

17 Completed applications

16 SME, 1 large

Important dates

Published
Wednesday 25 August 2021
Deadline for asking questions
Wednesday 1 September 2021 at 11:59pm GMT
Closing date for applications
Wednesday 8 September 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
Essex County Council (ECC) need help building a website to better help employees access information about their job and organisation.
Latest start date
Tuesday 26 October 2021
Expected contract length
10 Weeks
Location
East of England
Organisation the work is for
Essex County Council
Budget range
Up to £100K available to build the service. Ongoing hosting and maintenance, (if needed) should not exceed £5000 a year.

About the work

Why the work is being done
Essex County Council (ECC) has a disparate intranet made up of lots of different legacy sites focused on employees who work in the office. In discovery we learnt that:
•access to intranet resources is dependent on location, role and physical and cognitive abilities
•users working for partner organisations find it difficult to access the intranet on non-ECC devices
•systems for managing and curating intranet content are time intensive
•content is often not understood or trusted by employees
•resources for employees can be stored in multiple locations, making it hard to find
This makes it hard for users to perform the necessary tasks or get the information they need for their job. It is making it difficult for people to feel connected to the organisation and people in it. This is all reducing their productivity, satisfaction and motivation.
We would like to explore how using an open intranet could connect employees with the information they need, in a way that is accessible and facilitates new working practices.
To do this, we’d like to create a website that hosts a sample of the current intranet. We’d like this to be a website that we can develop and expand over time.
Problem to be solved
We’d like to:
• review the content and information architecture for a section of the employment (HR) information on the intranet, working with 1 or 2 groups of content owners and stakeholders
• create a publicly accessible site to host this content (this content could be managed on our Contentful CMS, but does not have to be)
• explore different models for content ownership and management
• test this new site with users
This will enable us to test:
• the process for reviewing and reorganising content on the intranet
• the user experience of any solutions
• an understanding of the ongoing costs and service model
• barriers to publicly hosting this content. We’d also like to test handovers between an open intranet and systems which will require user authentication. For example, training, payroll, or content that cannot be made open. This will include both testing the feasibility of technical solutions (for example, Active Directory single sign-on for ECC employees and partners),and testing interactive prototypes with users.
The supplier will need to host, manage and support the service.
Who the users are and what they need to do
As an ECC employee, I need to know where to go for information about my work, my role and the wider organisation so that I can get what I need quickly and in a way that suits me.

As a line manager, I need quick and easy access to information that will support me in this role so that I don’t have to waste time looking for it

As an ECC employee, I need the information on the intranet to be consistent and written in a way that I can easily understand this information and its relevance to me

As a content editor, I want a consistent process for writing and editing content to defined content standards so that I can be sure that we have the most current information for our employees

As an ECC employee working in a partner organisation, I need to be able to easily access Intranet based policies from a non-ECC device so I can do my job effectively

As an ECC employee with a disability, I need intranet content to be accessible and usable so that I can easily access this content
Early market engagement
N/A
Any work that’s already been done
During discovery we:
• engaged with employees across all organisational functions and several partners through surveys, stakeholder and user interviews
• mapped out key user journeys, personas and user needs
• ran 5 System Usability Scale sessions with ECC employees
• carried out a UX audit of the intranet
• carried out a landscape analysis of what other organisations are doing with their intranets
You can find more detail of these activities and our insights in the Discovery Final Show & Tell slides (https://drive.google.com/file/d/1p_0yqmANp1jmXV617Qq_mv6Pup3ux2A6/view?usp=sharing).
Existing team
Delivery Manager, ECC Service Transformation
Product manager, ECC Service Transformation
User researcher, ECC Service Transformation
Senior Content designer, ECC Service Transformation
Senior Internal Comms Adviser, ECC Comms and Marketing
Senior Content Advisor, ECC Comms and Marketing
Interaction Designer, ECC Service Transformation
Digital Performance Analyst, ECC Service Transformation (ad hoc)
Current phase
Alpha

Work setup

Address where the work will take place
Remotely
Working arrangements
The team will work remotely and communicate via Microsoft Teams or Slack. We use other collaboration tools such as Miro. All project ceremonies like stand-ups, sprint planning and show and tells will be held by video conferencing on Microsoft Teams.
Security clearance
N/A

Additional information

Additional terms and conditions
N/A

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
  • Able to share clear examples of forming a blended, multi-disciplinary team with the buying organisation, providing user research, service, content and or visual design
  • Experience of delivering a product using agile product/service delivery
  • Knowledge and expertise in inclusive design, including accessibility
  • Experience managing migrations of websites from legacy technologies such as on-premises SharePoint/Microsoft IIS to modern cloud-based technologies, including ongoing redirections
Nice-to-have skills and experience
  • Provide evidence of having passed a government, local government or NHS digital service assessment
  • Experience in delivering a solution to provide staff with job related information based on user research and user-centred design

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Clarity of the approach
  • How the approach can meet user needs, the Government Service Standard, and the Technology Code of Practice
  • Understanding of risks to successful delivery and how you propose to mitigate them in collaboration with us
  • The team you will provide for alpha and the skills and expertise they bring
  • How you will create understanding and alignment with senior leaders and stakeholders
Cultural fit criteria
  • How you will blend and form one team with us
  • How your approach will be transparent and collaborative
  • Sharing your knowledge and experience with ECC team members
  • Be comfortable in advocating for agile practices, open source and cloud-based technologies
  • Committed to inclusivity including in your own hiring practices
Payment approach
Capped time and materials
Additional assessment methods
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. Do you have Microsoft 365 (formally known as Office 365) licences? If not, are you considering purchasing them for this project?
How may ECC employees/and others who may need to access the intranet?
We do have Office 365 licences. There are approx 8000 employees who need access to the intranet.
2. We have an Intranet in a box product we call Mercury (https://www.mercuryintranet.com) which we use to accelerate the implementation of an intranet – it works in a SharePoint Online/On-Prem platform and it reduces the typical intranet implementation times of months down to days. It’s very flexible and we’ve used it to implement intranets across various industry sectors, including public services. Would ECC consider using such a product to gain the benefits of speed of implementation?
No. We're not looking to purchase anything without appropriate UCD activities to support any solution decisions.
3. Do you have an incumbent supplier for your existing intranets? If so, are they assisting you in your journey and will they be responding to this tender?
No, this is a new product/concept so there is no incumbent supplier
4. Good morning. I wondered if you can tell us whether you currently use Office 365, and are all your users licenced for this?
Thanks in advance.
We do have Office 365 licences and all users are licensed.
5. 1/ Are you open to a modern experience SharePoint online intranet leveraging your M365 licences and the built-in intranet features?
2/ Do all ECC staff have a Microsoft (Office) 365 licence? Licence type E3, E5?
3/ Do ECC employees working in partner organisations have M365 licences within your Microsoft tenancy? If no, what means of access to your M365 environment do these users currently use?
We're not looking to commit to any solution without appropriate UCD activites to support any solution decisions 2. Yes , everyone has a licence 3. Some of them. All employees must be able to access our new intranet from any device, without licensing barriers
6. Your information states this “create a publicly accessible site to host this content (this content could be managed on our Contentful CMS, but does not have to be)” – I assume you mean accessible across the internet but locked down to ECC employees only? Or do you include 3rd party users such as suppliers in the cohort who can access the content?
We would like appropriate areas of our website to be public facing. There will be areas of the intranet that will need to be locked down to ECC employees. This areas must be easily accessed by all employees regardless of how and when they want to use the intranet
7. We would like appropriate areas of our website to be public facing. There will be areas of the intranet that will need to be locked down to ECC employees. This areas must be easily accessed by all employees regardless of how and when they want to use the intranet
We want to review and rework a section of the employment (HR) information on the current intranet and create a publicly accessible site to host this content. We will need to prioritise these potential HR areas and work closely with the selected supplier to define an appropriate scope at the start of the project.
8. How many users would the Intranet be expected to support?
Over 8000
9. Hi, we built intranet services for so many clients that we created an out-of-the-box intranet service called Fresh. Details here: https://freshintranet.com/
It is fully compliant with your needs, based on modern cloud-based technologies and is used by clients around the world of every scale. It will definitely be better and cheaper than starting from scratch. Are you open to a team that references accelerators like this in their proposal? Or are you committed to building you own service from first principles?
No. We're not looking to purchase anything without appropriate UCD activites to support any solution decisions
10. Are Essex CC only considering a custom-built solution, or would they consider an already established SaaS product used by UK Government?
No. We're not looking to purchase anything without appropriate UCD activites to support any solution decisions
11. Do you have a preferred cloud platform (e.g. Azure) and hosting solution (e.g. SharePoint 365) for the alpha?
We have no preference. A key objective of this project is to consider and review all potential solutions and decide on one based on research and an understanding of the organisational needs
12. Do you have any more information on the size and scope of this project?
E.g. business processes and features.
We want to review and rework a section of the employment (HR) information on the current intranet and create a publicly accessible site to host this content. We will need to prioritise these potential HR areas and work closely with the selected supplier to define an appropriate scope at the start of the project.
13. Is this a contracting role and would it only be for 10 weeks, realistically you need at least 6 months to do all the content in my experience.
We don't plan on having it 'finished' in this phase - we want to explore some of the thinking in the opportunity listing. Specifically having it open on the web, choosing the right tech etc... We have a content design team, so expect the content work to carry on after this project.
14. You mention the solution could be driven by Contentful CMS, how set on this are you? Do you have any other preferences in terms of technologies?
We're not set on any solutions at the moment! We expect the supplier to evaluate solutions against user research and organisational needs and recommend an appropriate solution.
15. Would you mind please elaborating on ‘Experience managing migrations of websites from legacy technologies such as on-premises SharePoint/Microsoft IIS to modern cloud-based technologies, including ongoing redirections’. From the sounds of this we would be building a new solution, populating the new solution with the relevant content, and handling any necessary redirects, rather than a ‘migration’ from on-premise to cloud as such.
For this alpha, you're right - it will be about building a new soluton and populating with redesigned content/handling redirects etc. And this will be focused around Human Resources content. But we also need a solid plan from alpha about future iterations and development. This will include the migration of websites from legacy tech into our new solution. The outputs that we shared from our Discovery will give you much more detail around the legacy tech surrounding our current intranet.
16. Despite being a ‘nice to have’, if we have no proof of passing a government, local government or NHS digital service assessment, will this put us out of the running for qualification?
No, it will not! Please do still submit as we're very aware that folks can have a demonstrability good understanding and application of GDS standards without going through assessments.