Awarded to Mixd

Start date: Tuesday 4 January 2022
Value: £28,000
Company size: SME
University Hospitals Sussex NHS Foundation Trust (UH Sussex)

New website for University Hospitals Sussex NHS Foundation Trust (UH Sussex) copy

8 Incomplete applications

7 SME, 1 large

15 Completed applications

14 SME, 1 large

Important dates

Published
Friday 5 November 2021
Deadline for asking questions
Friday 12 November 2021 at 11:59pm GMT
Closing date for applications
Friday 19 November 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
Following the formation of the new UH Sussex NHS FT and based on the insight and requirements gathered during a digital discovery phase, we are now seeking a partner to help us with the design, development and ongoing platform maintenance (including hosting) of a new fully-integrated UH Sussex website.
Latest start date
Tuesday 4 January 2022
Expected contract length
8-12 weeks for development plus 2 years maintenance/hosting
Location
South East England
Organisation the work is for
University Hospitals Sussex NHS Foundation Trust (UH Sussex)
Budget range
Up to £60,000 (design, development, launch & year 1 hosting)

About the work

Why the work is being done
As a new Trust, we need to create new digital platforms to support our new identity and ethos and help us to achieve our longer-term ambitions in line with our Patient First approach.

In readiness for the merger and while the brand identity for the new Trust was being developed, the communications department created an interim website for UH Sussex to provide business continuity and connect the legacy websites to the new organisation. We are now ready to proceed with the full redevelopment of our websites.
Problem to be solved
The need to redevelop into a unified web presence for UHSussex. The UHSussex web presence comprises:
• An interim website built in WordPress using the NHS ‘Nightingale Child’ Theme.
• Legacy BSUH website, multisite WordPress installation comprising of BSUH Charity, maternity, research, Library, neonatal and Connect Arts project websites and Sussex Trauma Network and Royal Alex websites.
• The legacy Western Sussex website, a WordPress website and a private patients site on the same platform
Requirement for a public website is driven by three principal objectives to improve patient experience (Patient First), support organisational True North objectives and promote the culture and brand of the organisation.
With priorities to inform patients, visitors, partners and stakeholders, enable wayfinding and support recruitment
Objectives for the team are to develop a new externally hosted UHSussex website, consistent with and promotes the new brand identity and represents our values; replaces all legacy websites into one scalable and manageable platform; is easy to update (content) and create rich pages and features on the front end without the need for regular development support from a 3rd party; allows for rigorous content governance and built to be compliant with the latest Public Sector Web Accessibility regulations
Who the users are and what they need to do
All users should be able to access all content and functionality in a manner that meets their individual needs, easily and quickly.

• Trust employees - signpost key information, use the website, support business processes and submit content updates for approval within a workflow
• Patients - find service information, get directions to departments and self-refer to services
• Hospital visitors - find visiting information and get directions to wards/departments
• GPs - access information about waiting times and referral criteria
• Job seekers - access information about employment opportunities and benefits of working for the trust
• The trust’s partners and stakeholders - access corporate, performance and governance information
• Trust members - obtain news about the trust’s performance and plans, understand the membership benefits and sign up to join
The UHSussex communications department is responsible for the development, maintenance and governance of the Trust’s digital communications platforms so need to have administrative access to continually develop, improve and update the website.

Other key stakeholders include, but are not limited to, representatives from:

• IT
• HR
• Library and Knowledge
• Maternity
• Patient experience department
• Corporate governance
• Charities
• Paediatrics
• Equality, diversity and inclusion
Early market engagement
Any work that’s already been done
A digital discovery exercise was undertaken earlier this year and included reviewing analytics, interviews, surveys and focus groups with a wide range of staff and external audiences.
The output from this exercise will be made available to shortlisted suppliers on request and includes a list of requirements, recommendations and example personas for our future platform, content and governance development.
We have developed an identity for UHSussex to help us to be seen firmly as part of the NHS family that allows us a look and feel unique to UHSussex. A set of Brand Guidelines to be used by the supplier.
Existing team
The legacy and UHSussex websites are administered by the UHSussex communications team. The supplier will be working with a digital project team from the communications department, which is managing this project.
Current phase
Alpha

Work setup

Address where the work will take place
The supplier can work remotely, with (if possible) occasional project meetings held on site, either in Brighton or Worthing.
Working arrangements
As above
Security clearance
None

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
  • Demonstrate sound working knowledge and experience of developing new websites for large, complex organisations including, but not limited to: ; ;
  • Front end design and branded template creation
  • User led information design and architecture (including search) to support our patient first principles
  • Stakeholder engagement and end user testing
  • The implementation of a user-friendly, role-based content management environment that supports easy updates and content governance
  • Multi-site installations and content migration
  • Demonstrate knowledge of and implement the latest accessibility requirements
  • Have experience of working with client IT teams to agree approaches where some integration or solutions using other systems may be required E.g. with M365
  • Demonstrate knowledge and show innovative approaches to using new technologies and their potential application to, for example, wayfinding or patient enquiries
  • Be committed to a longer term ‘partnership’ to provide maintenance, hosting and assist with ongoing development projects - ensuring site integrity and consistency of navigation/user experience in maintained.
  • Experience in use of agile methodologies in line with our Patient First and Lean improvement methodologies and the best practice of the NHS Digital Service Manual.
Nice-to-have skills and experience
  • Evidence of working on digital projects for organisations undergoing merger
  • Evidence of working on digital projects with NHS or other public sector organisations
  • Evidence of working on digital projects for organisations of a similar size and complexity
  • Evidence of integrating digital platforms with Microsoft 365 products
  • Evidence of training non-technical users in use of CMS
  • Evidence an understanding of the NHS and its current ambitions and challenges
  • Evidence an understanding of the technical constraints that apply within the NHS IT environment

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • How the proposed approach demonstrates an understanding of our needs and those of our users
  • Previous experience of similar projects
  • Previous experience of working with NHS or public sector organisations
  • Proposed timescales and indicative project plan
  • Project management approach/methodology, including management of risks
  • Hosting, maintenance and support arrangements
  • Team structure, roles and responsibilities, knowledge and experience
  • Costs and value for money
Cultural fit criteria
  • Ready to challenge the status quo to put the patients’ needs first
  • Champions equality, diversity and digital inclusion
  • Is innovative, creative and forward thinking
  • Demonstrates technical expertise and problem-solving skills to be able to engage with Trust IT colleagues
  • Shares knowledge and experience with clients
  • Provides honest and expert feedback
  • Uses innovative, cost effective techniques to engage website users
  • Takes responsibility for the quality of their work
  • Transparent and collaborative when making decisions
  • Works as a team with our organisation and other suppliers where necessary
  • Works well with clients of varying technical expertise
  • Able to demonstrate the value of their approach and understands the value of data and analytics
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

1. Are you considering other technologies alongside WordPress for the new site?
We are more familiar with WordPress but we are also considering other CMS technologies
2. Do you expect to continue providing a private patients area on the new site?
Yes
3. Do you expect to put any other areas of the new site behind a login?
No currently but we may like this to be an option in future
4. Is there an incumbent supplier and will they be submitting a tender for this opportunity?
No
5. Do you have a plan for migrating content from the current web estate to the new site?
We are developing a plan but would also like the supplier to support with this.
6. Is there a CMS technology in mind or preferred?
We are more familiar with WordPress but we are also considering other CMS technologies
7. Is the following question incomplete?
‘Demonstrate sound working knowledge and experience of developing new websites for large, complex organisations including, but not limited to: ; ;
This should read: Demonstrate sound working knowledge and experience of developing new websites for large, complex organisations including, and not limited to:
o Front end design and branded template creation
o User led information design and architecture (including search) to support our patient first principles
o Stakeholder engagement and end user testing
o The implementation of a user-friendly, role-based content management environment that supports easy updates and content governance
o Multi-site installations and content migration
8. Has the new UHSussex brand been partially applied to the temporary site?
Yes
9. What other NHS Trust websites do you aspire to?
We aspire to be the best and are open to looking at best practice from other industries not just NHS to deliver against our objectives.
10. Are you happy with WordPress CMS or do you have any particular pain points with it?
We are largely happy with WordPress (because of the familiarity) but have concerns about how well other systems can integrate with it, e.g. document management.
11. Are there other preferred CMS frameworks that you would prefer the supplier to deliver on?
We are more familiar with WordPress but we are also considering other CMS technologies
12. Is connection with 3rd party systems required?
Yes
13. Will user accounts be migrated from the current website(s) to the new one(s)?
No
14. Your current websites are built on WordPress. Are you open to migrating to another open-source CMS that might better suit your needs?
We are more familiar with WordPress but we are also considering other CMS technologies
15. We note your current site is built on the Wordpress CMS, and consequentially your internal teams are likely to have a high degree of familiarity with this platform. Are you keen to stick with Wordpress for the replacement site or would you entertain bids based on alternative open source CMS platforms, like Umbraco?
We are more familiar with WordPress but we are also considering other CMS technologies