Social Care Wales

Create and implement MS SharePoint based intranet and migration of legacy intranet content

18 Incomplete applications

14 SME, 4 large

1 Completed application

1 SME, 0 large

Important dates

Published
Friday 14 January 2022
Deadline for asking questions
Friday 21 January 2022 at 11:59pm GMT
Closing date for applications
Friday 28 January 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
To lead and design in collaboration with SCW a user-centred SharePoint 365 intranet meeting present and emerging needs:
• User discovery phase
• Testing of Corporate Objectives
• UX Design Concept, build out and functionality testing
• Existing site content review and phased migration plan
• User training for Departments
Latest start date
Monday 14 March 2022
Expected contract length
26 weeks
Location
Wales
Organisation the work is for
Social Care Wales
Budget range
£50,000 - £75,000 (inclusive of any applicable VAT).

About the work

Why the work is being done
The objectives for the new intranet are:
• Corporate Goals for the intranet to support our digital transformation and collaboration
• Meet public sector digital service standards
• Develops internal audience personas and user profiles to support the design process
• Meets cultural aspirations for parity of English and Welsh in design and accessibility
• Meets the accessibility design standards and guidelines applied by Social Care Wales
• Establishes an information architecture and global task-based navigation
• Creates a standardised Home, Department and project team page design template
• Creates the Content Management structure and templates
• Establishes appropriate governance and administrative rights and roles, mapping permission levels
• Confirm content types, metadata document properties, document security and version control parameters
• Analyse existing content and lead internal review to identify content for deletion, archive or migration
• Develop online user training resources library
Problem to be solved
Social Care Wales has operated SharePoint on premise intranet sites for a number of years. Over this period the role of the organisation has developed and expanded. Content created has grown. The system is not intuitive, and navigation and search of the existing site is difficult to use and does not reflect how the organisation supports the sector. A large proportion of the content is no longer relevant, however may need to be retained as part of a corporate document retention policy. Promoting a culture in terms of seeing SharePoint as collaborative interactive platform

The user design is not intuitive and navigation rules have become confused.

Migrate existing data from SharePoint on premise to SharePoint online. We are looking to migrate 250GB of data from approximately 57 active SharePoint sites.
Who the users are and what they need to do
As someone working in Social Care Wales I need to be able to:

• See what is possible in terms of automation of tasks and integration of functions
• Have a ‘go to place’ to access important updates and information that I am confident is maintained
• find and share information about my and other teams, to understand peoples’ roles
• easily communicate and collaborate with teams that I am a part of across SCW
• automate routine tasks and processes that reduce administrative, reporting and compliance tasks
• access SharePoint from any device, anywhere to support my hybrid working arrangements
• find, create, share, use and edit content easily
• be supported systematically to curate content I am responsible for to ensure it is managed as current, required and relevant or removed in accordance with our retention policy.
• Provides collaborative tools and spaces to participate in informal communities and team engagement
• Easily access other desktop applications from my home page
• Improve my skills and confidence to utilise SharePoint
• Be engaged and involved in the concept development and design process and roll out
• Access and navigate the platform in my language of choice
Early market engagement
Early market engagement was carried out in October 2021 as an opportunity to test the work and our initial thoughts with Suppliers for validation prior to going to tender.

The informal and formal feedback from this session informed the timescale for project delivery, additional clarification on the specification to ensure the project is delivered efficiently, factor in operational constraints, and the budget.
Any work that’s already been done
• We have developed proposed Corporate Objectives for the intranet to support our digital transformation and collaboration
• We have implemented SharePoint 365 and are operating SharePoint 2013
• We are migrating from MS Exchange on Premise to MS Exchange Online
• We are rolling out MS Teams and a contact centre for Teams
• Welsh Service Standards will apply: https://digitalpublicservices.gov.wales/toolbox/digital-service-standards
Existing team
The successful partner will work with a project team, whose members include:
- SRO Transformation Programme (Director of Finance, Strategy and Corporate Services)
- IT Manager (Contract lead)
- ICT Applications Lead
- Communications Lead
- Information Governance Officer
- Digital Champions group (expected approx. 20 users) for consultation
- User representatives to support phased roll out

To ensure project integration with our wider digital strategy the project board will work with the Assistant Director Corporate Services (Digital and Welsh Language Lead).
Current phase
Not applicable

Work setup

Address where the work will take place
Social Care Wales has offices in Cardiff and St Asaph. We are currently working remotely and for the foreseeable future. Our primary location for this project is Cardiff.
Working arrangements
Social Care Wales has an all-Wales remit. We need a partner to work with us remotely, and on occasion, in person, dependent upon restrictions in our Cardiff office.
Security clearance
You will be able to evidence that you meet cyber essentials plus or equivalent as a supplier.

There are no specific security clearance requirements

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
  • How an agile approach will be applied to the project to embed adoption and ownership
  • Evidence of Cyber Essentials Plus or Cyber Essentials with ISO27001
  • Experience of bilingual service design in both Welsh and English and the ability to switch between languages
  • Experience of working with users to understand their work, operating context and constraints and implement improvements remotely
  • Experience of integrating wider Microsoft 365 suite functionality (Teams, Power Automate, Social, Lists)
  • Experience of designing and developing SharePoint intranet services through iteration, research, prototyping and testing
  • Experience of provider effective end user training and knowledge transfer to staff to embed the long-term sustainability of the intranet
  • Experience in user centred design of intranets
  • Understanding processes in Government Digital Service services manual, designing solutions that have passed an accessibility audit and meet WCAG 2.1 and how to implement these in a corporate environment
  • Evidence of communicating service concepts and ideas using methods that allow others to see all the different parts of the service
  • Demonstrate understanding of records management best practice and compliance with relevant practice guidance and legislation
  • Demonstrate understanding of Welsh Language Commissioner’s Guidance on ‘Technology, Websites and Software: Welsh Language Considerations’
Nice-to-have skills and experience

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • The proposed solution
  • How the solution meets user needs
  • How you will inform the proposed approach
  • Alignment with corporate project objectives
  • How the solution will support the organisation's records management strategy
  • Experience of transferring knowledge to permanent staff within a client organisation
  • Evidence of integrating into a partner organisation's existing ways of working ensuring a healthy working culture
Cultural fit criteria
  • Able to share your detailed knowledge and skills regarding the user-centred design
  • Demonstrate how you will work with clients with different levels of technical expertise throughout the project
  • Demonstrate how you will work transparently, collaboratively and share your approach with the project team
  • Experience of successful agile delivery in non-agile environments and bridging the two worlds
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. Can you please advise as to who the early market engagement was held with, and under which procurement framework?
Early market engagement was sought with suppliers on the CCS Framework: Digital Outcomes & Specialists 5 (Lot 1 Digital Outcomes). An invitation was sent to all digital outcomes suppliers on 8 October 2021 for the session held 18 October
2. Reference the phased migration plan, is the expectation here, that the supplier will produce a plan for Social Care Wales’ staff to perform the actual migration?
We would anticipate the supplier managing and quality assuring the migration of existing content
3. Good morning, could you confirm if ISO27001 is a mandatory requirement? We are currently working towards this standard but do not have it company-wide at this time, we do have both cyber essentials and cyber essentials plus. Many thanks.
Cyber essentials Plus is sufficient
4. Does the expected budget refer to the full implementation (i.e. migration, design, configuration, etc.) or is it just for discovery and planning?
The Summary of the work only refers to “lead and design” and “migration plan” but nothing about implementation.
Full project scope
5. Project Team – Will the team be required to be proficient in Welsh too? At present we have a team fluent in English. Please confirm
We will require Welsh language to be embedded within the project team in order to achieve equal language consideration through all project phases
6. Can you please advise as to whether there is an incumbent Microsoft partner already working with Social Care Wales, specifically in relation to Microsoft 365?
We do not currently have an incumbent MS partner, however we do purchase our Microsoft licenses through a framework.

We have a tender on Digital Marketplace currently to appoint a MS training partner to support our wider desktop MS applications.

The deadline for asking questions about this opportunity was Friday 21 January 2022.