This opportunity is closed for applications

The deadline was Tuesday 21 June 2022
Birmingham City Council

Birmingham City Council Intranet Redesign

15 Incomplete applications

14 SME, 1 large

44 Completed applications

39 SME, 5 large

Important dates

Published
Tuesday 7 June 2022
Deadline for asking questions
Tuesday 14 June 2022 at 11:59pm GMT
Closing date for applications
Tuesday 21 June 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
Help Birmingham City Council (BCC) run a discovery to understand how we can better provide staff with job-related information.
Latest start date
Thursday 7 July 2022
Expected contract length
6 - 10 weeks
Location
West Midlands
Organisation the work is for
Birmingham City Council
Budget range
Upto £80k.

However please bare in mind that we are looking for a cost effective proposal that meets all requirements.

About the work

Why the work is being done
Birmingham City Council has an intranet for employees that we don’t believe is fit for purpose. It is a site that has been built up over many years and lacks clarity of purpose. Content can be overly-wordy and is often difficult to find; we also have a large number of employees who are excluded from accessing content as they are not corporate technology users.

This makes it hard for our 12,000 employees to perform the necessary tasks or receive information they may need to do their jobs.

We would like to explore what employees need, and how providing them with the right actionable content in the right place will help us run a more efficient organisation. This may vary depending on which function you work in.

We’d like to understand how people currently use the content and why, and what is missing that would add value to their working lives.
Problem to be solved
We believe that how we provide job-related information to employees at BCC is inefficient, frustrating and confusing. This is because the way that we produce, present, share and host information isn’t what they need. How can we better provide people with the information they need to work at BCC in a way that suits them?

Employees find that they:
• cannot find what they need
• do not trust that the information is current
• spend a lot of time looking for information
• have to go elsewhere for the information
• don't know where to go for further support and advice
• struggle if they have accessibility needs.

Through this discovery project we want to gain an understanding of how we can better meet user needs and encourage self-service.

We would like to end with a view of possible focus areas for an Alpha. Please note, though, this is not about specific solutions per se and at this stage we remain technology-agnostic regarding the platforming of a new intranet.
Who the users are and what they need to do
As a BCC 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 BCC employee, I want to be able to access job related information from any device so that I can get the information that I need in a way that suits me.

As a BCC employee, I need to be able to access job related information wherever I am working so that I can get the support and information I need when I need it.

As a BCC employee working in a partner organisation, I need to be able to access the links that are sent in internal communications so that I can keep up to date with important information.

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 a content editor, I want to be able to easily update and amend content so that we can be sure that we have the most current information for our employees.
Early market engagement
Any work that’s already been done
Existing team
Birmingham will be establishing a team to work alongside the supplier on this work. We would expect to provide a delivery manager and user researchers. We will also co-opt members of the web team in when necessary. We will identify a suitable Product Owner. Suppliers should note though that our maturity in many digital skills is low and so an element of skills transfer and coaching will form part of the requirement of the supplier.
Current phase
Discovery

Work setup

Address where the work will take place
Remotely with on-site working where necessary in Birmingham.
Working arrangements
In the current circumstances, we anticipate the team will mostly work remotely and communicate via Microsoft Teams. Birmingham City Council use other collaboration tools such as Miro. All project ceremonies such as stand-ups, sprint planning and show and tells will be held by video conferencing on Microsoft Teams. However, where face to face engagement is likely to produce better results, suppliers would be asked to be flexible in accommodating this need.
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
  • Take a user-centred and agile approach.
  • Recent experience in conducting a Discovery phase and applying the principles of user centred design to the development of digital solutions.
  • Provide multidisciplinary skills, which should include user research, service/ content/visual design.
  • Knowledge and expertise in inclusive design, including accessibility.
  • A track-record of taking decisions guided by user research, measurable metrics and good user centred design practice.
  • Experience of building and maintaining positive long-term relationships with internal stakeholders and the project team.
  • Experience of working in line with the Government service standard.
  • Track record in supporting and guiding less experienced people and effecting skills transfer.
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
  • how to approach research and design that enables clarity around meeting user needs within the Government Service Standard
  • the proposed approach to conducting the discovery phase
  • balancing user needs within the constraints of platform and capability
  • the skills your team will bring
  • how to create a compelling case for change after discovery
  • how to create understanding and alignment with senior leaders and stakeholders
Cultural fit criteria
  • Work as one team with our project team
  • Be transparent and collaborative
  • Share knowledge and experience with BCC team members and effect skills transfer
  • Be comfortable in advocating for agile practices, user centred and inclusive design
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

1. Hello, does the Council have Office 365 licences, if so, what licence level and how many of each?
We have an Microsoft E3 licence with add ons. Approximately 13500 seats
2. Will the Council contemplate using SharePoint Online for the new intranet?
If it meets our requirements.
3. Is there content to be migrated from an exisiting intranet/fileshares etc.?
It is likely that some content will need to be migrated but creation of content along user-journey lines will be key. Accessibility also key and some files may not be suitable.
4. We note that UR and Delivery Manager capability would be provided to work alongside the supplier’s team. What key capabilities would the Authority expect the winning supplier to be providing for this requirement?
UR and Delivery resource would essentially be on board to learn therefore the requirement is for a team capable of (a) delivering the discovery; and (b) transferring skills to in-house staff.
5. Please could you advise if there is an incumbent supplier, or if there have been any other external suppliers previously?
A Supplier has worked with us on our Data Programme, Digital Strategy and Customer Programmes - but there is no commitment beyond that and this is a fully open competition.
6. Has BCC conducted any preliminary user research before this tender? If so, has employee profiling (personas or archetypes) have been determined in a report?
No
7. How informed are the BCC team (to be assigned to this project) in Agile/GDS principles?
Assume they will have a working knowledge but little direct experience.
8. We usually explore technical feasibility and recommendation as part of the Discovery output. Is there already an internal development team in place to liaise with or will contractors be selected separately after this phase?
Yes there is a development team but due to capacity constraints there is no guarantee they will do the build work - they will be key stakeholders though in discussions about technical solutions
9. Are there analytics (e.g. Google Analytics) installed on the existing intranet to allow access to secondary data during the research stage?
Yes, we have google analytics capability within the Intranet
10. Is the up to £80k budget just for the discovery phase or would is it hoped that part of this budget would be put towards the development?
It is hoped that the discovery stage will go some way to defining development options and feasibility but there will be separate work with a budget for delivery
11. Do you have a strategic tech stack?
Yes, we make the most of the technology we already have in the Council that is working well to minimise proliferation and technical debt.
12. Have you recently conducted a stocktake / audit of the existing content on the intranet?
No.
13. Who from your team will be scoring applications for this opportunity and what positions do they hold?
CIO, Head of Delivery, Procurement specialist, Head of Online, HR, Head of Solutions.
14. Can you confirm if shortlisted suppliers will have the opportunity to present?
Yes this is the likely process
15. Can you please advise the preferred tech stack for this opportunity?
It is for the supplier to make recommendations based upon our requirements and provides the city with best value for money.
16. Will the work to implement the Intranet Redesign following Discovery also be published via the Digital Outcomes and Specialists framework?
Possibly - if a decision is made that the in-house dev team cannot support it
17. Will carrying out the discovery work exclude the winning supplier from tendering for delivery of a new intranet?
No
18. Can you confirm what Microsoft Licensing you currently have in place for users?
We have an Microsft E3 licence with add ons. Approximately 13500 seats
19. How many user researchers do you have that will be on the project.
We expect to have one UR learning on the job
20. Does the web team incorporate the Comms team or is that separate.
The web team does not incorporate the comms team but work in collaboration with each other. There are some elements of the Intranet managed by the comms team
21. Who currently owns Intranet strategy and who makes updates to the intranet.
The intranet strategy is part owned by HR and Part owned by the Web Team, as part of the discovery and with the council's working for the future programme we would like to identify clearly a single function who is responsibly for owning the Intranet Strategy
22. How will the suppliers get access to users?
If necessary, Office 365 accounts can be supplied to allow easy access to Active Directory users. For non-IT users, it will be through line management channels
23. What is the biggest challenge for this project?
(1) traditional thinking - there will be nervousness about exposing information publicly; (2) the balance between access for everyone vs the sensitivity of information
24. How much research into accessibility do you anticipate?
We would expect the latest WCAG standard to be the minimum but also defined at persona level so that any design is accessible to all personas
25. Is BCC planning to redevelop the intranet in a new platform based on the finding of the discovery project?
Not necessarily on a new platform - depends on the discovery, but will be redeveloping it yes
26. Has BCC implemented O365 to support a hybrid way of working?
Yes
27. How do BCC staff access the current intranet when working remotely?
Via VPN
28. Please could you clarify what work has been done to date?
None
29. Who are the key project stakeholders and decision makers?
Intranet users (any staff), CIO, Head of Delivery, Head of Online, HR, Head of Solutions, Director of Council Management, Director of Digital and Customer Services
30. Are there any existing / long term partners or third party organisations we will need to engage with?
Jadu are in the existing partner who provide us the technical application. There are internal partners who you will need to engage with during the discovery.
31. Are there any other parallel project dependencies?
No
32. Skills transfer – would the project team have time to shadow us on our activities? Are there any pinch points that would make it difficult for team members and stakeholders to be involved?
There may be pinch points in some service areas of the council but in a council of 12k people we are likely to be able to find enough people to work with. The idea is that we will have some in-house staff working with the supplier to upskill on discovery work
33. Within our individual 100-word responses, would you like to see one, more detailed example or multiple examples with less detail?
You need to sell your experience in the best way you see fit.
34. Are there any specific themes or examples you’d like to see within suppliers’ responses?
You need to sell your experience in the best way you see fit that relates to our project.
35. Have you conducted any research to date? If so, when was it carried out? Can you share any top line conclusions?
No research has been conducted to date since the original re-design in 2019
36. Who is the incumbent and how long they have been the incumbent?
The current intranet is built on the Jadu platform but managed in-house by the Web Team and HR teams. The Intranet is a SAAS cloud based service. We are currently in contract with the incumbent for the platform and hosting of the application in the cloud.
37. Can you please provide an anticipated timeline for this procurement that includes dates for: 1) Shortlisting Notification for Stage 2 2) Submission Deadline for Stage 2 3) Presentation 4) Evaluation period 5) Award Notification
Shortlisting evaluations: 22/06/2022 - 23/06/2022
Invite shortlisted Suppliers to Request for Proposal: 24/06/2022
Proposals stage: 24/06/2022 - 01/07/2022
Clarifications: 24/06/2022 - 26/06/2022
Evaluations: 01/07/2022 - 04/07/2022
Presentations: 05/07/2022
Final Evaluations: 08/07/2022 - 11/07/2022
Anticipated Award Date: 15/07/2022
Anticipated Contract Commencement Date: 25/07/2022
38. Could you please share your timelines for the proposal and presentation?
Shortlisting evaluations: 22/06/2022 - 23/06/2022
Invite shortlisted Suppliers to Request for Proposal: 24/06/2022
Proposals stage: 24/06/2022 - 01/07/2022
Clarifications: 24/06/2022 - 26/06/2022
Evaluations: 01/07/2022 - 04/07/2022
Presentations: 05/07/2022
Final Evaluations: 08/07/2022 - 11/07/2022
Anticipated Award Date: 15/07/2022
Anticipated Contract Commencement Date: 25/07/2022
39. Can you provide a procurement schedule for this opportunity?
Shortlisting evaluations: 22/06/2022 - 23/06/2022
Invite shortlisted Suppliers to Request for Proposal: 24/06/2022
Proposals stage: 24/06/2022 - 01/07/2022
Clarifications: 24/06/2022 - 26/06/2022
Evaluations: 01/07/2022 - 04/07/2022
Presentations: 05/07/2022
Final Evaluations: 08/07/2022 - 11/07/2022
Anticipated Award Date: 15/07/2022
Anticipated Contract Commencement Date: 25/07/2022
40. Can you share any existing ‘success’ metrics?
We are not in a position to provide this information.