This opportunity is closed for applications

The deadline was Tuesday 16 May 2017
Kingston Hospital NHS Foundation Trust

Development and Migration of Intranet Site

21 Incomplete applications

20 SME, 1 large

26 Completed applications

24 SME, 2 large

Important dates

Published
Tuesday 2 May 2017
Deadline for asking questions
Tuesday 9 May 2017 at 11:59pm GMT
Closing date for applications
Tuesday 16 May 2017 at 11:59pm GMT

Overview

Summary of the work
1)Review workshop findings, carry out further sessions as required
2)Produce concept(s) designs for intranet, present to Trust
3)Carry out full development work to create live site
4)Review and migrate agreed current intranet content including applications
5)Train Trust staff on use of CMS
6)Handover site to Trust
Latest start date
Tuesday 1 August 2017
Expected contract length
Maximum 6 months
Location
London
Organisation the work is for
Kingston Hospital NHS Foundation Trust
Budget range

About the work

Why the work is being done
The Kingston Hospital intranet site is used by departments and staff for sharing information, news and other topics with other internal staff. The intranet site requires a full redesign to bring it up to date with a modern look, greater accessibility, ease of maintenance and navigation.
Problem to be solved
The current intranet site was developed around 15 years ago. The departments are unable to update their own sections without going through a central IT team and the site is difficult to maintain and navigate. There are a number of small applications located on the intranet server which will require migration.
Who the users are and what they need to do
As staff members, they need to be able to see up to date information on what is happening across the Trust, access departmental information, policies and other items as required.

Departments need a way to communicate information to the wider staff base to ensure all have up to date knowledge.
Early market engagement
Any work that’s already been done
Kingston Hospital communications team have carried out some internal workshops with staff to understand the issues they may have with the current site, or wants/needs for any new site.
Existing team
The current internal working group comprises communications, procurement, IT and clinical team representatives.
Current phase
Discovery

Work setup

Address where the work will take place
Any work required on site will be carried out at Kingston Hospital, Galsworthy Road, Kingston Upon Thames, Surrey, KT2 7QB
Working arrangements
The winning supplier will need to agree a suitable workplan with the working group that ensures a collaborative approach with the appropriate teams/persons at Kingston Hospital.
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
  • Experience of building an intranet site for a complex and diverse organisation.
  • Proven track record of building and supporting intranet sites using commercial or open source software
  • Ability to mobilise a project quickly
  • Knowledge and experience of designing fully accessible intranet sites.
  • Experience of migrating historic intranets
Nice-to-have skills and experience
  • Experience of working with the public or healthcare sector
  • Local - within 45 minutes travelling by car or public transport

How suppliers will be evaluated

How many suppliers to evaluate
6
Proposal criteria
  • Technical solution including recommended CMS (20%)
  • Approach and methodology including proposed statement of works for each stage of project (20%)
  • How the supplier will ensure value for money and demonstrate cost effectiveness (10%)
  • Training, support and maintenance post-delivery (10%)
Cultural fit criteria
  • Work collaboratively with the organisation and individuals leading on the intranet redevelopment project.
  • Be transparent when discussing issues and making decisions
  • Actively share knowledge, experience and expertise.
  • Be able to work with individuals with limited technical expertise and experience.
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. Shortlisting process
Please be aware that Kingston Hospital plan to shortlist initially to six bidders and will further shortlist to around three suppliers prior to presentation. We reserve the right to increase or decrease the number of final shortlisted bidders based on the scores and quality of bids.
2. Is there an incumbent supplier for this piece of work and have they been invited to respond?
No - the current Intranet is supported and maintained by internal staff.
3. How much is the estimated budget for this project?
The Trust has allocated up to £150k capital for this project, but that must include all hardware/hosting/deployment costs/software/ licences and non-recoverable VAT. The Trust also plans to procure a Project Manager to oversee this project from the overall budget.
4. How do you envisage the amount of interaction required with your EPR supplier?
The Trust uses Cerner Millenium as its PAS/EPR - we would look for companies to describe what they could deliver via messaging. We do not expect integration with Cerner Millenium.
5. Please can you tell us the rationale for the 'Nice to have requirement': Local - within 45 minutes travelling by car or public transport?
It would be desirable to have a supplier that can respond to urgent requests with an on site presence, eg Development/design queries, User interface issues, training, etc.
6. Can you provide a high level description of the small applications located on the intranet server which will require migration please?
Some of the applications on the server include:

- IT Training Course Booking System
- Registration Authority Locum Database (issuing CRS access to temporary members of staff)
- Staff Telephone Directory
- Global Messaging Services Administration Tool
- DCS4 Document Content Manager System
- PIMS Trust Clinical Guidelines and Trust Policies Storage System
- DLS IM&T Policies and Procedures Storage System
- CRS Training Evaluation database
- Numerous databases for recording compliance e.g. mandatory training, appraisals, other training.
- IT Service Desk Self Service Tool
7. Could you tell us if there is a budget range for this project or if there is an upper limit to the day rate which would be used to calculate capped T&M?
The Trust has allocated upto £150k capital for this project, but that must include all hardware/hosting/deployment costs/software/ licences and non-recoverable VAT. The Trust also plans to procure a Project Manager to oversee this project from the overall budget.
8. With regards to the proposed payment approach being capped time and materials. Could you please confirm whether you intend the work to be carried out using agile methodology? .
Methodologies are to be proposed by suppliers within the second stage of the process and should work within any constraints arising from budget/project scope etc
9. Can you please tell us what your current CMS is, how many pages the current Intranet has and how many of these pages are you looking to migrate?
Document Control System (DCS V4.0). we cannot see a way of counting how many pages we currently have on the intranet. There is a mixture of departments, sections and documents as well as standalone html, .php, and .asp and other content that is not contained within DCS. A complete review will be required to make sure all relevant content is identified and migrated.

We may invite shortlisted bidders to view the current intranet site prior to submission of second stage bids in order to inform them of the current system, set up and size of the intranet.
10. The first assessment method mentioned is written proposal. How should we submit a written proposal.
The responses should be via the online portal. To clarify, only second stage, shortlisted bidders will need to complete a full written proposal. We are currently inviting all bidders to respond to the essential criteria and nice to have criteria and will shortlist down to an initial shortlift of six. Only in the second stage will a more in depth written proposal be required and will be in line with Trust instructions and via the Trust's own electronic tendering portal (Due North)
11. Do you have, or are you planning to get, Office 365?
No - no plans for Office 365 for the foreseeable future.
12. Is there any consultancy/ IT services company that was involved in the discovery workshops or is currently supporting your IT infrastructure/ EPR system?
No consultancy services were used, this was an internally led process.
13. Approximately how many active users of the intranet does the trust anticipate?
Approximately 3,000
14. Do you have preference regarding the CMS to be used in building the new intranet?
Bidders should recommend to the Trust what CMS they feel is the best fit. Ideally, the Trust would like to minimise recurring costs, such as licensing costs, so some platforms which require licensing (for example, sharepoint) may not be the best fit.
15. Can you please confirm the contract term and confirm whether this needs to include hosting and ongoing support. Also from the £150K budget what is the envisaged cost for the project manager over the 6 month project.
The £150k includes circa £30k for PM. We would expect the initial project to last around six months, after which we would expect maintenance/support to be offered for up to five years. Generally first year support by the provider is included in the budget costs - thereafter support (and other costs, such as hosting if it is a hosted solution) is charged annually and paid from the Trust revenue (operating costs)
16. What are the technologies (e.g. database) on which the other business applications were developed?
Databases are currently managed on Microsoft SQL Server 2008.
17. Are the small applications bespoke coded, or are they built on the native capabilities of the existing platform?
They are bespoke coded.
18. How many people support the intranet, and will they support it in future?
Intranet administration is currently supported by IM&T Application Support Team (part of IM&T Infrastructure branch), with 2 members of staff with the knowledge to do so. Whether this support model continues needs to be agreed.
19. Is there an expectation of the supplier working onsite or (beyond the initial planning meetings) is a mixture of face-to-face and remotely via conference call/Skype acceptable?
We would anticipate a mixed approach that depends on the work being carried out. With regards to server/system access (e.g. the current intranet), any remote access to hospital network/servers would have to be via a citrix portal on the N3 network. This may influence how suppliers wish to carry out different elements of work.
20. What is the current platform the Intranet is built on and where is it hosted?
Windows Server 2003; IIS6.0; Microsoft SQL Server 2000 - 8.00.2066. Locally hosted.
21. What is the current security setup (authentication/access control)?
Access via Windows Active Directory permissions
All traffic should be encrypted (e.g. https) in transit.
22. Is there a requirement to access confidential patient information through this system? If so are there any security requirement guidelines available for it?
Potentially. There is currently no confidential patient information stored directly on the intranet server, although there are links to other servers which does hold this information e.g. Business Intelligence patient lists on Nestor server. The Intranet does hold staff information e.g. Workforce mandatory training reports.
23. Does the intranet need to be viewable on mobile devices?
Yes
24. Do you have a preferred target platform (technologies) especially CMS and hosting?
No
25. Do you have any documentation detailing the capability provided by the current system?
There is limited documentation available. We have the following guides which can be made available at second stage:
Intranet DCS4 User Guide
Intranet Department Site Maintenance
Intranet Documentaiton Maintenance
Intranet Style Guides
Intranet Troubleshooting Procedure
IT Training Intranet Site Maintenance
26. How long should the costed support be for?
Suppliers will be expected to provide a cost of support for 5 years (we would likely look to have an initial three year support term with two options to extend support by one year each to a total of five years). Commercials will be evaluated on a wholelife basis (ie roll out + 3 years costs). The subsequent years would be additional to the £150k budget.
27. Should the cost include licensing of the existing small apps?
No
28. Do Digital By Default standards https://www.gov.uk/service-manual/service-standard apply?
We would expect suppliers to abide by the guidelines set in the Government standards (gov.uk), in so far as possible, but note that not all will apply (e.g. standard 18), as this is predominantley an Intranet to be used by staff, and the gov.uk sites are more for a consistent view across Governement websites that are accessible by the public. The site layout needs to also apply NHS style guidelines where they apply, rather than gov.uk styles or patterns.
29. Has any technical implementation or prototyping work been carried out during Discovery?
No
30. Re: the budget of £150K to include all hardware/hosting/deployment costs/software/ licences and non-recoverable VAT. Can you please confirm whether you can recover the VAT or whether the £150K is inclusive of VAT.
The VAT recovery is down to an interpretation of the rules as set out by HMRC, and we seek advice from our VAT experts on whether it is recoverable. There are a number of options for how to provide the service which could mean that we are able to reclaim the VAT, so we would expect suppliers to come up with solutions that might fit with VAT recovery.
31. Do you prefer hosting on site and do you have a preferred technology stack?
We’d be willing to look at any technology stack and local or cloud hosting.
32. Would your preference be to have long term support managed internally?
Suppliers may wish to provide options, from a fully managed service to a "support lite". If hosted internally, IMT generally support the hardware, OS and server-level backup. Other models would be considered.
33. Apart from accessibility do you have any other compliancy requirements, in particular around document management?
The Trust will be procuring seperately an EDM soluiton for the scanning of paper based patient records. Other thean compliancy we would expect support for the most common type of document formats.
34. Question 5 asks for ‘’experience of migrating historic intranets’’. Could we use here an example of a non-intranet project (CMS to CMS migration instead)? The reason for this is because we believe the process is very similar
We would consider other experience - we would use our discretion when scoring as to whether it appears to be reasonably relevant and similar to migration of intranet sites. Bidders would need to demonstrate that it describes a similar process that could be applied to intranet migration.
35. How many users will need admin privileges on the site - to update content and make changes to the intranet?
Currently the IT department maintain pages on user requests. We wish for departments to maintain/amend their sections themselves. As such, the system will need to allow the allocation of editing rights to a range of users across the hospital. We do not have specific numbers currently due to the current centralised arrangement for content updates.
36. AMENDMENT: What are the technologies (e.g. database) on which the other business applications were developed?
This should read SQL Server 2000 (verison 8.00.2066), not 2008 .
37. What is the format, structure, and content of the initial workshop findings, and is there a Project Brief or User Research output we could see?
The initial workshops were very informal and provided some initial insight into what staff liked and disliked about the current intranet and what their priorities were for a new intranet site.
38. Has any user research been done on a new intranet to date? Has the current intranet been usability tested with users?
Only some informal workshops and ad hoc feedback from a range of staff who are supportive of the development of a new intranet site. No usability testing has been carried out recently as the current intranet is at least 15 years old and not fit for purpose.
39. Do you have content writers working on the intranet, or will the supplier need to provide content strategy and content design skills in the product team?
A content strategy is required, but the actual content will be produced in-house. This work will be led by an Intranet Project Manager with support from the communications team and service and departmental leads across the organisation.
40. Can you please describe the workshop that you refer to in the 'summary of work' section? Was this an activity done with the project stakeholders or rather with users to get their feedback on the intranet and some suggestions for improvements?
The initial workshops were very informal and provided some initial insight into what staff liked and disliked about the current intranet and what their priorities were for a new intranet site.
41. For hosting and hardware, do you have an existing supplier(s) whose environment/servers the intranet could be deployed to?
The existing intranet is locally hosted on our own server. One option may be for Kingston Hospital to host any new site.
42. Trust Update ref recent cyber attacks
Please note that for the period of 13th to the 16th May 2017, Kingston Hospital restricted access to email and quarantined a number of incoming emails containing attachments. We expect all relevant emails to be released. However, to help avoid any potential issues, we would advise bidders to re submit their bids to ensure they arrive within the deadline.