British Army

ArmyHQ2/00150 British Army Website Re-Development

Incomplete applications

14
Incomplete applications
13 SME, 1 large

Completed applications

33
Completed applications
29 SME, 4 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 5 April 2017
Deadline for asking questions Wednesday 12 April 2017 at 11:59pm GMT
Closing date for applications Wednesday 19 April 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work To re-develop the Army website (www.army.mod.uk) in line with Digital Service Standards.

A new Content Management System is required with a technical supplier contracted to maintain and develop the website for 2 years.

The existing online recruitment application form and account functionality will not be required on the new website.
Latest start date Monday 22 May 2017
Expected contract length 2 years
Location South West England
Organisation the work is for British Army
Budget range Up to £550k inclusive of redevelopment work and 2 years support. (FY17/18 - £250k for redevelopment, FY18/19 - £150k support and maintenance, FY19/20 - £150k support and maintenance)

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The work is necessary to follow on from the discovery phase which was completed in 2016.
The Army website is a critical part of the Army’s digital engagement with the Public. It was visited over 12 million times in the past 12 months by over 7 million individual users. It has not changed significantly since 2008.
It is not optimised for mobile devices (tablets and smartphones); its size and structure creates an inefficient and confusing user experience; technically, some of the software is no longer supported; and loading content is overly complex
Problem to be solved Outcomes based on user needs and follow GDS Service Standard and GDS design principles.
Website needs to be responsive.
Improve accessibility support.

To make managing content easier for non-technical staff,
a new CMS is identified and procured to replace Opentext WSM 11.2.
Hosting accreditation and assurance to comply with Government Cyber Essentials Certification.
Hosting will be within existing environment but consider need capability to migrate over to new platform.
Inconsistent look and feel.

Improve IA and user journeys.

Capture internal stakeholder needs.
Meet minimum Level AA (WCAG) 2.0.
A greater focus on SEO when creating content.

Enhance management of content.
Who the users are and what they need to do The Discovery Phase identified key audience groups and their requirements:
1. Potential recruits are the primary audience for the website and certainly should be regarded as a high priority.

2. Family members are an important audience as the website is often their first point of contact with the Army.

3. Advocates are a wide audience group amongst them journalists, teachers, local advisers and tourists.

4. Veterans have information and service needs from the Army long after they finish their active service.

6. Army staff have multiple touchpoints with Army communications, and tend to be very infrequent users of the website.
Early market engagement Pre-market tender was carried out at the end of 2016 to identify costs for Alpha and Beta phases as well as on going running costs.
Any work that’s already been done The British Army completed the Discovery phase of this project in June 2016. This report provided:
• Key recommendations that are formed from insights drawn from all research
• In-depth qualitative user research with recommendations
• A technical review and best-practice technical recommendations
• A content review and content recommendations
• A suggested information architecture – which will need to be reviewed - developed from insights from the research and tested on users.
• A Service Delivery Plan for Alpha phase including recommendations on duration and cost
Existing team Army – Digital Platform Manager– Service Manager, Army - Digital Team Leader – Service Manager
Current phase Alpha

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place It is expected to be a mixture of on-site and off-site working. If on-site, the contractor will mainly be working at Army Headquarters in Andover. There may be the possibility of the requirement to visit one or two other Army locations across the UK.
Working arrangements The supplier will work closely with the AMC Digital Team in Andover. It is anticipated that most work will be conducted remotely regular contact with AMC Digital is maintained. The contractor will base some resource with the British Army at key points throughout the engagement. The cost of attending any meeting or performing tasks away from the contractors premises shall be borne by the future contractor.
The supplier will submit weekly reports to the Service Manager regarding the status of the project, achieving key milestones and issues that may impact on timescales and cost. Significant updates required as necessary.
Security clearance All work will be conducted at the OFFICIAL classification level. No security clearance is required as the project team will be escorted at all times when on site.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions These MOD DEFCONs form part of this Contract: DEFCON 5J (Edn 18/11/16) Unique Identifiers, DEFCON 76 (Edn 12/06) Contractors on site, DEFCON 129J (Edn 18/11/16) Electronic business Delivery Form, DEFCON 516 (Edn 04/12) Equality, DEFCON 520 (Edn 18/11/16) Corrupt gifts and payments of commission, DEFCON 522 (Edn 18/11/16) Payment and Recovery of Sums Due, DEFCON 531 (Edn 11/14) Disclosure of Information, DEFCON 534 (Edn 18/11/16) Subcontracting and Prompt Payment, DEFCON 566 (Edn 07/14) Change of control contractor, DEFCON 642 (Edn 06/14) Progress meetings. The following DEFFORMs will be used: DF111 Addresses And Other Information, DF10 Acceptance Of Offer Of Contract

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Must be available to meet the latest start date.
  • Analysis and evaluation of existing user research to create IA and content plan.
  • Experience using agile project management. Creating responsive websites based on user needs.
  • Delivering projects in line with Government Digital Service Standard.
  • Conducting on-going user research
  • Designing and launching websites in line with Digital Service Standard.
  • Demonstration of delivering projects at speed with clearly identified deliverables and timescales.
  • Evidence of delivering projects to meet timescales.
  • Designing websites that are intuitive and easy to use on all devices.
  • Technical knowledge of website hosting environments. Experience of mitigating security and cyber threats to websites.
  • Launching MVP websites with scope to migrate large amounts of information post launch.
  • Understanding, experience and implementing website metric software such as Google Analytics.
  • Working with third party stakeholders.
  • Relationship management
  • Good planning, coordination, communication and project management skills
Nice-to-have skills and experience
  • Building and managing large websites (1000+ pages).
  • Working with the UK Military, other nations Military, other Government Departments and Not-For-Profit organisations.
  • Have experience of assessing and mitigating security and privacy issues, including Cyber Essentials certification.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • A detailed project plan
  • Team structure
  • Detailed resource plan
  • Value for Money – any additional work
  • Approach and methodology - How proposal will meet requirements
  • Stakeholder engagement – How to capture requirements
Cultural fit criteria
  • Demonstrate expertise and experience of working with public sector organisations, the Military, Other Government Departments and Not-For-profit organisations.
  • Suppliers should demonstrate their understanding of the British Army and how it operates.
  • Ability to work with clients with limited technical knowledge. Open and transparent when making collaborative decisions.
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Do you currently use any Content management systems for www.army.mod.uk ? Are there any preferences for the new requirement? Yes, OpenText WSM 11.2. No preferences, the new CMS must meet user needs.
2. In your proposal criteria you ask for "A detailed project plan including timescales for each phase – Alpha, Beta and Go Live", however there does not appear to be anyway of uploading such a plan in our response. Please advise. Please submit your project plan by the closing date of this advert (11:59 pm, 19 April) to ArmyComrcl-T1-Mailbox@mod.uk
3. As part of the budget is there a requirement for Design/UX work to be carried out, and if so are there defined brand guidelines already in place and available now ? Yes, there is a requirement for Design/UX work. There are current brand guidelines in place. However, there is a branding review on-going so these are likely to change.
4. Has a Content Management System been selected for this solution? No
5. Will the supplier will be responsible for creating and managing live content in this solution? No. It is expected this will be done through the CMS by MOD staff.
6. Questions: 1. “A new Content Management System is identified and procured to make it easier for non-technical staff to manage content.” What is the CMS platform already been selected? 2. Depending on CMS platform, has licenses been acquired or is this to be part of the redevelopment budget? 1.) The CMS has not yet been selected and therefore, 2.) No licences have yet been acquired so will need to be part of redevelopment budget.
7. 3. Has a functional specification been delivered along with the new IA undertaken during the discovery phase? 4. Is it expected that the new IA delivered through the discovery phase requires extending or updating? 5. Has accessibility been considered/applied throughout the IA delivery? 6. Did an agency undertake the discovery phase and do they also offer re-development and support services? If so will the incumbent be applying for the contract? 7. How many pages are required for MVP prior to the migration? 3.) Not yet, 4.) The IA suggested as part of the Discovery Phase will need to be reviewed and updated. 5.) Accessibility has been considered. 6.) N/A 7.) The number of pages for the MVP should be recommended by the supplier and then agreed by us.
8. Do you have any particular preferences around platform selection for this project? No preferences
9. Can you please confirm that this assignment has been determined as outside IR35 legislation? The Authority can confirm that this requirement is outside of IR35 Legislation.
10. "It is expected to be a mixture of on-site and off-site working. If on-site, staff will mainly be working at Army Headquarters in Andover. There may be the possibility of the requirement to visit one or two other Army locations across the UK." "It is anticipated that most work will be conducted remotely regular contact with AMC Digital is maintained. Contractor will base some resource with the British Army at key points throughout the engagement." Please clarify expectations regarding frequency, roles, scale, purpose of on-site working and why/whether you feel this is essential? What are the key points referred to? It is for the supplier to determine the solution to the Authority’s requirement, this includes proposing the most suitable ways of working in order to deliver the outcome.
11. "It is expected to be a mixture of on-site and off-site working. If on-site, staff will mainly be working at Army Headquarters in Andover. There may be the possibility of the requirement to visit one or two other Army locations across the UK." "It is anticipated that most work will be conducted remotely regular contact with AMC Digital is maintained. Contractor will base some resource with the British Army at key points throughout the engagement." Please clarify expectations regarding frequency, roles, scale, purpose of on-site working and why/whether you feel this is essential? What are the key points referred to? It is for the supplier to determine the solution to the Authority’s requirement; this includes proposing the most suitable ways of working in order to deliver the outcome.
12. To produce a subjectively accurate roadmap and resourcing strategy, can you indicate a desired 'go-live' date for MVP and beyond, please? The go live is ASAP – Please let us know how quickly you feel you can complete the project.
13. Is there an understanding that a project plan at this stage would be based only on the information currently available from the Marketplace Opportunity and as such, is likely to have a degree of assumption / flexibility? Please detail your assumptions, or ask further questions and we can look to resolve some assumptions.
14. To support a detailed project plan and schedule-of-work is there any accompanying documentation and project detail you're able to share, beyond the points made in this listing? Further to Q2, the Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage. Details of your anticipated start date and anticipated duration to complete the website re-development should be included within your response via the portal.
15. Please clarify your response requirements. Are we expected to complete the 100 word responses on our skills and experience via the portal, as well as a email you a proposal outlining the proposal criteria, cultural fit criteria, and price, by deadline 19th April? Suppliers are to complete the 100 word responses on our skills and experience via the portal. The Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage. Details of your anticipated start date and anticipated duration to complete the website re-development should be included within your response via the portal.
16. In Q2 it is said to submit a project plan by 19th April. If this project follows the normal procurement pathway, the shortlisting of the final 5 suppliers will be from evaluation of the 100 word essential and nice-to-have skills evidence (due by 19th April). The project plan only requested of shortlisted suppliers and submitted as part of the written proposal - after 19th April. Please could you clarify if this is actually the case? Otherwise you are asking all interested suppliers to submit a project plan prior to shortlisting and evaluation of skills evidence. Further to Q2, the Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage. Details of your anticipated start date and anticipated duration to complete the website re-development should be included within your response via the portal.
17. Q2 answer you have stated that suppliers should email a project plan, are you expecting this as part of the initial application or only for shortlisted suppliers as we would be unable to create a project plan without having the full tender documentation? Further to Q2, the Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage. Details of your anticipated start date and anticipated duration to complete the website re-development should be included within your response via the portal.
18. In your proposal criteria you ask for "A detailed project plan including timescales for each phase – Alpha, Beta and Go Live", however you have not provided the discovery outputs. Any project plan at this stage will be indicative only. Please advise. Further to Q2, the Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage. Details of your anticipated start date and anticipated duration to complete the website re-development should be included within your response via the portal.
19. Is anything else wanted for 19th April (other than the project plan and answering the shortlisting questions, of course)? Further to Q2, the Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage. Details of your anticipated start date and anticipated duration to complete the website re-development should be included within your response via the portal.
20. Does the proposal and project plan need to be submitted as part of the initial application process for 19th April, or is that only for shortlisted applicants? The Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage. Details of your anticipated start date and anticipated duration to complete the website re-development should be included within your response via the portal.
21. Could you please expand on the definition of the cultural fit criteria? We are looking for a supplier who appreciates the working military culture and is able to comfortably work within this environment.
22. Are you able to send any of the work done to date, especially the Discovery Report (and associated materials / recommendations) The Discovery report can be found here. https://drive.google.com/open?id=0Bz7HE_CrajzhV3dNTnV6VTJ0Smc

The supporting documentation for the Discovery report can be found here. https://drive.google.com/drive/folders/0Bz7HE_CrajzhTnVqVjJwVWVFMVE
23. Will you be migrating existing content as is, or writing new content for the MVP? There will be a mixture of migrating existing content as is, re-writing existing information and generating new content as appropriate.
24. Does the stated budget include any of: VAT; hosting; management of hosting (e.g. security patches)? Yes, all of these
25. Does the annual support and maintenance budget include site updates and / or iterations post-launch? Yes for technical updates – content updates will be handle by the extant Army team
26. Is the ‘expected contract length: 2 years’ no longer the case? (The budget breakdown seems to cover 3 years) The technical support contract length is 2 years following the launch of the new website.
27. Content questions: a. What was in the content review (from Discovery)? Is this a full or sampled quantitative and / or qualitative audit? Do you know approximately how much content there is now? Has content been marked for removal? b. Are you expecting to have dedicated (internal / external) content writers / designers for delivering new / updated content for the new site? If so, has this got a separate budget? c. Is there a schedule for content creation? d. Is there a requirement to migrate current content, and is this content data available in a common standard format? Details of the content research can be found in the Discovery report here. https://drive.google.com/open?id=0Bz7HE_CrajzhV3dNTnV6VTJ0Smc

There is no separate budget or schedule for content creation. Some of the existing website content will be used for the MVP although it is intended to refresh as much of the current content as possible. Improved presentation of this content should be recommended by the supplier.
28. You mention that the new site must be hosted in the existing environment. Can you please describe the existing technology stack as it will have an effect on what can be delivered. For example, if the existing environment is Microsoft/.NET-based, then it might rule out open source Linux-based alternatives (and vice versa). A technical review and assessment was carried out in the Discovery phase and can be found in the report here
https://drive.google.com/open?id=0Bz7HE_CrajzhV3dNTnV6VTJ0Smc
29. Does the proposal and project plan need to be submitted as part of the initial application process for 19th April, or is that only for shortlisted applicants? No, The Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage.
30. In response to Q2 you stated "Please submit your project plan by the closing date of this advert (11:59 pm, 19 April) to ArmyComrcl-T1-Mailbox@mod.uk". Please confirm for clarity that we are correct in thinking you only want the 100 word evidence by 19th and NOT the project plan? The response to Q2 is now incorrect, The Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage. Suppliers are required to submit a response (100 word evidence) by the closing date of the 19th Apr 17.
31. The service is required to deliver in accordance with GDS service design standards, will there be a GDS assessment as part of the implementation? There will not be a full GDS assessment as part of the implementation. However, there will be an internal assessment undertaken in line with GDS standards. GDS will also be kept up to date on progress throughout the project.
32. Further clarification requested on submission requirements: If we are to only submit the 100 word response by 19th April (and a proposal IF we are successfully shortlisted), does that mean that your response to Q2 in the clarifications is incorrect, as that states to "Please submit your project plan by the closing date of this advert (11:59 pm, 19 April) to ArmyComrcl-T1-Mailbox@mod.uk" The response to Q2 is now incorrect, The Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage. Suppliers are required to submit a response (100 word evidence) by the closing date of the 19th Apr 17.
33. 1. Do you have any preference with regards to open source or proprietary CMS solutions? If proprietary do you have any qualifying criteria for the CMS product vendor? 2. Is the existing hosting environment on premise or cloud base? Can you also give details on operating systems and database (SQL Server 2016, MySQL etc)? Are we constrained using the current environment setup? 3. Is the site required to integrate into any other sites or web services? If so please can you explain technologies and what they do? 1. No preference . The CMS selection should identify the solution that best meets user requirements. 2. Details of the existing hosting setup and specifications can be found in the technical review within the Discovery Report https://drive.google.com/open?id=0Bz7HE_CrajzhV3dNTnV6VTJ0Smc
3. Currently, there are no sites to integrate with. There is a recruiting website currently in development which will need to be considered from a UX perspective
34. 1.You mention that the recruitment application form and account functionality are no longer required. Are you moving this to an external system or do you require these to be reworked within the new redeveloped site? 2. The current site appears to be in English and Welsh, are any further languages required? We would assume this requirement remains in the redeveloped site? 3. Is there any requirement for document management for documents published through the website? 4. How many CMS editors roughtly would be responsible for updating content? 1. The recruitment application is being developed separately. 2. The only languages that are required for the new site are English and Welsh. 3. Any improvements to the way documents are handled through the CMS should be recommended by the supplier. 4. There are currently around 30 CMS editors that update content. With a more efficient and easy-to–use CMS, we will look to increase this to around 50 over time.
35. in your answer to question 2 you state “Please submit your project plan by the closing date of this advert (11:59 pm, 19 April)" and in question 14 you state “Further to Q2, the Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage”. Can you confirm whether the project plan is required for the initial application? If not, can you confirm what date it is required for suppliers who make it through to the presentation phase? The response to Q2 is now incorrect, The Project Plan is required to be supplied if the Supplier is successful in progressing to the Presentation stage. Suppliers are required to submit a response (100 word evidence) by the closing date of the 19th Apr 17.
The Authority intends to hold presentations 03 May 17 onwards. This is when the Project Plan would need to be presented to the Authority.
(dates are indicative and may be subject to change)
36. Could you please supply dates when you plan to shortlist suppliers and approximate dates for the presentation state? The Authority intends to shortlist suppliers w/c 26/04.
The Authority intends to hold presentations 03 May 17 onwards.
(dates are indicative and may be subject to change)
37. You have mentioned that there will be content to migrate and the discovery report indicate that the current website has 2,800 pages. Can you please give an estimate of how many pages, documents (PDFs etc) and media you are intending to migrate? Also are you looking for the supplier to be responsible for migrating content or to provide you a mechanism for migrating content? There are no set quotas for page and asset migration. The authority would look for recommendations from the supplier as to MVP size. Additional costs can be highlighted for different options to migrate content.
38. Is the supplier expected to provide copywriters or will this resource be provided by the Army team? Ideally, the supplier will supply copywriters as part of the project. As this will be an extra expense, the cost should be clearly stated so the authority can choose this service as optional.
39. Is the supplier expected to provide imagery or will this be provided by the Army team? Imagery will be provided by the Army
40. Is the Discovery supplier eligible to bid for the Alpha, Beta and Live phases? In order to be eligible to bid for the requirement Suppliers must be listed on the Digital Outcomes Supplier List.
41. Can you give more details about this: 'There is a recruiting website currently in development which will need to be considered from a UX perspective'? Will this new site replace features like the role finder and the rest of the careers section of the current site or is it a redevelopment/iteration of RPP / the recruitment 'portal'? If it is the public Careers section that is being developed, when will it go live? It is expected that the new recruiting website will replace features in the current ‘Joining the Army’ section such as Role Finder. We are unable to confirm a go live date for this.
42. If the army's web estate is to be hosted by Rackspace on the JSF and the cost is to come out of this budget can you give us an indicative figure for this (e.g. what the cost of the current set up is?) Current hosting is around £32k per year. This will need to be part of the £150k per year support and maintenance budget.
43. Have you established KPIs for the site? No
44. Has a decision been made about how to handle the 'unofficial' sites, since the discovery was conducted? The report mentions 31 of these - is a list available? No. Currently, there is a new digital communication policy being written which will clarify the way forward of unofficial websites.
45. Your responses state that: 'There is no separate budget or schedule for content creation.' and 'Ideally, the supplier will supply copywriters as part of the project. As this will be an extra expense, the cost should be clearly stated so the authority can choose this service as optional.' Is there potentially extra budget beyond the (approx) £208,000 xVAT redevelopment budget? There is potential if a further cost could be fully justified. However, it is important that we can deliver the project within budget should that extra funding not be approved.
46. Are you looking to replace the typical GDS phased structure (alpha, beta, live) with MVP (live), followed by further iterations / migration until whole web estate replaced? When will the internal assessment be conducted? Before the MVP goes live? [There will not be a full GDS assessment as part of the implementation. However, there will be an internal assessment undertaken in line with GDS standards. GDS will also be kept up to date on progress throughout the project.] We are looking to create the MVP and then migrate the rest of the required information across post launch. We will expect the supplier to recommend the best method to achieve this. The timing of the internal assessment has not yet been established.
47. Is http://www.armyonline.mod.uk (live chat) out of scope? Yes. This is out of scope.
48. Beyond initiate applications and technical performance are there other KPI's we should be aware of? No
49. Will you consider a solution delivered entirely off-site / remotely? With regard to working, then this would be considered. If this is regarding hosting of the website, then this would not be an option.
50. on page 31 of the discovery document, which of these intergrations contained in the joint server farm are in scope of this project and are there any others that we should be aware of? Search, Wordpress and social media channels are in scope of this project. There are no others to consider at this moment.
51. Could you please clarify the evaluation criteria and scoring. As an example will the lowest price get 30% of the marks with all other bidders scoring 0 or will it be based on a calculation? Price is scored based on how close each supplier’s quote is to the cheapest supplier’s quote. E.g. lowest priced will receive 30%, for remaining prices, the percentage difference to the lowest bid shall be calculated with marks deducted from the total available marks (30) in direct proportion to this percentage difference.
52. Is the Discovery supplier eligible to bid for the Alpha, Beta and Live phases? In order to be eligible to bid for the requirement Suppliers must be listed on the Digital Outcomes Supplier List.
53. Can you give more details about this: 'There is a recruiting website currently in development which will need to be considered from a UX perspective'? Will this new site replace features like the role finder and the rest of the careers section of the current site or is it a redevelopment/iteration of RPP / the recruitment 'portal'? If it is the public Careers section that is being developed, when will it go live? It is expected that the new recruiting website will replace features in the current ‘Joining the Army’ section such as Role Finder. We are unable to confirm a go live date for this.
54. Will shortlisted agencies have an opportunity to ask further questions? All questions should be asked during the question & answer period prior to the closing date