Awarded to Torchbox Ltd

Start date: Tuesday 30 May 2017
Value: £66,805
Company size: SME
Gloucestershire Hospitals NHS Foundation Trust

Website & Extranet development

20 Incomplete applications

17 SME, 3 large

47 Completed applications

46 SME, 1 large

Important dates

Tuesday 18 April 2017
Deadline for asking questions
Tuesday 25 April 2017 at 11:59pm GMT
Closing date for applications
Tuesday 2 May 2017 at 11:59pm GMT


Summary of the work
We are looking for a supplier to deliver a new website and extranet for our hospitals trust. We're looking for a specialist team with proven experience in delivering OpenSource CMS projects for large organisations.
Latest start date
Expected contract length
South West England
Organisation the work is for
Gloucestershire Hospitals NHS Foundation Trust
Budget range
Up to £70k

About the work

Why the work is being done
We have an outdated website which is not mobile friendly and an intranet which is hosted internally, both on EpiServer CMS R6 with an integration with Sharepoint for document storage. We want to reduce costs, improve functionality (including search), reduce the size of the sites, improve the infrastructure and support arrangements so that both platforms meet our users needs now and we have flexibility to further develop in the future. We would like to move to a flexible, scalable platform without licensing costs ie OpenSource. We would like a CMS that supports restricted editing options for internal editors
Problem to be solved
Our current sites do not meet the needs of our users, both internally and externally. Neither site is mobile friendly, page loading times are slow, there are increasing periods of downtime due to integration with ageing component systems eg SharePoint. We do not currently have a search function! Lack of control within CMS means that devolved editors in organisation have created content outside of style/brand guidelines, web data currently not served over HTTPS. We do not have the in-house skills or support arrangements in place to develop current platform. Intranet is internally hosted so only available when on internal network
Who the users are and what they need to do
As a patient/relative I need to access A&E waiting times/see consultant info/see maps/parking info/service info/cancel appointment to support patient experience
As a clinician/staff member I need to access policy/see staff directory/view updates/do training/access other service info eg HR/collaborate with colleagues so that I can do my job effectively
As a GP I need to see info about your services/referral criteria/view performance data so I can manage my patients effectively
Other users: Wanting to make charitable donation, private patient, prospective staff member requiring recruitment info
Early market engagement
Any work that’s already been done
In November 2016 we worked with an agency to carry out a Discovery Phase. The Minimum Viable Product envisaged includes:
• Responsive design and build
• High performing search with synonym library
• Supports display of live data
• Active Directory integration (for staff)
• Secure form building functionality
• Google maps integration
• Centralised storage of documents
• Supports allocation of user roles and permissions
• Supports easy addition of pages within sections
• SSL installed on both sites
• Daily/weekly backups with time stamps for quick roll back
Also required: taking payments and build of sub-sites
Existing team
You will be working with our small in-house project team consisting of Communications (including graphic designer and web content officer), IT (including architecture manager), procurement and key internal stakeholders (ie staff). The project is being managed by the Communications Team.
Current phase

Work setup

Address where the work will take place
The majority of the team is based at our Trust HQ in Cheltenham. We manage both Cheltenham General and Gloucestershire Royal Hospitals so meetings/user research are likely to take place on both sites. We would anticipate that much of the work undertaken by the supplier would happen off site, however, with attendance only for meetings or user research purposes.
Working arrangements
We would envisage supplier attendance at monthly project meetings, though this could be done via conference call. And possibly at more regular frequency during high activity phases of the project.
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
  • have proven experience in delivering websites and extranets for large, complex organisations
  • have experience in delivering websites using Open Source/low cost technology
  • have experience in delivering innovative solutions to common issues
  • have a team of experts in-house and not outsource key designs/build elements of the project
  • have experience in user-centred design
  • have experience of delivering websites that meet accessibility standards
  • have experience in delivering projects using an agile project management methodology
Nice-to-have skills and experience
  • It would be good if the supplier had experience reducing content from large sites
  • It would be good if the supplier had experience of coming up with creative, low-cost solutions for low-budget projects
  • It would be good if the supplier had experience working with public sector organisations and familiarity with the NHS brand

How suppliers will be evaluated

How many suppliers to evaluate
Proposal criteria
  • The proposed technical solution
  • The proposed approach and methodology
  • How the approach meets our stated objectives
  • How the approach meets user needs
  • Estimated timeframes for project delivery
  • How they’ve identified risks and offered approaches to manage them
  • Team structure and availability
  • Value for money
Cultural fit criteria
  • Work as a team with our organisation and other suppliers
  • Be transparent and collaborative when making decisions
  • Have a no-blame culture and encourage people to learn from their mistakes
  • Take responsibility for their work
  • Share knowledge and experience with other team members
  • Challenge the status quo
  • Be comfortable standing up for their discipline
  • Can work with clients with low technical expertise
Payment approach
Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Reference
  • Presentation
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Is the agency who did the Discovery piece able, if they wish to bid on the next phase? i.e do they offer technical delivery as well as a Discovery service?
The agency who did the Discovery Phase is I believe able to bid for the full development work. However, we made it very clear in the project brief for the Discovery Phase that no preference would be shown for the successful supplier of the discovery work. We are open to submissions from all interested parties and are keen to hear from as many suppliers as possible who feel they fit the brief.
2. You mention that you want a new website and extranet - but make reference to your current website and *intranet*. Are we correct in saying that you want to ditch your intranet for an extranet?
Yes. We currently have a website/ intranet set up and would like to move to a position where our 'internal' information is available externally (behind secure login - probably AD integration) so that staff can access staff-only information while off the internal network, via a device of their choice ie an extranet.
3. How many pages do the current intranet and current extranet have?
Our current intranet (internal) has 6,795 pages.
Our external website (external) has 5,335 pages.
We recognise this is far too many and we would like to significantly reduce our content as part of this exercise.
4. Have you performed a content audit / content needs analysis on either site yet? If not, do you see that as a deliverable as part of this project?
We haven't carried out a content audit yet, but do anticipate that this will be something we'll need to do. We wanted to appoint a supplier first in order to get advice on preferred approach etc.
5. Looking at the online application process, I can see that we need to provide 100-word answers to the 10 questions listed in the "Essential skills" and "Nice-to-have skills" sections. But the "Assessment methods" section mentions a written proposal, a case study and a reference while the "Proposal criteria" mention team structure, technical solution etc - at what stage do we provide that evidence? We can't seem to provide those as part of the online application. Do we need to prepare a fuller presentation and email it to someone?
I believe that we need to shortlist based on your answers to the 'essential' and 'nice to have skills' as you suggested above. We will then take a shortlist of suppliers through to the 'assessment stage' which will involve a presentation (with a brief proposal doc for us to keep) including a case study and reference. This will help us identify the successful supplier, using the proposal criteria. We're fairly new to this too, so I hope this makes sense! In short, you just need to answer the 100 word sections now and the other elements are required if shortlisted
6. Does the £70k maximum budget include VAT?
No the maximum budget is £70k + VAT
7. Will the findings of the Discovery Phase be made available before proposals are submitted?
Unfortunately there is nowhere to upload a doc as part of this process. However, I have summarised the key findings of the discovery phase in the brief ie we need to move from web/intranet to web/extranet, we want to move to a lower cost (no licence) model CMS and have described the Minimum Viable Product identified. We will of course share all findings of the discovery with the successful supplier and would expect they'll want to test/validate these ahead of design & build stage.
8. Would you be willing to share the Discovery outcomes with the interested suppliers? That would most definitely help us to understand in more detail what will need to be done and built in the project.
This is similar to a previous question, but I think we could certainly share the document with shortlisted suppliers to help with the development of proposals. As explained in a previous answer, I'm unable to upload any documents here but have hopefully conveyed the high level requirements of the project.
9. In your discovery phase you identified the need to provide "Secure form building functionality". Are you able to provide further details on this particular requirement?
This refers to our need to ensure we meet information governance standards in relation to both storage of form data within the CMS and also the transport of that data (eg https) to a database.
10. We are assuming that your £70k budget is just to cover the design and build of the website and not to also cover hosting the sites? Assuming that you would be interested in a cloud hosted approach, do you currently have existing corporate arrangements with a cloud vendor that we would need to use (e.g. Microsoft / Google / Amazon)? Or would you like us to suggest one and include separate hosting costs as part of the proposal?
The £70k budget is for design & build and set-up of new hosting arrangements, but we do have a separate revenue stream to cover ongoing annual hosting costs. I'm not aware of any existing cloud hosting arrangements in our Trust and would like suggestions and separate hosting costs as part of the proposal.
11. Do you have a budget assigned for support and maintenance (including feature development) following this initial build? If so, please share what that figure is.
As part of the business case for this project we included some estimated ongoing revenue costs for support and hosting, but as this is not a fixed budget I'm unable to share it with you at this stage. We would welcome outline quotes from suppliers for ongoing support at the proposal stage.
12. In your Minimum Viable Product, you mention that you require "Centralised storage of documents". Is this a central media library, where you can store documents that are linked to from web pages on the internet / extranet, or are you looking for a full document management solution to replace SharePoint? If you are retaining SharePoint, will we need to integrate with it in the new solution?
Yes, we are looking for a central library as part of a CMS where we can store the many documents/images we have on our sites eg policies, board papers. We don't necessarily need to be able to manage the content within that store, as you can on SP for example, but just want a solution that is integrated in the CMS, rather than be running alongside it as our SP currently is. We are keen to move away from our current SP integration as it leads to delays in page loading among other issues.
13. Can you please provide more information about the "Taking payments" requirement? Do you need us to propose an eCommerce function or do you have a third-party service in mind?
We don't have a particular third-party service in mind. Initially the purpose of this functionality is to enable users to donate to our charity via the website, rather than linking to other websites (eg JustGiving). It may also in future be used to take payments for private patients. How far we go with the functionality in the first iteration of the website could be agreed with the successful supplier. I don't believe we need a full e-commerce solution at this stage.
14. To what extent do you envisage your graphic designer contributing to the overall web designs?
We envisage the design and build being led by the supplier with oversight by our project team, with the graphic designer taking the lead on the design side of this. We have some thoughts on look and feel and can share some initial design we produced for the website, but we would like the supplier to cost for full design & build work please.
15. Do you have a date for which the service should be live?
We would ideally like our website and extranet to be live by Oct/Nov 2017, though will take advice from the appointed supplier on how long the project will take.