Awarded to Digirati

Start date: Monday 30 April 2018
Value: £350,000
Company size: SME
Her Majesty's Passport Office

Liferay configuration and development to build a content management tool for policy and guidance

3 Incomplete applications

2 SME, 1 large

6 Completed applications

5 SME, 1 large

Important dates

Published
Friday 7 July 2017
Deadline for asking questions
Friday 14 July 2017 at 11:59pm GMT
Closing date for applications
Friday 21 July 2017 at 11:59pm GMT

Overview

Summary of the work
Expertise to create templates, configure/customise the Liferay content management system on AWS cloud for HMPO internal guidance and integrate it with other internal systems using REST based APIs.
• Expertise in content architecture, taxonomy, Natural Language Processing techniques and other search and design approaches to provide a configured CMS.
Latest start date
Monday 14 August 2017
Expected contract length
2 years but the initial SOW will be for 12 months.
Location
London
Organisation the work is for
Her Majesty's Passport Office
Budget range
Value for money is an extremely important element of this project given that the benefits cannot be easily monetised. We are keen to explore what is possible for between £200,000 and £350,000.

About the work

Why the work is being done
HMPO is moving to digital application processing and needs a guidance tool for staff internal guidance to support this. The work is to follow on from the discovery phase and technical analysis of tools. We need to design, reconfigure and re-write our existing guidance making it fit for purpose and ready for loading into the new Liferay tool which needs to be developed to meet our needs. First set of guidance is currently being re-designed, re-written and needs to be tested in the new tool by end of September, so the development and configuring of the Liferay tool is urgent.
Problem to be solved
Current guidance is not intuitive and cannot be easily searched. It is a web-based library of documents with simple links between documents. The content is difficult to amend quickly, which has to be done by a supplier, and so is often out of date and/or repetitive and muddled.
The guidance needs to be intuitive and easily searchable in different ways (both linear processes and by subject); easily accessible; can be managed - created, amended, updated by business users and is always current and succinct. Outcomes based on user needs and follow GDS design principles.
Who the users are and what they need to do
As a Passport Examiner I need to access guidance quickly and intuitively through our case working tool. I need to be confident that it is accurate and up to date. That it is clear about what I must do, what I must not do, and makes clear the scope I have to make decisions using my discretion when assessing the information before me. This is so that I can deliver passport services within legal and professional boundaries, in a consistent manner along with my peers.
Early market engagement
Early market engagement has confirmed that we will require expertise in the Liferay open source tool to configure it for our needs. We also need technical expertise to ensure Liferay can integrate with other systems, in particular our new Digital Application Processing (a bespoke application) tool to provide context based search/help. We will also need expertise in the use of taxonomy to organise our content, and Natural Language Processing techniques to suggest terms that are not in the taxonomy for the editor to select for their content and in addition build the taxonomy. We will need a content strategist or information architect to support the development of our high level guidance design/map and to ensure that newly re-written guidance is mapped into the CMS correctly.
Any work that’s already been done
The Discovery phase of the project is complete. We have a high level design for how we intent to map and organise content, business requirements, strategic alignment, user stories, benefits, a high level project plan and a draft approach for the Alpha phase which we hope to start on 14th August 2017.
Existing team
The project team is small consisting of a Project Manager, Deputy Project Manager, Business Architect, and a Business Change Manager to come on board later. There is also technical support from our Technical Design Authority, devops and a SPOC in the Business Design Authority from the design stage. The project will be run using matrix working techniques - the project team and supplier, working with SME's identified from across the business and a small number of expert content designers, recruited thorough the DOS Framework.
Current phase
Alpha

Work setup

Address where the work will take place
The work will take place at Passport Office near Victoria Station, London but also in HM Passport Office in Peterborough and our office in Durham.
Working arrangements
Looking for flexibility in the approach to delivering this requirement. Whilst not specifically an Agile project, we will be working to Agile principles and there are likely to be periods of intense activity and then lulls whilst one element of work catches up with another, approvals are sought, emerging issues dealt with etc. A working assumption of 3 days is reasonable for face to face work/workshops with the project team and SMEs. Public travel expenses will be provided by HMPO for commute between offices. This arrangement may also be used by other Programmes within HMPO and across the Home Office
Security clearance
SC Clearance is required. HM Passport Office will support the clearance process

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
  • Skills to deploy and support Liferay EE within the customer’s environment.
  • Experience of capacity planning for infrastructure onto which Liferay EE has been deployed.
  • Have experience of providing content architecture or content mapping solutions including the use of taxonomy to sort and search content;
  • Should be able to work at high intensity in a team, collaborative environment;
  • Be open to challenge in a positive, friendly but frank way;
  • 6. Have experience working with teams/people who are not familiar with working on content management systems.
Nice-to-have skills and experience
  • Experience of working with Government Departments;
  • Able to form positive work relationships quickly;
  • Be transparent and collaborative;
  • Demonstrate flexibility

How suppliers will be evaluated

How many suppliers to evaluate
10
Proposal criteria
  • Technical solution
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets our organisation's goal
  • Value for money
Cultural fit criteria
  • Experience of working with Government Departments;
  • Able to form positive work relationships quickly
  • Be transparent and collaborative;
  • Demonstrate flexibility
  • Work as a team with our organisation and other suppliers
Payment approach
Time and materials
Assessment methods
  • Written proposal
  • Case study
Evaluation weighting

Technical competence

50%

Cultural fit

10%

Price

40%

Questions asked by suppliers

1. Is the budget range of £200,000-350,000 for the full 2 year engagement?
Yes. The utility of the supplier during the contract term will vary based on HMPO/project needs.
2. Can you share the outputs of the Discovery Phase?
Discovery output will be shared with the shortlisted suppliers (suitably redacted where appropriate).
3. Can you describe how you envisage the guidance tool working/interacting with the case working tool? Is the case working tool a bespoke application or are you using a product?
The case working tool is a bespoke application. We envisage the case working tool interacting with LifeRay using REST based APIs and context based search.
4. Which version of Liferay are you expecting this to be developed and deployed on?
LifeRay DEP
5. When do you expect to make a final decision on a supplier?
1st week of August 2017
6. How will you be evaluating price? It is 40% of the weighting, so my assumption that it will be day rates, can you confirm?
The price will be evaluated according to the price you confirm for a standard delivery team, with score allocated on a proportionate basis