South Somerset District Council

Local government website and intranet discovery, design and build on Umbraco platform

Incomplete applications

5
Incomplete applications
4 SME, 1 large

Completed applications

3
Completed applications
3 SME, 0 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 3 August 2017
Deadline for asking questions Thursday 10 August 2017 at 11:59pm GMT
Closing date for applications Thursday 17 August 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work • Design an easy to use, clear and user-focused intranet and website for SSDC
• Build Umbraco templates with responsive designs that enable staff to easily update and edit pages and that allow the embedding of Civica JavaScript widgets
• Integrate with Civica Digital360 to support single-sign-on across sites
Latest start date Monday 18 September 2017
Expected contract length 12 - 15 months
Location South West England
Organisation the work is for South Somerset District Council
Budget range £20,000 (excluding VAT, including expenses).
This is a build- only tender and does not include on-going maintenance.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done SSDC is undertaking an ambitious programme to digitally transform its services, and has adopted a customer-centric, commercially-minded operating model.
We are using Civica Digital 360 to enable new ways of working and achieve our digital-by-default ambition. To support these goals our intranet and website need redesigning to be transactional, deeply integrated, and focused on user needs in order to become trusted platforms for internal and external customers to contact the council and digitally self-service.
The intranet must be live by January 2018. The website must be ready for internal testing by September 2018, to go live by December 2018.
Problem to be solved Our current website and intranet are not focused on user needs and enable limited transactions. Our web page design has been constrained by using standard Umbraco templates.
We want logical, intuitive site architectures and would consider flat structures with content tags as an alternative to traditional tree structures.
We need page templates that support consistent user experiences, are maintained internally, and are flexible, enabling content editors to apply creativity to the look and feel of pages.
Both sites must integrate with our engine for customer interactions, Civica Digital 360, and the intranet must integrate with several 3rd party customer portals.
Who the users are and what they need to do As an internal customer I need to easily access current information and apply-for / book / request work, so that internal support services can provide services for me; and I need to track my cases' progress so that my expectations are managed.
As a customer I need to easily access current information about myself, so I can see my interactions with SSDC; and apply-for / book / request services, and report things, so that my interactions with SSDC are efficient.
As an internal content editor I need to easily edit relevant pages so that I can make contemporary information available.
Early market engagement
Any work that’s already been done We have carried out consultation with service teams to identify top priorities for the staff portal, intranet and digital support services.
We have some Google Analytics data for the website and intranet and on-line customer forms data.
We also have demand data from other channels (face to face, phone) which will help to guide design, reduce avoidable contact and promote online self-serve.
We have a resident profile aligned to customer personas based on Mosaic Experian household analysis.
We have considered integrations with portals provided by our back office systems, including Midland’s iTrent HR & payroll system and HEAT Service Management.
Existing team We have a team of Business Analysts who will contribute to the detailed brief and digital content, together with a number of service editors, supported by the communications team. And we have a group of internal users ready to help inform the design of the staff portal.
We have a Web Developer and Systems Analysts to work on integrations.
Our technology partners Civica will supply widgets which will be integrated into the sites.
The project will sit within the overall programme structure for the Council’s transformation with full support from senior management and Councillors.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Although the supplier's specialists may work remotely to the extent practical, they may be required to work at the following SSDC offices:
The Council Offices, Brympton Way, Yeovil, BA20 2HT
Yeovil Innovation Centre, Copse Rd, Barracks Cl, Yeovil BA22 8RN
Petters House, Petters Way, Yeovil, BA20 1AS
Working arrangements The supplier is expected to be on-site to facilitate discovery workshops and to brief stakeholders during initiation (blueprinting).
Following initiation, we expect regular and ad-hoc meetings (including online attendance at stand ups or sprint planning) against an agreed project plan and deliverables.
Our team will work closely with the supplier to provide knowledge of user requirements, demand data etc.
Security clearance

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
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.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Proven experience in delivering useful, responsive, aesthetically pleasing and mobile device compatible websites and intranets for large, complex organisations
  • Proven track record of delivering large projects of a similar nature to time and budget
  • Proven ability to design sites that easily integrate video, photographs and a variety of social media
  • Experience optimising sites for continued improvement using Google analytics
  • Proven ability to integrate with other software systems e.g. on-line bookings, to provide a seamless customer experience
  • Experience in delivering websites using Umbraco
  • Experience and familiarity with user research techniques and approaches
  • Experience in user-centred design leading to successful website redesign/creation
Nice-to-have skills and experience
  • Track record of designing websites that are useful to people with learning disabilities or low digital skills
  • Experience working with local government organisations and familiarity with district council services
  • Experience reducing content from large sites
  • Ability to deliver a concise but detailed summary of discovery findings with recommendations and roadmap for alpha and beyond
  • Ability to identify project dependencies whilst working in a wider team with multiple projects in-flight
  • Experience in delivering innovative solutions to common issues

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • The technical merit of the solution’s fit with existing Umbraco CMS, Midland iTrent HR, HEAT Service Management and Civica Digital 360
  • The proposed approach and methodology for conducting user research
  • How the approach meets our stated objectives
  • How the approach meets our stated timescales
  • Planned use of GDS design principles in website design
  • Proposed approach to risk identification and mitigation
  • Sites' accessibility and compliance
  • Structure of proposed team (able to deliver with in-house experts without outsourcing key designs/build project elements)
  • CVs and relevant experience of named team members
  • Ability to mobilise the team quickly
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 mistakes
  • Take responsibility for work
  • Share knowledge and experience with other team members
  • Challenge the status quo
  • Be comfortable standing up for areas of expertise
  • Can work with clients with low technical expertise and explain things clearly
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Reference
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Project requires intranet to be built on top of the Umbraco CMS. Will other similar CMS systems be considered if main technology requirements will be met? No, our chosen CMS solution is Umbraco. We will only consider proposals that are based on the Umbraco CMS.
2. We would like confirmation on the budget range of £20000. Is this correct, as it is quite low for a 12 - 15 month built project? £20,000 is the correct budget, and the project duration is 12 – 15 months. The budget appears to be low because we do not expect proposals to involve continuous work throughout the project. This is because the two deliverables (intranet and website) are spread over the duration of the project and we expect a period of low activity after delivery of the first. Also, we expect that the work leading up to the delivery of each deliverable will require less resource on average than one full time equivalent.
3. The phase is stated as 'discovery' but the summary info says 'design' and 'build'. Could you please confirm what the £20,000 budget should include and what the expected output would look like? The current phase is Discovery; the project will cover discovery, design and build. But we anticipate that minimal discovery work will be required from the supplier. For instance, discovery work toward the intranet will likely be limited to a workshop involving the chosen supplier and representatives from a number of our teams.
The expected outputs are the overall designs for both sites, the templates required to build and populate the sites.