Rail Safety and Standards Board (RSSB) and its subsidiaries

RSSB digital strategy (Phase 2): Information Architecture

Incomplete applications

7
Incomplete applications
5 SME, 2 large

Completed applications

4
Completed applications
2 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 22 September 2017
Deadline for asking questions Friday 29 September 2017 at 11:59pm GMT
Closing date for applications Friday 6 October 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Develop an Information Architecture (IA) which addresses the following design and application requirements:

a)Taxonomy
b)Controlled vocabulary
c)Navigation routes and maps
d)Metadata schemes and maps
e)Search functionality specification and optimisation
f)User behaviours and user experience
g)Policy development and implementation
h)IA management and change control
i)Access controls, personalisation and rights management
Latest start date Friday 17 November 2017
Expected contract length 3 - 4 calendar months for target completion 31 March 2018
Location London
Organisation the work is for Rail Safety and Standards Board (RSSB) and its subsidiaries
Budget range Our budget for this work is £100,000 (maximum) for all the requirements listed in the Summary of Work section. The work cannot exceed more than £100,000.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done RSSB is currently undertaking a project to address content strategy, quick win website optimisations, and social media development. Whilst the current projects will delivery quick wins for RSSB, it's recognised that an Information Architecture needs to be developed which defines the technology and data organisation to implement RSSB's content strategy.

Supporting information from these activities will be made available where applicable and if available at the time of publishing.
Problem to be solved Develop an Information Architecture (IA) which addresses the following design and application requirements:

a)Taxonomy
b)Controlled vocabulary
c)Navigation routes and maps
d)Metadata schemes and maps
e)Search functionality specification and optimisation
f)User behaviours and user experience
g)Policy development and implementation
h)IA management and change control
i)Access controls, personalisation and rights management

The IA development will also need to review and accommodate:
1)ECM projects being planned
3)Aspects of IA relating to social media
4)Delivery across mobile and desktop
5)Potential deployment within Office365
6)Commercialisation of content

Stakeholder research and engagement materials will be required to support requirements and outcomes defined within the IA
Who the users are and what they need to do The RSSB Information Technology Department will become the owners of the Information Architecture, and manage the implementation of the IA based on consultation with relevant internal and external stakeholders.

The IA will deliver against the benefits defined within RSSB's Digital Engagement Strategy to improve RSSB's stakeholder access and engagement with RSSB's products and services via an updated digital estate.
Early market engagement Not applicable
Any work that’s already been done A previous item of work on Improving Membership Engagement with RSSB Products and Services was completed by Nomensa Ltd. This work sought advice on how the delivery and quality of RSSB online content can be refined and then promoted to increase member engagement.

From this previous work, RSSB have now uncovered three priority areas for improvement: a content strategy, a social media strategy and an optimisation strategy.
Existing team The supplier will work with the RSSB digital team. The supplier will also liaise with content owners from the wider business to understand what content is available, what processes are in place and what governance relates to our content. The supplier may need to liaise with external RSSB stakeholders where there is a need to better understand user requirements.
Current phase Beta

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Mixed offsite/remote and onsite work.

Onsite work at RSSB's offices, The Helicon, 1 South Place, Moorgate, London EC2M 2RB.
Working arrangements Due to the complex nature of the IA development activity, RSSB would prefer to adopt an agile style of working with the supplier. The requirements identify the key topics to be addressed, and the supplier should agree upon the best approach for addressing the requirement based up current known factors, for example resource availability, other RSSB projects and priorities. RSSB will appoint a project manager to liaise with the selected supplier's project/account manager to agree appropriate engagement at specific points within the project, and plan accordingly.
Security clearance Not applicable. All information should be kept confidential.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions The supplier will be required to provide a maximum price for the work; and provide a spend profile which is based on delivery of work as per the requirements.

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
  • Detailed taxonomy and controlled vocabulary design and implementation for medium and large organisations, which supports document and topic based content across a business - 7 points
  • Design and implementation of navigation routes and maps which support an optimal user experience utilising tagged and classified topic based content, in additional legacy document centric content - 7 points
  • Design and implementation of metadata schemes and maps - 7 points
  • Search functionality specification and optimisation, including SEO for external search engines - 5 points
  • User behaviour analysis and use case develop, including personas, personalisation, cognitive psychology, and decision making - 5 points
  • Design and implementation of content governance and rights management guidance and policies to support business and legal requirements - 3 points
  • Design and implementation of IA health reporting, including adaptation and change management - 4 points
  • Successful experience or relationship working with member funded organisations to support development or design of their digital estate - 3 points
  • Demonstrate working history and significant experience of working within the UK rail transport sector to support development or design of an organisation's digital estate - 4 points
  • Knowledge and expertise relating to Microsoft Office365 enterprise deployments for internal and external content management and content access/distribution - 4 points
  • Knowledge and experience relating to ecommerce and public/membership differential opportunities and implementation - 4 points
  • Efficient and effective project management, reporting, and communication - 4 points
Nice-to-have skills and experience
  • Designing and implementing multi-channel and multi-platform publishing solutions - 1 point
  • Structured and topic based authoring techniques and standards, for example minimalism and DITA XML - 1 point
  • Migration planning for legacy on premises to cloud based content and collaboration platforms - 1 point

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Written proposal
  • Validity of three case studies supported by references from existing and previous clients
  • Project approach and IA development methodology
  • Team structure and alignment of suitable resources
  • Identification of risks, mitigation actions and dependencies
  • Resource experience and technical capabilities
  • Estimated effort for key deliverables and timeframes
  • Value for money
  • Proposed approach for stakeholder engagement and demonstrating benefits at each stage
  • Suitability of approach and proposed deliverable structure and format to enable RSSB to implement the IA within follow-on projects for CMS development and responsive redesign
Cultural fit criteria
  • Works using an agile methodology for iterative methods of delivery to incorporate changes in priority/timescale. Manages change control processes - 2.5 points
  • Estimates work accurately and delivers to estimate under a T&M contract, whilst reducing risk, sustaining quality and cost control for deliverables - 2.5 points
  • Provides regular updates and access to detailed information regarding resource effort and forecast expenditure to achieve objectives and deliverables, which aligns with RSSB’s internal management information requirements – 2.5 points
  • Provides a sound strategy on how the supplier will engage with the RSSB digital team and RSSB staff to support adopting future changes and achieving our goals - 2.5 points
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Q: Noting this is Phase 2, is there an incumbent for Phase 1 bidding for this work? A: The supplier that undertook Phase 1 is on the DOS framework and has made enquiries about Phase 2, however we are not sure at this stage whether they will definitely be bidding for Phase 2.
2. Q2. Clarification about ECM projects - Are ECM projects being planned, and if so, are they known, or is this a moving target? - What exactly is meant by commercialisation of content (simplest being "need a firewall" up to "need an ecommerce platform" to support it)? A2. There are current two related ECM activities underway:
Intranet replacement – Procurement Phase via G-Cloud
ECM programme scoping and definition (primary focus to replace RSSB’s file server document content to Office365 to implement control and governance) – Pre-procurement internal scoping phase
Commercialisation of content will need to encompass the need for an ecommerce platform for a variety of products and services provided by RSSB.
3. Q3. Clarification about the publishing platform - What platform does your webserver run on? - There is a reference to Windows 365 - what part of the publishing pipeline does that play? - Are processes automated, or expected to be automated? - What is the version control mechanism (GitHub, SVN, or other?) A3. RSSB’s website is built on SharePoint, and currently doesn’t leverage an end to end publishing pipeline from internal content development to external distribution as documents or content.
4. Clarification about authoring - What authoring tools are being used (is everyone using the DITA standard for authoring?) - If not, what tools are being used for content creation? - Is there already a publishing pipeline to get content from its authoring and storage area to the front-end presentation layer? A4. The current authoring approach is a mixture between documents created via MS Word, fragments of content that are used for specific pages and PDFs produced via a DITA component content management system (CCMS). The CCMS also publishes DITA content to native mobile app platforms (see also the response to question 10). The CCMS is not currently utilised for publishing page and document directly to RSSB’s website.
5. Clarification question about information storage - Is the content and data currently stored in a single repository or in multiple places? - Are they in flat files or a database, a CMS database (and if so, which one)? A5. The current website is built on the SharePoint, utilising standard SharePoint page and document management features. Some content will need to be migrated from other SharePoint-based systems.
6. Question about rights management - When you use the term "rights management", is this more governance related (workflow and approvals) or Digital Rights Management (copyright and usage)? - What governance mechanisms are in place, if any, to ensure compliance with the desired taxonomy / IA / etc? A6. RSSB has various policies relating to “rights management”, which are currently under review to align with up-coming changes to information and data security legislation. The RSSB website and back-office content curation and processing is not configured to support implementation of rights and records management consistently. The IA development should incorporate aspects of digital rights management to align with a broader rights and records management approach within RSSB’s ECM programme, which is currently being defined.
7. Question about navigation routes and maps - What raw data is already available? - Are there standards (mapping standards, for example) that are already in play? A7. RSSB currently doesn’t have a mapping standard that would encompass all dimensions of the IA. Some high-level principles have been established to support the current pilot activities to support topic based content development and navigation.
8. Clarification about user behaviours and user experience - Has any UX work been started, specifically user journeys? - Are the primary personas for well-defined sets of users? - Have any user interviews been done in a UX context, or will these need to be developed by the consultants? A8. User experience research has been conducted as part of the digital strategy, with some refinements made during the current project.
The research includes personas, user journeys and high-level content mapping. The current research is robust, but would be open for refinement and challenge within the IA development.
9. Clarification about taxonomy and controlled vocabulary - Is there a baseline taxonomy in place, or is a taxonomy to be developed from scratch? - Have any internal or contracted resources worked on a taxonomy yet? - Is there raw material to work with - for example, synonym lists, search terms, web logs, or similar? - Do you anticipate the controlled vocabulary to be used primarily in conjunction with the taxonomy and Web CMS, or for additional purposes? A9. The taxonomies would be developed from scratch, but would utilise some of the learning from the current project and term stores from other systems.
We’d expect the controlled vocabulary to be used in conjunction with taxonomies for the web-CMS, but will should also translate to the controlled vocabulary associated with the internal content production process.
10. What are the web properties in scope for the IA work? Has any user research activity been undertaken or is that part of the IA work? is there user group? Regarding expertise in Microsoft Office365, do you envisage using Sharepoint365 as a content management tool or for internal collaboration? Regarding experience of DITA XML, will the resulting architecture be implemented on an existing system that utilises DITA? Is the envisaged migration a hosting migration of a current system or a migration of content to a new publishing platform (e.g. a cloud-based CMS) A10. Some UX work has been undertaken for the digital engagement programme to update part of RSSB’s website to align with topic based content delivery. RSSB has an internal steering group focusing content development and is improving its O365 use, including activities around improving internal document control moving away from legacy systems and storage within file servers.
DITA used within component CMS to create and publish RSSB’s railway group standards and rule books to PDFs and native mobile applications. DITA could be utilised as the content standard to develop topic based content for external website delivery, but not a prerequisite.
11. Is there an internal search technology you are currently using? A11. RSSB’s current website is built on SharePoint. The IA approach should be agnostic of technology because the project following the IA will look to enhance or replace the existing CMS based on the findings of the IA. During the latter stage of the IA project a matrix should be developed to identify potential technologies (existing and new) to support the implementation of the IA.
12. Is there an internal search technology you are currently using? A11. RSSB’s current website is built on SharePoint. The IA approach should be agnostic of technology because the project following the IA will look to enhance or replace the existing CMS based on the findings of the IA. During the latter stage of the IA project a matrix should be developed to identify potential technologies (existing and new) to support the implementation of the IA.
13. With regards to "Search functionality specification and optimisation, including SEO for external search engines", please could you clarify whether you are looking at internal search configuration, as well as SEO? Please advise if this is not the case. A13. We are looking at internal search configuration/optimisation, in addition to SEO optimisation of content for external search indexing and ranking.
14. Provides regular updates and access to detailed information regarding resource effort and forecast expenditure to achieve objectives and deliverables, which aligns with RSSB’s internal management information requirements Q. what are 'RSSB’s internal management information requirements'? A14. Based on the nature of the IA project, a weekly update from the supplier would be required regarding current progress against deliverables (including RAG status).
An example weekly highlight report will be provided to shortlisted suppliers.
15. On question 3 you mention “implementation of metadata schemes and maps“, by maps do you mean metadata mapping or using metadata with geographic mapping? A15. Metadata mapping was the primary use case. Geographic mapping is not a use case we have considered based on the current range of content, but may be of interest if a requirement emerges during the IA phase.
16. Any preference of CMS, we do Sitecore, SharePoint and Umbraco. have these been ruled out for any reason? Will migration be required at a later stage in the process? Is there a deadline for the overall website delivery at this stage? Will the incumbent be bidding for this work/ have they been asked to bid? We are currently using SharePoint, but the IA phase should focus on developing the IA requirements rather than prescribing the technology solution. A future phase of work will take the outcomes from the IA phase to implement a new CMS or leverage RSSB’s existing technology stack, which also includes content migration.
We are not aware if the incumbent will be submitting a bid for the work.
17. Will the incumbent be pitching for this new work?
Is the output of previous and ongoing research available to share?
We are not aware if the incumbent will be bid.
A copy of RSSB’s Digital Engagement Strategy (January 2017) will be made available to shortlisted suppliers.
18. a. Will you be staying with your current web technologies or will the outcome of this project impact technology choices?
b. You mention you wish to work agile, will you have a Product Owner who is authorised to make decisions in the room when needed?
c. How much time will your project team have per week to dedicate to this project?
a. The outcome of the IA project will by one of the determining factors for technology (extend or replace).
b. The Project Sponsor has overall authority, with some aspects delegated to the Project Manager. Serious issues and risks may be escalated to the Project Sponsor depending upon the nature and scope. The overall governance and terms or reference will be agreed between RSSB and supplier.
c. The project team availability will be determined by the planned activities, to be agreed within a project schedule between RSSB and supplier.
19. Please could you clarify and provide further information on what skills and experience is required to meet "Design and implementation of metadata schemes and map"? The resource should have experience and skills in these areas:
• Metadata which can be applied to content to create logical groupings which doesn’t tie content to a fixed website hierarchy.
• Metadata for control purposes (review and archival dates).
• Metadata for labelling to support transient aspects of content development, eg. SEO.
• Embedded metadata for document content ie PDF document properties relating to keywords
• Development and implementation of controlled vocabularies
• Backward integration of metadata schemes to back-office content production activities
• Other metadata applications defined during the IA project to support future aims of RSSB website.