Awarded to Scroll

Start date: Sunday 1 April 2018
Value: £165,875
Company size: SME
Police and Crime Commissioner for Derbyshire

Provision of Intranet Website - Ref:DP0297

6 Incomplete applications

4 SME, 2 large

15 Completed applications

14 SME, 1 large

Important dates

Published
Wednesday 8 November 2017
Deadline for asking questions
Wednesday 15 November 2017 at 11:59pm GMT
Closing date for applications
Wednesday 22 November 2017 at 11:59pm GMT

Overview

Summary of the work
The development and delivery of a new intranet solution for Derbyshire Constabulary.
Latest start date
Wednesday 3 January 2018
Expected contract length
24 months
Location
East Midlands
Organisation the work is for
Police and Crime Commissioner for Derbyshire
Budget range
£100,000 to £150,000

About the work

Why the work is being done
Derbyshire Constabulary has an ageing intranet system that does not meet the modern needs of the organisation. As such, what is required is a new solution based on principles of collaboration, personalisation and self-service along with a strong emphasis on the intelligent presentation of essential content in a highly discoverable format.
Problem to be solved
The force is transitioning to a more digital workspace, with the intranet as a cornerstone of this. The Chief Officers want more digitally empowered employees who are given the right information and tools to perform their roles to the high standard that we as a force and the public expect. To this end, the new solution must chiefly empower our employees to have a voice, enabling them to collaborate and share ideas across a number of avenues, and giving them the capability to streamline their working day with digital self-service solutions.
Who the users are and what they need to do
Derbyshire Constabulary has more than 3,800 people within the organisation, made up of police officers, PCSOs, police staff, Specials andpolice staff volunteers. These employees are spread throughout the county in a variety of roles and as such will be accessing the platform from a variety of locations, on varying connections through a multitude of devices - from desktop to mobile.
Early market engagement
Derbyshire has engaged a number of suppliers during its discovery phase to:

* Understand the latest trends in intranet technology, design standards and information architecture.
* Accurately model its requirements around attainable feature sets.
* Understand realistic timings and costings for its projected needs.
Any work that’s already been done
* Internal discovery with users/key stakeholders, to understand the needs of the entire organisation and their experiences with the current intranet system.
* Technical preparations in terms of ensuring the correct server architecture and staff training is in place to meet the common demands of a modern intranet.
* Cleansing and repurposing the force's Active Directory to provide a useable single sign-on (SSO) and personal identity repository.
* Content inventory to understand the scale of the content estate, the contemporaneity of the information and its owners.
* Usergroups of system champions and beta testers assembled for future system user testing
Existing team
The supplier will work with a small project team, which includes but is not limited to a project manager, content editors and system specialists from across the force.
Current phase
Discovery

Work setup

Address where the work will take place
The supplier will be required to work primarily from its own premises but will also be required to attend the force's main premises in Ripley, Derbyshire, as appropriate within the specified relationship with the supplier.
Working arrangements
The supplier will be expected to work closely with the project team and system specialists as required to progress the implementation. There would be an expectation that there will be a degree of working from the Derbyshire Constabulary HQ or ancillary locations both for liaising with the project manager, implementation where necessary and as part of any user testing regime. Any expenses such as travelling costs must be factored into the RFP.
Security clearance
Due to the nature of the programme all staff working on the programme must be security cleared to security level: NPPV3 +SC

Additional information

Additional terms and conditions
It is anticipated that additional specific Terms and Conditions may be added to the standard call off contract. Full details of any such additions will be included within the RFP.

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
  • Proven record of delivery of intranet platforms, preferably within the UK police or other blue light organisations.
  • Proven experience of delivering social, collaborative intranet solutions to empower employees to have a voice, share experiences and best practices, and to facilitate the retention of organisational knowledge.
  • Proven experience of deploying self-service functionality within intranet platforms, significantly form-based interactions.
  • Proven experience of integrating intranets to Active Directory (AD), leveraging the single sign-on (SSO) and user identification benefits this can provide.
  • Proven experience of deploying a native intranet personnel directory, underpinned by AD.
  • Proven experience of engagement with enterprise-level organisations and their employees, showing effective demand analysis and process mapping.
  • Proven experience of managing programmes to budget and schedule using agile project management methods and appropriate scope management.
  • Proven experience of delivering user-centric design, navigation and content structures, based on solid, industry-standard UX principles as well as feedback from structured user testing throughout the design period.
  • Proven experience of successful delivery of projects over time and with a clear approach to resolution of issues and risk mitigation.
  • Proven experience in designing and developing intranets in compliance with WCAG2.0, ensuring the platform is accessible to all.
  • Proven capabilities to offer support helpdesk services post-launch within a ticket-based environment, on a minimum 9-5, Mon-Fri arrangement.
  • Capable of meeting challenging timescales, being able to deploy the first phase of the intranet project by April 4th, following an anticipated project commencement date of early January 2018.
  • Supplier's staff working on this project will need to undergo police vetting
Nice-to-have skills and experience
Proven experience in facilitating the communication of the change in intranet to the userbase, increasing the uptake of - and positive experiences about - the new system.

How suppliers will be evaluated

How many suppliers to evaluate
5
Proposal criteria
  • Technical Solution - detailed lists of MoSCoW Requirements will be issued - Potential suppliers can request the list of headings
  • Meeting Functional Requirements - detailed lists of MoSCoW Requirements will be issued - Potential suppliers can request the list of headings
  • Meeting Non-Functional Requirements - detailed lists of MoSCoW Requirements will be issued - Potential suppliers can request the list of headings
  • How the solution meets force needs
  • Challenges, Risks and Dependencies
  • Meeting Force Information Security Requirements
  • Project Delivery, Methodology and Plan
  • On-going Support Provision
  • Experience in delivering similar solutions
Cultural fit criteria
  • Be able to demonstrate collaborative and transparent working
  • Be able to demonstrate awareness of cultural diversity and inclusivity
  • Be able to descibe own organisation's corporate values
Payment approach
Fixed price
Assessment methods
Written proposal
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

1. We note that you require all staff working on the programme to be security cleared to security level: NPPV3 +SC. Would the PCC be willing to sponsor the winning supplier to achieve these clearances?
Any supplier may apply for vetting via Derbyshire Constabulary. For this project this will comprise of two stages - Non-Police Personnel Vetting (NPPV) and National Security Check (SC). There is a charge for this service which is £201 per applicant.
2. Some of our staff have SC security clearance from the Home Office - would this be acceptable, or does it have to be NVVP3? If so would our organisation be able to apply on behalf of our staff - roughly how long does this process take?
The vetting for this project comprises of two stages - Non-Police Personnel Vetting Level 3 (NPPV 3) and National Security Check (SC). If personnel already hold SC clearance this will be validated by the Force Vetting Unit and if still current, there will be no necessity to undertake SC clearance. The cost of NPPV 3 vetting alone is £180.00. NPPV Level 3 vetting may take between 8 - 12 weeks.
3. We are a specialist in intranet, and have an intranet solution that meets the objectives that have you set for your organisation. Would you be interested in evaluating and buying a solution, as against a complete custom development? If so, we could arrange for a demo for you to go over our solution.
Our objective is to obtain an intranet solution which best meets our criteria which include a detailed statement of requirements which will be responded to at the proposal stage.
If your organisation is shortlisted following this stage of the process your ‘readymade’ solution meets these requirements it will be evaluated alongside the other bids.
4. Some of our staff have SC security clearance from the Home Office - would this be acceptable, or does it have to be NVVP3? If so would our organisation be able to apply on behalf of our staff - roughly how long does this process take?
**Supplementary correction to the earlier response to question 2 **

Our vetting department have advised that for this project they will endeavour to process vetting applications within 4 - 6 weeks.
5. Would the absence of 'blue light' experience be a pass/fail for you? We have delivered dozens and dozens of Intranet projects to virtually every layer of public sector except the emergency services?
Lack of specific 'blue light' experience is not a barrier but suppliers will be expected to describe how they will gain an understanding of the culture and requirements of the force in order to provide an effective solution.
6. In follow up to your answers regarding NPPV3 +SC vetting. Can you please confirm if an application needs to be in place before completing this PQQ?
An application does not need to be in place prior to completing the PQQ but shortlisted applicants should be prepared to have their team complete the necessary documentation so it can be submitted as soon as the award decision is made.
7. Do you use Microsoft Office 365 and/or SharePoint?
Do you have a technology preference to use the new intranet portal on?
We do not use Office 365 or SharePoint for our current intranet system. We have no technological preference for our next generation system; our specification is platform agnostic and we are simply looking for anything that meets this criteria and out budget.
8. Our staff have been vetted by Warwickshire Police to the requested level, is this acceptable to meet your vetting requirements?
Yes, we do accept Warwickshire vetting.
Prior to any work commencing we would simply check that the team members do in fact have the required level of vetting.
9. Please would you send us a copy of the Functional Requirements Headings and the Non-functional requirements Headings?
Technical Requirements

-General
-Platform
-Connectivity and Interfaces
-System Features

Functional Requirements

-General
-Presentation Features and User Experience
-Content Creation and Editing
-Content Publishing
-Navigation
-Search Engine
-Personnel Directory
-Personalisation and Social Features
-Digital Self-Service
-Data Integration
-Reporting and Analytics
-Auditing

Non-Functional Requirements

-Security and Access Management
-Permissions
-Configuration
-Performance
-Support
-Training
-Project Management and Professional Services
10. Is is expected that the 24-month ticked support phone service is included the projected £150,000 budget, along with the initial development and deployment?
The support and licensing will be outside of this initial cost of development and will be considered as the total price in the subsequent stage.
11. Do you have a preference for an on premise or cloud based solution?
We are seeking an on premises solution.
12. Has the force already undertaken any content audit to evaluate the volume of content the intranet needs to support?
A content audit is shortly being completed as to the extent and contemporaneity of the material, and will be available to the supplier on commencement.
13. Will development and staging environments also be hosted on-premise?
All environments necessary for the on-going function of the intranet will be installed on premise, although build environments and simulated environments that the supplier may wish to build during development and after deployment are not precluded.
14. What devices will the intranet need to work on?
The intranet will need to operate across desktop, laptop, tablet and smartphone – a full list of compatible devices and their specifications will be provided in the second stage.
15. Will intranet users be able to access and authenticate using mobile devices?
Yes
16. Would the force be willing to share their internal discovery reports and technical architecture for the intranet?
The specification which will be provided in the second stage of this process are the distilled needs from of our discovery efforts. The full discovery reports will be provided to the winning supplier.
17. How many users will be creating content for the intranet?
We do not have a specific number as the next generation intranet should be an enabler for growing the number of contributors.
18. 1st Phase to be MVP for April, has Phase 1 already been defined?
Phase 1 has notionally been defined but the organisation is open to what this might entail as to achievable objectives from the supplier in the timeframe.