Awarded to CIVIC

Start date: Wednesday 14 February 2018
Value: £88,880
Company size: SME
London Borough of Barking and Dagenham

London Borough of Barking and Dagenham Website Phase 2

3 Incomplete applications

1 SME, 2 large

12 Completed applications

10 SME, 2 large

Important dates

Thursday 4 January 2018
Deadline for asking questions
Thursday 11 January 2018 at 11:59pm GMT
Closing date for applications
Thursday 18 January 2018 at 11:59pm GMT


Summary of the work
1. Complete the front/backend development of the Drupal-based website/CMS
2. Create 3 UX-led additional templates based on user research
3. Support the launch of the new site (lead on beta release, IA, security, accessibility, full launch)
4. Host the site and provide on-going support and maintenance for 24 months.
Latest start date
Thursday 25 January 2018
Expected contract length
2 years (24 months)
Organisation the work is for
London Borough of Barking and Dagenham
Budget range
Total maximum budget is £100,000.
Suppliers will need to supply a statement to outline their :
a. Suitability for this work, inc. relevant experience / portfolio
b. Methods that would be used if appointed
c. Rate card of individual roles if used after the website is completed
d. Cost of support, hosting and maintenance (and any standard support agreements used previously)
e. Cost of delivering the work up to the launch of the new website in May 2018
f. Total estimation of cost for the contract
g. Contractual terms providing reassurance of work quality and compliance

About the work

Why the work is being done
The council's digital programme's key deliverable is having a new website fully live by 31 May 2018.

The current Wordpress website (, launched in 2014 has 2,000 pages.
The new Drupal site will replace this with better:
• content, IA, navigation, search
• templates/designs (to help reduce the 30+ microsites)
• functionality/plug-in compatibility

The core Drupal site has been built in a test environment with agreed designs. It requires further front/backend development, configuration, IA, additional designs and security, compliance and refinement tasks.

It's currently hosted until February 2018, requiring a new hosting arrangement as part of this phase 2 procurement.
Problem to be solved
Although the homepage, landing and content pages are already designed and built (in test environment), additional work is needed to enable go-live.
Additional templates are needed. 3 services need to be explored to have bespoke, engaging styles and content based on user and business analysis/engagement.
The process of populating and releasing the new site also requires IA, configuration, redirects, and component integration, rigorous testing to ensure the business-critical site performs well and is stable and meets user and business requirements.
The current temporary hosting arrangement needs to become a 2-year arrangement.
Who the users are and what they need to do
Users of the website range from local residents, businesses and visitors who need to interact with the council. The exact user requirements will be captured during the initial workshops held with the service areas.
Early market engagement
Any work that’s already been done
Phase 1 has been completed, including delivery of:
• custom CMS Drupal 8 platform
• temporary hosting solution
• agreed homepage designed and built (not launched)
• 1 agreed landing page template designed / built
• 3 content page templates
• Drupal form builder
• accordion function
• cleansed content

Materials available for phase 2:
• documents detailing user research outputs, wireframes, high-resolution prototype designs, site taxonomy, agreed standards, design principles
• access to the new Drupal CMS, previous WordPress CMS, Google Analytics data
• logos and colour specifications
• stakeholder details
• test profiles for My Account
Existing team
The supplier will be working with:
• Website Project Manager who is leading the project (who manages 3 interim content editors)
• Key business stakeholders within the service area teams
• The council's technical/IT supplier, development team and the communications team.
Current phase

Work setup

Address where the work will take place
The work will be lead out of London Borough of Barking and Dagenham offices (1 Town Hall Square, Barking, IG11 7LU).
Workshops with business stakeholders will be held onsite and we anticipate that any user research will need to be conducted with users based in Barking and Dagenham. However due to the nature of the work, we anticipate that much of the work can be produced from the supplier's place of work.
Working arrangements
Initial project initiation, workshops and client engagement meetings to be face-to-face sessions held at our offices in Barking Town Hall.
Daily stand-up calls as well as check point meetings as the project progresses. Any additional face-to-face meetings required will be planned in accordingly.
We envisage that most of the supplier’s work can be completed from their own premises.
Security clearance

Additional information

Additional terms and conditions
Hosting/support incident response levels:

Priority 1
Critical (e.g entire website unavailable
Malware / attack)
Resolution within 4 hours (24/7)

Priority 2
Urgent (e.g Significantly slow performance/Webform not integrating) Resolution within 8 hours (between 8am and 8pm)

Priority 3
Non-urgent (e.g CMS dashboard reporting errors)
Resolution with 5 working days

KPIs over the full 24-month contract relating to these incident response levels are as follows:

Level KPI Failure penalties
Priority 1 95% 10% of contract value
Priority 2 90% 5% of contract value
Priority 3 80% 5% of contract value

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 strong web UX, user-centred and content design skills (wireframe and hi-res) (10 points)
  • Have experience delivering 'mobile first', responsive web designs. (10 points)
  • Web development (front and back) skills and experience for Drupal 8 CMS. (10 points)
  • Have strong user research and site analysis skills. (10 points)
  • Experience and skills in project and product management with experience in effective bug fixing and backlog tasks. (10 points)
  • Have Drupal content management system knowledge and skills. (6 points)
  • Have practical knowledge and experience of W3C accessibility standards. (5 points)
  • Have experience of designing and building public sector websites for a diverse range of users. (5 points)
  • Have experience of working with in-house developers and/or other suppliers. (5 points)
  • Have experience in enterprise-level hosting solutions and business critical support. (3 points)
  • Experience in producing excellent content (2 points)
  • Experience and skills in UX testing/evaluations and developing/working with customer personas. (2 points)
Nice-to-have skills and experience

How suppliers will be evaluated

How many suppliers to evaluate
Proposal criteria
  • How the approach and methodology will deliver our desired improvements. (3 points)
  • Project management approach and how risks and dependencies will be identified and managed. (3 points)
  • Meeting timeframe for completing the work. (10 points)
  • Team structure and supplier capacity. (3 points)
  • Value for money, rating to the phase 2 development, hosting, support and rate card for post-project (3 points)
Cultural fit criteria
  • Works well as a team with client organisations and other suppliers.
  • Is open and transparent in explaining actions and decisions.
  • Manages the expectations of customers, partners and stakeholders and is clear about what can be achieved and when.
  • Have a no-blame culture and encourage people to learn from their mistakes.
  • Works in an environmentally-friendly and sustainable way.
Payment approach
Fixed price
Assessment methods
  • Written proposal
  • Case study
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Who developed Phase 1 of the project, and will they be bidding for Phase 2?
North Highland supported phase 1. The council does not know if they will bid as it is a commercial decision only they can make, and the council will not be aware of a bid until after the response period expires.
2. Was the phase 1 work done in-house? If not will we be able to liaise technically with the 3rd party who delivered phase 1?
North Highland was the phase 1 supplier. During the course of phase 2 we would want technical discussions to be directed to the council as the product and project managers. Documentation from phase 1 will be made available for the phase 2 supplier.
3. Which 3 service areas have been identified for the templates?
1. Jobs and Careers
2. Housing
3. News and events
4. Given the large amount of content and availability of content editors, is there a workflow in place with associated accounts and permissions for content creation?
When phase 2 begins, there will be a workflow process in place for beta content releasing, with roles and permissions defined. This will be looked again in the early stages of phase 2 to enable phase 2 resources to work smoothly with council editors.
5. The current WordPress site has 2,000 pages - is there a process in place to enable content migration from the original site?
There is a process that is based on content editors reviewing existing Wordpress content and creating new pages in the Drupal site. We will auto migrate where possible but some new content will have be written. This will be managed in house by the web content team.
6. Are there any restrictions on hosting geographic location?
Within the EU.
7. Is it possible to be provided with traffic usage estimates for accurate hosting design / specifications and forward planning?
According to Google Analytics, there were 10.7m total page views of the existing LBBD site in 2017. Traffic estimates for the new site are not certain but will be influenced by improved usability, easier-to-find content and gradual absorption of microsites.