Awarded to Graph Digital Ltd

Start date: Monday 21 May 2018
Value: £84,800
Company size: SME
Lewisham Council

Lewisham Council main website build

5 Incomplete applications

4 SME, 1 large

11 Completed applications

9 SME, 2 large

Important dates

Monday 12 March 2018
Deadline for asking questions
Monday 19 March 2018 at 11:59pm GMT
Closing date for applications
Monday 26 March 2018 at 11:59pm GMT


Summary of the work
We are looking for partner to rebuild the Lewisham Council website on Sitecore.

The website will provide authenticated services – Lewisham’s My Account customer portal - and will integrate with the council’s CRM platform, as well as other systems.

We would like the partner to support the website following implementation.
Latest start date
Monday 28 May 2018
Expected contract length
2 years
No specific location, eg they can work remotely
Organisation the work is for
Lewisham Council
Budget range
Circa £250,000 for the build work.

About the work

Why the work is being done
Lewisham Council is upgrading its entire front-office platform, this is to ensure it has a platform which is suitable to invest in and which can meet the digital requirements of its customers for the foreseeable future. The work consists of:
• Redesign of the website UX and visual design
• Upgrade of the CMS
• Upgrade of the CRM
Problem to be solved
The current website needs to be rebuilt and replaced. It was implemented in 2012 and the CMS is built on SharePoint (MOSS) 2010 and is at end of life. Furthermore the visual design and user-experience of the website has not been updated since 2012. Although the UX design work is not part of this procurement exercise, it needs to be implemented in a platform which will is appropriate for investment and long term use.
Who the users are and what they need to do
The council’s website is available for use for all residents, businesses and visitors to Lewisham.

Customers use the council’s digital services, including its website, to undertake a broad variety of transactions and tasks, and to access information about the spread of council services. Detailed transactional and volumetric information will be available if required for the successful supplier.
Early market engagement
We have spoken to suppliers of a number of content management systems to understand the capabilities of products which suit the functional, technical and strategic context of the council.
Any work that’s already been done
• We have undertaken internal discovery within the council across the front-office-platform. This work has included developing a view of the as-is functional and technical detail on the website and CRM and agreeing phasing for updating the whole platform.
• We have undertaken an options appraisal to inform which system to use for the council CMS based on our requirements.
• We are undertaking an update of the website UX and visual design which will be used as an input into the website build.
• We are currently undertaking a content audit to optimise content on the site.
Existing team
The council’s website is managed by the council’s Online Communication Manager with the council’s digital transformation team providing assistance and delivery for the upgrade project.
Current phase

Work setup

Address where the work will take place
The majority of the work by the supplier is expected to be undertaken remotely, but we would like to establish frequent co-located development alongside our teams to foster, for example, collaboration. This could mean having the lead developer working one week remotely/one week on site*. Regular project meetings should on occasion be face to face on site.

* Lewisham Council, Lawrence House, 1 Catford Rd, London SE6 4RU.
Working arrangements
We would like our teams to be involved in the implementation of the solution so they are involved in key decisions, and able to input into the design of and ongoing arrangements for the platform, arrangements for this will be agreed jointly with the appointed supplier.

Expenses related to on site development, attending meetings or performing tasks away from the supplier's premises will be borne by the supplier.
Security clearance
None required.

Additional information

Additional terms and conditions
Lewisham Council will be including an agreed statement of works, payment profile and some other specific terms and conditions upon shortlisting and prior to final contract. Further information on draft call off-terms will be supplied on shortlisting.

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
  • A portfolio of successful implementations using Sitecore
  • Experience of working in the public and private sector
  • Experience of delivering websites with customer authentication and customer personalisation
  • Experience of delivering websites with systems integrations with other applications and products
  • Experience of building enduring positive relationships with clients
  • Experience of delivering websites with varied approaches to hosting and integration architectures (e.g. cloud, on-premise, and integrating to applications in different hosting environments).
Nice-to-have skills and experience
  • Be an accredited Sitecore partner.
  • Experience with working with councils.
  • Experience of delivering projects which migrate websites from legacy systems to Sitecore.

How suppliers will be evaluated

How many suppliers to evaluate
Proposal criteria
  • The solution design.
  • Meeting of the functional requirements.
  • Compliance with non-functional requirements and description of technical architecture.
  • Hosting approach.
  • Approach to the ongoing development and design of the website.
Cultural fit criteria
  • Approach to the support the website including service management and the associated SLA.
  • Approach to testing the solution prior to handing it to the council for UAT.
  • Approach to programme management and governance.
  • Approach to delivery.
  • Approach to required documentation.
Payment approach
Fixed price
Assessment methods
  • Written proposal
  • Presentation
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Requirements do specify Sitecore as your preffered CMS platform. Will you also consider other CMS systems, since this is an upgrade project?
Sitecore is our preferred CMS. This follows an internal discovery, technology alignment and options appraisal exercise.
2. What are the relative timeframes for the UX design and the build work?
The UX design work is expected to finish at the end of May. So we expect it be complete before the build starts in earnest.
3. Please can you name the systems in scope for integration?
Integrations will be outlined to shortlisted suppliers. At a high level they are: IDM (identity management solution that provides customer login functionality built in .net and expected to rendered on the website), CRM (via webservices), TK Dialogs (webforms via a cookie-based solution), MS Exchange, NHS Choices data (via an API and so it can be included in a directory), Cadline LLPG (via a webservice to allow the website to validate addresses and display maps), ingest and transformation of CSV files.
4. The first question is do you have a portfolio of successful implementions using Sitecore. Is it possible for you to accept suppliers of CMS other than Sitecore or is this a red line?
Sitecore is our preferred CMS and we’re looking for suppliers with experience of implementing Sitecore.
5. What CRM is being used, versions etc? Please confirm that the CRM upgrade is not part of the scope.
The current CRM is Microsoft Dynamics CRM 2013, Service Pack 1, Update Roll Up 1 deployed on premise, although an upgrade to Dynamics 365 Online is being planned. The upgrade of CRM is not part of the scope of this work.
6. What is the network visibility of the CRM? Ie: is it available via the Server (SharePoint Server) and does the SharePoint currently integrate with it on the server? Is it available for client applications to consume it via the browser?
CRM and the SharePoint website are currently in the same environment although this will change when CRM is upgraded. The current integrations are achieved via web services and some integration by creating SharePoint database views from the CRM database. CRM is not exposed on the Internet. Further details will be available to shortlisted suppliers and through the build process.
7. What version of Sitecore will we be going to? Will it be cloud or on premise?
We intend to use Sitecore 9 though this to be confirmed with the successful supplier. We plan to host Sitecore in the Shared ICT service datacentre.
8. Who will be doing the Sitecore setup and build? (Creating and maintaining the servers)
The platform and infrastructure will be specified by the successful supplier and set up by the Shared ICT Service, the software will be installed and configured by the successful supplier.
9. Are there any custom workflows we would need to create?
We expect out-of-the-box workflow to be largely sufficient, but there may be some custom workflow required around content management. Workflow requires major and minor versions of a page. Further details will be available to shortlisted suppliers and through the build process.
10. Would the members area need to be created? What is all the functionality? View Tax Bill etc? how much content is specific to the authenticated user? Ie tax bill, fines etc?
Lewisham's My Account customer portal product is part of the scope of this build and will be built in Sitecore. Full functionality will be made available to shortlisted suppliers and through the build process. Customer authentication is handled by an external service that we already use, and which we expect to be rendered in Sitecore. The customer portal consists mainly of a customer's previous service requests from CRM, and providing authenticated access to forms to undertake transactional services.
11. Is this build only for the main site and not , and any other unknow sibling sites? If not how will the visual handover be achieved? Ie do we give them HTML and they update?
These sites and similar are out of scope of this build. The Lewisham corporate template is currently applied to these third-party sites using a number of approaches but mainly by the third party suppliers taking a copy of and saving locally an empty html template and the relevant stylesheet.
12. Current forms use IFrames ie: Report animal fouling. Will we need to reproduce this functionality or will this continue to point at the IFrames.
These forms will remain as-is and most of them will continue to be iframed into relevant pages. Further details of the integrating forms approach will be available to shortlisted suppliers and through the build process.
13. What are the requirements for the “listen to this page” functionality? Do you want this to be there or will a valid WCAG website be acceptable?
The listen to this page functionality is provided through the Readspeaker third-party tool via Javascript code and this functionality will continue to be provided in the same way.
14. What levels are WCAG2 standards do you want to achieve?
AA at minimum. We will carry out an accessibility audit of the new website after build.