Suffolk and Norfolk Constabularies

New Intranet for the Suffolk and Norfolk Constabularies

Incomplete applications

0
Incomplete applications

Completed applications

9
Completed applications
7 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 4 May 2016
Deadline for asking questions Wednesday 11 May 2016 at 11:59pm GMT
Closing date for applications Wednesday 18 May 2016 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work The Constabularies require a new joint intranet to replace their existing separate intranets. We require one intranet for both forces, with information displayed by employing force (e.g. chief’s blog) or according to user preferences. The solution must include a Forms workflow tool which will streamline processes.
Latest start date 24/06/2016
Expected contract length Implementation and Support to be no more than 18 months in duration
Location East of England
Organisation the work is for Suffolk and Norfolk Constabularies
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Suffolk and Norfolk currently operate their own Intranet sites and the technology is dated, out of Support and cumbersome and does not allow for new and emerging technologies. Our requirement is to have a single Intranet site to cover both Forces and include new functionality available in the market place.
Contract commencement is to be late June and completion of work scope by early Autumn.
Problem to be solved Suffolk and Norfolk Constabularies currently have separate intranets, and one joint collaboration portal. The sites are out of date in terms of software, hardware, and content, and information is difficult to find. There is duplication of information across the sites, and duplication of effort in adding the same information to two separate intranets. Currently lots of forms are manually completed and Emailed to its final destination.
Who the users are and what they need to do As an employee I need to access information published by my employer so that I can use modern technology rather than a bureaucratic paper system across a large number of processes. I need to be able to set my preferences so that I receive information relevant to me.

The Intranet will be used by all officers and staff of Suffolk and Norfolk Constabularies as a business tool. There will be approximately 5,500 users.
Further information will be issued as part of the Assessment stage of this Tender exercise.
Early market engagement Early Market engagement has occurred and the findings will be issued at the Assessment stage of the Tender exercise.
Any work that’s already been done A solution design and infrastructure design have been signed off by the business, following completion of a successful discovery phase. This was run by an external supplier and consisted of workshops with officers and staff to introduce SharePoint 2013 capabilities and tease out requirements, followed by requirements prioritization and the design process.
ICT have purchased hardware in line with the infrastructure design and are in the process of building the hardware.
Existing team The successful supplier will be working with a Suffolk/Norfolk Constabulary Project Manager, ICT Department, internal stakeholders and SPOC's from user departments.

There may be contact with a 3rd party provider for any interfaces required as part of the development.
Current phase Alpha

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The Supplier will work primarily at the Suffolk Headquarters based in Martlesham Heath, Ipswich with some work at Norfolk Police Headquarters.
A small amount of remote working may be possible but would be dependent on connectivity to our Network and work scope required.
Working arrangements We anticipate that the majority of the work scope will require on site work and a mixture of face to face meetings and interaction with our Project Manager and her team.

Any costs submitted as part of the assessment stage requires an all inclusive costs with expenses included.
Security clearance We will require Vetting to NPPV Level 3.

The charge for this is £85.20 per person.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions The Suffolk and Norfolk Constabulary shall use the Framework Terms and Conditions but include its own Special Terms and Conditions as needed. Special Terms and Conditions will be issued at the Assessment stage of this tender exercise.

Please note that Short listed suppliers will progress to the Assessment Stage of this Tender via E-Tendering Portal www.Eu-supply.com

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
  • The supplier should have extensive experience of successfully designing and implementing SharePoint 2013 and intranet solutions to similar sized organisations, preferably public sector.
  • The supplier should demonstrate experience of implementing complex forms and workflow, and recommend use of suitable tools which integrate into the SharePoint 2013 User Interface (UI).
  • The SharePoint User Profile, including force and department, will come from Active Directory. Users must be able to personalise their SharePoint user profile to tailor information visible on the intranet.
  • The supplier should be able to provide guidance and assistance on the integration of the Forces’ chosen SharePoint 2013 backup solution (AvePoint DocAve), including configuration information.
  • The SharePoint security configuration must be set to use Kerberos authentication with domain trusting.
  • The supplier should adapt LDAP lookup between AD and SharePoint user profile, in line with the infrastructure design
  • The Constabularies require allocation of an experienced project manager for the duration of the project, who has a proven track record of successful project delivery.
  • The supplier should provide training in the build or use of the forms and workflow tool, and technical training for application support technicians
  • Please note that Short listed suppliers will progress to the Assessment Stage of this Tender via E-Tendering Portal www.Eu-supply.com
Nice-to-have skills and experience
  • The supplier should be a Microsoft Gold Partner for Collaboration and Content, and for Project and Portfolio Management.
  • The supplier should confirm which project management methodology is used, and provide plans for the project.
  • The supplier should have experience of driving user adoption and recommend appropriate governance of an intranet.
  • Please note that Short listed suppliers will progress to the Assessment Stage of this Tender via E-Tendering Portal www.Eu-supply.com

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 10
Proposal criteria Further information will be issued to those shortlisted Suppliers at the Assessment stage of this Tender exercise.
Cultural fit criteria Further information will be issued to those shortlisted Suppliers at the Assessment stage of this Tender exercise.
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Reference
Evaluation weighting

Technical competence

55%

Cultural fit

5%

Price

40%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Could you please advise the current intranet software/programme based on? Are you looking for someone to upgrade the current and migrate the data? Do you need a new solution completely? Are you considering a cloud based solution from Microsoft or internally hosted on to your servers? We are looking for a totally new intranet, internally hosted, and will be migrating the data ourselves with some limited assistance by the Supplier.
2. We are a York based company with experience in this area and 98% of the time for these projects we work remotely from our office with site visits when necessary. Would you consider this as a model for this development? No, we will not consider this as a model for the project. Knowledge transfer is a key aim of the project, and this is better achieved with on-site work by the supplier.
3. Do you have a budget allocated for this project? The Constabularies have set aside some funds for this project. However, depending on the outcome of the tender exercise the Constabularies will allocate further funds to this work if necessary?
4. With regard to the Microsoft Competencies, we have one out of the two and so I have answered no to this answer as I could not see an option to specify we had one. Is this correct? All Microsoft Competencies detailed within the 'Essential Skills and Experience' are mandatory and a key requirement for this project. Any supplier answering 'no' are to exclude themselves from any further participation within this exercise.