The British Museum

The redevelopment of the British Museum website

Incomplete applications

16
Incomplete applications
14 SME, 2 large

Completed applications

23
Completed applications
18 SME, 5 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 12 July 2018
Deadline for asking questions Thursday 19 July 2018 at 11:59pm GMT
Closing date for applications Thursday 26 July 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work An opportunity to build and implement a refreshed website (britishmuseum.org), and later, an enhanced collections online front-end search pages, for the world-famous British Museum representing the best of the Museum to a worldwide audience.
Latest start date Monday 1 October 2018
Expected contract length Website build including the collections online search pages is expected to take no more than 2 years
Location London
Organisation the work is for The British Museum
Budget range Suppliers progressing to the "Future competition" (proposal) stage will be issued with a template to complete the financial section of this tender. The total Supplier charge, along with the total blended day rate of all resources will be evaluated as per evaluation criteria.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Britishmuseum.org - built on an Alterian CMS in 2007 needs to be rebuilt and replaced. We seek a digital agency to design, build and implement the new website on Drupal (with Acquia) or Adobe Enterprise. We'll consider recommendations for support, hosting and ongoing development services.
The initial site launch will provide a new look and feel, navigational structure, content and integrations to our eCommerce (Magento) and events (SharePoint) platform plus a front-end to our collection online service. In future phases, additional functionality for the web is proposed including multi-languages for key pages, searchable events timetable and content hubs.
Problem to be solved The current website (including collections online search pages) is no longer fit for purpose and does not align with our user or audience needs, or meet organisational priorities and goals. The design and user-experience has not been updated since 2011 and isn't mobile responsive. It doesn't adhere to the latest best-practice standards in design or UX. Furthermore, the site suffers from content bloat, poor navigation (leading to issues of findability) and is not optimised for conversion or SEO. The new vision includes increasing access to our collection, creation of engaging user experiences and support for the Museum’s strategy and plan.
Who the users are and what they need to do The users of the website , including the collection online search pages, fall into three broad categories: visitors, academics and employees. As part of our ambition for the new site, we are keen to attract other audiences who might not be able to visit the Museum in Bloomsbury (digital-only) or audiences who want richer narratives or more exploratory means to indulge their interest, learn about history, or those who are simply curious about the latest in our collection and the stories that surround them . User stories have already been captured as part of our discovery work.
Early market engagement As part of our discovery work and options appraisal with our internal Business Analyst team, we carried out a series of consultations with peer organisations to identify technological choices and the decisions behind them across the sector. Once we were clearer on our preferred options, a digital development agency was engaged to provide technical consultation and validation against our cost estimates and recommendations. This has lead us to conclude that to align with our requirements we want to proceed with either an Drupal (with Acquia) or Adobe Enterprise solution.
Any work that’s already been done A previous project to replatform and rebuild the site that was aborted in early 2017, has yielded a significant amount of development work on the design, creating multiple assets including content models and front-end design that we would like to repurpose.
Earlier this year we conducted a new discovery phase to re-establish what we were setting out to achieve and this has culminated in a new vision and objectives for the website, high level requirements, user stories and technical options and recommendations.
Existing team The website project (internally) will be managed by the digital programme delivery team which will include the following roles:
Head of Digital Programme Delivery
Project Manager
Website Project Assistant
Content Producer
Business Analyst
Editorial Manager - Web
IS Team - Support and Technical

Additionally, we have several stakeholders and SME experts across the business who might be called on as required.

It isn't anticipated that the supplier will work with any other agencies.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The British Museum, Great Russell Street, London
Working arrangements It is expected to be a mixture of on-site and off-site working. If on-site, the contractor will be working at the British Museum site in London. We would expect regular weekly progress calls as well as show and tell sessions (pre-scheduled) as the project progresses. The BM team can also spend time onsite at the supplier's location if required.
Security clearance Baseline Disclosure and Barring Service (DBS) clearance will be required before commencement of work.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Any additional terms and conditions will be confirmed during final contract negotiations.

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
  • Demonstrable experience (3 live site examples) and track record in building and developing large, consumer facing responsive websites, on either Drupal (7 +) or Adobe Essential CMS platforms.
  • Ability to use existing designs (built in Sketch), as the starting point for all other design work.
  • Demonstrate experience and examples of great design work.
  • Is a full service digital agency with a full complement of roles such as IA, UX, technical, build, development and support.
  • Has experience of migrating and rationalising content from an existing site.
  • Has experience and skills using Waterfall and Agile project methodologies and happy using a blended approach.
  • Has experience of providing supporting technical and architectural documentation.
  • Has experience of providing tools that support the export of content easily in a format such as XML, CSV or similar
  • Has experience delivering digital services to at least a AA WCAG 2.0 web accessibility standard and an awareness of WCAG 2.1.
  • Has experience optimising sites for continued improvement using Adobe/Google analytics.
  • Holds or confirms commitment to obtain cyber essentials certification prior to starting work.
  • Has experience of integrating to a service via an API, building relational databases, or tables within the CMS and local data stores.
  • Has a good understanding of content optimised for conversion (CRO), SEO (on-page, architecture and technical) and engagement.
  • Can provide examples of successful website integrations with APIs, other applications and databases/feeds.
  • Has experience of building search pages that can use tools (e.g. faceted, sort, displays, filters, maps) for our collection online front-end search
  • Experience of building content goals and funnels aligned to business KPIs.
Nice-to-have skills and experience
  • Has experience of working with large public sector organisations (familiarity with cultures, governance structures and set-up).
  • Has experience of building sites which have content or service hubs or sub categories that act as their own destinations.
  • Has experience of building site wide searches such as ElasticSearch, Lucene, Solr.
  • Has experience of building ecommerce websites, or those with advanced search databases (involving catalogues or merchandising).
  • Has experience building local databases inside a CMS with integrations to third party systems and writing rules and fetch scripts to update records (unidirectional).
  • Has experience integrating with Magento (for membership and donations), OLX for membership subscriptions, TOR for ticketing, and SharePoint for events.
  • Has experience taking over projects that have been previously started, and where there are pre-determined recommendations, high level requirements gathered as part of an internal discovery process.
  • Can meet the planned start date of October 2018.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 6
Proposal criteria
  • Further breakdown of criteria and scoring will be provided after shortlisting.
  • Proven relevant web development and user centred design skills and experience from case studies and references.
  • Demonstrate a transparent financial structure and fair pricing for the project.
  • Demonstrate that the team has relevant individual qualification and skills and capacity to complete work.
  • Demonstrate how the project will be kept on track, meet requirements and delivered to time and to budget.
  • Demonstrate approach to balancing between waterfall and agile methodologies to deliver project.
  • Demonstrate how risks and dependencies will be identified, and managed.
  • Demonstrate outline of approach to testing, quality assurance and training and support.
  • Demonstrate the proposed technical solution.
Cultural fit criteria
  • Demonstrate experience of working as a team with client organisations and other project stakeholders.
  • Be transparent and collaborative when making decisions.
  • Promote a no-blame culture and encourages people to learn from their mistakes.
  • Accepts responsibility for work.
  • Flexibility to work with the Museum’s. waterfall project and programme governance framework.
  • Act as a ‘partner’ and an extension of the Museum's team. Looking out for us, on our side and working to get the best interest for the Museum.
  • Adaptable and consultative in approach.
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

40%

Cultural fit

20%

Price

40%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Please could you provide an indication of budget for this tender? We are currently unable to provide a budgetary estimate for the works. We hope to gain the insight of shortlisted bidders to inform our business cases for the phases of the programme described in our opportunity.
2. Please can you advise on the planned timelines for the proposal and presentation stage of the tender? We plan to send detailed requirements/RFP to shortlisted suppliers in August. Supplier presentations will happen in September.
3. - Why was the 2017 rebuild project aborted?
- Are the positives found from that initial project that you'd look to retain in the future project?
- Can you confirm who the development agency was engaged in Discovery? And if they will be bidding for this opportunity?
Our digital vision changed which meant that the original solution no longer met our requirements. The positive outcomes are the significant research amongst some of our users (particularly Visitors), UX design and content work that had been done. This can be re-purposed as a starting point for the new agency. The development agency that helped during our discovery work will not be bidding for this work as they are not on the Digital Marketplace framework.
4. Are you able to provide a rough estimate of the budget available for this project please, to allow suppliers to assess whether it is suitable for them to apply for? We are currently unable to provide a budgetary estimate for the works. We hope to gain the insight of shortlisted bidders to inform our business cases for the phases of the programme described in our opportunity.
5. Will you be holding a Q&A session? This is not planned at this stage.
6. Would the supplier be allowed to sub-contract parts of this project out, along the lines that is generally permissible within this framework? We do not want to subcontract any aspects of the design, build or implementation works. Where a service is specialised (e.g. content, accessibility, user research, or SEO) and not managed by the agency, this will need to be pre-agreed.
7. If so (question 6), would the supplier need to hold Cyber essentials, or just the sub-contractor to who that was most relevant? 3. Can you give any guidelines on budget at this stage? Not for discreet services mentioned in answer to question 6, but it is essential for build and implementation works
8. Can you give any guidelines on budget at this stage? See answer 4
9. Can you provide any further information on what sort of questions would be asked in the finance template for shortlisted prospective suppliers? Finance questions and, a structure of costs, will be confirmed at RFP stage.
10. If Drupal is chosen, how has the decision to have this hosted via Acquia been determined? Was this part of a procurement process? Would BM contract with Acquia directly, or via the supplier? Who would own the relationship with Acquia? As Acquia also pitch for builds, would determining them as a service provider at this stage provide an unfair competitive advantage to Acquia? Would BM consider proposals from other similar PaaS suppliers like Amazee or Platform.sh as examples? There were a number of considerations for Drupal such as peer reviews, availability of suppliers, internal resource knowledge. We have no objections to direct relationship with Acquia. Our intention is to use Acquia for our managed service for the support of a Drupal site which will be procured separately. If Acquia do build websites they would be able to bid for this work too but we see that they aren’t on the DOS 2 and therefore wouldn’t be able to!
11. Are you requiring the existing Magento shop to be fully integrated into the new website? or Stand alone as is currently The ecommerce platform will remain standalone
12. Who was the previous agency that worked with you in 2017, and will they be participating in this open tender process? The agency who participated in the 2017 build will not be participating in this tender process.
13. Was there a technology stack recommended from your 1st round of discovery? i.e Drupal or Adobe? Yes there was a technology stack recommendation hence our selection of Drupal (with Acquia) and AEM.
14. Would you accept ISO27001 certification in lieu of Cyber Essentials, as per paragraph 10 of https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/526200/ppn_update_cyber_essentials_0914.pdf Yes
15. What are the reasons for the choices of Drupal (with Acquia) or Adobe Enterprise? Would you be open to other choices of CMS proposed by a supplier? Drupal with Acquia was identified as the best fit for our organisation based on our discovery phase. Adobe was a close enough match to consider for procurement.
16. In the interests of transparency (since there is an incumbent supplier who has done a costings exercise) could you please give some indication of budget - even if a fairly broad range? As it's normally easy to give an indicative budget for a fresh build, we want to factor in the potential savings of repurposing previous works and for this, we would need require further consultation to determine the final estimate.
17. Would it be possible to receive a copy of the discovery phase report, prior to the supplier submission deadline? Not at this point but it will be shared as part of the RFP stage.
18. Would you be able to clarify the process once you have shortlisted suppliers? Will all short listed suppliers have the opportunity to meet with you, prior to a final decision being made? All short listed suppliers will be invited to an interview with a panel of Museum stakeholders.
19. Would you be happy to work with a specialist digital agency who work with another specialist digital agency to fulfil some of the IA/UX/Design elements of your project? We do not want to subcontract any aspects of the design (including UX/IA), build or implementation works.
20. When you mentioned "build and implement the new website on Drupal (with Acquia) " is there a specific Acquia service you are wishing the supplier to use/integrate the Drupal CMS with? No we are open to determining this with the supplier's recommendation.
21. Could I ask if there might be consideration for suppliers proficient in CMS platforms other than Drupal or Adobe, or are those the only CMS platforms this work must adhere to? These are the only CMS platforms.
22. You mention a requirement for a full service digital agency - are you only seeking responses from agencies who provide all of the services themselves? The agency must have a full complement of all services that will allow them to design, build and deliver the website. Ancillary services such as SEO, user research, accessibility testing, and content could be considered for outsourcing with agreement.
23. You specify Drupal (with Acquia). Can you clarify whether you mean that any potential Drupal agency should be an Acquia partner, or that if Drupal is selected it should be deployed on Acquia Cloud, or something else? The agency does not need to be an Acquia partner.  We are open to suggestions by selected supplier on the ultimate Acquia service offering.
24. Which peer organisations did you consult with to arrive at your conclusion that Drupal (with Acquia) or Adobe were the best CMS options for the British Museum? We have consulted with a number of peers in our sector as well as other GLAM organisations across the wider industry. There are also a number of sites outside of our sector which run on Drupal which we have appraised. Adobe has been shortlisted based on its fit with other products we are using in the Museum.
25. What are the high level requirements that have led you to choosing Drupal and AEM? These are very different CMS in terms of how they work and their price points, so it'd be useful to understand how you got to this. Would you consider other CMS choices — including cloud based headless CMS — which still match your strategic requirements? Please see the answers to previous questions 10 and 15
26. A previous project to replatform and rebuild the site that was aborted in early 2017 — why was the project aborted? Our digital vision changed which meant that the original solution no longer met our requirements
27. How large is the digital/content team? The team has seven members, please see the section "Existing team" in the "About the work" section for job titles
28. How advanced are the preliminary visual designs? Final designs (post wireframes and high-fidelity visuals) have been produced and approved for 70% of the website.
29. Would it be possible to receive a copy of the discovery phase report, prior to the supplier submission deadline? Not at this point but it will be shared as part of the RFP stage to selected suppliers.
30. Would you be able to clarify the process once you have shortlisted suppliers? Will all short listed suppliers have the opportunity to meet with you, prior to a final decision being made? After shortlisting we'll send each selected supplier a list of more detailed requirements to respond to. In addition we'll expect a written proposal (template to be provided) with costs, case studies and references.  We'll invite each supplier in to present their proposal to us in September
31. Are you wedded to Drupal or Adobe Enterprise to power your new site? Would you accept a comparable technical solution with enterprise support? Please see the answers to previous questions 10 and 15
32. You mention that your “digital vision” has changed since the last aborted project; would you be able to share your new digital vision? The focus of the digital plan is to deliver the website and our new collections online service. The wider vision across the Museum is managed separately.
33. Are you able to share the museum’s organisational priorities and goals? The organisational strategy for the Museum itself can be found in our latest Annual review here. https://britishmuseum.org/about_us/management/ museum_reviews.aspx
34. Do you have minimum requirements for the size of agency (in terms of headcount and financials) that you would be comfortable working with? No we do not have minimum requirement for the size of the agency as long as shortlisted suppliers meets our essential criteria
35. When you say that "it isn't anticipated that the supplier will work with any other agencies", should we assume you are referring to other agency partners of the British Museum, rather than this that meaning joint/consortia bids are not welcome? Joint/consortia bids or subcontracting arrangements (see answer to question 6) for the design, build and implementation, will not be considered for this opportunity.
36. What peer organisations did you consult with to identify technology options? Are you able to share the evaluation outcomes, including the reasoning why Drupal is a leading technology contender? We consulted with other museums same size as the British Museum.  Drupal with Acquia was identified as the best fit for our organisation based on our discovery phase. Adobe was a close enough match to consider for procurement.  Discovery documentation will be shared as part of the RFP stage.
37. Who were the digital development agency you worked with to validate cost estimates? For confidentiality reasons we will not be disclosing this information
38. What process did they use to validate these estimates? Are you able to share the estimates? Is this development agency taking part in this tender opportunity? We are currently unable to provide a budgetary estimate for the works. We hope to gain the insight of shortlisted bidders to inform our business cases for the phases of the programme described in our opportunity.  The development agency is not bidding for this opportunity
39. Can you share the assets that you would like to re-purpose? Are you happy that that the insights discovered in early 2017 are still relevant or would you like your chosen supplier to re-evaluate these as part of discovery? Existing design and content work will be retained where possible as these have been internally approved.  Revisions or new work may be required to build new pages or to meet new requirements. Details of existing works will be shared at RFP and shortlisted suppliers will have the opportunity to give us their assessment and feedback on them.
40. Within the tender notice you mention a blended waterfall and agile approach, can you explain in more detail what is meant by this? The Museum uses a waterfall governance PMO approach meaning that most of our requirements will be agreed up front before the commencement of the work.  Though we appreciate that most agencies will use Agile for the build work.  So suppliers should be able to demonstrate how this would work in practice.
41. Are you able to share details on your requirements for the proposal such as structure and word limit? These will be determined and shared with shortlisted suppliers at RFP stage
42. You’ve listed integrations with platforms such as Magento, TOR and OLX - are these fixed or are you open for these to be evaluated during discovery to see if there are alternatives that would better serve the British Museum At the moment these are fixed.
43. Within the tender notice you have listed a digital programme team who will be involved in the project, can you confirm how much their time will be dedicated to the project? The Digital Delivery team are in place to deliver the programme and will spend a considerable amount of their time on the project.
44. Could you clarify what you mean by “seeking digital agency to design, build and implement the new website on Drupal “with Acquia”. Can you clarify Acquia’s role in this project? Our intention is to use Acquia for our managed service for the support of a Drupal site .
45. How many suppliers do you intend to take through to the proposal stage? 6
46. Will you accept a partnership bid from two DOS2 suppliers? This could be as a joint contacted bid or led by a single partner with another DOS2 supplier subcontracting for technology services. Please see previous answers 6 and 35
47. How and when will you decide between Drupal and Adobe as the CMS platform? The procurement process will determine this
48. 1) Which version of Sharepoint are you on? 2) What type of integration are you looking for? 3) What system do you mean by OLX? 1) SharePoint 2010 On Premise with possible migration to Sharepoint 365.
2) One way integration from Sharepoint to the CMS
3) We do not require true integration with Blackbaud Online Express (OLX), our Membership sales product. OLX generates JavaScript which we add to our CMS.
49. For the Magento integration required, can you confirm how the CMS will interlink with the eCommerce? We understand Magento would remain standalone but would you like to interlink some products content from the Drupal/AEM CMS? For the initial build it will be standalone with a link to the shop site. In the future we'll would like to publish product information from Magento onto our website.
50. Do you envision there will need to be an initial consultancy / strategy / review phase to assess what documentation you have now and familiarise ourselves with it (from the 2017 project) prior to starting the work? We will share some information of the work completed from the 2017 project to the shortlisted suppliers so they can factor these into their proposals.
51. How much content does the current website have? Do you have any established plans for its migration? 1. 12,000 pages. 2, We plan to rationalise and rewrite 1000 pages for upload into the new CMS as part of separate content appraisal.
52. For the essential and nice to have questions, a few ask specifically for examples that break the traditional format of a DOS2 response, (ie situation, what we did, outcome). I'm referring specifically to essential questions 1, 3, 14, and nice to have questions 1 and 8. Can you confirm what format you're expecting for these? Part 1 Answer
Q1 Please provide URL examples citing work you completed for each site and when.
Q3 Please provide examples of design work which you are particularly proud of in terms of showcasing cutting-edge work that demonstrates your strengths in this area (particularly that might have also solved UX and IA goals). Ideally these would have also helped your clients re-position themselves or stand out in their market or among their competitors and cited as ones that might have raised the bar. Q14 - Details of any successful integrations you have completed, and to which systems.
53. For the essential and nice to have questions, a few ask specifically for examples that break the traditional format of a DOS2 response, (ie situation, what we did, outcome). I'm referring specifically to essential questions 1, 3, 14, and nice to have questions 1 and 8. Can you confirm what format you're expecting for these? Part 2 answer
Q1, List of public sector organisations you have worked with and the work you did for them. Q8, Confirmation of when you’ll be able to start working on the project.
54. Last question: Please could you provide further information and advice on the experience you require suppliers to have to meet the following: " building local databases inside a CMS with integrations to third party systems and writing rules and fetch scripts to update records (unidirectional)." Supplier should have experience of integrating the chosen CMS with Lucene-based search indexes or Elasticsearch
55. Final clarity on final question: Please could you provide further information and advice on the experience you require suppliers to have to meet the following: " building local databases inside a CMS with integrations to third party systems and writing rules and fetch scripts to update records (unidirectional) Experience of integration work to third party systems, or using APIs / data feeds and setting up scripts or processes fetching or pushing data. Might require storage of data locally in the CMS in order to publish website specific information, states, or to publish augmented information (connected to original database/system by URN).