Awarded to Cyber-Duck

Start date: Thursday 29 August 2019
Value: £58,900
Company size: SME
East West Railway Company

East West Railway Company - Website/CMS Build, Test, Launch & Maintenance

9 Incomplete applications

8 SME, 1 large

21 Completed applications

21 SME, 0 large

Important dates

Published
Friday 20 July 2018
Deadline for asking questions
Friday 27 July 2018 at 11:59pm GMT
Closing date for applications
Friday 3 August 2018 at 11:59pm GMT

Overview

Summary of the work
East West Railway Company is seeking the services of a supplier to build, host, and maintain a new website/CMS for one of the UK's most strategically important projects: East West Rail.
Latest start date
Thursday 23 August 2018
Expected contract length
commencement in August 2018, with an end date of 31 Match 2019. Up to 6 months extension.
Location
London
Organisation the work is for
East West Railway Company
Budget range
A maximum of £60,000 available for this procurement. Bids which are unable to meet the requirements within this budget or within the stated time-frames will be deemed non-compliant.

About the work

Why the work is being done
EWR Co is launching its public brand and beginning public consultation activities in October 2018. To support these activities, a new website needs to be promptly built and in place by October 2018.

We have started the brand development phases of work with our appointed creative agency, who are building our brand while concurrently designing the website (user research, key wireframes, design of front-end UI of key pages, front-end design testing).

This contract is to take forward this design work through Beta and transition in to a Live Service, and then provide support/maintenance services between October 2018 and March 2019.
Problem to be solved
EWR Co urgently requires:
• a portable, simple open source website using open source software (e.g. Drupal, Wordpress)
• a website which is built to government standards
• a functioning CMS which allows EWR Co to update content
• minor design elements, including maps and basic diagrams
• website integration with Salesforce to capture customer feedback
• User Acceptance Testing to validate final product
• Website maintenance and support post-launch

The requirements for all work described in this section is outlined in the following document http://bit.ly/2uR0ygX.
Who the users are and what they need to do
The EWR Co team (internal) – will need to be able to update the new website (i.e. adding new articles, updating imagery, uploading documents etc.)

The public will need to access and interact with the website to learn more about the East West Rail project, its status and how to get involved (view latest project information, access fact sheets, view images, download documents, provide feedback.)
Early market engagement
Nil
Any work that’s already been done
EWR Co have engaged a creative agency to build its brand and deliver the UI design of the website project. This work has now commenced, with the website design expected to be well under way upon commencement of this contract.

The successful supplier will work with our creative agency to deliver the build of the website i.e. building, testing, and launching a website with a CMS. The supplier will be asked to maintain the website up until March 2019.
Existing team
The supplier will be working with EWR Co and our creative agency, Re (http://re.agency):

EWR Co:
Will Gallagher - EWR Co Strategy Director
Simon Pitt - EWR Co Head of I.T
Ben James - EWR Co External Affairs Executive

Creative agency:
Paul Martin - Re, Managing Director
Current phase
Alpha

Work setup

Address where the work will take place
EWR Company
4th Floor, Albany House, 98 Petty France, SW1H 9EA

Re (part of the M&C Saatchi group)
15 Golden Square, London W1F 9EE
Working arrangements
The supplier will be expected to work at the creative agency's office during the initial handover, at their own office during development, and at the client office during weekly show and tells and when face-to-face interaction is required.

The team should also have capability to undertake User Acceptance Testing upon the final build of the website.

Once the website is launched and enters the support/maintenance phase, the supplier is not expected to visit the clients office - with the exception of ad-hoc meetings to resolve major issues and discuss contractual matters.
Security clearance
All staff working on this for us must be minimum BPSS cleared.

Additional information

Additional terms and conditions

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 demonstrable experience of taking an existing design and building a robust website/CMS around it and into a 'live' environment
  • Demonstrable experience of leading public sector teams, particularly those with no experience of Agile, in Alpha and iterative development.
  • Proven track record of delivering projects at speed with clearly identified deliverables and timescales.
  • Proven UAT skills and experience
  • Proven service design and development and technical expertise in delivering a digital service.
  • Supplier must have recent experience of agile working practices and delivering digital projects in line with the Government Digital Service Design Manual and Digital Service Standard
  • Have availability of resources to be able to start as soon as possible and deliver the website by October 2018.
  • Demonstrate a successful approach to completion of required GDS Service Assessment, Security Health Check, Penetration Testing, Service Readiness, and release reviews as part of quality and acceptance tests.
Nice-to-have skills and experience
  • Integrated Salesforce into a website build
  • Worked in a collaborative manner with a creative agency like Re to build a website
  • Built a website for an Arms-Length Body
  • Built a website for a major infrastructure/development project

How suppliers will be evaluated

How many suppliers to evaluate
3
Proposal criteria
  • Propose a methodology and approach to taking forward the project, including how the findings from the initial design work and UI design will be adopted (10%)
  • Detailed resource plan – demonstrating how in-house, supplier and external resource will be used and at what stage (5%)
  • Identify risks and dependencies and offer approaches to managing them (5%)
  • Demonstrate how the supplier will work effectively with EWR Co and our creative agency (10%)
  • Suppliers must demonstrate their experience in developing robust websites through a range of previous work for customers on a similar scale. (10%)
  • Ability to meet the October-launch timeframe (10%)
  • Suppliers must demonstrate their experience in supporting/maintaining websites (10%)
Cultural fit criteria
  • Experience of working as a team with multiple organisations and suppliers (10%)
  • Demonstratable evidence of working with clients with low technical expertise (5%)
  • Experience of working with government clients (5%)
Payment approach
Capped time and materials
Assessment methods
Written proposal
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. Is the £60k budget just for the site build or does it also cover ongoing support/website enhancements, security updates and hosting for the first year?
The £60k budget is for all of the elements you have mentioned, up until 31 March 2019.
2. Can you please clarify if the budget specified includes ongoing hosting and support of the site?
Yes.
3. In the opportunity text it says that Wordpress or Drupal are examples of open source CMS' you would consider. In the linked Google Doc however, the CMS requirements section implies it must be one of these two CMS platforms. Will other open source alternatives be considered or must it be one of these two?
Yes, other open source alternatives will be considered.
4. Please could you further describe the requirement for "Customised dedicated server configurations"?
You will be required to create and host the website to government standards. If that requires you to create customised dedicated services, we request that is part of your statement of work.
5. After the Digital Marketplace deadline of Friday 3 August can you please confirm what the next steps are once you've shortlisted suppliers? Will there be an opportunity to meet to discuss the project in more detail?
The 3 shortlisted suppliers will be notified and will be asked to prepare full proposals (1 week). In the days following, each supplier will be asked to present their proposal criteria evidence and cultural fit evidence to EWR Co in detail and discuss the requirement (approx 1 hour), after which a successful supplier will be selected. It is expected the supplier will be appointed during the w/c 20 August 2018.
6. Is the creative agency you currently work with bidding for this opportunity?
No, they are not a member of this framework
7. Do you have any preference of your own tech stack or are you happy for the supplier to make their own suggestion?
We are happy for the supplier to make their own suggestion, provided it is compliant with government digital service standards.
8. Would you consider cloud services, assuming the requisite security could be assured?
Yes, provided it is compliant with government digital service standards. Our preference would be for it to be hosted in the U.K, or at the very least in the E.U.
9. You note a requirement for penetration testing in your detailed brief. Is this something you will organise and pay for, or are you expecting this to be included in the budget for this project and for the supplier to organise?
We will pay for this (external to the budget) however we would look to the supplier to organise it.
10. Is it possible to get sight of the design work completed already, since this could add complexity to the theme or CMS configuration?
Unfortunately the design work is ongoing and is not in a position to be shared. Our creative agency is aware of the tight timeframes though and the need to create a relatively simple design to allow for a quick build.
11. How do you foresee the website being maintained post March 2018? Would you continue to outsource or look to bring in house?
This has not yet been decided. The contract for this piece of work will be structured to allow some flexibility, should EWR Co require the services of the supplier beyond March 2019.
12. How many questions is the Consultation web form likely to be? Is this form likely to span multiple pages?
This will likely only span a single page.
13. Is the £60,000 budget to cover initial site build, hosting, and support / maintenance services until March 2019?
Yes.
14. With regards to the Salesforce integration: From your description it sounds like you require us to use embedded Salesforce forms rather than integrating a 3rd party webform with Salesforce. If that's not the case can you please provide more information about what data needs to be captured on the website and where it needs to end up in Salesforce - i.e. is it a simple 'contact' record or does it get spread across multiple Salesforce entities?
That’s correct, we require a (skinned) embedded salesforce forms which links directly with Salesforce.
15. How do you foresee the website being maintained post March 2019? Would you continue to outsource or look to bring in house?
This has not yet been decided. The contract for this piece of work will be structured to allow some flexibility, should EWR Co require the services of the supplier beyond March 2019.
16. Are you open to any open source solution, or do you have a preference?
We are open to suggestions.
17. With regards to Events: are the events simple, e.g. 1 event on 1 date at 1 location, which users can sign up to, or do you require additional things like adding delegates to the booking, or lunch choices for example?
The events will indeed be simple. The purpose of them will be for the public to site specific events we’re hosting (consultation sessions, briefings etc) and for them to then sign up to.
18. What is the one most important thing you're looking for in a supplier for this project?
Ability to deliver a quality product on time.
19. Is there a point in the project before delivery when you expect the designs to be complete, or do you expect them to evolve right up to the October deadline?
We expect the designs to be largely complete by the time of supplier appointment in late August, however we do expect it to require some modification/tweaking with the support of the supplier post-September.
20. Also regarding events: sounds like the event booking will be managed by Salesforce; is this an embedded form or a direct link from the site to a SF hosted form? Or should we anticipate some API integration here?
We require a (skinned) embedded salesforce event/registration form which link directly with Salesforce.
21. Can you give any indication of the likely scale/size of the website? e.g. (approx.) number of pages, number of staff using the CMS, likely number of visitors?
This can be mostly found in Attachment 1. Around 10-15 pages initially, around 2-3 staff using the CMS, with an expected peak of 10,000-20,000 visitors during major consultation activities.
22. Can you please clarify if the budget specified includes ongoing hosting and support of the site?
The budget does include these elements until March 2019?
23. What happens to the maintenance of the website after March 2019?
This has not yet been decided. The contract for this piece of work will be structured to allow some flexibility, should EWR Co require the services of the supplier beyond March 2019.
24. How are EWR Co planning to reconcile the fixed budget against designs that are a 'work in progress'? Our clear concern would be we can do 'something' within your budget, but what if the designs require more work than the budget you have allocated?
The contract will clearly stipulate the level of design work required – noting that the designs will be at a mature stage in August. This will allow the supplier to clearly identify the outputs required within the budget and milestone delivery plan.
25. In the shared requirements document it is required to plan and provide a dedicated hosting. Are hosting costs included in the budget, if so for how long we should included these costs (year, two, ...)?
These hosting costs are including in the budget and are for October 2018 – 31 March 2019.
26. When will the designs be available? Can we see them before we submit?
Unfortunately the designs will not be available prior to the closing of submissions.
27. Could you please confirm who will be responsible for creating the front-end code for the new website?
Our creative agency will be providing responsive templates for mobile and desktop, annotated designs and walk-through prototypes for key pages. Design files will be supplied in Sketch. The code itself will then need to be created by the supplier as part of the website build.
28. Can you please confirm if hosting and support/maintenance for the contract term is included in the £60k budget?
Yes.
29. Will there be any other way to communicate the final bid should we be successful and progress to the full proposal stage?
Yes. The three suppliers that will progress to the full proposal stage will be invited to EWR Offices on 17th Aug between 9am - 1pm to give 1 hour presentations based upon their full proposals. Details will be presented to the three successful suppliers at the second stage evaluation element of the tender on 8th Aug.