Awarded to Bridgeall Limited

Start date: Thursday 18 October 2018
Value: £75,000
Company size: SME
Forest Research: a standalone agency within the Forestry Commission/DEFRA

FR/0502 New Intranet for Forest Research: requirements capture, design, build, populate, launch

4 Incomplete applications

3 SME, 1 large

14 Completed applications

12 SME, 2 large

Important dates

Published
Monday 30 July 2018
Deadline for asking questions
Monday 6 August 2018 at 11:59pm GMT
Closing date for applications
Monday 13 August 2018 at 11:59pm GMT

Overview

Summary of the work
New Intranet to be based on Office 365 SharePoint Online – cloud hosted. Supplier to capture FR’s intranet requirements (user workshops), evaluate requirements and propose a solution (methodology and project plan). Solution to include build (including branding), CMS, collaborative spaces, documentation management, governance, migration plan, post launch support and cost
Latest start date
Monday 1 October 2018
Expected contract length
Up to 4 months
Location
South East England
Organisation the work is for
Forest Research: a standalone agency within the Forestry Commission/DEFRA
Budget range

About the work

Why the work is being done
With devolution of the Forestry Commission, Forest Research will become a standalone agency within DEFRA. From 1 April 2019 (and before) a range of centrally provided corporate services will be turned off and therefore need to be provided (the intranet is one of these)
Problem to be solved
Replace existing intranet, which will be turned off w.e.f. 1 April 2019.
New intranet will use Microsoft Office 365 SharePoint Online and have modern features and be cloud-based (unlike present - hosted on an Oracle platform), including: collaboration, intuitive content management system, standardised/templated, document management, etc.
Who the users are and what they need to do
FR has circa 250 staff. 150 are scientists/researchers, 50 are field staff supporting experiments/projects, and 50 provide support functions and corporate services. They require a modern informative and functional intranet that provides good collaborative spaces, intuitive content management system, documentation management, internal communications platform, and rigorous management/governance
Early market engagement
A conversation with one supplier sourced through G-Cloud. They've submitted a high-level proposal. Subsequently informed them of intent to use 'digital outcomes and specialists' framework as this is a better fit for FR's requirements
Any work that’s already been done
Existing team
FR project manager/lead for intranet procurement. Stakeholders and users from across the business
Current phase
Not applicable

Work setup

Address where the work will take place
South East England and Scotland:-
Alice Holt Lodge, Wrecclesham, nr Farnham, Surrey, GU10 4LH.
Silvan House, 231 Corstorphine Road, Edinburgh, EH12 7AT.
Northern Research Station, Midlothian, Edinburgh, EH25 9SY
Working arrangements
We will require regular contact throughout the project, especially during the early stages of the work. Initially we will have face-to-face planning meetings. Regular progress reports and ongoing communication with the project manager will be required, this can happen either face-to-face or remotely via conference call. A mix of on site and remote working is anticipated
Security clearance

Additional information

Additional terms and conditions
1. Notice period for termination for convenience is fifteen calendar days.
2. Supplier Insurances: Minimum cover required:
• Employer’s (Compulsory) Liability Insurance - £5m
• Third party, public and product liability - £5m
• Professional Indemnity - £1m, and to be maintained for 6 years after the end of the Call-Off Contract.
3. Limit on Supplier’s liability: Under Clause 34.3 this shall be £1 million in all cases.
4. Invoicing and payment:
The price will be paid in instalments against completion of agree milestones/Deliverables, with the final (balance) payment being made on successful completion and acceptance of the Services

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
  • Staff highly experienced in SharePoint/Office 365 intranets: specification, deployment, implementation and development. (15%)
  • Proven experience of managing projects to budget and schedule using appropriate project management methods. (10%)
  • The supplier should have extensive experience of successfully designing and implementing SharePoint/intranet solutions to similar sized organisations, preferably public sector. (10%)
  • Track record of meeting security (and now GDPR) considerations. (5%)
  • Prospective suppliers please note: Shortlisted supplier presentations will take place at Alice Holt Research Station on 22 and 23 August 2018
Nice-to-have skills and experience
  • Show experience of relevant brand management and design principles to enrich the user experience. (2.5%)
  • Evidence a good understanding of best practice information management to assist in the development of structured data. (2.5%)
  • Demonstrate experience of successfully migrating content from an in-house environment to cloud, such that advice can be considered in our approach to data management. (2.5%)
  • Experience of working with research based organisations. (2.5%)

How suppliers will be evaluated

How many suppliers to evaluate
5
Proposal criteria
  • Quoted timescales - overall duration of the work, from order to completion
  • Technical solution: methodology/approach to delivery of the services the supplier proposes to adopt
  • Detailed breakdown of activities, personnel and costs - CTR (cost, time, resource) activity schedule based on the proposed methodology
  • Clarity on key assumptions made, prerequisites/dependencies and risks to delivery
Cultural fit criteria
  • Work well in a collaborative team and be confident at communicating and demonstrating developments and ideas. (5%)
  • Demonstrate courage and challenge the status quo (e.g. can express controversial views, confront reality, make tough decisions, etc.). (5%)
  • Ability to capture requirement and provide complementary proposal to the nature of the customer. (5%)
Payment approach
Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

15%

Price

35%

Questions asked by suppliers

1. You mention three locations for this project and that onsite and offsite work will be a part of the project. Could you tell us what the expectations are for working in each of the three locations and what ratio do you expect for on or off-site working?
The mix of onsite and offsite work will principally be determined by the methodology the supplier proposes to adopt for delivering the outcome. Notwithstanding this, there is an expectation that there will be some initial presence on site at project start up (and this is likely to be at the southern location) and that most methodologies will involve at least some element of workshopping/stakeholder engagement (for requirements gathering/capture etc.) on-site at the northern and southern locations.
2. You mention three locations, what are your expectations for expenses related to travel to each of these destinations?
The expectation is that the supplier will include the costs of travel to these locations in its quoted price.
3. Is there an incumbent supplier for this opportunity?
No
4. You mention that shortlisted supplier presentations will take place at Alice Holt Research Station on 22 and 23 August 2018. If shortlisted, is this the only time available for presentations?
No. Contrary to the impression that may have been mistakenly given, the dates are flexible: Bearing in mind the timeframe for responding to this advert it is highly likely that presentations will not take place on these dates but more likely at the end of August/beginning of September.
5. You have specified a preference for fixed price, are you able to provide a budget range that you would expect a bid for the project to fall within?
No, we do not have a budget figure.
Yes, we do have a preference for a fixed price. Although the price would reflect the particular methodology/solution proposed by the supplier, because of certain dependencies and possible unknowns, we expect that it will be conditioned (suppliers will be asked to provide details of any conditions or assumptions on which their fixed price is based).
6. How much content is on the current Intranet in terms of number of pages, files and overall data size?
We are unable to provide that information at the moment but hope to be able to provide it when requesting proposals.
7. Please can you confirm at what point you expect the written proposal by; if it’s between the 13th and 22nd, or post 22nd interviews?
The plan is to obtain proposals prior to the presentations.
Your attention is drawn to Q&Q No.4 in respect of dates.
8. [Repeat of Question 7]
Please can you confirm at what point you expect the written proposal by; if it’s between the 13th and 22nd, or post 22nd interviews?
[Correction to Answer 7]
The plan is to obtain proposals prior to the presentations.
Your attention is drawn to Q&A No.4 in respect of dates
9. You mention the existing Intranet is hosted on an Oracle platform, can you specify which Oracle product(s) the current Intranet is hosted on and the version(s)?
Oracle (Application Server) Portal is 9.0.4 (badged as OracleAS Portal 10g)
10. FR states the new intranet will use 'SharePoint Online'. Does FR know at this point if this will be a bespoke intranet (i.e. complete custom branding using the classic 'Publishing Site' approach), or do they wish to use the modern Communication Site approach?
We would look to the supplier to recommend the approach based on Forest Research's user / business need
11. What Office 365 licences will the users be assigned?
E3
12. Will the FR Office 365 tenancy be setup and configured prior to this project beginning, or will the supplier be responsible for setting this up?
The tenancy will be set up. Support will be required from the supplier to configure the SharePoint aspects
13. Is the supplier responsible for migrating any existing content, or is the expectation that the supplier will train FR employees to complete this themselves?
Both.

Firstly, pure intranet-type content - information that principally exists only on/accessed via the Intranet and would be the minimum for the Intranet to be considered as suitable for going live (e.g. policy, guidance, 'corporate stuff'). It is intended that we will identify the content and the supplier will perform the migration.

Secondly, more ‘technical’ content, involving transferring files/documents into an electronic filing system on the Intranet (including naming convention, metadata etc). A longer term task, the supplier would facilitate rather than perform the migration by establishing the process, providing a user guide and training a number of FR personnel.
14. How much post launch support does FR expect each month? Are there any SLAs that need to be taken into account? What hours of support are required?
We would require the supplier to transfer the knowledge required for FR to undertake management, editing, content control and basic maintenance of the Intranet on a day to day basis with little to zero dependence on the supplier.
Post launch we would expect a 12 month ‘warranty period’ under which the supplier would be responsible for keeping the solution operational, including fixing bugs or functional problems, backed up with an SLA based around 99%+ availability, service credits, and hours of support 9-5 Monday to Friday excluding UK-wide bank holidays. Longer term, a call-off support/fix contract may be considered an option