Awarded to Clerkswell

Start date: Wednesday 14 November 2018
Value: £150,000
Company size: SME
Rail Safety and Standards Board (RSSB) and its subsidiaries

RSSB Digital Engagement: Sitecore Implementation Support

3 Incomplete applications

2 SME, 1 large

9 Completed applications

7 SME, 2 large

Important dates

Published
Wednesday 22 August 2018
Deadline for asking questions
Wednesday 29 August 2018 at 11:59pm GMT
Closing date for applications
Wednesday 5 September 2018 at 11:59pm GMT

Overview

Summary of the work
RSSB seek Sitecore implementation support for the beta development phase of the website rebuild including:
(i) Creating Sitecore Azure hosting environments
(ii) Advising and verifying the set up of the Sitecore solution code base and custom components
(iii) Translating RSSB IA content model into an extensible Sitecore data structure.
Latest start date
Monday 15 October 2018
Expected contract length
To be confirmed - Less than 2 years
Location
London
Organisation the work is for
Rail Safety and Standards Board (RSSB) and its subsidiaries
Budget range
Our budget for the duration of the project is £150,000 (maximum). RSSB will use this budget on a fixed call off basis as required. RSSB reserves the right not to utilise all of the available budget.

About the work

Why the work is being done
RSSB is currently planning the migration of its SharePoint corporate website to Sitecore. This will enable the modernisation of RSSB's digital presence adding additional capability including e-commerce, personalisation, integrated marketing and web analytics. The existing RSSB website distributes a broad range of content including rail standards, research, events and tools. RSSB is seeking to increase member subscriptions and selectively commercialise some of its outputs by better controlling access to content. The initial Sitecore implementation will be an MVP which will be launched on 1-Apr 2019.
Problem to be solved
It is important the new site supports access via membership subscription tiers and direct purchase where applicable. The new site to provide analytics of user behaviours for continued improvement and personalisation, and transaction analysis based on goals and campaigns. Assistance required with translating RSSB information architecture into an extensible Sitecore data structure, configuration and deployment of Azure hosting environments, architecture of the Visual Studio solution code base, configuration of Sitecore with RSSB's identity server and provide best practice guidance and verification on implementation of a permissions model, integration vs migration, continuous integration and deployment using Team City and Octopus Deploy.
Who the users are and what they need to do
External users of RSSB's site need to be able to quickly find and understand resources, assisting them in their roles, helping to create a safer, sustainable, more efficient railway. Users of RSSB’s site require quick and effective access to content determined by anonymous, registered and membership subscription access tiers. The development team building and maintaining the Sitecore CMS require best practice guidance and support to implement the site on Azure, build new pages and components. The RSSB digital team need to have visibility of site analytics regarding customer usage and behaviour to best inform the optimisation of the customer experience.
Early market engagement
Not applicable
Any work that’s already been done
The initial Information Architecture (IA), including the creation of a site structure, taxonomies, navigation routes and content models was completed with Civica Ltd. A pilot activity to create new page designs to Improve Membership Engagement with RSSB Products and Services was completed by Nomensa Ltd. This work will build on both previous items.
Existing team
The supplier will primarily work with the RSSB digital team and RSSB IT development team, in addition to liaising with key stakeholders within the wider business to support the implementation of best practice and approaches. The supplier may also be asked to support RSSB’s engagement with external stakeholders where better understanding of external user requirements is required.
Current phase
Beta

Work setup

Address where the work will take place
Mixed offsite/remote and onsite work to be agreed based on project activities.

Onsite work at RSSB's offices, The Helicon, 1 South Place, Moorgate, London EC2M 2RB.
Working arrangements
RSSB prefers an agile style of working with the supplier. The requirements identify the key areas to be addressed, and the supplier should agree upon the best approach for addressing the requirement based upon current known factors, for example resource availability, other RSSB projects and priorities. The RSSB project manager will liaise with the selected supplier's project/account manager to agree appropriate engagement at specific points within the project, and plan accordingly. It is envisaged that the supplier will frequently work in RSSB offices. RSSB use Visual Studio Team Services for task management.
Security clearance
Not applicable. All information should be kept confidential.

Additional information

Additional terms and conditions
The supplier will be required to provide a rate card and any applicable discounts for all resources to carry out the work. Cost of work undertaken will be reported weekly on a work in progress basis. This will contribute to the Price element (20%)

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
  • The supplier must demonstrate technical competence within the following areas:
  • A portfolio of successful implementations using Sitecore - 8%
  • Experience of delivering websites with customer authentication and customer personalisation - 3%
  • Expert technical understanding of web content delivery, content management systems, single sourcing, metadata, workflows and standards - 2%
  • Experience of delivering Sitecore PaaS and IaaS implementations onto Azure - 8%
  • Be an accredited Sitecore partner - 2%
  • Significant experience of translation IA content models into an extensible Sitecore data structure - 3%
  • Experience of delivering projects which migrate websites from legacy systems to Sitecore. - 6%
  • Knowledge of designing and optimising website subscription and pay-per-product models - 3%
  • Knowledge and experience relating to ecommerce and public/membership differential opportunities and implementation - 3%
Nice-to-have skills and experience
Experience of working with Member-based organisations and the GB rail industry - 2%

How suppliers will be evaluated

How many suppliers to evaluate
3
Proposal criteria
  • Approach and methodology: Demonstrate how the supplier will work with RSSB to develop an implementation plan to address the key deliverables defined within the summary of work - 5%
  • Technical solution: Demonstrate how the proposed implementation approach can deliver the Azure hosted environments in order to support the launch of the site on 1-Apr 2019 - 3%
  • Technical solution: Demonstrate how the proposed implementation approach can deliver the correctly configured Sitecore application and content to support the launch of the site on 1-Apr 2019 - 3%
  • How the approach meets user needs: Demonstrate how the implementation approach and recommended best practice also accommodates user needs, including requirements identified within previous work undertaken by RSSB - 3%
  • How the approach or solution meets the organisation's policy or goal: Demonstrate how the supplier will align the implementation support to RSSB's digital engagement and Customer Experience strategies - 3%
  • Estimated timeframes for the work: Demonstrate reasonable and flexible timings around the key topics defined within the summary of work - 3%
  • Project management: Demonstrate effective project management and reporting, including risks and issues management and mitigation - 3%
  • Team structure: Demonstrate that an effective supplier team structure will be in place for working with RSSB, including a summary of key resources and competencies - 3%
  • Value for money: Demonstrate how key implementation support deliverables will be addressed based on a resource and cost breakdown, including potential contingency for unplanned scope and resource variations - 2%
  • Value for money: Demonstrate an ability to provide fixed price estimates for packages of work within a time and materials contract - 2%
Cultural fit criteria
  • Works using an agile methodology that uses iterative methods of delivery that can incorporate changes in priority – 3%
  • Provides a sound strategy on how to engage and motivate internal and external staff so they will enage with prototyping, testing and review activities – 3%
  • Provides information on how the supplier's team will interact and collaborate with the RSSB project team – 4%
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

1. You refer to a potential requirement to engage with external stakeholders; how many external stakeholder do you anticipate being involved in the project?
This will primarily depend on the activity. However we'll possibly engage with target personas within RSSB's stakeholder base to validate user interface designs and A/B testing. General UX testing rules would indicate a minimum of 7 representative users, but may increase based on the variation of personas and user journeys to validate.
2. This opportunity is described as "call-off" to support the implementation of Sitecore at Beta phase. Is there a primary supplier delivering the rest of the Sitecore implementation or is this being delivered by the in house team? If the in house team are delivering the implementation, how much experience of Sitecore do they have?
The Sitecore implementation will be delivered by RSSB in house development team with support and best practice guidance from the selected Sitecore implementation partner. Existing Devs do not have Sitecore experience, but will have completed Sitecore developer training and certification before development commences. RSSB devs are experienced .net MVC developers. RSSB will also recruit one additional experienced Sitecore dev contractor for 6 months.
3. You cite a need for weekly reporting; is this related to the sprint structure, i.e. weekly sprints? Or do you anticipate these activities being delivered in smaller sprints?
The weekly reporting will include progress against sprint activities, blockers, risks etc. In addition, we require an approximate breakdown of current hours/cost for work in progress and estimates to completion.
4. Can you please clarify what is meant for standards for Q4. Is this for technical design for platform, accessibility, security or other?
Assuming that this question relates to bullet point four under the Essential Skills and Experience section, this includes technical design, security and accessibility standards.
5. In the summary of work it states, “(iii) Translating RSSB IA content model into an extensible Sitecore data structure” - What form will the IA content models be in? Our understanding is that the requirement here is for us to write a technical specification which will be implemented by RSSB’s internal team. Is this correct, if not please could you clarify what is meant by this?
IA content models will be in class diagram form, with supporting Excel based documentation. The partner will advise on how best to translate these models into a specification for implementation with Sitecore data templates. RSSB dev team will implement the specification with assistance from the partner.
6. 3 suppliers will be evaluated, is that after this initial stage? Are the suppliers who carried out the previous work bidding for this work?
RSSB will evaluate the applications from the initial stage and shortlist 3 suppliers to the next stage. Please refer to the supplier guidance on the Digital Outcomes framework - https://www.gov.uk/guidance/digital-outcomes-and-specialists-suppliers-guide. RSSB does not have access to the supplier information or applications until the closing date for applications Wednesday 5 September 2018 at 11:59pm GMT.
7. What happens after this stage as there are a lot of points which look to be questions but which are not asked in this submission e.g. “Technical solution: Demonstrate how the proposed implementation approach can deliver the Azure hosted environments in order to support the launch of the site on 1-Apr 2019 – 3%” Will these questions be included in the proposal?
RSSB will evaluate and inform the 3 shortlisted suppliers to respond to the questions in the next stage. Please refer to the supplier guidance on the Digital Outcomes framework - https://www.gov.uk/guidance/digital-outcomes-and-specialists-suppliers-guide.
8. Under additional terms and conditions there is a price element of 20% of the scoring. Is this based on our Gcloud rate card or should we be submitting something else?
Please refer to the supplier guidance on the Digital Outcomes framework - https://www.gov.uk/guidance/digital-outcomes-and-specialists-suppliers-guide.
9. What roles make up the RSSB digital team?
The RSSB Digital team includes a Product Owner, Digital Project Manager, ECM Technical Manager, Web Masters and .Net Developers.
10. What are the integration and migration requirements for this work?
Assist with integrating Sitecore and RSSB existing security token service, based on IdentityServer 3. Assist with developing a strategy for integrate vs migrate content from RSSB existing SharePoint 2013 corporate website. Assist with script development for data migration. Assist with developing functionality to enable content integration, e.g. configure SOLR search indexes on SharePoint content. Assist with integrating Sitecore and RSSB dynamics CRM online.
11. Is this work for the main site or will it include multiple other sites too? If so, roughly how many?
The work is primarily for the main RSSB corporate website. Content in existing SharePoint 2013 sub sites will be migrated into a new structure according to the IA.
12. Can you please explain or clarify for Q10 what is required or meant for public membership differential opportunities and implementation?
RSSB's current website access model has evolved since RSSB's creation, and therefore hasn't been implemented with a clear strategy for "members", "registered users" and "anonymous users". The lack of a coherent access model aligned to benefits of membership has obviously caused members to question the benefits based on the current access model.
13. Has an Alpha development phase been undertaken, if so, who delivered the work? Further, what was the rational behind appointing different agencies to undertake different aspects of the UX&D work (IA and page designs)?
We've undertaken some alpha testing during the pilot phase to validate the topic base content approach, and initial designs developed by Nomensa. Civica have worked with RSSB to deliver the Information Architecture (IA) as a follow-on project, tendered after completion of the alpha phase. RSSB is subject to Public Contracts Regulations hence, the various requirements are published on the DOS framework and shall be awarded to the most economically advantageous proposal.