Cefas

Cefas Intranet Refresh

Incomplete applications

15
Incomplete applications
15 SME, 0 large

Completed applications

24
Completed applications
22 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 25 October 2018
Deadline for asking questions Thursday 1 November 2018 at 11:59pm GMT
Closing date for applications Thursday 8 November 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Specialist role Developer
Summary of the work Cefas require an exisiting SharePoint intranet update and are seeking a supplier to assess its current functionality, develop a specification/update plan with a view to completing the work and handing over to our onsite development team. This is a one off piece of work, plus a 6 months incident support.
Latest start date Tuesday 1 January 2019
Expected contract length 9 months
Location East of England
Organisation the work is for Cefas
Maximum day rate

About the work

About the work
Opportunity attribute name Opportunity attribute value
Early market engagement None concluded Cefas are looking to work with potential suppliers to help develop and deliver a specification of requirements
Who the specialist will work with Various members of the Cefas Internal Communications team and internal developers – team to be finalised prior to start date
What the specialist will work on Cefas are seeking to refresh the current intranet and require services to provide a design and incident management solution, providing an intuitive Intranet solution compatible with current and close-future IT environment (i.e. the use of Microsoft 365 share point suite of applications) and can be accessed by a phone app. Delivered as a one-off design package, followed by 6 months incident support.

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Initial Kick-off meeting to be held at NR33 0HT, with the majority of the work completed remotely
Working arrangements To be defined as part of the specification
Security clearance Personnel clearance needs to meet the BPSS: https://www.gov.uk/government/publications/government-baseline-personnel-security-standard.

As this requirement includes access of the site via a mobile app, guidance from the National Cyber Security Centre (NCSC) will have to be taken into consideration – visit https://www.ncsc.gov.uk/guidance/secure-development-and-deployment

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
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.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Please provide a description of the organisation/individual expressing an interest, including but not limited to, type of solutions delivered and skills base – 10
  • Please provide details on your interpretation of the requirement and detail what approach would be taken - 20
  • Please provide 2 examples of similar previously completed work (SharePoint based). Higher marks will be awarded to suppliers demonstrating experience in working with UK Central Government - 30
Nice-to-have skills and experience

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many specialists to evaluate 4
Cultural fit criteria Sharing knowledge and experience with other parties
Assessment methods
  • Work history
  • Interview
  • Presentation
Evaluation weighting

Technical competence

55%

Cultural fit

5%

Price

40%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Please can you confirm whether or not this role is inside IR35? No - this role is outside IR35
2. The states that the work will be remote based but how often will a specialist delivering the work be expected to be on site? This depends on the final specification of the project. Cefas wish to have an onsite kick-off meeting prior to any work commencing but are happy for the rest to be completely remotely as much as possible.
3. Can we confirm the full length of this contract. It states that there will be a 6 months incident support. Is this included into the 9 months or 15 months in total? Cefas anticipate that the re-design should take no longer than 3 months, but however long the project completion takes whether it be shorter/longer we will still require a 6 months incident and resolution support contract.
4. Can we please confirm the IR35 status for this role. Yes - this role is outside IR35
5. “This is a one off piece of work, plus a 6 months incident support”

Can you outline your expectations for “incident support”, will this commence on completion ? is it expected to be 27/7 X 365, or some sort of draw off, on a contract to use days as and when you wish ?
Primarily this will be in respect of potential restructure of some parts of the site, and ensuring links from the site to other repositories are working effectively. It is not expected that we will require significant day-to-day support as we assume there will be training for managing content uploads etc.
We also assume there will be siginificant testing of the site before go-live.
Incident support would be expected to be provided M-F 09.00-17.00hrs (working week)
6. What's the max day rate please? We do not have a maximum day rate, but we will be looking for value for money solutions.
7. Would the contract and terms & conditions used for this opportunity be the standard call off, including unlimited liability, parent company guarantee, etc.? This will be a standard call off using the Digital Outcomes and Specialists 3 (DoS3) framework - https://www.gov.uk/government/publications/digital-outcomes-and-specialists-3-call-off-contract. When the contract has been awarded you will be required to complete the form which includes all the pre-negotiated terms and conditions.
8. With the term refresh the current intranet, is this updating what you currently have in place to provide a better user experience, and responsive design, or to provision a new intranet on SharePoint Online using all the modern features? Yes, better user experience.
Yes, more responsive and intuitive design.
Yes, using all modern features - Cefas would like to know what these are and how they can bring benefit. If suitable , please include on overview in your proposal
9. If the choice is to move to SharePoint Online, is migration required? No, Cefas are already using SharePoint Online
10. What SharePoint version is your current intranet running on? Office 365 SharePoint Online (Latest Version)
11. Will this position be outside of IR35? This role is outside IR35
12. What's the expected day rate for this specialist? We do not have an expected day rate, but we will be looking for value for money solutions assessing the final shortlisted suppliers on both technical capabilites and cost.
13. Do you expect this requirement to be fulfilled by a specialist (One person) or an outcome (multiple people)? This project is outcome based. It is the suppliers responsibility to provide the right individual(s) with the right skill set to deliver the requirement.
14. Is there a scope for the specification/update plan yet or would this be part of the work? The final scope will be defined once the supplier assessments are concluded
15. Has there been any discovery work yet on establishing user needs (e.g. surveys/card sorting)? A structural proposal has been circulated to gather anecdotal feedback - no formalised surveying has been undertaken.
16. Is the content on the current Intranet to be migrated? The current content needs to be refreshed then some of it migrated - other content will be new
17. Is there a current Intranet strategy for future development? Yes, broadly for the intranet to be split into three core areas 1. news 2. information 3. help station
18. Incident management system – Would this be a functional or requirement spec and if so would it be for a bespoke build or off the shelf product? I think the requirement may have been mis-interpreted here, but Cefas are open to suggestions. Upon completion Cefas require 6 months support in case of queries or problems i.e. support to get something working or uploaded.
19. Would the new SharePoint intranet require a bespoke design or consider an 'intranet in a box' tool? Cefas are open to suggestion and wish for suppliers to provide their own ideas which hopefully will define the route to take
20. Is the start date of Tuesday 1st January your preference? Or do CEFAS require a consultant to start the project as soon as possible Until the evaluation process and award is concluded Cefas cannot definitely define the start date, but we anticipate it to be early 2019. If the process is concluded in good time and the awarded supplier has capacity Cefas are open for the project to start earlier
21. Is CEFAS only considering a SharePoint refresh as the option for their intranet? Are they open to hearing about what other SMEs are doing with other UK Government Departments that could potentially benefit them? Yes we are open to other options being proposed in addition to SharePoint based solutions
22. Could you confirm if this is for a digital outcome or for specialist as this seems to be currently listed in the specialist category for suppliers to put forward 1 specialist to fulfil this role. It was felt that the DoS framework was the best suited for this role. Am I unsure of the exact interpretation of a 'Digital outcome' but I think initially an individual could complete this work, but supplier questions have indicated that their could be a different approach to take, with this in mind we are open to suggestion on how this can be fulfilled.
23. Can you please confirm if the scope of this work is for the design and support piece only (i.e. all the development will be done internal by Cefas or not)? No the work will not be completed by Cefas. We do not have the in-house capabilities to complete the re-design and 6 months support so therefor are looking for suppliers to provide us with the best approach and also complete the work.
24. Can you please confirm if the scope of this work is for the design and support piece only (i.e. all the development will be done internal by Cefas or not)? No the work will not be completed by Cefas. We do not have the in-house capabilities to complete the re-design and 6 months support so therefor are looking for suppliers to provide us with the best approach and also complete the work.
25. ANSWER REPUBLISHED (Due to error):
Could you confirm if this is for a digital outcome or for specialist as this seems to be currently listed in the specialist category for suppliers to put forward 1 specialist to fulfil this role.
It was felt that the DoS framework was the best suited for this role. Am I unsure of the exact interpretation of a 'Digital outcome' but I think initially an individual could complete this work, but supplier questions have indicated that their could be a different approach to take, with this in mind we are open to suggestion on how this can be fulfilled.
26. To ensure no mis-understanding, references to Incident Management relate to the after care / support of the Intranet Refresh and not a requirement for an actual Incident management System – is this correct? No - there is not a requirement for a full incident management system. We simply require 6 months support to help adding new content, uploading etc.. Until staff are familiar
27. This opportunity is currently advertised under digital specialists ( as opposed to digital outcomes) under the digital specialists suppliers can only supply 1 specialist for each opportunity and the scope of the work is restricted to the written requirements. Can you confirm that you are expecting one specialist to be able to do this work if multiple people are expected it looks like it might be in the wrong category It was felt that the DoS framework was the best suited for this role. Am I unsure of the exact interpretation of a 'Digital outcome' but I think initially an individual could complete this work, but supplier questions have indicated that their could be a different approach to take, with this in mind we are open to suggestion on how this can be fulfilled.
28. How do you anticipate the 6 months incident support service working? What exactly are you looking for in this respect following delivery of the design solution? Microsoft Sharepoint online platform support is covered. This support would cover any issues related to the developed product working on the sharepoint online platform including issues of the developed product being affected by changes on the Microsoft sharepoint online platform.
29. What level of support is anticipated – number of users, volume of incidents currently, etc. Microsoft Sharepoint online platform support is covered. This support would cover any issues related to the developed product working on the sharepoint online platform including issues of the developed product being affected by changes on the Microsoft sharepoint online platform. Cefas have 650 staff accessing the existing intranet, non platform related issues have been low < 20
30. Do you have an in-house team or other support service provider that would be doing some of the incident support? Cefas has an in house IT team and service desk that would deal initially with queries and if necessary pass on calls to third party providers to investigate and resolve.
31. After 6 months would an in-house team pick up the support and require a hand-over? Yes - IT support, but this will require further discussion as Cefas IT will only be supporting/managing the sharepoint platform and cannot fix issues related to the developed application.
32. Do you have custom branding or features on SharePoint online or it an out of the box solution? It will require Cefas branding and corporate colours. The current intranet was developed by a third party and includes Cefas branding and features. This sits on the standard Microsoft sharepoint online platform.
33. What type of features of O365 are currently being used? Cefas has Office 365 E5 licenses for all staff so std microsoft features and products plus yammer and skype are used by all staff some areas are exploring the use of flow and powerbi.
34. What type of Licence is in use e.g. E3, 35? so we can evaluate what features are in use and what we could also propose regarding Flow planing, featured access as you state you are looking for a fluid design and for a better smother experience for users. Cefas have Office 365 E5 licenses covering all staff
35. Do you use a Microsoft App for people to connect? staff connect via std SSO methods and all corporate laptops use Windows Direct Access
36. Are you running on a public O365-tenant-hosted-by-Microsoft/Gov-or-on-a-Crown-hosted-solution? Cefas runs it own microsoft hosted Office 365 tenancy
37. Are you looking for the Intranet to also be a place for Team Collaboration; securely sharing conversations and information across team members? No
38. Are you looking for Operational teams to publish information directly to the intranet – i.e. Research Team could publish News, Events, Articles, Documents? Yes this functionality is required
39. Do you require personalisation within the intranet i.e. my latest documents, my teams, audience targeted information: news, articles etc.? Not specifically but possibly as an added value option
40. Will the contractor be responsible for migration content from existing SharePoint repositories? If so, does this include Page data and in what format are the existing pages (Modern Experience / Master Pages)? Yes Cefas would expect existing content to be migrated and add in some new - this will be co-ordinated and finalised with the winning supplier.
41. Has O365 been rolled out to organisation – and at what level? Cefas has been running Office 365 for 4 years and all staff have full E5 licenses
42. Are you using Office 365 Groups currently? And if so, is there governance controlling deployment, deprecation etc.? Left open? In a limited capacity
43. Are you using O365 Teams? In a limited capacity
44. Do you have an anticipated budget? No - we are unsure how much this piece of work will cost (depending on approach), but we will be looking for value for money solutions. The evaluation will be weighted at a 60/40 split with 40% on cost
45. Have you already met with any suppliers? No - this will be the next stage after we have reviewed initial proposals
46. Do you already have a SharePoint partner? No
47. What is SharePoint already being used for within the organisation? Cefas use collaboration sites internally and externally
48. Are you looking for any integration to line of business systems (e.g. an HR System)? No, not at this stage
49. Are you wanting to work within the constraints of O365 , or do you have requirements that need meeting, even if it works against the out of the box product? Cefas have no special constraints or requirements
50. Document Management - will Cefas be using SharePoint as an alternative? No. Cefas use a product called HP content manager (previously HP trim) and do not have any plans to change.
51. SharePoint Online - Do Cefas see this solutions as an out of the box or bespoke? Cefas use SharePoint online using its default functionality and would expect the revised approach to mirror this i.e. a front-end portal to access other services.
52. HP content manager - would Cefas be looking for organisations to undertake the migration between the 2 systems No - Document migration is not required
53. What else are Cefas using Office365 for? Cefas are currently exploring use of PowerBI, but no other features
54. Do Cefas hold E5 licenses? Yes - All Cefas staff have E5 (Currently 620)
55. Mobile devices - key security The existing solution is accessible via a website browser and mobile app? Therefor any solution should be the same. Cefas are making the assumption that any solution will meet the accessibility criteria. Security is handed via the standard approaches.
56. Is Cefas looking for Operational teams to publish information directly to the intranet – i.e. Research Team could publish News, Events, Articles, Documents? Yes - Cefas have a selection of communications ambassador that will publish their own information relevant for their section
57. Advice and guidance on 'help' station - is Cefas looking to implement workflow/SP forms? Cefas wish the solution to point to guidance which will then advise the user as to what forms to complete. It would be nice to have automated work flow forms as added value, but not required currently
58. Are you looking for a phased approach? Cefas see this as a one-off individual piece of work. We wish to get the basic back end up and running and understand how users are interacting with it. Currently there is no requirements to deliver any additional elements, but we acknowledge there is always continue improvement related to business need and Cefas would expect any proposed solution to bring an awareness of 'added value' features.
59. Cefas have 620 users - have you done any user research? Yes - anecdotal, via ambassadors and their teams i.e. what they like/do not like and what they would like to see. However Cefas have not done this organisation wide, but would be happy to share what we have with the top 4 selected suppliers.
60. Are you looking for the supplier to guide the UX/UI Yes, but it depends on the complexity of the solution and if deemed necessary
61. Do you see any personalisation at all? i.e. team sites, access No.
62. Is the intranet used as the portal that everyone logs onto everyday No, but the content does encourage regular access as it’s the default home page of the browser used (IE) and is the default page users go to get access to required systems and processes. The majority of staff will access at least once a day. All of the daily/weekly internal communications and facilitated via this route.
63. Are Cefas using any analytics on 365 usage and would you be looking to expand that as part of this project? At the moment it is relatively basic in terms of the number of hits, but currently we are not actively generating stats, however, to judge the success we do feel it would be a good measure to do so to monitor implementation impact
64. What is driving the 3 month build time length? Cefas would like to aim for the work to be completed by end of FY (April 2019). Unfortunately the project has been delayed and we appreciate this may be tight, but if the 3 months is unachievable Cefas can be flexible and negotiate this with the chosen supplier.
65. There is some confusion on the Q&A as to looking for an individual specialist or an outcome - please define When we initially floated this requirement it was felt that Cefas were looking for an individual to deliver the 'outcome', but this may not be the case and we are open to suggestions
66. If you are able to give a steer on budget Cefas are looking for a value for money piece, to replace update a simple solution. We are mindful that any proposed solution can grow arms and legs as there are many enhancements that can be implemented but we are looking for a basic solution mainly featuring on user experience and ease of locating information and don't see this as a complex piece of work/big project.
67. Can you give us an idea on the day rate you are expecting to pay? The average day rate Cefas would be expecting to be charged is £1000 per day