UK Research and Innovation

UK SBS DDaT18078 Development of the UKRI Website: Alpha and Beta

Incomplete applications

27
Incomplete applications
25 SME, 2 large

Completed applications

40
Completed applications
38 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Tuesday 15 January 2019
Deadline for asking questions Tuesday 22 January 2019 at 11:59pm GMT
Closing date for applications Tuesday 29 January 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work We require a supplier to work with us to develop a single website from alpha to beta, bringing all nine UKRI council websites and the overarching UKRI site under one roof creating a consistent and harmonious digital presence. The project must translate key outcomes from our discovery phase.
Latest start date Monday 11 March 2019
Expected contract length Please refer to "additional terms and conditions" for expected contract length
Location No specific location, eg they can work remotely
Organisation the work is for UK Research and Innovation
Budget range The overall budget range for both phases is £250k - £350k excluding VAT as per the below breakdown.

£100k to 150k for alpha, exclusive of VAT. We expect suppliers to cost the alpha phase based upon the work we have requested and the expected 16 to 24-week delivery time for alpha. Plus £150k to £200k for the potential extension to beta, exclusive of VAT. We expect suppliers at this early stage to suggest a timeframe for beta and costings.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done UKRI brings together the seven Research Councils, Innovate UK and Research England. An interim UKRI web presence www.ukri.org was launched in 2017. Alongside this are the UKRI councils’ long-standing websites, giving a total of 10 separate websites.

The ‘Discovery’ phase provided us with the detailed analysis and evidence for a single consistent UKRI website that brings together all the sites. The interim UKRI site is not meeting the needs and expectations of users and stakeholders who expect a contemporary, unifying, bold website, befitting of our remit and ambition. The single overarching design would incorporate distinctly branded sub-sections for councils.
Problem to be solved The UKRI web presence needs redeveloping to meet the needs of users, particularly to minimise dissatisfaction around the use of 10 separate websites when looking for funding opportunities.

The technical platform of nine of the websites is constricting and needs to be replaced. The tenth site (Innovate UK) currently sits on the GOV.UK platform. We need to replace the existing content management system with a robust digital experience platform and a new appropriate hosting service, and migrate the Innovate UK site onto the new platform. We have not yet identified a CMS and want suppliers to propose a suitable system.
Who the users are and what they need to do •As a funder I need to publish our objectives, priorities and funding opportunities so that researchers are informed.
•As a funder I need to show the impact of our research so that all users are aware of the value of that research.
•As a researcher I need to be informed of developments and opportunities, so I can apply for funding.
•As policymakers in government, business and the third sector we need to be aware of research, so we can use it to inform policy.
•As the public/media we need to know about the research and its benefits and impact.
Early market engagement None
Any work that’s already been done We have completed an in-depth discovery phase of work, which has included identifying user needs, a technical audit of the current websites, a content ecosystem analysis, an expert UK review and design of provisional high-level sitemap. A set of proto-personas have been developed to explore the context, needs, emotions, and behaviours of the primary user role.
Existing team The UKRI web project sits in the UKRI Communication and Engagement Team and works closely with the UKRI Digital Data and Technology function. The project consists of:
• UKRI Website Service Owner
• UKRI Website Product Manager
• Council Web Managers (Product Owners for each of the ten sites), developers and publishers
The website project will also work closely with the UKRI brand project to ensure alignment in messaging, user research and design.
Current phase Alpha

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Much of the work should be conducted at the supplier’s own site. However, we expect the supplier to be able to work at the UKRI Swindon office (Polaris House, North Star Avenue SN2 1FL) when required and for the UKRI team to be accommodated at the supplier’s office when needed.
Working arrangements The project will follow the technology code of practice using agile methodology: daily stand-ups, sprint planning, sprints, demos, retrospectives, show and tells. We expect the company to work five days a week and be available 9 to 5, to give updates and meet in line with agile working.

The supplier will need to take a lead by being a role model in agile ways of working and invest time in knowledge sharing and coaching to increase the capability of the UKRI digital team.
Security clearance Baseline Personnel Security Standard (BPSS)

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Expected contract length:

Alpha – up to 6 months (covering lead in time for onboarding and content migration strategy and planning) with option to extend for the beta phase for up to an additional 12 months. Overall estimated project length is 12 to 18 months.

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 demonstrate your skills and expertise in the following:
  • Delivering large-scale websites as part of a large multidisciplinary agile team as a digital agency with a full complement of roles: IA, UX, technical, build, development, designer and support. 5%
  • Planning and managing a phased roll out of new website architecture / transition from current to future state (including migration planning). 5%
  • Delivering websites that bring multiple sites into one web presence. 2%
  • Conducting user research alongside analysing existing research to ensure good understanding of users and needs leading to improvements in user engagement and user satisfaction. 3%
  • Rapid development of prototypes created iteratively via user testing - based on discovery findings to meet user needs (including assisted digital and accessible users). 2%
  • Implementing multi-site/multi-domain publishing on a single platform which, supports photographs, video clips, other rich media as well as social media integration. 2%
  • Providing an easy-to-use, simple interface for website content contributors to upload, edit and manage content. 2%
  • Ability to work with internal IT teams to arrange hosting and integration with existing services. 2%
Nice-to-have skills and experience Please demonstrate your skills and expertise in delivering digital services which meet GDS Service Standards with the ability to pass GDS Service Assessments. 2%

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Relevance of proposed technical solution. 10%
  • Demonstrate an agile working environment. 5%
  • Estimated timeframes: proposed programme for alpha and beta phases. 5%
  • Demonstrate relevant skills and expertise of the team. 5%
  • Relevance of identified risks and proposals for mitigating against them. 5%
  • How the approach or solution meets user needs. 5%
Cultural fit criteria
  • Demonstrate your approach to engaging with internal senior stakeholders undergoing cultural change and how this will support project success. 5%
  • Demonstrate how you will work transparently, collaboratively and share your approach with the project team and seek actionable feedback. 10%
  • Demonstrate how you will work with clients with different levels of technical expertise throughout the project. 5%
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Are you open to having most of the work done in a nearshore model? This would mean less time spent at your site. Much of the work should be conducted at the supplier’s own site. However, we expect the supplier to be able to work at the UKRI Swindon office when required and for the UKRI team to be accommodated at the supplier’s office when needed.
2. Please could you clarify what question relates to the first answer box? The first question is a leading question for the questions following it. Please do not provide a response to the leading statement as it is not a question that will be scored. Due to the word limit when posting criteria the question has been split into two parts.
3. Please can you advise on timelines and dates for the proposal and presentation stage? We anticipate shortlist feedback to be provided on or after Monday 11th February 2019, bid deadline on Tuesday 19th February 2019, presentations on Wednesday 20th February 2019, and award announcement on Monday 4th March 2019. However, this is subject to change.
4. Is the 29th January deadline for answering the 8x 100 word questions on this portal (prior to shortlisting the 5 suppliers)? Or is it the deadline for a full written proposal? The 29th January is the closing date for applications through the Digital Marketplace. Following this, shortlisting will then take place. The anticipated deadline for the full written proposal is Tuesday 19th February 2019, however this is subject to change.
5. Do you have any specific preferences/strategies on the technology choices for this project? We need to replace the existing content management system with a robust digital experience platform and a new appropriate hosting service, and migrate the Innovate UK site onto the new platform. We have not yet identified a CMS and want suppliers to propose a suitable system.
6. Can you share the URLs of the nine websites so we can assess the nature of the functionality involved in the sites? See https://www.ukri.org/about-us/our-councils/ for information.
7. Do you have an incumbent supplier who has worked on the earlier phases of this project – if yes, who are they? Yes, there was a previous supplier, Lagom, who ran the Discovery Phase, which is now completed.
8. We are really interested in this opportunity as there is quite a lot of relevant work previously undertaken. However we work on client projects Mon-Thurs to make sure that we have a day for business and self development on Fridays. Would the hiring team reconsider the mon-friday 9-5 requirement for a suitable team? Yes, this would be acceptable as long as the supplier is able to fulfil the contract timescales and deliverables.
9. You refer to a Discovery Phase to identify user needs, perform a technical audit, content ecosystem analysis etc. Can this study be made available at this stage? Will it be made available to shortlisted suppliers?
Also, was this work conducted internally or by an external supplier, able to also bid for this work?
The discovery was conducted externally by a company that specialises in user research. They do not undertake Alpha and Beta work. Yes the Discovery report is available and will be shared with shortlisted suppliers.
10. There seems to be an error in the way the response forms have been produced; question 1 (100 words) has the prompt "Please demonstrate your skills and expertise in the following:" and the 'Nice to have' question regarding GDS standards is not present in the response form. Could you please amend this so we can be sure our submission is correctly reviewed. The system is managed by the Digital Marketplace team at GDS, if you are having issues viewing the response form please contact enquiries@digitalmarketplace.service.gov.uk who will be able to advise further.
11. Does the SRO for this opportunity have the capacity to attend/partake in agile ceremonies? e.g. show and tells, retrospectives etc. The Service Owner will attend along with the Product Manager.
12. What do you see as the identified risks around the delivery of this work? The supplier will be expected to identify risks surrounding the delivery of this work as part of their written proposal during the assessment phase of this procurement process.
13. Can you provide details of how much of your teams time will be assigned to this project and whether they will be ready to start on the expected start date? The Service Owner and Product Manager will dedicate 100% of their time to the project and are already in place.
14. Please confirm who the people on your selection panel are and their individual roles and responsibilities Jacky Clake - UKRI Website Service Owner, Kate Li - UKRI Website Product Manager and Sally Meecham - UKRI Digital, Data and Technology Transformation
15. Was the discovery phase for this project delivered internally or by an external supplier? The Discovery phase for this project was delivered by an external supplier, Lagom.
16. Do you require bidders to already hold BPSS secuirty clearance for staff? Or would you expect the successful partner to go through this process? BPSS clearance must be in place before commencement of the project. UKRI will sponsor this if required.
17. Do you have any specific disability requirements for the solution i.e. additional to UK standards? There are no specific disability requirements for the solution but we expect the site to meet government accessibility requirements.
18. (PART A) Alpha version: Do you have a list of the key/minimum elements you expect from the Alpha? (PART A) No but we expect alpha to follow GDS i.e. At the end of the alpha phase, we should have:
- user stories - they should relate to the overall user journey rather than being tied to individual features
- a plan for your beta phase and a (less detailed) plan for your live phase
- set some metrics to measure your service’s success
- a basic working system with limited functionality which you can demonstrate to users
19. (PART B) Alpha version: Do you have a list of the key/minimum elements you expect from the Alpha? (PART B)
- an understanding of legacy systems you need to replace or integrate with
- a decision on whether or not to progress to beta phase
- an understanding of how to design an accessible service and get started with an accessibility audit
- analysis on the user needs research you’ve done
- ideas for how you’ll design the assisted digital support model for your service
20. Hosting: We are assuming that hosting will be done off-site, using a specialist third-party service such as AWS [actual service used being dependent on supplier suggestions]. Is that correct? Hosting is presently done on site but we are open to a new appropriate hosting service.
21. Hosting: Is there a separate budget for hosting and the provision of managed services? There will be a separate budget for hosting and we expect to manage the service in house.
22. Agile methodology: We work in an agile way using Kanban, adapting it for each project to best suit client needs, rather than using Scrum (as seemingly detailed in your ‘Working arrangements’). Kanban is recognised by GDS as an Agile methodology / alternative to Scrum, for instance: https://www.gov.uk/service-manual/agile-delivery/agile-methodologies. In practice this may appear a little different to you – we still work in sprints, have user research, show-and-tells, etc. We don’t, for instance, have mandated daily stand-ups. We're assuming using Kanban won't be an issue, is that right? Yes, this would be acceptable as long as the supplier is able to fulfil the contract timescales and deliverables.
23. You mention ' social media integration' – what is the requirement for this that you would like. is it simple pull images from social such as instagram to the site or is it for logging in via social etc? It would be very simple such as integration with twitter feed, Youtube and blog.
24. Organisation teams: You’ve detailed that the ‘existing team’ for each Council constitutes a web manager – in effect the Product Owner for that section of the integrated site – plus each Council’s own ‘developers and publishers’? Can you give us an idea of the numbers involved and any specific training / support you will be looking for (complemented by more general knowledge sharing and coaching)? This information is not available at this stage as we are in the process of transforming our team structure.
25. “Ability to work with internal IT teams to arrange hosting and integration with existing services.” Can you list the existing services that will require integration? Who would the supplier be working with to agree hosting of the new website? Are you looking to migrate any of the ‘existing services’ to the same host? We are presently reviewing our existing services, so it is unhelpful to list at this stage. The supplier will need to work with the internal experienced in house digital team and the website service owner to agree hosting and any integration. We can not speculate at what may be migrated at this stage.
26. Content: Will your internal web teams (audit, edit and) upload all site content using the provided CMS (following training, of course) or is content audit / upload / migration by the supplier required as part of the Beta phase? We expect the supplier to provide advice and guidance on migration planning and principles. Our internal team will audit, edit and provide content. We will need support with the uploading of migrated content.
27. CMS: do you have a list of 'must have' CMS user needs / features / requirements, and / or a definition of "robust digital experience platform" which maps to your CMS user (or other) needs? No - we expect suggestions to come from the Alpha phase work.
28. Supplier evaluation: Please can you explain the Skills & experience, Proposal and Cultural fit percentages – and how these map to the Evaluation weighting? Thanks. The percentages allocated to each criterion within the Skills & Experience section and the Proposal Criteria make up the overall Technical Competence weighting of 60%. The percentages allocated to each criterion within the Cultural Fit section make up the overall Cultural Fit evaluation weighting of 20%.
29. Is there a timeframe for the proposal and presentation process (for shortlisted suppliers)? We anticipate shortlist feedback to be provided on or after Monday 11th February 2019, bid deadline on Tuesday 19th February 2019, presentations on Wednesday 20th February 2019, and award announcement on Monday 4th March 2019. However, this is subject to change.
30. Work hours: our standard working hours are 9:30 to 5:30 rather than 9 to 5. We're hoping this pretty minor variation from your specification won’t be an issue, is that correct? Yes, this would be acceptable as long as the supplier is able to fulfil the contract timescales and deliverables.
31. Scope: How many pages are there on the current Council sites, and very roughly how many of these may make it to the Alpha site and to the Beta / Live site? In total across all sites there are around 15,000 pages and 10,000 pdfs/doc downloads. We would like to severely cut this but at this stage we do not know by how many, ideally by 80% but it may be only cut by 50%.
32. Can you provide the URLs of all the websites affected by this project. See https://www.ukri.org/about-us/our-councils/ for information.
33. Can you supply the Discovery Phase findings document? If this is not possible at this time, will this be provided once you shortlist suppliers? Yes, the Discovery report is available and will be shared with shortlisted suppliers.
34. Is the expectation the designs of the 10 council sites will share a common look and feel? Given the scope of the project and budget a common design system seems a good idea. Or is custom design / layouts for each council site required? There will not be 10 separate sites there is one site with nine distinct council subdomains that clearly belong to the same design family.
35. Are you expecting a CMS platform to be suggested as part of the shortlisting stage for this opportunity? We would expect to undertake some planning work with your team before making firm recommendations in this area. No - we expect suggestions to come from the Alpha phase work.
36. Is the company who won the Discovery Phase project tendering for this role? The discovery was conducted externally by a company that specialises in user research. They do not undertake Alpha and Beta work.
37. Has any design work been done at this stage? Yes, we have a very simple provisional high-level sitemap.
38. What user research has been done at this stage? As detailed in the requirement we have completed an in-depth discovery phase of work, which has included identifying user needs, a technical audit of the current websites, a content ecosystem analysis, an expert UK review and design of provisional high-level sitemap. A set of proto-personas have been developed to explore the context, needs, emotions, and behaviours of the primary user role.
39. Are there any technical constraints, e.g. hosting platform or CMS the new site must be built on? We have not yet identified hosting or CMS and want suppliers to propose a suitable system, working alongside our in house digital team to arrange hosting and integration with existing services.
40. After the 29 Jan closing date for this opportunity can you confirm the next steps and approximate dates? Will there be an opportunity to meet to discuss this project in more detail? We anticipate shortlist feedback to be provided on or after Monday 11th February 2019, bid deadline on Tuesday 19th February 2019, presentations on Wednesday 20th February 2019, and award announcement on Monday 4th March 2019. However, this is subject to change. Bidders who are successfully shortlisted will have the opportunity to discuss the project in more detail at the presentation stage.