Awarded to Corporation Pop

Start date: Tuesday 15 November 2016
Value: £8,300
Company size: SME

Gloucestershire Hospitals NHS Foundation Trust

Discovery phase for Website & Intranet

0 Incomplete applications

62 Completed applications

53 SME, 9 large

• Published: Tuesday 13 September 2016
• Deadline for asking questions: Tuesday 20 September 2016 at 11:59pm GMT
• Closing date for applications: Tuesday 27 September 2016 at 11:59pm GMT

Overview

• Summary of the work: This is a Discovery Phase project to support our development of a business case for a new Content Management System. Please refer to the Project Brief which contains more detail.
• Latest start date: 31/10/16
• Location: South West England
• Organisation the work is for: Gloucestershire Hospitals NHS Foundation Trust

About the work

• Why the work is being done: Our organisation needs to upgrade the CMS it uses to manage our web and intranet platforms. We need a digital consultancy to help us define our requirements, including evaluating technical options, in order to build a business case for investment in 2017/18. Our existing website is not mobile friendly, leading to a poor user experience and missed opportunity for engagement. Our intranet has limited functionality and cannot be accessed off site. We also currently have no search facility and an integration with SharePoint for document storage. More information re issues and challenges is available on request
• Problem to be solved: The purpose is to: ; * identify a CMS which is best able to deliver our stated project objectives within our budget. The preferred bidder will be able to evaluate a range of possible technologies ; * develop a proposal which sets out the technical specifications required to deliver and support the CMS. We anticipate this work would take 8 - 10 days. ; * provide a full estimate of costs associated with the design and build of the proposed intranet and websites, including on-going support and hosting. ; * develop a website and/or intranet/extranet prototype or wireframes to illustrate proposal for stakeholder review.
• Who the users are and what they need to do: Our users are staff (internal), patients, public, visitors and other external stakeholders. Our website should enable users to access information as quickly as possible. Internally we have a set of comms and engagement objectives to support
• Existing team: The supplier will be working with in-house Communications Team and IT team
• Current phase: Discovery

Work setup

• Address where the work will take place: It is anticipated that the supplier will need to hold one or more meetings at our location in Cheltenham, Gloucestershire. We expect that in total this work would take 8-10 days
• Working arrangements: We anticipate there would be a number of conversations taking place via telephone/teleconference as well as one or more face to face meetings to understand and evaluate requirements. More detail regarding the objectives for the Discovery Phase can be found in our Project Brief document.

Additional information

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:
  • be able to evaluate different CMSs and technologies and make an informed recommendation based on insight and experience
  • have proven experience in advising, planning, designing and building web and intranet sites for other large organisations with similar objectives and challenges to overcome

How suppliers will be evaluated

• How many suppliers to evaluate: 10
• Proposal criteria:
  • the extent to which the company is able to evaluate different content management systems and technologies and make an informed recommendation, based on insight and experience
  • the extent to which the company understands the requirements of NHS organisations, both in relation to user experiences and security and IT
  • the extent to which the company has proven experience in advising, planning, designing and building web and intranet sites for other large organisations with similar objectives and challenges to overcome
  • extent to which the proposal demonstrates value for money for our Trust
• Cultural fit criteria:
  • Work as a team with our organisation and other suppliers
  • Be transparent and collaborative when making decisions
  • Have a no-blame culture and encourage people to learn from their mistakes
  • Take responsibility for their work
  • Share knowledge and experience with other team members
  • Challenge the status quo
  • Be comfortable standing up for their discipline
  • Can work with clients with low technical expertise
• Payment approach: Fixed price
• 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. Could you confirm that you require agencies to 'develop a website and/or intranet/extranet prototype or wireframes' within your estimated 8-10 days? Thank you.: We would anticipate that at a minimum, some basic wireframes could be produced in order to best illustrate a proposed way forward for a new web/intranet/extranet.
• 2. Where do I get a copy of the Project Brief?: Suppliers can request a copy of a detailed Project Brief by emailing comms@glos.nhs.uk
• 3. Please can you confirm that you anticipate that 'all' the work described in the 'problem to be solved' section will be completed in 8-10 days?: Yes, we anticipate that this work will be completed in this timeframe. You may not choose to develop a prototype in this time and opt instead for wireframes, but it would be good to have an idea of how the new website and intranet/extranet will interface so we are able to communicate the proposal to the business.
• 4. Is it possible to view the Project Brief document?: Suppliers should email comms@glos.nhs.uk to request a copy of the Project Brief
• 5. Please let us know the budget for this opportunity?: I'm afraid we are unable to disclose the budget at this stage of the process.
• 6. Hello, please can I check if the winning organisation will need to be based full time onsite?: Not necessarily - specific working arrangements can be discussed and agreed after a supplier is appointed. As stated in the brief, we would anticipate that the supplier would need at least one or more meetings with us on site in order to understand our comms requirements, meet users, understand IT infrastructure and current support and development arrangements etc. Further work could be conducted off site.
• 7. Has any user research e.g. usability testing, surveys, interviews taken place with a users which has influenced your decision of needing a new CMS?: No user research as such, but our current CMS and its component systems are old and regularly failing. The CMS is not mobile friendly, has limited functionality and analytics show a high bounce rate. Internal users of the system are frustrated by periods of downtime, page load time and user interface. We need advice on how which route to take, re technology, and identify a CMS which best suits our needs.
• 8. The project brief does not mention the Digital By Default standards https://www.gov.uk/service-manual/service-standard. Are you asking for a Discovery Phase which is aligned with the Digital By Default Standards and is user need driven? This is a link to the gov.uk discovery phase page for your reference https://www.gov.uk/service-manual/agile-delivery/how-the-discovery-phase-works: We would aspire to meet many of these guidelines and standards as far as is practically possible within our budget.
• 9. Please can we request the information mentioned as: ‘more information re issues and challenges is available on request’. There is mention of ‘internal comms and engagement objectives’. If these are not covered in the project brief can we request these please?: These are covered in the Project Brief
• 10. Will the Discovery Phase be separate to delivery (e.g. design and development) of the new Website & Intranet? There is mention in the experience and skills for the provider to ‘have proven experience in designing and building web and intranet sites’, We would like to confirm therefore that there is no assumption that the discovery phase will be completed by the same supplier needed to design and build the service?: Yes we are commissioning a stand-alone Discovery Phase to help inform a business case for the full design and development. The successful supplier of the Discovery Phase may then bid, along with other suppliers, for the full design/development work.
• 11. Would we have a focus group of users to work with during the discovery phase? Will this group cover a cross section of all user roles accessing system?: This is something we could potentially do, depending on availability of staff etc.
• 12. What is the current security setup? Is there a requirement to access confidential patient information through this system? If so are there any security requirement guidelines available for it?: Our current CMS does not have any interfaces with patient information databases and we do not expect the new CMS to do this within the scope of the current project. User access (editors) is managed via a username/password stored in SQL database.
• 13. What third party integrations are in place as of now? What is share point being used for as of now? What level of integration is expected with sharepoint?: Currently the CMS has an integration with SP, as outlined in the Project Brief, as a document/image store. This has led to issues with page loading times and site downtime. We're keen to move away from this going forward.
• 14. Could we have the list of technologies used in the current system please? The technical stack of the current system and any licensed products within the stack would be good to know.: Server: Server 2003 R2 (IIS6), Quad 2.27 Ghz Intel Xeon L5520, 8GB Memory. SQL Server 2005 .NET 2.0/C#; ; Client Side: Browser, IE11 (Trust Standard), Chrome, Firefox etc.; XHTML, CSS2.1, jQuery; ; Mobile: No current mobile optimisation.
• 15. Do you have any documentation detailing the capability provided by the current system? A full list of supported features within the current system. Is there any multi-lingual requirements within this project? i.e. support for additional languages other than English.: We don't have any specific documentation, but you can look at the EpiServer 6 documentation online: http://world.episerver.com/download/episerver-cms/?Version=6+R2; ; No specific multi-lingual requirements though we do need to consider accessibility
• 16. How many active users do you have on your system? How many are concurrent users?: We have around 100,000 unique visits to our website each month, around 30 regularly active editors of the CMS and 8,000 staff as potential users of the intranet.
• 17. Which CMS do you currently use? Is it a bespoke system or an off the shelf product?: Off the shelf EpiServer 6.2 with a bespoke plugin to display our live A&E waiting times.
• 18. Please can you offer some level of budget indication? It makes it near impossible to gauge the ambition and therefore the process we would run (small/medium/large). Asking for budgets is not a case of giving prices that marry up to that budget.: I'm afraid we're unable to do this due to our procurement rules.