Development of a new website for Healthcare Safety Investigation Branch (HSIB)

Tender description

Summary of the work Develop a new website for the Healthcare Safety Investigation Branch, becoming the main resource for news, information and guides, as well as the repository for relevant forms of collateral Expected Contract Length Two Years Latest start date Mon 30th Jan 2017 Budget Range The budget for this work is £30,000.The £30k doesn’t include VAT but does include two years maintenance. Why the Work is Being Done The website will be central to the HSIB’s communications, providing a trusted platform for news, advice and documentation. The launch of the website is scheduled for 1st April 2017 Problem to Be Solved The type of incidents that the HSIB will investigate affect patients and their families without warning. Without the website, they may not learn of the work done by the HSIB, unable to access the advice, documentation and information that the HSIB is set up to provide. As a central repository, the website can support them get through what is inevitably a very difficult time. Who Are the Users As a patient,carer, family member or an NHS employee, I need to learn about the role of the HSIB in medical investigations so that I can understand the processes involved, who to contact for more information and advice Early Market Engagement No market engagement has been done Existing Team This work is being led by an Interim Communications Officer and is fully supported by the Senior Management Team. Current Phase Discovery Skills & Experience • Have the skills and experience to produce all of the design work on the Website • Have proven expertise in developing a website for a new organisation i.e. no established profile (details of any Public Sector clients would be welcome) • Be skilled in taking the requirements of the 'lay' client and developing a solution that meets the needs of a range of audiences • Have expertise in using web-based tools and facilities to support multiple content formats that enhance the visitor’s experience • Be able to use non proprietary / open source tools to develop the Website, unless agreed with the HSIB • Allow for the development of new facilities without requiring any major impact on the website Nice to Haves Present the HSIB as an authority in its field, using the website layout to deliver often complex information through a jargon-free and easily navigated site Work Location HSIB, The Hub, Farnborough Business Park, Farnborough Working Arrangments The Interim Communications Officer will work closely with the supplier to provide internal knowledge of the demands placed on the website once launched e.g. user requirements for the website design and its content. It is anticipated the work will require 2 days a week on site during the Discovery stage, with up to 1 day a week during Alpha and Beta stages. Security Clearance No security clearance needed No. of Suppliers to Evaluate 5 Proposal Criteria • Approach & methodology including timescales and relevant risks, assumptions and dependancies • How the approach / solution meets HSIBs and its user needs • Team Structure • Enhanced web accessibility to provide assistance for users with a cross-section of difficulties and impairments Cultural Fit Criteria • Be able to work as a team and empathise with HSIB and its stakeholders • Demonstrate a deep understanding of the project brief and be able to challenge positively • Can work with clients with low technical expertise Payment Approach Capped time and materials Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers 1. Dear Sir/Madam, On the requirement "Have expertise in using web-based tools and facilities to support multiple content formats that enhance the visitor’s experience" are you referring to different page layouts that make it easier for end-users to view and read web content? Or are you talking about web forms or other functionality? Our site visitors can range from being very I.T. literate to technology novices, all potentially needing to access important, possibly complex, information. We will want to present our operation and processes by category e.g. Pre-investigation, to help the visitor absorb the information before moving on to the next topic. This may be a simple ‘pop-up’ box, a short video interview, etc.Online forms may also be a requirement along with access to a log in area for staff to access training material 2. Dear Sir/Madam, By "Allow for the development of new facilities without requiring any major impact on the website" are you referring to adding new functionality to the website, e.g. a new enquiry form? Yes, we will expand the website’s features as the organisation develops and want existing users as well as new visitors to feel at ease with the extra facilities, such as forms, surveys, secure log in for staff to access training material 3. Does the HSIB team have a preference for the CMS upon which the website is built? (E.g. WordPress, Drupal etc...) In the early stages, we can discuss how the potential platform(s) can be developedThe main requirements are: It is an open-source product that has a large customer base i.e. a well-developed range of features with skilled developers readily available Non-technical HSIB staff can manage/update content without needing support from the agency It can support a secure log in for staff 4. You indicate that you anticipate on-site working of 2 days/week during Discovery and 1 day/week during Alpha/Beta. Would you be open to suppliers offering on-site meetings/workshops as required for the project, but offering online/telephone project collaboration rather than on-site working? For the Discovery stage, face-to-face meetings will be required to move the project forward quicklySome of the later sessions can be achieved by conference call, with occasional visits needed when complex issues or stages are being planned 5. Please could you advise regarding the hosting requirements of the new site and whether this is to be included within the £30k budget Hosting of the website is included in the budget. 6. Please could you advise if the £30k is to cover only Discovery or is to cover Discovery plus the build of Alpha, Beta and live websites as well as the two years of maintenance It is to cover all three phases and maintenance. 7. You mention Discovery, Alpha and Beta in your description of the work to be undertaken - does the £30k budget need to deliver all three of those stages? If so, will there be additional budget to take the service to the Live stage? The amount is to cover all three stages. As with the rest of the project, the ‘go live’ stage is not a major task, as the first action will be to have a holding page with basic information ahead of the public ‘launch’ of the HSIB. The main function of the completed website is to be a repository for advice and information about the HSIB and its work. 8. Is there any work that has been done to-date, or info that can be shared, on understanding/defining users, user needs, stakeholder needs, content, information architecture, requirements? There is a document that goes into such detail, which will be sent out to those agencies who have expressed an interest and meet our supplier criteria. 9. Dear Sir/Madam, We have submitted our application for this project. In our experience these projects tend to have many more applicants than the number required for you to shortlist (5 in this case). Are there any responses or requests for evidence that you would like us to prepare in advance? We will shortlist suppliers against the 'essential' and 'nice to have' requirements listed on the portal. We may request further information to support the shortlisting process after the 'expression of interest' time window has closed. 10. Is there a brand / brand guidelines developed for HSIB, or will there be before project kickoff? Brand guidelines will be developed during February. The project will include website guidelines and instructions for HSIB staff developed jointly between the HSIB and the selected agency, ahead of the HSIB’s ‘launch’. 11. Please could you clarify if the budget includes hosting? Yes, the budget includes hosting. 12. Is there a brand / brand guidelines developed for HSIB, or will there be before project kickoff? The HSIB brand/logo is under development. The website project will include developing guidelines jointly between the HSIB and the selected agency 13. Please could you clarify if the budget includes hosting? The budget includes hosting 14. What does the "two years maintenance." mean? Does it refer to website hosting or 'support&maintenance' services? If the latter, please specify expected range of services in this field Maintenance includes - resolving any faults arising with the website and its content, testing the solution before adding to the live site; ensuring any new scheduled features added to the site remain stable