SharePoint Intranet Development

Tender description

Summary of the work Delivery of a responsive SharePoint online intranet for staff members to work collaboratively and access data. Single sign-on and some integration with our 3rd party applications and internal directories is also required alongside migration support and a sandbox environment to support future improvements. Working within Agile Development environment. Expected Contract Length 6 Months Latest start date 01/02/2017 Budget Range £100,000 Why the Work is Being Done To design and build a new intranet on the Office 365 platform using Sharepoint 2013 and provide integration with Active Directory and other business applications. The focus is on delivering content that meets users needs, providing answers to top tasks and processes for internal office users and for our traffic officers out on the road. Using agile methodologies, GDS principles and open standards, the requirements are to interpret business requirements and translate these into out of the box sharepoint web page elements and content types to create site templates and supplement these with web apps and bespoke development where required. Problem to Be Solved To simplify how information is delivered on the intranet, making it easy for users to find content that is relevant to their business area. To provide a platform that can easily be iterated by open source technologies and extended using Sharepoint web apps. To build in-house capability by documenting the development build and permitting iteration by our high skilled digital team. We want to improve the engagement of our staff by making information easier to find and making it quicker to access business systems and information, and working with our ICT teams, build service connections using OKTA and AD connect. Who Are the Users As a Highways England employee I need to be able to easily access business procedures and company systems/information so that I can to be able to do my job. As a Highways England employee I need to understand the culture of my organization and to be able to engage with content so that I can contribute to content and collaborate with people across the organisation. As a traffic officer, I need to be able to find information quickly when on the move, so I don’t need to return to the office at the end of every shift. Work Already Done We have undertaken the discovery phase of the project and using workshops and surveys, identified users top needs. Existing Team You will be working with our digital team in Leeds, UX designer and user researcher in Birmingham alongside our IT department and third party IT support supplier. You will also be working with our business processes team (way we work) who will be responsible for a sub-site of the intranet. You will be expected to participate in sprint calls and project meetings where required. Current Phase Alpha Skills & Experience • Experience of building websites/intranets using SharePoint online and SharePoint 2013 • Knowledge of SharePoint online (new experience) • Experience of building developing SharePoint dynamic templates and task workflows • Experience of working with Azure AD connect • Experience of working with Active directory • Have experience of testing end-to-end service • Have experience of assessing and mitigating security and privacy issues • Have experience using agile methods and building websites using the agile, iterative and user-centred methods expected by Government Digital Standards • Have experience of working effectively as part of a multidisciplinary team • Technical expertise of front-end, UI web development and responsive web design (HTML5/CSS/JS) • Knowledge of web accessibility standards with associated accreditation • Experience of creating data connections in SharePoint • Experience of integrating SharePoint with legacy and third party applications Nice to Haves • Experience of developing content strategies and information architectures for new websites and services • Experience of migrating data into SharePoint 365 • Have experience of successfully delivering digital projects using iterative development • Experience of working with central or local government Work Location Highways England office (Lateral, LS11 9AT). Also the option to work at our office in Birmingham and remotely for some of the development work. Working Arrangments We will expect regular contact throughout the project, especially during the development phase of work. Initially we will have face to face planning meetings at our office. Regular progress reports and ongoing communication with the project and delivery manager will be required, this can happen either face-to-face or remotely via conference call. No. of Suppliers to Evaluate 5 Proposal Criteria • Approach and methodology • Estimated timeframes for the work • Value for money Cultural Fit Criteria • Work well in a collaborative agile team and be confident at communicating and demonstrating developments and ideas • Demonstrate courage and challenge the status quo (e.g. can express controversial views, confront reality, make tough decisions,) • Be respectful of different opinions and constructive in feedback • Have an open approach to team working with non-technical clients Payment Approach Capped time and materials Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. Can you tell us your definition of Capped T&M’s – our understanding is that this refers to suppliers finishing a project early – ie any cost savings generated from finishing a project early will be passed to the buying department. Our understanding is that this does not equate to a maximum price for a project which must be finished regardless of how long it takes (assuming a satisfactory quality of work delivered)? This capped T & M relates to a limited total project costing only and isn’t related to a timescale but an overall project cost. 2. Can you confirm that there is reasonable flexibility on branding, the aim being to provide best value for money within the constraints of SharePoint Online? Branding must in some way be aligned to Highways England visual identity. The design will need to be delivered and reviewed with the digital services team. Ideally, a sharepoint theme may be used to overcome the constraints of sharepoint. 3. Can you confirm other suppliers have been briefed to co-operate/collaborate without causing delay to us (within reason)? Suppliers have been briefed and the sharepoint online environment is already available and in place. Our internal ICT teams are awaiting the supplier appointment. 4. Has the existing team got experience of working with SharePoint online? The digital team has limited experience of sharepoint online. Our ICT teams have advanced sharepoint skills. 5. When you state that you will expect regular contact throughout the project, is there an expectation of the supplier working onsite or (beyond the initial planning meetings) is a mixture of face-to-face and remotely via conference call/skype acceptable? There is no need for the supplier to work onsite. There will be a mixture of face to face meetings when required but mainly contact will be through conf calls and skype. 6. Can you tell us what format the content to be migrated (the migration support mentioned in the summary) is currently in? Content to be migrated is in html with associated CSS files. 7. Is implementing Office 365 SharePoint part of this work? Do you have AAD Connect and ADFS in place already or does the work include help with these? Please give more detail on what integration and/or processes would be required? Implementing Office 365 is a parallel activity. ADFS is in already in place whereas AAD Connect is, planned but not yet implemented. Both of these elements are not part of the scope of this project. 8. Did you complete the 'Discovery' exercise yourselves or commission an external 3rd party to conduct that exercise for you? The Discovery phase was completed by Highways Digital Team. 9. Please can the authority clarify the desired outcome(s) for the SharePoint Intranet Development in terms of the supplier deliverables for this work? (i.e., resource provision and/or product deliverables) Product deliverable. The outcome is to design and build a new intranet in sharepoint online and then handover the service to be managed and iterated by Highways. 10. Please can the authority clarify the budget range (£100,000) in context of the desired outcome(s)? I.e. is the cited budget range intended to cover a specific phase (e.g the Alpha) or the full development and release of the end product? The budget is around £100k and covers up the initial build, including Alpha and Beta release as a live fully functional service. Future iterations will be undertaken by Highways. 11. Please can the authority clarify the support requirements for this work? Once development is complete, the work will be documented and handed over to Highways Digital and our ICT teams to support as an ongoing service. There is no ongoing requirement for the supplier to support this product beyond this contract. 12. Do the other business applications provide an API, Web Service, or a database for integration? No, apart from OKTA and ADFS 13. Are the other business applications also hosted in the cloud environment or on premises? A combination. 14. What are the platforms on which the other business applications were developed? Oracle, VB and .net 15. How do the business requirements exist that need to be interpreted and translated? For example, as documents, web content, both, or other sources? The business requirements exist as project plans, requirements, user stories and are generally stored in Trello and some documentation. 16. Do any mobile apps need to be developed? No 17. Are there any third-party interpreter tools to understand, convert the running documents on organization policies to individual processes, or is an AI feature (artificial intelligence feature) needed to be developed by us? Or is the processed data already in place and will it need to be expanded further by users who will be reading, processing and inputting the data to the SharePoint system manually? The third party tools and processes are already in place. Internal IT will provide support for integrating these tools into Sharepoint. 18. Has any technical implementation or prototyping work been carried out during Discovery or Alpha? If so, what organisation has carried out the work? No technical implementation has been delivered. 19. Can you please specify the 3rd party applications with which SharePoint will integrate? Please also provide the relevant technical details about the 3rd party/legacy applications and any information about how those applications are currently supported. ADFS, OKTA, SAP, Oracle, VB. Knowledge of these systems is not essential as support will be provided by Highways ICT and our specialist service providers. 20. Can you confirm whether it is your preference that all development work be carried out on-site (i.e. at your offices in either Leeds or Birmingham)? No preference as most of the work can be carried out and implemented remotely direct onto the 365 platform.