FCO Intranet Improvements for Tech Overhaul

Tender description

Why the Work is Being Done The work is necessary to ensure the effective delivery of the FCO Intranet as it is replatformed in the Cloud and Office 365 as part of the FCO's Tech Overhaul project, and as the Intranet becomes more accessible via the new FCO smartphones. Problem to Be Solved Some intranet content is difficult to find with dense text and poor formatting which is not user friendly and cannot be easily accessed or viewed from mobile devices. The work will address these issues. The user research element of the work will help inform the design of the new Intranet including identifying challenges, opportunities and barriers to adoption. The findings will feed into the second element - content strategy and improvement - which will make Intranet content more user and mobile friendly - better written, more consistent, and easier to find. Who Are the Users As a user, I need to be able to access guidance to enable me to do my job. This could be HR guidance to help me recruit a new employee, Finance guidance to help me submit a claim, consular guidance to help me assist a British National in distress, or policy guidance to help me draft a submission for a Minister to take a decision on an aspect of UK foreign policy. The information needs to be easy to find, clear and concise, and easy to access and view including from my smartphone or other mobile device. Early Market Engagement As part of the Technology Overhaul project, we have identified a specific need to improve the Intranet. However, no formal market engagement has been carried out as yet. Work Already Done Not at present. Existing Team The supplier would be working primarily with the Knowledge and Information Management (KIM) Team in Knowledge and Technology Directorate (KTD) who will be managing the project. They would also be in contact with Intranet users (to conduct the User Research), and Intranet publishers and content owners (to re-write key guidance) as part of the Content Strategy and Improvement. Current Phase Discovery Work Location It will be a mix of on-site and off-site working to deliver this work. If on-site, staff shall be working at: Main Building, Foreign and Commonwealth Office, King Charles Street, London. Working Arrangments The team would spend some of their time at the FCO to conduct User Research face to face and through focus groups, engage with Intranet publishers and content owners to rewrite and improve content, and for meetings with KIM Team to set the direction for the project and ensure it stays on track. For the remainder of the time the team would work in their usual workplace staying in touch with the KIM Team by phone and email. This would provide the right balance between being on site and seeing the relevant people, and completing the work offsite. Security Clearance The team would not have access to any classified information and would be escorted at all times so no security clearance is required. Additional T&Cs Not Applicable Skills & Experience Provide specific evidence and examples in conducting User Research on intranets through face to face interviews and focus groups - 10%. Provide specific evidence and examples in analysing and evaluating User Research to create a content improvement plan - 10% Provide specific evidence and examples in reviewing and rewriting intranet content to present it in a more user friendly format that can be accessed from mobile devices - 10% Demonstrate how you can start delivering this project at speed, with immediate effect and outline what the key deliverables and timescales - 15% Nice to Haves Demonstrate your expertise (with specific examples) in working with SharePoint 2013 - 5% . No. of Suppliers to Evaluate 3 Proposal Criteria Timescales Value for Money Experience and expertise Approach and methodology Approach and solution meets organisations/ user needs Cultural Fit Criteria Demonstrate evidence and expertise in working with public sector organisations - 10%. Demonstrate knowledge of the Foreign and Commonwealth Office and how it operates - 10% Provide evidence and examples of your ability to add value - 10% Payment Approach Fixed price Assessment Method Written proposal Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers Budget range the estimated budget range of £80,000 to £99,000.