Website & Extranet development

Tender description

Why the Work is Being Done We have an outdated website which is not mobile friendly and an intranet which is hosted internally, both on EpiServer CMS R6 with an integration with Sharepoint for document storage. We want to reduce costs, improve functionality (including search), reduce the size of the sites, improve the infrastructure and support arrangements so that both platforms meet our users needs now and we have flexibility to further develop in the future. We would like to move to a flexible, scalable platform without licensing costs ie OpenSource. We would like a CMS that supports restricted editing options for internal editors Problem to Be Solved Our current sites do not meet the needs of our users, both internally and externally. Neither site is mobile friendly, page loading times are slow, there are increasing periods of downtime due to integration with ageing component systems eg SharePoint. We do not currently have a search function! Lack of control within CMS means that devolved editors in organisation have created content outside of style/brand guidelines, web data currently not served over HTTPS. We do not have the in-house skills or support arrangements in place to develop current platform. Intranet is internally hosted so only available when on internal network Who Are the Users As a patient/relative I need to access A&E waiting times/see consultant info/see maps/parking info/service info/cancel appointment to support patient experience As a clinician/staff member I need to access policy/see staff directory/view updates/do training/access other service info eg HR/collaborate with colleagues so that I can do my job effectively As a GP I need to see info about your services/referral criteria/view performance data so I can manage my patients effectively Other users: Wanting to make charitable donation, private patient, prospective staff member requiring recruitment info Early Market Engagement Work Already Done In November 2016 we worked with an agency to carry out a Discovery Phase. The Minimum Viable Product envisaged includes: • Responsive design and build • High performing search with synonym library • Supports display of live data • Active Directory integration (for staff) • Secure form building functionality • Google maps integration • Centralised storage of documents • Supports allocation of user roles and permissions • Supports easy addition of pages within sections • SSL installed on both sites • Daily/weekly backups with time stamps for quick roll back Also required: taking payments and build of sub-sites Existing Team You will be working with our small in-house project team consisting of Communications (including graphic designer and web content officer), IT (including architecture manager), procurement and key internal stakeholders (ie staff). The project is being managed by the Communications Team. Current Phase Discovery Work Location The majority of the team is based at our Trust HQ in Cheltenham. We manage both Cheltenham General and Gloucestershire Royal Hospitals so meetings/user research are likely to take place on both sites. We would anticipate that much of the work undertaken by the supplier would happen off site, however, with attendance only for meetings or user research purposes. Working Arrangments We would envisage supplier attendance at monthly project meetings, though this could be done via conference call. And possibly at more regular frequency during high activity phases of the project. Security Clearance Additional T&Cs Skills & Experience have proven experience in delivering websites and extranets for large, complex organisations have experience in delivering websites using Open Source/low cost technology have experience in delivering innovative solutions to common issues have a team of experts in-house and not outsource key designs/build elements of the project have experience in user-centred design have experience of delivering websites that meet accessibility standards have experience in delivering projects using an agile project management methodology Nice to Haves It would be good if the supplier had experience reducing content from large sites It would be good if the supplier had experience of coming up with creative, low-cost solutions for low-budget projects It would be good if the supplier had experience working with public sector organisations and familiarity with the NHS brand No. of Suppliers to Evaluate 10 Proposal Criteria The proposed technical solution The proposed approach and methodology How the approach meets our stated objectives How the approach meets user needs Estimated timeframes for project delivery How they’ve identified risks and offered approaches to manage them Team structure and availability Value for money 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 Method Written proposal Case study Reference Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range up to £70k