Replacement Web CMS for Oxford Brookes University

Tender description

Why the Work is Being Done Oxford Brookes University needs to replace the web content management system (CMS) used for its corporate web presence because vendor support for the current solution is likely to cease during 2018. Remaining with the existing solution (Ektron CMS) presents a significant risk for the University. Problem to Be Solved Replace Oxford Brookes University’s web CMS with an alternative solution. Work in partnership with the University’s web and IT teams to select and implement the solution. Who Are the Users The current CMS supports approximately 650 users with a wide range of roles, requirements and skillsets. Details of user needs are covered by the requirements, which will be shared after the initial shortlisting stage, i.e. when the suppliers are invited to share their proposals. Early Market Engagement We've spoken to a number of vendors about their latest CMS offerings (and a few implementation partners/agencies to help determine ballpark costs). Most appear to meet our needs at a high level with some bespoke development (as anticipated), so we intend to identify a best fit CMS/overall solution AND implementation partner with the shortlisting and selection process. Work Already Done Discovery phase complete: interviews and analysis of current users and stakeholders - as well as the early market engagement mentioned earlier - to help derive scope, approach and requirements. Existing Team The supplier will be working predominantly with the core project team which comprises the Central Web Team (Marketing and Communications directorate), staff from IT Services, and CMS superusers representing faculties and directorates. CENTRAL WEB TEAM: Web Communications Manager (leads the team); 2 back-end Web Developers; 1 front-end Web Developer; Senior Digital Designer; Digital Designer; Web Content Editor; Digital Communications Officer. IT SERVICES: Project Manager; Enterprise Architect; Others as required. FACULTIES/DIRECTORATES: 2-3 Web and Digital Media Officers; Others as required. Current Phase Discovery Work Location The majority of the work by the supplier is expected to be undertaken remotely, but we would like to establish frequent co-located development alongside our developers to foster collaboration e.g. lead developer working one week remotely/one week on site*. Instances of regular project meetings should on occasion be face to face on site. *Oxford Brookes University, Headington Campus, Oxford, OX3 0BP. Working Arrangments We would like our developers to be involved in the implementation of the solution so they are involved in key decisions, self-sufficient prior to project closure, and fully able to maintain, upgrade, and continue to develop on the solution. Our developers will undertake appropriate training courses and should be treated as an extension of the supplier's team. One (or more) of the supplier's developers should work alongside them on site on a regular basis. Expenses related to on site development, attending meetings or performing tasks away from the supplier's premises will be borne by the supplier. Security Clearance Additional T&Cs Skills & Experience Analysing existing site features/content, determining improvement opportunities and ensuring implementation follows best practice for the CMS (not migrating/replicating exactly as is if it should/could be done better) Successful planning and implementation/configuration of a CMS for large/complex sites for customers from a broad range of sectors Automating content migration from one CMS to another Designing and implementing CMS solutions for multi-site publishing Designing and implementing user permissions and workflows for CMSs Designing, implementing and refining a successful feature-rich site search Designing and developing bespoke extensions to a CMS to meet specific customer needs, that require minimal re-configuration when upgrading the underlying CMS Developers leading configuration and development of CMS solution must have strong proven experience of the selected CMS, and ideally certification Working successfully and collaboratively in partnership with a client's internal development team to ensure a comprehensive transfer of knowledge and self-sufficiency Integrating a CMS with external systems and services, including authentication and authorization Designing and implementing a secure solution architecture to mitigate current and emerging security threats Developing and implementing a caching strategy for a CMS, managing performance testing and making performance improvements "optimising" Applying usability best practice, conforming to accessibility standards, and maintaining (preferably improving) search engine rankings as part of a CMS migration Designing and implementing a cohesive solution architecture (hosted on premise, externally and cloud-based) appropriate for meeting SLAs given anticipated levels of usage and volume of content Providing user documentation and training to enable a train the trainer approach Planning/managing an incremental launch due to large volume of content to migrate and mitigating challenges of having multiple live systems Providing ongoing support for bespoke CMS development and configuration, and implementing (or advising on) upgrades Nice to Haves Designing and implementing solutions that comply with the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) Identifying and assessing needs against a range of CMSs and providing reasoned recommendations CMS project delivery for customers within the Higher Education sector Developing a CMS-based solution to maintain and publicize complex course information for a university Integrating a CMS with a CRM platform to facilitate a personalized user experience of a website No. of Suppliers to Evaluate 7 Proposal Criteria Technical solution Approach and methodology How the approach and solution meets requirements (user needs, system requirements, legislative compliance, standards adherence) Estimated timeframes for the work How they’ve identified risks and dependencies and offered approaches to manage them Team structure Value for money A solid reputable CMS; system with potential longevity NB. There will be an extra assessment method (no option to add to the list below). Use of a sandbox/demo instance of the recommended CMS Cultural Fit Criteria Pro-active - forthcoming with information, good/bad Transparent and collaborative when making decisions (and in general) Have a no-blame culture and encourage people to learn from their mistakes Work as a team with our organisation Payment Approach Fixed price Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 65% Cultural fit 5% Price 30% Questions from Suppliers Budget range