SLaM Website Rebuild

Tender description

Summary of the work Build a new website in line with NHS and appropriate government guidelines. Merge existing content, create new content, adapt existing technology, create new technology, and understand user needs through engagement sessions. Expected Contract Length Live site (staged in two parts). Phase one by end of 2017 phase two completed by April 2018. Latest start date Friday 11 August 2017 Budget Range Between £80,000 and £110,000 Why the Work is Being Done We require a partner to deliver a website that showcases a world leading, forward thinking, and unique organisation, focussed on quality improvement and improving the lives of the people we care for. The process will involving merging technology on two existing websites into one new site. Problem to Be Solved Our current web estate is fragmented, the multiple user journeys are complex and require clearly defining. The amount of essential data and information we need to host and share is huge. A new website with clear user journeys, specialist tools to refer to services and search for clinical information require improvement. Who Are the Users We’re a complex organisation seen as many different things by different user groups. The key to the success of this project is enabling the right people to find the right information. Our priority will always be to our patients (divided into three main areas of Children and Adolescents, Adults and Older Adults) but we’re also a ‘go to’ for many other organisations including local authority partners, researchers and academics. We’re also marketing our services nationally and internationally so a key audience is ‘new business’ and helping people to discover and access our services. Work Already Done Basic documentation of some existing technology and site relationships Existing Team The Supplier will be working with Trust Communications and Media team, supported by Information Technology. Current Phase Alpha Skills & Experience • • Experience of successfully concluding projects in this area (20%) • • Experience in the deployment of solutions in this area. (20%) Nice to Haves • • Demonstrate an understanding of NHS and healthcare (5%) • • An understanding of the requirements provided in this document. (5%) • • Clarity over how you would typically undertake a project of this nature. (10%) • • Expected costs for a project of this nature and the basis upon which you make a commercial offer. (5%) Work Location South London and Maudsley NHS Foundation Trust The Maudsley Hospital, Denmark Hill, Camberwell, London SE5 8AZ. Working Arrangments On our hospital site(s) and your office base as appropriate for different stages of the project. Security Clearance A separate Data Sharing Agreement will be required between SLaM and Supplier. No. of Suppliers to Evaluate 5 Proposal Criteria • Written proposal • Case Study • Work History • References • Presentation Cultural Fit Criteria • • Transparent and collaborative when making decisions (3%) • • Work as a team in a collaborative manner with the Trust and other suppliers (2%) • • Be kind and considerate in liaising and working with patients with mental health problems (5%) Payment Approach Capped time and materials Evaluation Weighting Technical competence 65% Cultural fit 10% Price 25% Questions from Suppliers 1. In the essential requirements, it refers to experience "in this area". By "area", are you referring to the sector/industry? Do you mean NHS experience, healthcare sector experience or something else? By 'area' we mean website design. We are open to any vendor making a bid for the project. We are keen to see a range of bids from all backgrounds. 2. Does the budget outlined include ongoing support of the website, and if so, for how many months? Yes it does. We would expect a minimum 24 months support 3. Essential skills includes " An understanding of the requirements provided in this document 5%. Is there a separate document for suppliers to read and review and if so how do we access this? We will supply a set a further detailed documents which will include a detailed breakdown of some of the existing technology on the site. We will also expect through a discovery phase and workshops that additional technlology could be highlighted and identified. We would expect the vendor to budget with this in mind so that we are provided with the same amount of existing technology in addition to some new development. 4. Is the budget of £80k to £110k for phase 1 only or Phase 1 and 2? Could you confirm this budget is for design/build only. And that there is a separate budget allocated for hosting and support ? What is the contract length? This covers both phases. We see the relationship as an on-going relationship and understand that new developments are likely to be required on an ad-hoc or possibly event third phase. The contract length for support is expected as 24 months minimum 5. Is there any further information available on the scope of the specialist tools required to refer to services? Do these already exist or would the supplier build these as part of the project? A proportion of this technology already exists and is documented. We are open to reviewing these processes, making savings or improvements etc where possible. We will expect some development within this budget. Vendors should be aware that we are required to follow a number of national guidelines (for example following strict protocols when transmitting patient identifiable information) and we would expect anyone bidding to have done their homework and be prepared. 6. Would you allow suppliers to review the basic documentation of some existing technology and site relationships which already exists? We will allow the shortlisted suppliers to view the information and technology we have. 7. Please can I confirm it is the evidence questions required at this stage? Please explain the question in more details and we will respond. 8. What websites are we merging? www.slam.nhs.uk and national.slam.nhs.uk 9. What is the driver for the project? Why are the problems being tackled now and what is the vision for the future? Some of our current web estate dates from 2008 and is no longer fit for purpose. Part of the reason for the rebuild is to use newer technology. We want to position ourselves at the forefront of healthcare technology. 10. You say the amount of essential data and information we need to host and share is huge? Can you go into more detail about the breadth and nature of this? Our websites www.slam.nhs.uk and national.slam.nhs.uk will give you a good idea of the level of detail we are hosting on our sites. We will aspire to reduce the level of content but in reality it will continue to grow due to further demand and national requirements. 11. Do you need any form of translation on the website to help market your services internationally? Also what regions do you offer your services to? We are keen to be compliant with National NHS standards and best practice. We are working in a number of regions including the UAE however we would need to balance work in this area against other priorities. 12. What do you see as the scope of work for this alpha phase, and is the alpha phase the same as what you have described as phase one to launch by end of 2017? We are rebuilding and merging content on two existing websites 13. Will phase two be a separate lot/tender or should we factor that into the budget and scope as well? This is for both elements (phase 1 and phase 2) 14. Do you anticipate any development work being carried out onsite at your location or do you envisage the onsite to be project management and consultancy/meetings, with development happening remotely at the supplier's offices? We are open to either situation. We are keen to build strong relationships with the company we appoint, equally we are happy for development work to be done remotely. If the company were based outside of the UK we would have to consider the impact on a case by case basis. 15. Please can you clarify how the assessment process of submitted proposals will work in more detail? We note the evaluation criteria references a written proposal, case study, work history, references and presentation, however the process only enables 6 x 100 responses? Should these be supplemented with more detailed response in some way? The procurement is broken into two stages - this is stage 1. The detailed criteria refers to stage 2, after the Trust has shortlisted. 16. "The process will involve merging technology on two existing websites into one site" Can you elaborate on this please - what are the two current websites; what are their technologies; what elements need to be merged? www.slam.nhs.uk and national.slam.nhs.uk we will require full content and technology merged as part of the new solution. However there may be some aspects which we remove and others we add as part of discovery. 17. You mentioned that work done to date included " Basic documentation of some technology and site relationships" - is this something you can share at this stage? We will supply this information to the shortlisted suppliers. 18. Do you require the successful agency to hold ISO/IEC27001 certification or similar? No as long as you meet NHS security standards. 19. What percentage of the time are you expecting us to be on site? Is your preference for an agency based in London? We are keen to build strong relationships with the company we appoint, equally we are happy for development work to be done remotely. If the company were based outside of the UK we would have to consider the impact on a case by case basis. 20. Should all questions be submitted in advance of the Q and A call on the 28th of June or asked on the call itself? Preference is for submission before because if they are technical questions we will need to prepare an appropriate response. 21. Do you have any preferences in the technology that is used for the build? We are technology agnostic. Currently we use Open Source but are open to different options 22. Please could you clarify. Is the budget quoted on this opportunity for both Phase 1 and 2? Total budget. 23. Is the budget range inclusive or exclusive of VAT? Exclusive of VAT 24. You mentioned that you will be merging content from two existing websites. Can you please confirm which other website you will be merging with? slam.nhs.uk and national.slam.nhs.uk 25. Please could the document referred to in this assessment question " An understanding of the requirements provided in this document" be supplied? This will be supplied at the shortlisting stage 26. What is the proposed schedule between applications closing (3 July) and work starting (11 August)? This is to be confirmed 27. Will the contract include hosting and support/maintenance? Yes it does. We would expect a minimum 24 months support 28. The tender says that you've done " Basic documentation of some existing technology and site relationships - can this be made available to suppliers? This will be supplied at the shortlisting stage 29. Do you have any fixed integration requirements e.g. existing SSO systems? To be confirmed on the phone call. 30. Does this bid include hosting? If not,, is there an exisitng hosting solution that is required to be used or is it subject to a separate bid? Yes this does include hosting 31. Where you say " The process will involve merging technology on two exisiting websites into one site" Could you clarify? Does this mean more than migrating content or data, and refer to porting some specific functionality? Mainly content, some basic technology from national.slam.nhs.uk and some new functionality. 32. Would you consider shortlisting a small digital agency for this project? We are small in number but large in terms of experience? Yes 33. Please can you provide details of the Q&A call? The call will be held on 28/06/2017 at 11.00am to 12.00pm. Please use the dial in details below to join: 020 3398 0350 PIN: 73610 34. What CMS platform do you currently use and do you have any experience with or particular preference of a CMS Umbraco is our current system. 35. You mention deadlines for two phases, can you clarify the expectations for each phase? We will do this on the Q&A call 36. Could you give us an idea of current technology used and any existing integrations you have and may be looking to carry to the new site? We can provide an overview on the Q&A call and shortlisted bidders will be given further documentation. We would also suggest taking a look at our websites www.slam.nhs.uk and national.slam.nhs.uk to get an idea of the sort of technology we have in place. 37. Could you provide us with any analytics information you have? We will provide this to the shortlisted vendors 38. Who is currently responsible for hosting the site? Currently a third party and to remain a third party - but not the current provider. 39. Can you please clarify whether the budget is for the initial build, with support and hosting as additional costs? What is the contract length? Is there a requirement to provide hosting - if so, are there specific security requirements? Re. Access to clinical information. How is this currently provided? Is there a service we would need to integrate with? The budget stated will cover both phases, hosting and support. It is up to the vendor to spec for how much support and length of support contract however we would expect a minimum of 24 months support. There is a requirement to provide hosting (in line with NHS and relevant government guidance) There is no access to clinical information on this site. 40. The 2 Essential Skills and Experience questions. These will be awarded 20%of the marks but only have an allowance for 100 word answers. Is there any way this can be adjusted in this instance due to the weighting of the responses? The word limit is set by the Framework, and therefore we are unable to adjust this. 41. Research - The brief says "understand user needs through engagement sessions - we assume this means either qualitative or quantitate research will be required, please confirm Yes we would expect the successful bidder to work with us to hold engagement sessions with staff and patients, local health partners etc to fully understand the requirement. We will also supply basic GA documentation. 42. Content- Where you refer to new content development, can you confirm what this means (imagery/video/copy/infographics) and whether the agency will be solely responsible for creating this? This will impact costings - will the expectation be for the appointed agency to do all content migration? We would expect a reasonable proportion of the work to be done as part of the budget as well as making use of additional material. There's an option for an agency to use an accredited third party. We would expect you to work closely with us and we would provide some content migration support. 43. Can you either supply the Basic documentation of some existing technology and site relationships, that is referred to in the brief or confirm what technologies need to be retained, integrated or introduced for the following so that we can scope accordingly o Platforms o CMS o Server/Hosting We will supply this to the shortlisted vendors following the Q&A session. Taking a look at slam.nhs.uk and national.slam.nhs.uk will give you some overview of the sorts of technology we have in place already. 44. Please advise if there are any other technical considerations we need to be aware of (legacy systems etc) This will be provided to the shortlisted vendors. 45. You mention "new business" in the brief - can you please elaborate on this please? Do you mean private healthcare provision? Do you have revenue targets for this? Private healthcare, healthcare opportunities in other parts of the world, building our existing provision in the middle east. No targets. 46. Can you confirm when you will be supplying the additional documentation that has been previously queried (the understanding of which is worth 5% of our score) as this may contain information crucial to our response, and potentially generate additional questions Full details will be issued to shortlisted bidders. 47. Is the membership application form on slam.nhs.uk within scope and if so, once filled in, is there a members area with a login that we need to be aware of? Thanks No this is hosted by a third party so it's an interface. 48. There is a mention in the summary of adapting existing technology - can you confirm at a top level any existing technology that is to be retained as part of this project so that we can understand whether we have the skills to adapt it? We will supply this to the shortlisted vendors following the Q&A session. Taking a look at slam.nhs.uk and national.slam.nhs.uk will give you some overview of the sorts of technology we have in place already. 49. With the functionality currently planned, do you envisage at this stage any requirement for N3 hosting or Active Directory integration for any areas of the site? No but that's not to say we're not open to ideas and if there's a reason to do this we would. 50. Can the Trust please share the Q&As from the conference call held on Wednesday 28 June? The questions from suppliers are summarised into 12 main questions which is shared below. 51. Q1 of 12.Can you please define your online content referral software and any associated database? A1 of 12. There is currently a simple process in place which enables the end user to complete a form (it does not allow the user to create an account or save the referral as they go) once the information is completed the form is allocated to an end user – it’s routed via email, going to a different named person depending on which service is selected from the drop down list. We are open to improvements to the existing process and would welcome better ways to manage this process. 52. Q2 of 12. How is the website currently administered and are they multiple users? A2 of 12. The website has a website manager who is based in the Communications Team and will lead this project on behalf of the trust. They have close links with the ICT team and work in partnership with a number of departments to train individuals who manage delegated parts of the website. The current CMS provides different levels of access and approval functions therefore we will require a CMS that has a good control over delegation. 53. Q3 of 12. Will the management of the two websites include integration and functionality? A3 of 12. The merged websites will contain similar functionality to the existing site, however it is likely this functionality will require modification as it is built around the current website CMS. It is likely that the user journeys will change hence new functionality will be required. Content will be taken from the existing sites and new content required. At the same time as procuring a new website we will be launching a new intranet (SharePoint on Office 365) and are keen to see some suggestions around (one publish) where there is some basic integration between the website and Intranet. 54. Q4 of 12. What content management system do you use? Do you want to use Umbraco? A4 of 12. We currently use Umbraco – we have been very happy using this CMS however we are technology agnostic and are open to explore both free open source and paid CMS. Recognising the need for the site to have a robust CMS to and cope with the demand. 55. Q5 of 12. Are there any 3rd party dependencies/software integration? A5 of 12. There are a number of items ‘plugged in’ to the website for example virtual tours, the ability to embed films using You Tube URLs etc but none of this is ‘fully integrated’ it’s more ‘plugged in’ 56. Q6 of 12. Can you please expand on the budget? Is it for the life of the project/contract? A6 of 12. Budget is to cover the implementation and minimum 2 years support and maintenance. 57. Q7 of 12. In your Essential skills and experience requirements, can you please explain the points below? • Experience of successfully concluding projects in this area • Experience in the deployment of solutions in this area. A7 of 12. • This relates to project controls, governance and successful project management.• This relates to successful implementation for similar solutions. 58. Q8 of 12. In your Nice-to-have skills and experience requirements, can you please explain the point below? • An understanding of the requirements provided in this document. A8 of 12. The ''document'' relates specifically to our published requirements. We want prospective bidders to establish whether they wished to bid. 59. Q9 of 12. Please do you want the project delivered on GDS or agile? A9 of 12. We are open to the way the project is delivered. As an organisation many staff are trained in PRICE II but we also work on agile approaches. 60. Q10 of 12. Are they any upcoming business objectives? A10 of 12. Pooling of resource for our MHSLP, details will be included in the requirements documentation. 61. Q11 of 12. What type of support and how much support is required? A11 of 12. Our expectations for support is a minimum of 24 months support as part of this contract. (It is up to any vendor responding, they may wish to consider offering a longer term of support) Response times within 1hr, 24/7 monitoring a minimum of 12 hrs support per month (giving us flexible hours to use to make technical updates to the website and provide use support) we expect unused hours to roll over. Hosting, server updates, technology refresh etc. 62. Q12 of 12. Please do you want to publish on multiple ( website and intranet) platforms? A12 of 12. As previously mentioned we would be interested to explore the option of having the ability to ‘publish once’ i.e. be able to publish a document such as a policy or news story to both the intranet and website at once (see Q3).