Joint Intranet for Surrey & Sussex Police

Tender description

Summary of the work The development and delivery of a joint Surrey and Sussex Police intranet solution will require a business partner to deliver a number of capabilities: Programme & Project Management SharePoint Development, Delivery & Maintenance Infrastructure: Hardware Implementation & Maintenance Expected Contract Length 24 months (includes development and on-going support) Latest start date Wednesday 1 November 2017 Budget Range £120,000 to £150,000 (est.) Why the Work is Being Done Surrey Police and Sussex Police are increasingly working collaboratively to achieve financial savings and operational efficiencies in policing the two Force areas to benefit tax payers in both Surrey and Sussex. Providing a joint intranet will help drive greater collaboration, improve internal communications both within and across both police forces and enable access from any device from desktops and laptops to tablets and smartphones. It will be the first port of call for employees to access corporate or bespoke messages, applications, directories, policies, operational information etc. Problem to Be Solved Currently both forces have separate intranets. Sussex’s is built on a 15 year old CMS which is no longer supported and requires intervention by the joint ICT team. It is unstable, cannot be accessed effectively through mobile devices and is poor at delivering internal communications. While Surrey's intranet is relatively new it was built on a poor implementation of SharePoint and has architectural issues. It is also not responsive which is a desirable feature of the new solution. It is envisaged that a joint intranet will provide a single point of reference for applications, information and internal communications. Who Are the Users Both organisations need to be able to direct, inform and advise employees about a range of topics and matters ranging from advising on organisational transformation and priorities to promoting operational outcomes and good work. All employees should have access to an intranet representing both forces, particularly those in collaborated roles, and all are required to read routine orders at a minimum. But the intranet should also be a one-stop online portal to receive messages from senior leaders, access core police applications, directories, policies, HR advice and guidance, and feedback dynamically about articles, issues and blogs / vlogs. Early Market Engagement We have engaged with a number of suppliers through pre-market engagement to: Enable both organisations to understand what information should be provided in an RFP to ensure that suppliers comprehensively understand our needs. Acquire input on questions that should go into a RFP that will enable us to identify a successful implementation partner. To ensure that suppliers are aware of our previous engagement with a business partner to produce a business case. To ensure that viable solutions could be supported during implementation internally. 5 suppliers were contacted and invited to discuss high level requirements prior to posting on DOS and raise awareness. 5 suppliers responded and meetings undertaken with each. Work Already Done Some very early technical and information scoping, including server configuration and development platform has been carried out. To date there has been no in depth discovery or independent information architecture review. Existing Team The supplier will work with a small team, which includes but is not limited to: Programme Director, Project Manager, and subject matter experts from both Forces. Current Phase Discovery Skills & Experience • Proven record of delivery of intranet platform across collaborative partnership. Specifically, the UK Police or other Blue Light organisations which delivered technical solution(s) linked to performance improvements and outcomes. • High quality staff, experience in SharePoint specification, deployment, implementation and development and, evidence of technical implementation solution work. • Proven experience of effective engagement with a multi-agency partnership, business and stakeholder management, demand analysis and process mapping. • Proven experience of managing programmes to budget and schedule using agile project management methods and appropriate scope management. • Demonstrate experience of successful delivery of projects over time and with a clear approach to resolution of issues and risk mitigation. Nice to Haves • Show experience of relevant brand management and design principles to enrich the user experience • Evidence a good understanding of best practice information management to assist in the development of structured data • Demonstrate experience of migrating content from an in-house environment to cloud, such that advice can be considered in our approach to data management. Work Location The supplier will primarily be required to work in Sussex and from their own premises but will be flexible and able to attend meetings and workshops in Sussex and Surrey and to work with the programme team in Lewes, East Sussex where necessary. Working Arrangments The supplier will be expected to work on site with our technical and business teams as required. Expenses will be considered in line with Sussex Police rates, which will be addressed within the RFP. Security Clearance Due to the nature of the programme all staff working on the programme must be security cleared to security level: security Check (SC) or above Additional T&Cs It is anticipated that additional specific Terms and Conditions may be added to the standard call off contract. Full details of any such additions will be included within the RFP. No. of Suppliers to Evaluate 5 Proposal Criteria • Functional requirements • Technical fit • Product specifications • Business scenarios • Non-functional requirements • Approach and methodology • Professional services including advice & expertise • Estimated timeframes for the work • Identified risks and dependencies and how they will be managed • Value for money Cultural Fit Criteria • Demonstrate experience of working with law enforcement agencies • Work as part of a team with Surrey and Sussex Police employees • Work in a transparent and collaborative manner • Provide a team that is respresentative of both gender and diversity • Be able to work with staff and stakeholders at all levels Payment Approach Fixed price Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. 1. Are you wedded to sharepoint or would consider alternatives? 2. Will the Forces consider technologies other than sharepoint? As both questions are intrinsically linked, we are able to confirm that SharePoint is the Preferred Document Management System for this requirement. Further details are provided at the next question. 2. 3. Given that this project is in discovery, please can you give some background on why sharepoint has already been chosen as the implementation technology? The current IT Strategy for Surrey & Sussex requires us to rationalise the number of applications that we develop and support. SharePoint is our preferred document management system as we have interdependencies with other infrastructure programmes locally and regionally, of which migration to a 365 Cloud solution is one of them.