Provision of Intranet Website - Ref:DP0297

Tender description

Why the Work is Being Done Derbyshire Constabulary has an ageing intranet system that does not meet the modern needs of the organisation. As such, what is required is a new solution based on principles of collaboration, personalisation and self-service along with a strong emphasis on the intelligent presentation of essential content in a highly discoverable format. Problem to Be Solved The force is transitioning to a more digital workspace, with the intranet as a cornerstone of this. The Chief Officers want more digitally empowered employees who are given the right information and tools to perform their roles to the high standard that we as a force and the public expect. To this end, the new solution must chiefly empower our employees to have a voice, enabling them to collaborate and share ideas across a number of avenues, and giving them the capability to streamline their working day with digital self-service solutions. Who Are the Users Derbyshire Constabulary has more than 3,800 people within the organisation, made up of police officers, PCSOs, police staff, Specials andpolice staff volunteers. These employees are spread throughout the county in a variety of roles and as such will be accessing the platform from a variety of locations, on varying connections through a multitude of devices - from desktop to mobile. Early Market Engagement Derbyshire has engaged a number of suppliers during its discovery phase to: * Understand the latest trends in intranet technology, design standards and information architecture. * Accurately model its requirements around attainable feature sets. * Understand realistic timings and costings for its projected needs. Work Already Done * Internal discovery with users/key stakeholders, to understand the needs of the entire organisation and their experiences with the current intranet system. * Technical preparations in terms of ensuring the correct server architecture and staff training is in place to meet the common demands of a modern intranet. * Cleansing and repurposing the force's Active Directory to provide a useable single sign-on (SSO) and personal identity repository. * Content inventory to understand the scale of the content estate, the contemporaneity of the information and its owners. * Usergroups of system champions and beta testers assembled for future system user testing Existing Team The supplier will work with a small project team, which includes but is not limited to a project manager, content editors and system specialists from across the force. Current Phase Discovery Work Location The supplier will be required to work primarily from its own premises but will also be required to attend the force's main premises in Ripley, Derbyshire, as appropriate within the specified relationship with the supplier. Working Arrangments The supplier will be expected to work closely with the project team and system specialists as required to progress the implementation. There would be an expectation that there will be a degree of working from the Derbyshire Constabulary HQ or ancillary locations both for liaising with the project manager, implementation where necessary and as part of any user testing regime. Any expenses such as travelling costs must be factored into the RFP. Security Clearance Due to the nature of the programme all staff working on the programme must be security cleared to security level: NPPV3 +SC 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. Skills & Experience Proven record of delivery of intranet platforms, preferably within the UK police or other blue light organisations. Proven experience of delivering social, collaborative intranet solutions to empower employees to have a voice, share experiences and best practices, and to facilitate the retention of organisational knowledge. Proven experience of deploying self-service functionality within intranet platforms, significantly form-based interactions. Proven experience of integrating intranets to Active Directory (AD), leveraging the single sign-on (SSO) and user identification benefits this can provide. Proven experience of deploying a native intranet personnel directory, underpinned by AD. Proven experience of engagement with enterprise-level organisations and their employees, showing effective demand analysis and process mapping. Proven experience of managing programmes to budget and schedule using agile project management methods and appropriate scope management. Proven experience of delivering user-centric design, navigation and content structures, based on solid, industry-standard UX principles as well as feedback from structured user testing throughout the design period. Proven experience of successful delivery of projects over time and with a clear approach to resolution of issues and risk mitigation. Proven experience in designing and developing intranets in compliance with WCAG2.0, ensuring the platform is accessible to all. Proven capabilities to offer support helpdesk services post-launch within a ticket-based environment, on a minimum 9-5, Mon-Fri arrangement. Capable of meeting challenging timescales, being able to deploy the first phase of the intranet project by April 4th, following an anticipated project commencement date of early January 2018. Supplier's staff working on this project will need to undergo police vetting Nice to Haves Proven experience in facilitating the communication of the change in intranet to the userbase, increasing the uptake of - and positive experiences about - the new system. No. of Suppliers to Evaluate 5 Proposal Criteria Technical Solution - detailed lists of MoSCoW Requirements will be issued - Potential suppliers can request the list of headings Meeting Functional Requirements - detailed lists of MoSCoW Requirements will be issued - Potential suppliers can request the list of headings Meeting Non-Functional Requirements - detailed lists of MoSCoW Requirements will be issued - Potential suppliers can request the list of headings How the solution meets force needs Challenges, Risks and Dependencies Meeting Force Information Security Requirements Project Delivery, Methodology and Plan On-going Support Provision Experience in delivering similar solutions Cultural Fit Criteria Be able to demonstrate collaborative and transparent working Be able to demonstrate awareness of cultural diversity and inclusivity Be able to descibe own organisation's corporate values Payment Approach Fixed price Assessment Method Written proposal Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers Budget range £100,000 to £150,000