London Borough of Barking and Dagenham Website Phase 2

Tender description

Why the Work is Being Done The council's digital programme's key deliverable is having a new website fully live by 31 May 2018. The current Wordpress website (www.lbbd.gov.uk), launched in 2014 has 2,000 pages. The new Drupal site will replace this with better: • content, IA, navigation, search • templates/designs (to help reduce the 30+ microsites) • functionality/plug-in compatibility The core Drupal site has been built in a test environment with agreed designs. It requires further front/backend development, configuration, IA, additional designs and security, compliance and refinement tasks. It's currently hosted until February 2018, requiring a new hosting arrangement as part of this phase 2 procurement. Problem to Be Solved Although the homepage, landing and content pages are already designed and built (in test environment), additional work is needed to enable go-live. Additional templates are needed. 3 services need to be explored to have bespoke, engaging styles and content based on user and business analysis/engagement. The process of populating and releasing the new site also requires IA, configuration, redirects, and component integration, rigorous testing to ensure the business-critical site performs well and is stable and meets user and business requirements. The current temporary hosting arrangement needs to become a 2-year arrangement. Who Are the Users Users of the website range from local residents, businesses and visitors who need to interact with the council. The exact user requirements will be captured during the initial workshops held with the service areas. Early Market Engagement Work Already Done Phase 1 has been completed, including delivery of: • custom CMS Drupal 8 platform • temporary hosting solution • agreed homepage designed and built (not launched) • 1 agreed landing page template designed / built • 3 content page templates • Drupal form builder • accordion function • cleansed content Materials available for phase 2: • documents detailing user research outputs, wireframes, high-resolution prototype designs, site taxonomy, agreed standards, design principles • access to the new Drupal CMS, previous WordPress CMS, Google Analytics data • logos and colour specifications • stakeholder details • test profiles for My Account Existing Team The supplier will be working with: • Website Project Manager who is leading the project (who manages 3 interim content editors) • Key business stakeholders within the service area teams • The council's technical/IT supplier, development team and the communications team. Current Phase Beta Work Location The work will be lead out of London Borough of Barking and Dagenham offices (1 Town Hall Square, Barking, IG11 7LU). Workshops with business stakeholders will be held onsite and we anticipate that any user research will need to be conducted with users based in Barking and Dagenham. However due to the nature of the work, we anticipate that much of the work can be produced from the supplier's place of work. Working Arrangments Initial project initiation, workshops and client engagement meetings to be face-to-face sessions held at our offices in Barking Town Hall. Daily stand-up calls as well as check point meetings as the project progresses. Any additional face-to-face meetings required will be planned in accordingly. We envisage that most of the supplier’s work can be completed from their own premises. Security Clearance None Additional T&Cs Hosting/support incident response levels: Priority 1 Critical (e.g entire website unavailable Malware / attack) Resolution within 4 hours (24/7) Priority 2 Urgent (e.g Significantly slow performance/Webform not integrating) Resolution within 8 hours (between 8am and 8pm) Priority 3 Non-urgent (e.g CMS dashboard reporting errors) Resolution with 5 working days KPIs over the full 24-month contract relating to these incident response levels are as follows: Level KPI Failure penalties Priority 1 95% 10% of contract value Priority 2 90% 5% of contract value Priority 3 80% 5% of contract value Skills & Experience Have strong web UX, user-centred and content design skills (wireframe and hi-res) (10 points) Have experience delivering 'mobile first', responsive web designs. (10 points) Web development (front and back) skills and experience for Drupal 8 CMS. (10 points) Have strong user research and site analysis skills. (10 points) Experience and skills in project and product management with experience in effective bug fixing and backlog tasks. (10 points) Have Drupal content management system knowledge and skills. (6 points) Have practical knowledge and experience of W3C accessibility standards. (5 points) Have experience of designing and building public sector websites for a diverse range of users. (5 points) Have experience of working with in-house developers and/or other suppliers. (5 points) Have experience in enterprise-level hosting solutions and business critical support. (3 points) Experience in producing excellent content (2 points) Experience and skills in UX testing/evaluations and developing/working with customer personas. (2 points) Nice to Haves No. of Suppliers to Evaluate 10 Proposal Criteria How the approach and methodology will deliver our desired improvements. (3 points) Project management approach and how risks and dependencies will be identified and managed. (3 points) Meeting timeframe for completing the work. (10 points) Team structure and supplier capacity. (3 points) Value for money, rating to the phase 2 development, hosting, support and rate card for post-project (3 points) Cultural Fit Criteria Works well as a team with client organisations and other suppliers. Is open and transparent in explaining actions and decisions. Manages the expectations of customers, partners and stakeholders and is clear about what can be achieved and when. Have a no-blame culture and encourage people to learn from their mistakes. Works in an environmentally-friendly and sustainable way. Payment Approach Fixed price Assessment Method Written proposal Case study Evaluation Weighting Technical competence 60% Cultural fit 5% Price 35% Questions from Suppliers Budget range total maximum budget is £100,000. suppliers will need to supply a statement to outline their : a. suitability for this work, inc. relevant experience / portfolio b. methods that would be used if appointed c. rate card of individual roles if used after the website is completed d. cost of support, hosting and maintenance (and any standard support agreements used previously) e. cost of delivering the work up to the launch of the new website in may 2018 f. total estimation of cost for the contract g. contractual terms providing reassurance of work quality and compliance