FR/0502 New Intranet for Forest Research: requirements capture, design, build, populate, launch

Tender description

Why the Work is Being Done With devolution of the Forestry Commission, Forest Research will become a standalone agency within DEFRA. From 1 April 2019 (and before) a range of centrally provided corporate services will be turned off and therefore need to be provided (the intranet is one of these) Problem to Be Solved Replace existing intranet, which will be turned off w.e.f. 1 April 2019. New intranet will use Microsoft Office 365 SharePoint Online and have modern features and be cloud-based (unlike present - hosted on an Oracle platform), including: collaboration, intuitive content management system, standardised/templated, document management, etc. Who Are the Users FR has circa 250 staff. 150 are scientists/researchers, 50 are field staff supporting experiments/projects, and 50 provide support functions and corporate services. They require a modern informative and functional intranet that provides good collaborative spaces, intuitive content management system, documentation management, internal communications platform, and rigorous management/governance Early Market Engagement A conversation with one supplier sourced through G-Cloud. They've submitted a high-level proposal. Subsequently informed them of intent to use 'digital outcomes and specialists' framework as this is a better fit for FR's requirements Work Already Done Existing Team FR project manager/lead for intranet procurement. Stakeholders and users from across the business Current Phase Not applicable Work Location South East England and Scotland:- Alice Holt Lodge, Wrecclesham, nr Farnham, Surrey, GU10 4LH. Silvan House, 231 Corstorphine Road, Edinburgh, EH12 7AT. Northern Research Station, Midlothian, Edinburgh, EH25 9SY Working Arrangments We will require regular contact throughout the project, especially during the early stages of the work. Initially we will have face-to-face planning meetings. Regular progress reports and ongoing communication with the project manager will be required, this can happen either face-to-face or remotely via conference call. A mix of on site and remote working is anticipated Security Clearance Additional T&Cs 1. Notice period for termination for convenience is fifteen calendar days. 2. Supplier Insurances: Minimum cover required: • Employer’s (Compulsory) Liability Insurance - £5m • Third party, public and product liability - £5m • Professional Indemnity - £1m, and to be maintained for 6 years after the end of the Call-Off Contract. 3. Limit on Supplier’s liability: Under Clause 34.3 this shall be £1 million in all cases. 4. Invoicing and payment: The price will be paid in instalments against completion of agree milestones/Deliverables, with the final (balance) payment being made on successful completion and acceptance of the Services Skills & Experience Staff highly experienced in SharePoint/Office 365 intranets: specification, deployment, implementation and development. (15%) Proven experience of managing projects to budget and schedule using appropriate project management methods. (10%) The supplier should have extensive experience of successfully designing and implementing SharePoint/intranet solutions to similar sized organisations, preferably public sector. (10%) Track record of meeting security (and now GDPR) considerations. (5%) Prospective suppliers please note: Shortlisted supplier presentations will take place at Alice Holt Research Station on 22 and 23 August 2018 Nice to Haves Show experience of relevant brand management and design principles to enrich the user experience. (2.5%) Evidence a good understanding of best practice information management to assist in the development of structured data. (2.5%) Demonstrate experience of successfully migrating content from an in-house environment to cloud, such that advice can be considered in our approach to data management. (2.5%) Experience of working with research based organisations. (2.5%) No. of Suppliers to Evaluate 5 Proposal Criteria Quoted timescales - overall duration of the work, from order to completion Technical solution: methodology/approach to delivery of the services the supplier proposes to adopt Detailed breakdown of activities, personnel and costs - CTR (cost, time, resource) activity schedule based on the proposed methodology Clarity on key assumptions made, prerequisites/dependencies and risks to delivery Cultural Fit Criteria Work well in a collaborative team and be confident at communicating and demonstrating developments and ideas. (5%) Demonstrate courage and challenge the status quo (e.g. can express controversial views, confront reality, make tough decisions, etc.). (5%) Ability to capture requirement and provide complementary proposal to the nature of the customer. (5%) Payment Approach Fixed price Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 50% Cultural fit 15% Price 35% Questions from Suppliers Budget range