UK Export Finance Intranet Change Project

Tender description

Why the Work is Being Done UKEF has an aspiration to have the most engaged workforce in the Civil Service and is committed to being a great place to work. The way we communicate with staff as an organisation has a huge impact on engagement, and the results of our latest staff engagement survey indicate that there is room for improvement. The intranet is a key channel for staff engagement; it should be a go-to resource for information staff need. UKEF's current intranet is not fit for purpose, and redevelopment has been de-prioritised for several years and is becoming increasingly urgent. Problem to Be Solved UKEF’s current Intranet platform was introduced in 2010 and migrated to Sharepoint2013 in 2016. The current structure is difficult to navigate, not structured appropriately for current staff needs, and isn’t user-friendly. Because the system isn’t user-friendly, the teams responsible for content aren’t able to properly update their areas, so much of the information is out of date, and the outdated structure and poor search functionality means users can't easily find what they’re looking for. All this creates barriers to engagement and operational risks that staff don't know what they need to to do their jobs and comply with policies. Who Are the Users UKEF's staff - c. 300 people of varying levels of technical abilities. The majority are based in UKEF's HQ, but around 24 work around the UK and under 10 are based in international British embassies. The intranet should be an intuitive go-to resource for information on UKEF policies, divisions, information and internal communications, and other channels should be succinct and drive traffic to the intranet. Staff should receive the information they need to feel well informed but not overwhelmed. It is currently used for team level information sharing to help with team management. Early Market Engagement Work Already Done Existing Team The supplier will be working with a team made up of communications, HR, IT and change specialists. Current Phase Not started Work Location 1 Horseguards Road, London SW1A 2HQ Working Arrangments Co-location in our London office Security Clearance BPSS as a minimum Additional T&Cs The Discovery will be Fixed Price but the Buyer will reserve the right in the contract to use alternative payment mechanisms eg Capped T&M,T&M for future SoWs. A draft SOW has been added to the below link for supplier's to view draft deliverables, these are indicative only and subject to change. https://www.contractsfinder.service.gov.uk/Notice/5d1e06ca-5972-419c-89f4-51dfd88654c3 Skills & Experience Proven track record of advising, planning, desigining and building intranets of a similar nature, using agile methodology, to time and budget Experience in delivering evidence-based research to inform a user-centred design, navigation and content structures; focused on user needs, end-to-end user journeys, motivations and goals Experience successfully delivering user-friendly, responsive and mobile device compatible websites and intranets Experience of delivering expected outcomes for, Discovery, Alpha and Beta phases Nice to Haves Evidence a good understanding of best practice information management to assist in the development of structured data Experience working with central government departments and/or financial services organisations No. of Suppliers to Evaluate 3 Proposal Criteria Approach and methodology, including project management Multi-disciplinary team structure including roles and CVs of the people delivering the work How the approach will ensure user needs are met How the approach meets stated timeframes for the work, notably the ability to mobilise a team quickly to conclude a Discovery phase before the end of 31 March 2019 How risks and dependencies will be identified and managed Approach to identifying, as part of a Discovery, key SMART measures for a redesigned intranet to support business cases for further phases Approach to evaluating, as part of a Discovery, different content management systems and technologies and make an informed recommendation, based on insight and experience How you will approach integrating the intranet with other software systems, including HR self-service system and other departments intranets, providing a seamless user experience How you will approach designing governance models, including for ownership and editorial rights, design standards and guidelines for content creation. Approach to brand management and design principles, including mobile compatibility, to enrich user experience Cultural Fit Criteria Able to work in a transparent and collaborative manner Able to work with staff and stakeholders at all levels and from different parts of the client organisation Able to work with clients and stakeholders with lower levels of technical expertise and explain things clearly Experience of transferring knowledge to permanent staff within a client organisation Able to design services for users that may demonstrate aversion to change Payment Approach Fixed price Assessment Method Written proposal Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers Budget range £150,000-£200,000 (including vat) total; max £50,000 (including vat) for discovery phase. further phases - alpha and beta - would be subject to further internal approvals.