Discovery for a "One DIT" Digital Workplace - Repost

Tender description

Why the Work is Being Done The Department for International Trade secures UK and global prosperity by promoting and financing international trade and investment. The department was created through the merger of parts of other departments and arms length bodies. Our staff work with colleagues inside DIT, across multiple government departments and with partner organisations, and are based both in the UK and in a large number of overseas locations. We've made significant progress in rolling out a global technology platform and we now have an opportunity to review our existing internal landscape and identify technical and cultural barriers to working together effectively as One DIT. Problem to Be Solved We want our digital workplace to enable our colleagues to feel part of One DIT - where everybody is able to communicate, collaborate and transact regardless of their location. We want to run a Discovery across two streams which cover: Technology - what are the technical barriers which remain for us to work together effectively? People - what are the cultural challenges we face? We need to: establish a clear picture of our existing intranet landscape determine if and how we integrate more closely with our existing tools, which include O365 and Sharepoint identify ways to improve paper-based business processes Who Are the Users DIT users in this context include international trade advisors, policy specialists, business advisors, diplomats, office-based business support staff and regional partner organisations. As a user I need: - access to the corporate news and policy / guidance information I need to do my job - tools to collaborate with my colleagues and across departments, suppliers and partner organisations - to be able to easily access these tools regardless of where I am in the world, what department I work for, and what device I am using So that I can work effectively to further the needs of the organisation. Early Market Engagement Work Already Done We've done some initial user user research as part of this project and we will also be consolidating and reviewing user research from when our existing platforms launched, ahead of appointing our Discovery Team. Part of this Discovery work will be to validate the needs we have gathered. We expect to also complete work in the coming weeks which includes: - creation of governance policies and processes - user journey workshops - content improvement work to feed into the Discovery programme. Existing Team The existing team consists of a Product Manager and a Digital Technical Architect, who are currently also maintaining the existing live service. Our wider working group from across the organisation made up of Internal Communications, Technology, Data, Digital, Content, Finance, Knowledge and Information Management (KIM), HR. Digital Workspace (the current intranet) is a WordPress / Ruby on Rails platform which launched in 2017. DIT is completing roll-out of O365 around the organisation, which includes a number of SharePoint sites which include some custom-built SP applications. There may be a need to work with existing suppliers. Current Phase Not started Work Location Windsor House 50 Victoria Street London SW1H 0TL Working Arrangments The supplier team should regularly work out of DIT's offices in London in order to facilitate collaboration with the existing team, although the precise working arrangements are flexible. There may be a requirement to visit DIT's offices across the UK and some offices overseas. Security Clearance All Supplier resources must meet the Baseline Personnel Security Standard (BPSS) but suppliers should note there may be a requirement for certain individuals to have "SC clearance" Additional T&Cs Pricing will be based on fixed price but the Buyer will reserve the right in the contract to use alternative payment mechanisms e.g. Capped T&M or T&M for future SoWs. All expenses must be pre-agreed with between the parties and must comply with the DIT Travel and Subsistence (T&S) Policy. Skills & Experience Knowledge of intranet and digital workplace technologies and how they are used to deliver a brilliant employee experience Experience in delivering evidence-based research to inform a user-centred information architecture; focused on user needs, end-to-end user journeys, motivations and goals Knowledge of Microsoft365, O365, SharePoint and Flow, and how these can be integrated with other internal systems to create microservices Ability to conduct user research with a global set of users Knowledge of new and existing legislation about providing accessible services which meet the needs of all users Experience of delivering data-led personalisation and the challenges around this Nice to Haves Whole-of-market digital workplace technology knowledge, including HR information systems (HRIS), collaboration tools, content management systems (CMS) and authoring tools Experience prototyping, designing and building services which meet both user needs and the GOV.UK guidelines for content design, service design and accessibility. Experience working with central government departments and/or global organisations No. of Suppliers to Evaluate 5 Proposal Criteria Proposed approach and methodology to conduct Discovery, considering both technical and cultural streams of work Multi-disciplinary team structure covering user research, technical expertise, content, data and indication of split of time / contributions How the the team will adapt according to changing priorities Approach to meet user needs How risks and dependencies will be identified and managed Cultural Fit Criteria Work as a team with our organisation and other suppliers Transparent and collaborative when making decisions Have a no-blame culture and encourage people to learn from their mistakes Collaborating closely with colleagues in order to meet users’ needs Has experience of and likes pairing and knowledge sharing Payment Approach Fixed price Assessment Method Written proposal Presentation Evaluation Weighting Technical competence 60% Cultural fit 15% Price 25% Questions from Suppliers Budget range £100,000 - £150,000