DDaT19207 - Development of UKRI Internal Communications Platform: Alpha and Beta

Tender description

Why the Work is Being Done UKRI brings together the seven Research Councils, Innovate UK and Research England. UKRI are seeking to implement a new staff intranet as existing sites do not fit the need of a single organisation. This new site will replace existing, separate communications platforms. Problem to Be Solved We need to replace existing internal communications sites, providing an intuitive solution, compatible with our current staff environment (i.e. the use of Microsoft 365 and its integration). The outcome is intended to support aspirations for cultural change within UKRI, reflecting our brand and core values, delivered using GDS’s principles. Who Are the Users All UKRI staff (over 7,000) based around the UK and internationally. Staff will need to be able to seamlessly access the site on our internal networks, ensuring cross-channel processes and tools are in place for staff. Users will be able to access and edit corporate information, filter and access content and 'team' information in a granular manner. Early Market Engagement None. Work Already Done Outputs from an eight-week discovery project to explore and reveal UKRI’s strategic and end-user needs for internal communications. The outputs follow Government Digital Service (GDS) standards in exploring both organisational requirements as well as what the end user needs from a digital platform or service. These outputs will be shared with shortlisted suppliers. The key findings are a result of research involving stakeholder and user engagement and a technical review of existing platforms. Discovery recommended investigation into SharePoint as an option for delivery. Existing Team The UKRI Internal Communications Platform project sits in the UKRI Communication and Engagement Team and works closely with the UKRI Digital Data and Technology function. The project consists of: • UKRI Website Service Owner • UKRI Website Product Manager • Internal Communications Staff Engagement Lead Suppliers will also work with the UKRI brand owners to ensure alignment in messaging and design. Current Phase Alpha Work Location Much of the work should be conducted at the supplier’s own site. However, we expect the supplier to be able to work at the UKRI Swindon office, Polaris House, SN2 1FL for one day every 2-week sprint and for the UKRI team to be accommodated at the supplier’s office when needed. Working Arrangments The project will follow the technology code of practice using agile methodology: daily stand-ups, sprint planning, sprints, demos, retrospectives, show and tells. We expect the company to work five days a week and be available during business hours to give updates and meet in line with agile working. The supplier will need to take a lead by being a role model in agile ways of working and invest time in knowledge sharing and coaching to increase the capability of the UKRI digital team. Security Clearance Baseline Personnel Security Standard (BPSS). Additional T&Cs N/A Skills & Experience Detail how you delivered large-scale intranet solutions in a large multidisciplinary agile team as a digital agency with the following roles: IA, UX, technical, build, development, designer and support. 5% Detail how you have planned and managed a phased roll out of new architecture / transition from its current to future state (including migration planning). 5% Detail how you have delivered a solution that has been successful in bringing multiple sites into one presence. 2% Detail how you have conducted user research alongside analysing existing research to ensure good understanding of users and their needs leading to improvements in user engagement and user satisfaction. 5% Detail how you have created rapid development of prototypes created iteratively via user testing - based on discovery findings to meet user needs (including assisted digital and accessible users). 3% Detail how you have Implemented multi-site/multi-domain publishing on a single platform which, supports multi-media and social integration. 2% Detail how you have provided an easy-to-use, simple interface for content contributors to upload, edit and manage content. 2% Describe your ability to work with internal IT teams to arrange hosting and integration with existing services. 2% Nice to Haves Detail how you would meet GDS service standards. 2% Describe your previous experience in developing SharePoint driven platforms. 2% No. of Suppliers to Evaluate 5 Proposal Criteria Demonstrate how your proposed team’s technical expertise, solution, approach and methodology will ensure the successful delivery of this project. 10% Demonstrate how your team will promote ways of working in an agile environment and how this application will ensure a sustainable outcome. 5% Estimated time frames: proposed programme for alpha and beta phases that outlines the key milestones and how these will be managed to ensure the project is delivered on time. 5% Demonstrate relevant skills and expertise of the team. 5% Provide details of the key risk and a plan for mitigating against them 5% Demonstrate how your Team’s approach or solution meets user needs. 5% Cultural Fit Criteria Demonstrate how your Team will work successfully in engaging with internal senior stakeholders undergoing cultural change and how this will support project success. 5% Demonstrate how you will work transparently, collaboratively and share your approach with the project team and seek actionable feedback. 5% Demonstrate how you will work with clients with different levels of technical expertise throughout the project. 5% Payment Approach Fixed price Assessment Method Written proposal Presentation Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers Budget range the overall budget range for both phases is £75-125k excluding vat as per the below breakdown. the initial contract value for alpha shall not exceed £50,000, exclusive of vat. we expect suppliers to cost the alpha phase based upon the work we have requested and the expected delivery time for alpha. the total contract value for beta shall not exceed £75,000 for the potential extension to beta, exclusive of vat. we expect suppliers at this early stage to suggest a time frame for beta and costings.