Replacement Intranet for Cafcass

Tender description

Why the Work is Being Done Cafcass wants to implement a modern intranet, that is closely integrated with Office 365. The new solution should enable staff to accomplish key tasks for effectively, provide personalised views of content, and encourage sharing of knowledge and greater collaborative working. Problem to Be Solved Current intranet is built on SharePoint 2010 which is going out of support in October 2020. It is not well used because of unattractive design, poor search, inconsistent navigation, and because the content is not always written and designed to be read online. Who Are the Users Cafcass has 2,050 staff, many of whom work in a very mobile way. The majority (73%) are busy social workers delivering services to children and families across England. 22% are back office staff, and 5% work in various corporate roles. Early Market Engagement We have spoken to a number of suppliers on the framework and seen demos of the solutions they offer. Work Already Done We have drawn up detailed requirements that will be published to shortlisted suppliers. Existing Team Supplier will be working with a small Cafcass team, and our infrastructure and first line support/integration supplier (Littlefish). Current Phase Discovery Work Location 21b Bloombury Street, London, WC1B 3HF, and other Cafcass offices across England. It is expected that the work will mainly take place remotely, as Cafcass staff including the project team are distributed nationally Working Arrangments We expect the supplier to work closely with the Cafcass team. Some face to face meetings with the project team will be required, but much of the day to day work can be done remotely via Skype/MS Teams. User experience research sessions are likely to take place at the nearest convenient Cafcass offices. Security Clearance SC Security checks are required for any staff who would require access to personal data (e.g. through having SharePoint Online admin priviliges.) Additional T&Cs None Skills & Experience Experience of delivering easy to use intranet solutions that are closely integrated with SharePoint Online and other components of O365. Expertise and experience in UX research and interactive design and testing. Experience of running successful 'agile' projects, and working in partnership with customer teams. Expertise and experience in working with customers to design successful content migrationand implementation strategies. Expertise and experience in designing and delivering tailored 'train the trainer' training Expertise and experience in designing solutions that can be used by staff with accessibility needs Nice to Haves Experience and expertise in supporting the implementation and integration of other Office 365 apps such as SharePoint Online and Microsoft Teams. Experience in designing intranet solutions for organisations that have a large number of remote and mobile workforce. No. of Suppliers to Evaluate 5 Proposal Criteria Technical solution and functional fit Conforms to Cafcass' security requirements Approach to UX research and design Content migration, implementation and training Project management approach Approach to delivering delivering solutions to staff with accessibility needs Relevant case studies and references Value for money Cultural Fit Criteria Good understanding of public and/or voluntary sector organisations delivering services to vulnerable people, and the pressures facing staff in such an organisation. Ability to establish good working relationships with staff throughout Ability to work in a collaborative way with Cafcass team members and other suppliers. Has diversity and corporate social responsibility policies that are in line with those of Cafcass and can demonstrate that they are putting these into practice. Payment Approach Capped time and materials Assessment Method Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers Budget range up to £120,000 over two years (ex vat)