Ofcom Intranet Discovery Phase (Reference C20180047)

Tender description

Why the Work is Being Done All work to be completed by 31 March 2020. Ofcom’s current intranet (the Loop) has remained a popular and critical business tool for colleagues for the 10+ years that it has been in service. However, the Loop no longer meets our requirements; it is not flexible enough, it does not offer a personalised user experience, nor is it available on mobile devices . Enhancement / change is envisaged to give a greater personalised experience to users and to fully integrate Ofcom internal online services. Problem to Be Solved We need to understand clearly our user needs, our information architecture, rough order of magnitude (£ROM) for works required (cost and time) for any subsequent development phases as well how to deliver via an Agile approach. Who Are the Users Users are our Ofcom colleagues, some office based, some field based, some work internationally and there are circa 1200 colleagues in total. All will need to use the Intranet resource . Early Market Engagement Work Already Done Existing Team No other suppliers are involved, Ofcom only as follows: 1 x Project Manager 1 x Business Analyst 1 x Technical Architect 1 x Commercial Manager 3 x Subject Matter Experts (SMEs) - 2 x Internal Communications and 1 x SharePoint 2 x Business Solutions Architects Current Phase Discovery Work Location Ofcom Riverside House 2a Southwark Bridge Road London SE1 9HA Working Arrangments We are open to discussions around the format for delivering the work but envisage most will be conducted on Ofcom's premises in London. Successful supplier to be available during Monday - Friday 09:00-17:00, and for any knowledge transfer. Ofcom expects that the supplier may not need to travel to Ofcom regional offices however the supplier must be willing to do so where necessary (for example to Warrington). Supplier will be expected to make use of teleconferencing to minimise travelling. T&S costs should be included within the Capped Price (not claimed as additional expense unless specifically agreed post award by Ofcom). Security Clearance Background verification checks should be carried out equivalent to Government Baseline Personnel Security Standard (BPSS). Additional T&Cs Skills & Experience Demonstrate experience in an Agile environment, where the organisation was new to an Agile approach Show experience working on an Intranet based solution where SharePoint on-line was the foundation technology Demonstrate experience in creating User Personas and mapping the User Journey Demonstrate experience in examining and analysing existing systems to create an information architecture Nice to Haves Show experience of conducting practical Agile Ceremonies without over-reliance on on-line tools Show an example of a good stakeholder management approach in a similar sized organisation to Ofcom Demonstrate experience of providing a customer with a phased program of works where the time to deliver was within 10% tolerance of plan Demonstrate experience of providing a customer with cost estimates (e.g. £ROM) for a phased program of works where the cost out-turn was within 15% tolerance of plan Demonstrate experience of working on a digital project that explores the potential benefits of artificial intelligence related to an intranet or digital workplace specifically. No. of Suppliers to Evaluate 4 Proposal Criteria Approach to Discovery Phase (12%) Team Structure for this Discovery Phase (12%) Approach to estimating the next phases both in terms of time and cost (£ROM) (12%) Estimated timeframe to complete the Discovery Phase (12%) Based on findings from Discovery, your approach to making recommendations on possible success factors / KPIs for subsequent phases (12%) Cultural Fit Criteria Provide evidence of working with a similar sized organisation to Ofcom with a similar deadline (5%) Provide evidence of working successfully with other clients that have similar values to Ofcom which include: excellence, collaboration, empowerment and agility (5%) Provide evidence of successfully challenging the status quo in another similar organisation(s) (5%) Provide evidence of working with teams that have a low level of Agile experience (5%) Payment Approach Capped time and materials Assessment Method Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers No questions have been answered yet Budget range a maximum of £25,000 excluding vat for completion of all work in this discovery phase.