New Sharepoint Intranet

Tender description

Summary of the work We require a SharePoint online intranet to be created for our 3 local authority partnership. This will be within our current single Office 365 tenancy and will need to include site templates, structure, navigation and access security to enable the business to carry out content migration. Expected Contract Length Completed by Friday 15th January 2021 at the latest but ideally before Christmas. Latest start date Monday 23 November 2020 Budget Range up to £20k Why the Work is Being Done 3C Shared Services is a strategic partnership between Cambridge City Council, Huntingdonshire District Council and South Cambridgeshire District Council. We want to implement a modern intranet(s) that integrates with our existing Office 365 applications and offers staff a more engaging experience, where they can easily search for and find up-to-date and relevant information. Problem to Be Solved Replace existing intranets, which will be turned off 1 March 2021. The intranet(s) needs to provide a homepage and various other key, collaborative information such as news, staff notice boards, service information, documents, video, blogs, calendars etc. to circa 2,500 members of staff. We are also looking for integration with other Office 365 apps and the ability to search for colleagues contact details from the staff directory. It must have a powerful search function, site-wide navigation and the ability to define and track metadata. The whole intranet needs to be compliant with current accessibility standards. Content migration will be done internally but we are looking for the intranet structure to be set up including templates, functions, web parts, security access structure etc. Some content needs to be shared across the partnership, but some content needs to be locked down to certain partners, services etc. Who Are the Users As a staff member I want to be able to access the intranet and find out information from across the organisation so that I can do my job effectively. This could be keeping updated on latest news or finding out key policy details. This will need to be limited using security permissions for specific partners, service areas, groups or individuals. As a member of staff who does not currently have network access or a laptop, I want to be able to access the intranet and it’s functionality using my mobile device so that I can keep up to date on information while out and about. As a 3C-ICT administrator I need full administration access and an understanding of the system so I can manage, develop and support all of the intranet(s) going forward. As a council/partner Super-User I need to edit intranet content across all sites owned by my council so I can oversee content and templates. As a Content Editor within a service I need to edit web parts, layout and content for my specific service area site so that I can keep my service content uptodate and relevant and understand which content needs to be reviewed/disposed of. Work Already Done Requirements have been investigated and discussed with staff at the organisation, including current issues to be solved with a new system, and a wish list of other features. We have also started a content audit and cleanse process. Discussions have taken place between the Partners and 3C ICT to investigate possible options. Existing Team Project Manager from the business, project team including super users from the councils and ICT staff Current Phase Alpha Skills & Experience • Experience of successfully designing, developing and implementing SharePoint Online intranet sites with large document storage. • Understanding of the SharePoint out-of-the-box features. • Integration with other Office 365 applications (such as Teams, Yammer, Planner etc) • Have experience of using SharePoint for document storage and management Nice to Haves • Capacity for custom development, scripting languages (Javascript, c#, .NET etc), forms, HTML5, CSS, XML. • Knowledge of web services, best practices and governance • The supplier should have at least 2 years’ experience of successfully designing and implementing SharePoint/intranet solutions to similar sized organisations, preferably in local government. Work Location Mandela House, Regent Street, Cambridge. Although with current covid restrictions we are expecting remote delivery of the solution. Working Arrangments We are flexible. We may need to provide a laptop which we can courier to the successful supplier to work remotely on delivering the solution. Expenses will need to be included in the fixed price. Security Clearance DBS clearance is required in order to work with administrative privileges on local government systems. If the supplier doesn't have it then it will be required before any work can commence. No. of Suppliers to Evaluate 5 Proposal Criteria • how the proposed solution meets the requirements • demostrates how they will meet timescales • how they will ensure a smooth handover to support and provide documentation Cultural Fit Criteria • The supplier should be comfortable with remote working and video conferencing • be able to communicate to non-technical people without the use of complex technical jargon • share knowledge and experience where needed to improve delivery Payment Approach Fixed price Assessment Method • Reference • Presentation Evaluation Weighting Technical competence 60% Cultural fit 15% Price 25% Questions from Suppliers 1. I see you have a Q&A session on Wednesday 28th October 2020 from 12pm – 1pm on Teams. Can you please provide the link so I can attend? The Q&A session link is: https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTI3OTdhZTYtODAxNS00ZTg1LWJjYTEtN2QzOTM0MTQxMWEz%40thread.v2/0?context=%7b%22Tid%22%3a%22ce6ebe62-557b-4436-a19c-767eca2cd451%22%2c%22Oid%22%3a%22d0bc6944-3d4a-4bb8-83fb-6c14cae33c0d%22%7d 2. Are you looking to migrate/transfer any content from existing Intranet systems, including existing on-premise SharePoint sites? Yes. This is being carried out by the business. It will be from a current Drupal Intranet and SharePoint 2010. 3. Please can you advise if the call was recorded and when the recording will be released? We can confirm that as mentioned on the call, it was recorded, however we were not planning to publish this to everyone and it is doesn't appear possible to do that on this portal. We have captured all questions that were asked so that we could answer them here. 4. You describe this phase as being an 'Alpha', which is to suggest that a discovery has already been completed? Will that information be shared with potential applicants? We have carried out requirements gathering, and these will be released to suppliers as part of the evaluation stage. 5. What pre-build discovery work has already been completed? (For the avoidance of doubt: user requirements, business requirements, content auditing, migration strategy, information architecture, template scoping for example? We have carried out the following discovery work: User Requirements Content audit and migration strategy (ongoing) Information Governance and metadata (ongoing) Template scoping Investigation of SharePoint functionality 6. Are there any requirements for custom developments and web services? We expect that the basic requirements will be met with out of the box features.  We are not expecting any third party products or off the shelf solutions to sit on-top of this. 7. Is integration required with anything else? O365 products such as Yammer. 8. Who is carrying out Data migration? Internal teams will be copying from Drupal 9. If suppliers were to offer packages is there anything we're looking for above and beyond out of the box? We are not aware that we need anything so we'd assess whatever is offered based on our requirements. 10. What appetite is there for Teams? Yes, we have been using Teams for officer to officer communication for around a year. 11. Further documented requirements such as metadata? These can be provided. 12. Are we planning to use standard layouts? we are happy with these but perhaps with branding or the local authority logo. 13. What are the user permissions across the 3 councils? one Azure AD with different permissions per Local Authority 14. Is there a high level org chart? Yes this can be provided at a later stage. Site layout and org chart with different teams and roles etc. In terms of how the intranet is accessed and client licences: Everyone has an E3 licences, some users are on F1 but we may need to look at options for staff without this such as people working in the community that are not desk-based. 15. How will the responses be evaluated? We are expecting to be able to shortlist the responses we receive and then evaluate and score based on points awarded for responses and price according to the agreed 75/25 split. We are hoping to seek references and invite shortlisted suppliers to give a short presentation of their planned solution. 16. What are the existing intranet environments? City have a drupal site. HDC a HTML front page and SP 2010 site and SCDC have Drupal. 17. Where are the more detailed requirements? We stated on the call that we will try to add to the portal so that everyone can see. **update: it doesn't seem obvious how to do this on the portal. We will provide a spreadsheet with detailed MSCW analysis to shortlisted suppliers. 18. What wider organisational integration has been going on behind the scenes? In 2016 3C came into service to deliver services to 3 local authorities using MVP principles such as buy once use 3 times where possible. Strategic aims to deliver change together. AD integration is shared. 19. Is the intranet for sharing information or facilitating teamworking and collaboration? primarily for sharing information. 20. The work has been set as fixed price. How will that work? There is no movement above the budget. its going to be a case of fitting what can be achieved into the budget. We've done MSCW analysis of the requirements which we'll publish later. 21. Are you happy to accept an "out of the box" solution? Yes as long as it meets the requirements and can be supported going forward. 22. What SharePoint knowledge do you already have within the organisation? Within ICT we have knowledge of 2010 and some migrations to SP online done. We have a digital team but they are not involved with this going forward. Our App support team are going on some training. 23. Do you have existing DMS in the organisation? We have a couple of these across the councils. Such things as sign-off of documents, policies etc have not been considered in our requirements but may be of interest. 24. Are you interested in working out how well the intranet is performing and other analytics? at least some basic reporting please. 25. Are you interested in receiving video links pasted into the responses? This question was in regards to providing links to further information than can be provided in the word limit on responses and we feel that it is up to those responding to figure out what best to do to fit in what they want to say in the answer section word limits. 26. How do you get down from 20 suppliers to 5 shortlisted for evaluation? We'll look at the responses if more than 5 and short list to 5 scoring responses as to how we feel they've measured against what we've asked for.