New Sharepoint Intranet

Tender description

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. Early Market Engagement 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 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. Additional T&Cs 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. 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 No questions have been answered yet Budget range up to £20k