DDaT23070 PCA Website Design

Tender description

About adding context and requirements test Pre-market engagement Early market engagement was undertaken, with the following areas explored: 1) In the absence of user research at this stage, an estimated budget range for the project (2023/24 costs)? 2) How long from commencement of the contract would it take to deliver the new website? What would be the likely timings of the steps to delivery? 3) What platform would you recommend the website is built on to be sufficiently flexible for the PCA’s future development need? 4) What advice would you give on drafting our specification for the tender? 5) What principal risks should we account for? 6) Do you have any other recommendations for technical aspects of the specification? Work done so far None Which phase the project is in Not started Existing team From the PCA’s team of c.12 staff based in Birmingham, specific members of the communications and operations team, including the project manager, will have responsibility for management of the project and liaison with the contractor, who will engage as appropriate with the wider team. This team will include a Grade 7 Operations Manager, SEO Regulatory Engagement Manager and HEO Operations Support Officer who already have experience of working on the current website. A large proportion of the content of the current website will be carried over from the gov.uk site in the first instance. However, having an in-house team should allow for new content within the newly developed website to be written in a manner that optimises the site’s search facility and provides an enhanced user experience. The team building content for the website include the Pubs Code Adjudicator, Head of Engagement, Legal Advisor and Regulatory Engagement Manager. If there is the requirement for additional copywriting to be commissioned this will be done externally to the PCA and funded within the budgets contingency. All team costs to be accounted for within the PCA’s annual budget(s) and do not form part of the budget for this procurement. Address where the work will be done Office location or virtually – meetings will take place virtually on most occasions. Where there are any occasional office-based meetings expenses will not be covered. Office Address: Pubs Code Adjudicator Office of the Pubs Code Adjudicator 4th Floor 23 Stephenson Street Birmingham B2 4BJ The website developer chosen will report directly to the Project Manager. Working arrangements Suppliers can work remotely to meet key milestones via an agreed mobilisation and delivery timetable.  Discovery – including user research  Design  Development  Testing  Live deployment  Staff Training As per the principles of Agile delivery Agile delivery - Service Manual - https://www.gov.uk/service-manual/agile-delivery Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS) Provide more information about your security requirements (optional): The PCA staff team all have Disclosure and Barring checks with are at a basic level. Therefore, it is expected that the potential suppliers should hold the same level of disclosure certification.Cyber Essentials and WCAG AA are also required. With regards to UK GDPR requirements, as part of the Civil Service the PCA will meet Article 5(1)(f) of the UK GDPR which concerns the ‘integrity and confidentiality’ of personal data. The personal data received by the PCA shall be: 'Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures'. The chosen website developer should align with GDPR requirements. The GDPR schedule will be released to shortlisted suppliers. Latest start date 2023-12-11 Enter the expected contract length: 6 months Write the term or acronym: PCA Explain the term or acronym: Pubs Code Adjudicator Are you prepared to show your budget details?: Yes Indicative maximum: 100000 Provide further information: The budget for this procurement is £100,000 excluding VAT (£120,000 including VAT) for user research, design, build, testing and launch of the new website. Bidders are asked to specify the budget for each section of the DOS – Discovery, Alpha, Beta and Live. Milestone payments will reflect completion of phases. The budget for this exercise is currently pending approval. Confirm if you require a contracted out service or supply of resource Contracted out service: the off-payroll rules do not apply Summary of work Background The Cabinet Office has granted exemption from www.gov.uk on the ground of the need for separation of powers. The PCA therefore needs to develop its own website. The PCA is the independent regulator responsible for enforcing the statutory Pubs Code, in force since July 2016. The Code regulates the relationship between all pub companies owning 500 or more tied pubs in England and Wales and their tied tenants. The pub companies currently covered by the Code are: • Admiral Taverns Limited • Stonegate (trading name of Ei Group Limited) • Greene King Limited • Marston’s PLC • Punch Taverns Limited • Star Pubs & Bars Limited The Code has two over-arching principles – to ensure: • fair and lawful dealing by pub companies in relation to their tied tenants • that individual tied tenants should not be worse off than they would be if they were free of the tie (the ‘no worse off’ principle). The PCA is sponsored by the Department for Business & Trade. The PCA has a statutory duty to provide arbitration in Pubs Code disputes between regulated pub companies and their tied tenants, either by arbitrating in person, or by appointing another arbitrator to do so. PCA is a small independent public body with 12 staff based in Birmingham. The PCA’s target audience is businesses in the tied pub trade, and in particular tied pub tenants who have Pubs Code rights. The PCA publishes a broad range of information on those rights, and information about the operation of the Code and Adjudicator for the benefits of stakeholders. The PCA, with appropriate consent from the parties, publishes arbitration awards and summaries to promote transparency on the arbitration process within the industry. The PCA offers an enquiry service supported by a webform. Its resources for engagement with stakeholders are limited and it seeks to maximise its reach. Permitting tied tenants to easily self-service information on their rights, understand and respond to the Code’s strict statutory deadlines, will support this aim. Latest start date 11/12/2023. From start of the contract process it is envisaged this should take no longer than 4-6 months to launch of the new website. This timescale would include 1 break clause of 2 weeks Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is Pubs Code Adjudicator Why the work is being done In light of the PCA’s quasi-judicial powers as arbitrator as well as regulator, the PCA has a particular need for a visually unique web presence. The PCA is consequently intending to procure the user research, specification, design and hosting of a new website. The PCA wishes to commence that process shortly, to begin by 11th December 2023 with completion 4-6 months thereafter, and conduct it through the Crown Commercial Services’ Digital Outcomes and Specialists framework, DoS 6. The Cabinet Office has advised that the PCA may choose between its own private domain name, or a bespoke domain on .gov.uk. This decision will be made after user research conducted as part of this contract. We would expect progress meetings, 3x per week, via Zoom/Teams and would set out the deliverables and timescales expected at the outset. A report will be required on discovery after user testing, and after each stage of project completion (required within 5 working days of each stage completion). The business problem you need to solve Subject to user testing, the PCA wants to develop a website which will: • Appropriately balance the need to show its status as an independent public body and quasi-judicial decision maker, and its understanding of the business life of the tied pub tenant. • Present Pubs Code rights as they interact throughout the tenancy lifecycle with easy self-service Pubs Code information. • Allow for a site keyword search facility, including search of published Pubs Code arbitration awards. In order to support transparency and promote understanding of Pubs Code arbitration, the PCA seeks to publish (with appropriate party consents) full or summary arbitration awards (which can be found at https://www.gov.uk/government/publications/judgments-in-arbitration-appeals-and-publication-of-arbitration-awards/judgments-in-arbitration-appeals-and-publication-of-arbitration-awards). • Include the PCA's web enquiry form (interacting with the PCA’s case management system iCasework) and any standard plug-ins recommended after user research (such as pop-up surveys). • Allow for the future development of the website under a separate procurement (e.g. online case management of the arbitration service, user accounts, secure user portal). • Link appropriately with the existing PCA landing site on .gov.uk. • Permit sign up for email alerts First user type: Pub companies and their tied tenants Enter more details about this user type: tied pub trade industry professionals, the public and interested bodies Questions and Clarifications 1. Accessibility-wise, does the website need to be audited by a third party? No. Last Updated: 5 September 2023, 15:06 2. Can you share the outcomes of the early market engagement that was outlined in the statement of requirements? A version of the outcomes will be available to shortlisted suppliers. Last Updated: 5 September 2023, 15:06 3. With regards to Nice to have requirement 1 - participating in a service assessment: does the Authority expect the service to be subject to a service assessments and if so on what grounds? Yes - the service assessment is useful for the PCA to receive an account of the website build, its process and any lessons learned. Last Updated: 5 September 2023, 15:04 4. Is a penetration test a required deliverable? Yes, as the security of the site is a priority for the PCA. Last Updated: 5 September 2023, 15:04 5. What platform do you use for mailing list management (eg Pardot, Mailchimp etc) On our current gov.uk site we use GOV.UK Notify to send emails to users - both members of the public and publishers. Historically, we’ve also used Amazon SES directly to send emails, but that is being phased out in favour of GOV.UK Notify. However, the new website will require a compatible platform, for which we are happy to take advice from the developer on. Last Updated: 5 September 2023, 15:03 6. Do you require a content migration workstream as part of this project or will you be transferring content into the new platform yourselves? The PCA's Project Manager will lead on migrating the current content to the new platform, in conjunction with guidance from the developer. Last Updated: 5 September 2023, 15:03 7. The tender is focussed on the design, build and launch of the new website. In the “additional information on the budget” section there is no mention of hosting. Can we assume that hosting is outside the budget? Hosting is outside of this budget. Last Updated: 4 September 2023, 15:17 8. In the Essential Skill section you reference “penetration testing”. Can we assume the cost for external penetration testing falls outside the budget? This procurement exercise covers the user research, design, build, testing and launch of the new website. Therefore as part of the testing element penetration testing or alternative security testing falls within this budget. Last Updated: 4 September 2023, 15:17 9. There are a number of forms on the gov.uk website at the moment e.g. Your Enquiry (https://www.rohs.bis.gov.uk/pca-enquiry/) are you anticipating these will all form part of the new website instead? Or will the new website link to these transactional forms on the gov.uk website? All content / forms will be accessed from the new website. We would like there to be a facility which enables redirection from the landing page of the gov.uk site to the new website. Last Updated: 4 September 2023, 15:16 10. Is the ambition that the full or summary arbitration awards will be published on the new PCA website when live versus gov.uk? All of the full and summary arbitration awards will be published on the new website. Last Updated: 4 September 2023, 15:15 11. You mention that the web enquiry form should continue to interact with iCasework. Can you share any details on the integration options? iCasework uses CreateCase API which we can share further information on with the chosen developer with regard to integrating with iCasework. Last Updated: 4 September 2023, 15:15 12. Please can the authority confirm if the 750 character count will be enforced on this tender? As per the framework guidance, the 750 character count will apply to this tender. Last Updated: 4 September 2023, 15:14 13. Will there be an opportunity to arrange a call with you to discuss your requirements in more detail, ahead of submitting a formal response? In the spirit of equal treatment we are unable to offer a call at this stage to suppliers, therefore suppliers are encouraged to ask as many clarification questions in writing in order to understand the requirement and provide a response. Last Updated: 4 September 2023, 15:13 14. Do you have existing visual assets, such as photography, for the project? The PCA has a limited number of visual assets such as photographs. The PCA is envisaging the use of stock images and creative design; in addition its own photographic / video library will be created under separate contract. Last Updated: 4 September 2023, 15:12 15. Are there any brand guidelines? If there are - can you share them with us? If not - are you expecting this to be produced as part of the project? We are intending to rebrand before the website design stage, under a separate communications contract to be let in October. The PCA may use the Discovery exercise under this contract to test design concepts. Last Updated: 4 September 2023, 15:11 16. How many stakeholders would it be valuable for us to talk to to help confirm your business and user requirements? We would be expecting the developer as part of the discovery stage to engage with numerous interested stakeholders as appropriate and agreed with the PCA. This includes representatives from the 6 regulated pub companies, tied tenants of the pub companies, trade bodies and other interested parties. A specific number cannot be put on this at this stage Last Updated: 4 September 2023, 15:05 17. Regarding sharing various information and/or documents with “businesses in the tied pub trade, and in particular tied pub tenants who have Pubs Code rights” - do you anticipate any of these documents/pages will need restricted access? Or will they all be public? All documents within the website will be available to the public as they currently are on our gov.uk site. Some documents will be redacted, but this will be completed by PCA staff prior to any upload. Last Updated: 4 September 2023, 15:04 18. Where you say “Demonstrate your experience in designing and building customer focused web applications that meet WCAG 2.1 AA standards as a minimum and in line with the Technology code of practice.” - does this include the admin system as well as the frontend website? This includes the admin system as well as the frontend website. Last Updated: 4 September 2023, 15:03 19. Where you say 'Allow for the future development of the website under a separate procurement' - do you have any restrictions on CMS (Content Management System) that you would like for the new website? Future development of the website will allow it to be interactive rather than just informative. There are no known restrictions on CMS except those that would apply to a new PCA website on gov.uk if that should be preferred choice. Last Updated: 4 September 2023, 15:02 20. You mentioned PCA's web enquiry form and its interaction with your casework management system iCasework: Do you expect all form entries to be saved in iCasework? All form entries must be saved in iCasework. Last Updated: 4 September 2023, 15:01 21. Do you plan to keep the existing enquiry form or do you intend for it to be completely replaced by the website form? The PCA will be utilising a new CMS system called iCasework in late 2023 which will include a new web enquiry form. We would seek to include a similar format within the website. Once the CMS system is live the format will be shared with the developer. Last Updated: 4 September 2023, 14:59 22. Have there been any problems or frustrations with the current enquiry form? There have not been any concerns with the current form. Last Updated: 4 September 2023, 14:58 23. Would the new enquiry form include the same fields and broad functionality as the current form (e.g. autoresponders, process for storing responses, form steps)? If not, what significant additions/changes would you like and why? New form broadly similar to previous form. Last Updated: 4 September 2023, 14:58 24. When you say “Include the PCA's web enquiry form”, could you please clarify that you mean you want a new version of this form? The PCA will be utilising a new CMS system called iCasework from late 2023 which will include a new web enquiry form. We would seek to include a similar format within the website. Once the CMS system is live the format will be shared with the developer. Last Updated: 4 September 2023, 14:57 25. On your existing website there are some PDF documents with accompanying HTML versions. Do you anticipate having any files on the new website that contain only a PDF version, and no HTML duplicate? Do you expect the site search to pick up search strings in these PDF documents? Whilst the PCA is looking to move towards ensuring that most documents will be in HTML at some points there may be only a PDF version. We would like the site search to pick up search strings in all documents. Last Updated: 4 September 2023, 14:55 26. For the site search, is the primary reason to search the Pubs Code arbitration awards? If yes, how many content items do you expect there to be? Whilst users do search for arbitration awards on the website, there are other elements with equal importance which are viewed on a regular basis, this includes informative factsheets and publications. Please see website address: https://www.gov.uk/government/organisations/pubs-code-adjudicator Last Updated: 4 September 2023, 14:54 27. What kind of content types do you envisage on the website, apart from the awards? Example of content types can include: news, events, etc Please see website address: https://www.gov.uk/government/organisations/pubs-code-adjudicator. Additional content types may be identified through the Discovery exercise. Last Updated: 4 September 2023, 14:53 28. Is it a requirement to have Cyber Essentials? Yes, this is a requirement in order to guard the PCA against any potential cyber threat. Last Updated: 4 September 2023, 14:50 29. You mention 'If there is the requirement for additional copywriting to be commissioned this will be done externally to the PCA and funded within the budgets contingency.' - should we be baking this contingency into our budget or would that be separate? This would be completed as a separate piece of work and not part of the budget for the website build. Last Updated: 4 September 2023, 14:49 30. Your brief mentions a report to be produced following each stage of project completion, could you detail what you'd like to see in these reports? We would like to receive evidence that deliverables and objectives for each stage have been fulfilled and consider how they impact upon the next stage. This includes a review of project objectives: how has the project performed against planned targets and tolerances for time, quality, scope, benefits and risk? Any lessons learned during this stage should be identified. Last Updated: 4 September 2023, 14:48 31. Does the iCasework case management system have an API we can integrate with? iCasework uses CreateCase API which we can share further information on with the chosen developer with regard to integrating with iCasework. Last Updated: 4 September 2023, 14:48 32. You mention "We would expect progress meetings, 3x per week, via Zoom/Teams and would set out the deliverables and timescales expected at the outset." Do you have a preferred format and length for these meetings? We would expect that the website developer and the PCA would agree the structure and arrangements for planned meetings in advance. The PCA's preferred times are between 10am - 4pm, but there is flexibility. It is envisaged these meetings will take no longer than 30 minutes, unless there is a specific issue related to the stages of delivery that require attention. If there is no update to give a meeting can be cancelled via email to the project manager informing them of this. Last Updated: 4 September 2023, 14:47 33. Are we to Answer just the questions in Attachment 3 which has the Essential and Nice to have questions? or Are we to Answer all the questions defined in Attachment 1 that include the Technical Criteria, Cultural Fit Criteria, & Social Value Criteria? Bidders are required to respond to the Essential Skills and experience, and Nice to have skills and experience criteria questions only at this stage, as per the framework guidance. Technical, Cultural Fit and Social Value criteria will be answered as part of the next stage. Last Updated: 25 August 2023, 10:37