Design and Build new Intranet for Wye Valley NHS Trust

Description

Summary of the work Design, build and implement a new Intranet site for Wye Valley NHS Trust that is accessible by all staff, at all sites and remotely via secure mobile access. The solution must be easy to use/edit, have an advanced search facility and hold securely all the latest versions of policies/procedures. Expected Contract Length 4 - 8 months (not including ongoing support) Latest start date 1st February 2017 Budget Range The project has a budget of up to £60,000 for the design, build and implementation of the Intranet. Why the Work is Being Done The Trust's up to date policies and guidelines must be easily accessed via the intranet. The current intranet is unstable, uses unsupported software and staff are unable to access important information quickly and easily. A new intranet is required that is robust, secure, easy to use and maintain. It also needs to provide tools to help keep content consistent and up to date. The intranet needs to be fully accessible on mobile devices in order to support the trusts methods of working. Problem to Be Solved Improve the stability and usability of the Trust Intranet and enable secure mobile access for WVT staff and external parties. This piece of work covers the Intranet. However, the Trust's current external / public facing website is running on an out of date Umbraco platform. There my be follow on work to address this after the successful completion of the Intranet work outlined in this opportunity. Who Are the Users As a WVT staff member I need access to the Intranet (approx. 3,000 people) to find department information, Trust policies and clinical guidelines quickly and easily. As an external party I will need to securely access pages of the Trust Intranet, e.g. GP Practices in Herefordshire and the Clinical Commissioning Group. All uses expect a visually appealing, easy to use intranet where all the current information they need can be found quickly whether using a desktop PC or mobile device. Early Market Engagement Research has been done into the types of Intranet solutions available including Microsoft SharePoint, 'Out of the box' Intranet providers and Open source software. The Trust's preference is for Open Source software due to the ability to tailor the system specifically to WVT's requirements and therefore control the cost and also reducing the need for annual licence costs. The Trust already has experience of Umbraco for it's external website and has a preference to use Umbraco for the Intranet but is willing to consider other Open Source solutions. Work Already Done The Trust has had demonstrations of the above options. Requirements have been gathered and an options appraisal has been completed and approved. An outline business case has been completed. This will be refined as supplier selection progresses and more detailed information becomes available. Existing Team The supplier will work with the Project Manager and team from within WVT Current Phase Discovery Skills & Experience • Have strong web UX design skills. • Have experience of designing public sector Intranets for a diverse range of users. • Demonstrate a strong user-centred design approach and have experience delivering responsive web designs able to adapt to access from different devices. • Have extensive content management system knowledge and skills, e.g. Umbraco etc. • Have practical knowledge of for WCAG level AA accessibility standards and how to incorporate them into the Intranet design • Be able to deliver training for intranet editors including train the trainer sessions • Have options available to agree ongoing support arrangements if required by the Trust. • Be able to assist with cleansing and rationalisation of current Intranet content to ensure only current, relevant signed off data is migrated to new Intranet • Have experience of working with in-house developers and/or other suppliers. • Be able to ssist with data content migration from old to new Intranet Nice to Haves • Produce well-written web content, if needed • Have Umbraco content management system knowledge and skills in relation to Intranet development • Provide examples of recent intranet developments • Provide evidence of working with NHS organisations • Demonstrate experience of designing NHS Intranets / websites • Provide an Account Manager as point of contact • Experience of developing and implementing Umbraco as a platform for public facing / external website • ISO27001 accreditation Work Location Wye Valley NHS Trust, Hereford and remotely. Working Arrangments We will require regular onsite face to face meetings, engagement activities with staff, support for training and data cleansing tasks, but accept that some of the design and build of the solution can be completed remotely. Security Clearance All information supplied by Wye Valley Trust in connection with this procurement exercise shall be regarded as confidential. By submitting a Tender the Tenderer agrees to be bound by the obligation to preserve the confidentiality of all such information. Additional T&Cs Standard NHS supply of goods and services contract will apply. No. of Suppliers to Evaluate 6 Proposal Criteria • How the approach and methodology will deliver our desired improvements. • Project management approach. • Estimated timeframes for the work. • Team structure and supplier capacity. • Demonstrate value for money and cost breakdown. • On-going support options. Cultural Fit Criteria • Works well as a team with client organisations and other suppliers. • Is open and transparent in explaining actions and decisions. • Manages the expectations of customers, partners and stakeholders and is clear about what can be achieved and when. • Have a no-blame culture and encourage people to learn from their mistakes. • Works in an environmentally-friendly and sustainable way. Payment Approach Fixed price Evaluation Weighting Technical competence 65% Cultural fit 5% Price 30% Questions from Suppliers 1. Hi, would the Trust entertain other CMS solutions? Drupal, perhaps? Thanks. Hello,Thank for your interest in our tender & for your question. Although the Trust has expressed a preference to use Umbraco, it is open & willing to consider other alternative open source solutions.Kind Regards,Claire 2. The nice to have section mentions Umbraco. Are (open source, Linux-based) alternatives a realistic option for you or will you automatically favor Umbraco suppliers? Thank you for your question. We are open to considering all available open source options (including Linux based) and proposals that deliver the stated requirements. Any proposed solution will need to be able to run from within our virtual server environment. 3. Am I right in assuming that your current CMS is Umbraco and you are using .Net technology stack? Also, do you require team to be onsite for major piece of work to be delivered? Thank you for your question. Our current intranet is not Umbraco – it is an old bespoke developed CMS. Our current public facing website uses Umbraco & .Net stack (not being redeveloped as part of this work, although there may be follow-on work regarding this). We will require regular onsite face to face meetings, engagement activities with staff, support for training and data cleansing tasks, but accept that some of the design and build of the solution can be completed remotely. 4. Would any preference be given to local suppliers? We are in Brighton and wonder if you are more inclined to work with a closer firm. Hello, thank you for your question. We have no preference with regards to supplier location, as long as they are willing / prepared to travel to site as and when required. As per the information we issued on the framework, we will require regular onsite face to face meetings, engagement activities with staff, support for training and data cleansing tasks, but accept that some of the design and build of the solution can be completed remotely. 5. Do you have any indication of the volume and format of existing content? For example, it would make a difference if there are hundreds of PDF files which will need to be migrated into HTML in order to present them in a responsive framework. Thank you for your question. There are currently a few hundred (maybe as many as 500) PDF files uploaded on to the current Intranet. This includes policies, guidelines & procedures etc. Whilst we have the requirement to access these documents in a secure fashion (non-editable) we are hoping that suppliers will respond suggesting optimal ways of achieving this not necessarily staying with PDF's. The current size of our Intranet content (text) is misleading as there is much duplication & redundant content that is currently being reviewed & updated across the Trust in advance of migration to the new Intranet. 6. Re the answer to question 2, can you give more information please as to why it's essential that the proposed solution will need to be able to run from within your virtual server environment. Can you supply more information on the solution? Assuming for a moment it's a Windows based solution do you have in-house capability/experience of setting it up so that PHP/MySQL based solutions can run on this, as well as be deployed in a repeatable and recoverable way. Or will you need the supplier to do this (and give sufficient access for this to be achievable)? Any open source solution should be fine. We are happy to consider hosted services (these would need to be fully costed) as well as in-house hosting on the trust's VMWare Virtual environment. We would ideally expect any solution to provide some form of resilience so that any element can be taken down for maintenance without affecting user access. We would also expect the preferred supplier to provide full details of environment requirements with enough install details to cover all elements required including the resilience (load balancing).