British Transport Police - Intranet Replacement

Description

Summary of the work Replacement Intranet - The Design, Delivery, implementation, hosting and licencing of the current outdated and unsupported intranet for British Transport Police. The solution must be mobile-first and provide best practice that has user experience at its heart intuitive to use for employees on the go. Expected Contract Length 2 years with the optional 25% Latest start date Tuesday 1 August 2023 Why the Work is Being Done British Transport Police has an intranet for employees that no longer meets the needs of the organisation and doesn’t have the basic functionality our people need. It has been built up over many years and lacks clarity of purpose. Content is difficult to find and, importantly, our frontline colleagues cannot access it from their mobile devices. This makes it hard for our (circa) 5,200 employees to perform necessary tasks, receive and access information they need to do their jobs in a timely manner To further build two-way communication, seamless mobile accessibility, and a reliable trusted source of information for all British Transport Police colleagues we require a single place that unifies multiple communications channels. As a society we have fundamentally changed how we consume information and news; social media, apps and podcasts are where people now go to not only obtain information but interact with others, and, in the age of ‘scrolling’, attention spans have decreased. Users also expect two-way communication and interactivity as standard. With this in mind, we need to change our approach and have an intranet that our people can access wherever they are, at any time, as a frontline blue light organisation that is ‘always on’ Problem to Be Solved The full functionality of our current intranet is only accessible on desktop, with a rudimentary version available via mobile devices as of March 2022. Our officers are given personal issue mobile devices only and share laptop devices, which means that our frontline colleagues without laptops (c.3000) can’t access the essential information they need easily. As a result, the average readership of an Intranet story is 766 views, out of an organisation of 5,200+ people. The current intranet software we use, SharePoint 2007 patched to 2010, is no longer supported or updated by Microsoft, which leaves us with significant security risks A ‘Channels Audit’ commissioned in 2020 found that our employees find the current intranet frustrating to use, out of date and not inclusive or tailored to their needs and interests. BTP requires a product which can be used to target specific audiences in ways relevant to them (geographic, employee type, leadership level etc.) rather than having a blanket reach to all employees, where messages become diluted and at times irrelevant for large portions of the Force. Who Are the Users As a frontline employee, I need a mobile accessible intranet with user experience at its heart so that I can view news, briefings, and important updates for my role on the move when I need it. As an end user, I need to be able to access the intranet without having to use a separate sign in. As an end user, I need a product that is user-focused and can alter the news and frontpage to ensure that I do not receive irrelevant information to my team, department, geography, employee type or leadership level. As an end user, I need to be able to find information easily so that I can concentrate on my job rather than spending time searching for documents. We should have the most relevant result appear first. As an end user, I need to be able to use the intranet in the same way I use my off-duty devices so that I can engage with the content more intuitively. As an editor, I need to be able to delete and change pages without only one approver, so that I can publish information at speed when incidents are occurring. I also need reminding to review my content. Early Market Engagement We have spoken to various intranet vendors previously and have viewed a number of products. Work Already Done We have already completed one tender, process which was ultimately unsuccessful due to updated specification needs. We have looked at similar organisations’ intranet offerings and internal communications best practice, and through this have ascertained what the best way forward would be to best suit our people and their needs. Existing Team Project Managers (Internal Communications and Technology) Senior Channels Manager Head of Internal Communications Head of Application Services or nominated appropriate technology colleague Current Phase Discovery Skills & Experience • Knowledge and experience in design, development and implementation of a corporate intranet meeting brand and design principles • Experience of working in line with the Government service standard. • Demonstrable experience of successfully designing, developing, and implementing SharePoint Online intranet sites aligned to large document storage, meeting brand and design principles. • Ability to deliver integration with other M365 applications such as Teams, Forms, Yammer etc • Confirmation of a Microsoft Partner • Evidence of a mobile-led intranet platform, replicating the same information on mobile devices, laptops and desktops without need to double key, and have a like-for-like user experience • Evidence of how all data is transferred, over an encrypted network which meets the satisfaction of BTP for security purposes • How different permission levels are managed and what access they can receive based on user requirements • The Intranet must keep all audit logs securely. Evidence of how this is managed, and what logs are stored and recorded. • Suppliers must declare how data will be administered and secured. They must be single tenancy or definitively separated from other customers data if hosted outside BTP environment • Explain with details of their out of hours provision and customer service point of contact available during UK office hours and with a reasonable out of hours provision • Project staff must have vetting to standard NPPV 2 Full or allow staff to be vetted by BTP to the appropriate NPCC Police vetting level in line with individual access. • The Intranet must store/hosted on secure UK G-Cloud and have evidence of GDPR compliance - Y/N. No will mean failure to proceed. • Intranet must provide accessibility features for users in line with Disability Discrimination Act and must have Welsh as one of the language options - Y/N. No - failure to proceed. • Able to provide ongoing and up-to-date Pen testing information on their solution –Y/N. No failure to proceed. If Y, date of most recent test to be included • Intranet must have ISO27000x accreditation, a certificate for National Cyber Security -Cyber Essentials Plus accreditation and must align to the 14 Cloud principles. Y/N. No - failure to proceed. • Must provide enhanced support for a specified, short-term period throughout and immediately after ‘go-live’ until proven stable - Y/N. No - failure to proceed. Nice to Haves • The Intranet supplier must provide effective training to System Administrators and Editors prior to going live • The Intranet supplier must provide/present training documents into accessible formats. • Provide evidence of having passed a government, local government or NHS digital service assessment. Work Location Remotely with on-site working, if necessary, in London. Working Arrangments The team will primarily work via Microsoft Teams. If it is felt face to face engagement would produce better results, this will likely take place in London, although as we are a national force, we would be open to considering other locations if essential. Expenses would not be compensated by BTP. Security Clearance Security Clearance will be required at level NPPV 2 Full. If this is not already in place, this may delay the process. - Refer to Essential Criteria. Additional T&Cs No element of the work undertaken will be sub-contracted out to a third-party unless this is clearly stated and agreed within the proposal provided or subsequently agreed with BTP. 1. Sign off for the agreed design and build timeline - Payment 1 (25% of cost excluding license fees) Beta testing and pilot– Payment 2 (30%) Go live with new system – Payment 3 (35%) Retention payment on satisfactory completion of the entirety of the project – Payment Four (10%) Licencing payments – paid a year in advance of the go live - Payment Five (full licensing) No. of Suppliers to Evaluate 5 Proposal Criteria • Please describe in how the proposed solution will meet our user needs, including but not limited to • Search ability, including intelligent search, filtering on the search option, advance search and Search alerts • version control on articles and documents • analytics available • allowing users to share content on multi channels (e.g. Teams, Yammer, email – list not inclusive) at once via links • functions that can be customised and tailored and how, such as branding or templates • publishing details, including scheduling • any links to Microsoft 365 • Explain how the proposed solution will meet our technical needs, including but not limited to • a detailed design of the software architecture and an Entity Relationship Diagram to display data connections within the system • user access rights to be internally managed RBAC • software adequately secured and evidenced and must not be accessible outside of the BTP network infrastructure; only accessed on BTP issued devices. Evidence of how information is safely secured • details of their clock synchronicity and how it matches to UK time • hosted on supportable server technology and compatible backwards • Explain how the proposed solution will support the BTP’s records management strategy • a customisable retention period, with historical viewing of data contained within the system, and ability to override, review, and securely delete documentation once reached its retention threshold • options to label any data transferred at an appropriate Government Security Classification or Office 365 label to i.e., ‘Official’ • Experience of transferring knowledge to permanent staff within a client organisation • Gantt chart or other Project delivery plan with details of delivery, including stakeholder engagement with BTP project manager Cultural Fit Criteria • Able to share your detailed knowledge and skills regarding the user-centred design • Demonstrate how you will work with clients with different levels of technical expertise throughout the project • Demonstrate how you will work transparently, collaboratively and share your approach with the project team • Explain in detail using examples of your experience of successful agile delivery in non-agile environments and bridging the two worlds Payment Approach Time and materials Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers No questions have been answered yet.