Intranet redevelopment project May 2022

Description

Summary of the work Redevelopment of the Trust's intranet: discovery, design, build, implementation and hosting, year one. Year two: hosting, maintenance and support. The solution must use Wagtail CMS, be easy to use and edit, have advanced search facility and be accessible by all staff, at all sites, and remotely via secure mobile access. Expected Contract Length 24 months Latest start date Friday 1 July 2022 Budget Range Up to £150k (including VAT) for discovery, design, build, implementation and hosting in year one. Why the Work is Being Done Our vision is to deliver a best-in-class intranet that acts as the hub of information for staff – accessed at any time, from any device, anywhere in the world. The CUH intranet is used by teams and departments for sharing information internally. The intranet requires a full redesign to make it more dynamic and bring it up to date with a modern look, greater accessibility, ease of maintenance and navigation. The current intranet uses unsupported software, contains out of date information, and staff are unable to access information quickly and easily. During the initial Covid-19 outbreak in March 2020, CUH created a staff portal out of necessity, to enable staff working from home access to critical operational information and policies. This has led to a situation where we are running two separate intranets, which adds complexity and confusion for staff. A new, fit-for-purpose 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 Trust’s methods of working. The intranet needs to allow secure access for staff. Problem to Be Solved Redevelop our intranet to improve the experience and access to information for staff, improve performance on multiple devices, and comply with EU accessibility standards. Departments find it difficult to update their sections, particularly adding media; and the site is difficult to maintain and navigate. Users cannot find information or access the information they require. The more fundamental challenges are of having an intranet that meets the current and future requirements of the organisation. Must have functionality: • Content templates (news/bulletin/video/information) • Comment/react/rate news • Forms (feed into database or email) • Embed images and video • Single sign on using active directory • Metrics • Mobile, tablet friendly • Intuitive search, results show location of page • Swap Shop functionality - list 'sale'/wanted items • Link to document storage library, identifies as 'Merlin' documents (PDFs only in exceptional circumstances) • Works on all browsers • Meets accessibility standards • Events calendar • Employee directory • Page publication and review dates, plus knowledge of content owners • User/editor categories for updating pages/sections Nice to have: • Users add news (moderated) • Personalisation (live directory profile) - or choose 'favourites' • Live chat • Social and collaborative elements • Corporate image library. Who Are the Users As a member of staff I need to be able to see up to date information on what is happening across the Trust, access departmental information and other items as required. Departments need a way to communicate information to the wider staff base to ensure all have up to date knowledge. As a user I expect a visually appealing, easy to use intranet where all the current information I need can be found quickly, whether using a desktop PC or mobile device. The intranet will need to link to other systems such as the document storage library (Merlin). Early Market Engagement The Trust already has experience of Wagtail for its external website and would like to use the same CMS for the intranet, making use efficiencies this will bring. Work Already Done CUH has an existing intranet and staff portal that contain much of the information that will be used in the future intranet. CUH’s communications team has carried out some internal workshops with staff to understand the issues they have with the current sites and the wants/needs for any new intranet. There are some key themes emerging which would be investigated further as part of the project: • Simple, logical navigation with improved search • Better structure • Easier to use CMS • Up-to-date relevant content, easy to find • Accessible within the network, plus when working remotely • Mobile-enabled. Existing Team The intranet is managed by a small in-house internal and digital communications team. The supplier will be working with this team to complete the project. Current Phase Discovery Skills & Experience • Experience of delivering intranet projects (discovery, design, build, content migration, hosting, maintenance, support) for NHS organisations of a similar size and complexity to CUH • Proven track record of building and supporting intranet sites using Wagtail CMS • Experience of working with large NHS organisations and knowledge of the health technology environment • Ability to mobilise a project quickly • Knowledge and experience of designing fully accessible intranet sites and which support digital inclusion • Experience of migrating historic intranets • Experience of delivering innovative intranet projects that have transformed the online experience for users, balancing function with creativity and modern design • Expert in configuring and implementing effective intranet search tools • Expert in setting up an intranet for continued improvement using analytics to deliver actionable insights • Provide an account manager as a point of contact • Demonstrable examples of long-term (3+ years) relationships with satisfied clients • Ability to present research findings and insights to a non-technical audience, including senior managers • Ability to deliver high quality but low technical maintenance intranets • Experience of delivering reusable templates that can be re-purposed and used on specific areas of an intranet • Evidence of successful integrations of intranets with other applications • Be able to deliver effective training for intranet editors including train the trainer sessions • Evidence of hosting, supporting and maintaining intranets, including offering a fully replicated development environment for testing upgrades and configuration changes • Recent and demonstrable experience of implementing a public-sector / corporate intranet that complies with the principles of the GDS Service Standard and NHS Digital Service Manual • Knowledge of NHS identity guidelines and evolving technical standards from NHS Digital and experience of implementing these in web projects Nice to Haves • Experience of implementing third party accessibility and website governance software • Experience of using video, images and other media to enhance intranets Work Location Cambridge University Hospitals NHS Foundation Trust, Hills Road, Cambridge, CB2 0QQ Working Arrangments Mainly off-site, with visits to our offices as required by the project. Security Clearance Not required. All information supplied by CUH 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 https://www.gov.uk/guidance/terms-and-conditions-of-digital-marketplace-frameworks NHS standard terms: https://www.gov.uk/government/publications/nhs-standard-terms-and-conditions-of-contract-for-the-purchase-of-goods-and-supply-of-services Accessibility requirements for public sector bodies: https://www.gov.uk/guidance/accessibility-requirements-for-public-sector-websites-and-apps No. of Suppliers to Evaluate 5 Proposal Criteria • Previous experience of similar NHS projects • Previous Wagtail CMS experience • Technical solution and how this meets our functional requirements • Project management approach/methodology, including management of risks • Proposed timescales and indicative project plan • Training, hosting, support and maintenance arrangements • Provide breakdown of year one costs covering discovery, design, build, implementation and hosting in year one • Provide costs for hosting, maintenance and support in year two • Provide blended agency day rate Cultural Fit Criteria • Work collaboratively with the organisation and individuals leading on the intranet redevelopment project • Champion equality, diversity and digital inclusion • Able to work with individuals with limited technical expertise Payment Approach Capped time and materials Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 65% Cultural fit 5% Price 30% Questions from Suppliers 1. Are you locked on WagTail? Would you not consider WordPress? We are looking to use Wagtail as this is the CMS we use for our external website, therefore making use efficiencies this will bring. 2. I notice the first stage is discovery? Are you open to breaking this project down into parts and having different suppliers for each? As a discovery expert, we’d like to assist. We are looking for a supplier to deliver all parts of the project. If some elements are to be outsourced/done in collaboration with other partners, we would ask suppliers to make it clear where that will be the case. 3. Hi there. This appears to be a repeat of the earlier tender requirement. Please could you advise/highlight if there are any changes to your requirements or whether it is identical with the only change being budget approval. This version specifies the use of Wagtail CMS, which we use for our website, and we have refined the essential skill and experience required. The budget remains at £150k but we are now specifying capped time and materials for the budget approach. 4. Good afternoon. Could you please confirm if you have an existing Microsoft 365 tenancy? If so, could you please confirm the number and type of licences (e.g. E3)? Also would you please confirm if you would be considering an Intranet solution hosted on your M365 tenancy? Many thanks. We do not envisage our intranet being deployed in a Microsoft 365 tenant. We are in the process of adopting MS online services specifically for the NHS - N365 Shared Tenant, but the timing of this does not align to our current intranet requirement. 5. You have listed this opportunity as a discovery but the opportunity also implies the successful supplier will be responsible for the delivery of the whole project through to launch. Can you please clarify? The current phase of this project is discovery. As per the summary, we are looking for a supplier to redevelop the intranet, including discovery, design, build, implementation and hosting in year one, along with hosting, maintenance and support in year two.