RM1043.8-1-Woking Borough Council - Design, implement, and support Woking Borough Council's website using the LocalGov Drupal platform

Description

Summary of work Collaboratively design and build online service journeys on a new Woking Borough Council website. Use LocalGov Drupal code, templates, and modules, contributing to WBC’s objective of moving customer-facing services online and exploiting recent advances in AI. Work with the in-house digital team to resolve key journeys for a borough council, including council tax, benefits, and housing. Migrate existing content from our Drupal 7 site and develop new features. Upskill the existing team to continue transformation beyond the lifetime of the contract. Provide maintenance, support, and hosting for 2 years. Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is Woking Borough Council Why the work is being done The Council’s Improvement and Recovery Plan includes the objective to move customer-facing services online to deliver further efficiencies and improved customer service. In delivering this work we are committed to the design principles set out in the Local Digital Declaration, a national commitment to best practice in digital which was signed by the Chief Executive in November 2022. The goal of this work is to create accessible, mobile-first digital services (through inclusive design approaches, GDS style principles, and compliance with WCAG 2.1 and 2.2 AA) built on a website that provides easily accessible information for s and is able to exploit the growing capabilities of AI in a local authority context. We are moving toward a digital first future, with residents, partners, and stakeholders being able to resolve issues first time with minimum human intervention. Where human intervention is needed, this is delivered along the same principles and high standards. The business problem Depending on the service area, 60-90 of services offered by Woking Borough Council are delivered by telephony or email, as opposed to online. This is too high, and causes unnecessary cost to the Council, and frustration for s. At the same time, our current CMS is being retired and current support and hosting arrangements will cease in November 2024. Our new CMS will need to be in place before this. It should be future-proofed and not leave us tied to one supplier for the lifetime of the website. We have therefore chosen the LocalGov Drupal (LGD) platform which will give us a portable solution that we can continue to improve. The people who will use the product or service User type: Resident Definition: As a resident, I need easy to find, clear information about local council services so that I can meet my households needs. I want simple and intuitive online services so I can transact with the council successfully, first time, on any device. User type: Local Business Definition: As a local business, I need easy to find, clear information about my councils support offer, so that I can meet my business needs. I want simple and intuitive online services so I can transact with the council successfully, first time, on any device. User type: Council Officer (Back Office) Definition: As a council officer (back office), I need a straightforward and cost-effective way of upgrading and maintaining our website, so that it delivers accessible and useful information to all users. I need to be able to extract data and insights from online services, so that I can determine the roadmap of future improvements. I need to provide access and create authorisation levels for different types of s so that content and forms are only accessed by those that need them. User type: Council Officer (Frontline Services) Definition: As a council officer (frontline services), I need easy to find, clear information about our council services so that I can meet my customers’ needs. I want simple and intuitive online services so I can carry out transactions on behalf of our customers. User type: Head of Service Definition: As a Head of Service, I need to provide a website that meets WCAG 2.2 (later this year 2.1 until then), PCI, and GDPR requirements so that the council meet its statutory obligations. The site needs a fully customisable look and feel to meet our corporate and partnerships obligations. User type: Digital Lead Definition: As a Digital Lead, I need a secure and hosted platform within an ISO-accredited UK data centre so that the website is protected from cyber attack. Any pre-market engagement done Soft market testing was carried out in November 2023 followed by one-to-one meetings with a range of LocalGov Drupal suppliers. We have also engaged with the LocalGov Drupal community via the Slack workspace. Work done so far Content audit and review ongoing – rewriting, deleting, and restructuring content. Which phase the project is in Discovery Existing team Head of Transformation, Digital, and Customer | Head of Digital Services | Design Lead | Digital Experience Manager | Content Manager | Application Support Analyst - Product Address where the work will be done We would expect most of the work to happen remotely, although some meetings and/or workshops may need to take place on site at our civic offices in Woking: Woking Borough Council, Civic Offices, Gloucester Square, Woking, Surrey, GU21 6YL Working arrangements We would expect a digital agency to work with us on this project for as long as necessary each week. We anticipate kick-off and face-to-face meetings for key tasks to be held on-site at our Woking office. We would expect regular (weekly or fortnightly) meetings by phone or video conference. We would be happy to use collaboration tools such as Microsoft Teams, Trello, or Slack to help with communication. Security and vetting requirements Baseline Personnel Security Standard (BPSS) More information about the Security requirements: PCI-DSS compliance if required. Latest start date 28 May 2024 Expected contract length Contract length: 2 years 0 months 0 days Optional extension: 0 years 6 months 0 days Special terms and conditions special term or condition: Digital and ICT staff may require technical skills to work alongside third-party suppliers and maximise the benefits of any new system. This will be built into the procurement approach as part of the ‘Social Value’ provision of the contract. The successful supplier will be expected to initiate skills share with our teams. All bids are to be produced at the supplier’s expense. The Council is not obliged to accept any tender or enter into a contract as a result of this procurement. The winning supplier is obliged to provide sufficient securities to ensure implementation of appropriate technical and organisational measures so that the processing meets the requirements of GDPR and the protection of the rights of data subjects. All expenses following contract award must be pre-agreed between the parties. Invoices are payable in arrears and in any event where undisputed, 30 days from receipt by the Council. Budget Indicative maximum: £150000 Indicative minimum: £120000 Further information: Year 1: Design, build and develop site on the LocalGov Drupal platform, making use of the templates and modules available building itional functionality and tailoring as required support integrations with forms platform and line of business applications providing training for admins and editors: £80-100,000 Year 2: Additional functionalitydesign elements added to the site to meet our requirements: £30,000 – £45,000 Year 1 and 2: hosting, security, and support costs: £10,000 – £15,000 per year Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply