FHFT - Trust Website and Intranet Redevelopment

Description

Summary of work Redevelopment of the Frimley Health NHS Foundation Trust's main public-facing website and staff-facing intranet, including: discovery, design, build and implementation. Where the supplied staff will work No specific location (for example they can work remotely) Why the work is being done The Trust website was originally built in 2015 when Frimley Health was formed with the merger of Frimley Park Hospital and Heatherwood and Wexham Park Hospitals. It was a clean representation of the new Trust and the work it's been doing since then. But the use of our website has increased. It has organically grown and can now be a confusing and frustrating experience for our patients. It no longer meets the accessibility requirements. The Trust intranet was launched in 2017 again as a result of merging information for the wider Trust. It has also grown out of it's own structure and fails to meet accessibility guidelines. The business problem Our website and intranet are key communications tools, often the first point of contact for information for our patients and our staff. It is important that we deliver a responsive website that is informative, easy to navigate and useful for all patients and other stakeholders. It must be modern, easy to understand and a consistent experience for those engaging with all our services online, creating an environment that allows easier collaboration with our people and hospital. Our website must also reflect the emotion that comes with the hospital, providing reassurance both to patients, families and carers. Our intranet supports the Trust's delivery of care, enabling staff to find information and guidance as well as news about events and forms. It must meet and excel at it's supporting role. The people who will use the product or service User type: Patient Definition: As a patient I need to find advice and information about the services available for my care on all or any of the Trust hospital and community sites. It really needs to be easy for me find and read. User type: Visitor Definition: As a visitor I need to know where my relative will be, where I can park and how much it will cost and where I could get a coffee so that I can be prepared for visiting my relative. I'll need to be able to read this on my phone when I get to the hospital. User type: Prospective Employee Definition: As a prospective employee I want to know about the Trust, what it has to offer for employees and what services it runs along with seeing the current vacancies. User type: Media/Press Definition: As a journalist I want to know what the latest news is from the Trust, along with the latest research being undertaken. User type: Staff Definition: As a member of staff I use the website to access links to staff systems. As a user of the intranet I need to find all the latest news, guidelines and policies, how to book annual leave and how to contact colleagues when I'm at home. Any pre-market engagement done A pre-market engagement event was held on 7 November to help us with ideas for the specification and requirements document. Work done so far A pre-market engagement event was held on 7 November to help us with ideas for the specification and requirements document. Which phase the project is in Discovery Existing team The current Trust website and intranet are managed and updated by a small group of staff within the communications team. A new role has been created to project manage and work with the supplier alongside the team. Address where the work will be done Frimley Health NHS Foundation Trust, Frimley Park Hospital, Portsmouth Road, Frimley GU16 7UJ Working arrangements Mainly off-site, with visits to one of our hospital sites as required by the project. Security and vetting requirements No security clearance needed Latest start date 2 April 2024 Expected contract length Contract length: 1 years 0 months 0 days Optional extension: 0 years 6 months 0 days Budget Indicative maximum: The contract value is not specified by the buyer Indicative minimum: The contract value is not specified by the buyer Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply Questions and Clarifications 1. Does the intranet or website currently integrate with any other platforms, if not, is there scope for them to do so? Not currently. This may be something to consider. Last Updated : <strong>08/12/2023</strong> 2. Have you conducted any user research or stakeholder engagement to identify user needs, or would you expect this as part of this project? We have started this but would like to be able to have some focus groups and further discovery as part of this project Last Updated : <strong>08/12/2023</strong> 3. Please could you confirm what the budget range is for the website and intranet development On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>08/12/2023</strong> 4. Are you able to disclose a budget for this project please? On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>08/12/2023</strong> 5. Please can the Trust share the budget for this procurement? On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>08/12/2023</strong> 6. Hi Can you please confirm the budget for this opportunity? Kind regards Bid Team On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>08/12/2023</strong> 7. Hi Are you able to advise regarding proposed budget please? Thanks Bids Team On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>08/12/2023</strong> 8. Please confirm the outline project budgets. On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>08/12/2023</strong> 9. We notice there is the same 750 character count for each section despite one section having 9 questions and the other having 4 this implies the character count is per question not per section is this assumption right? The 750 character count is in relation to responses to each question, not the section. Last Updated : <strong>08/12/2023</strong> 10. Could you please share what the budget might be? I'm sure you can appreciate that this is a factor in our bid/no-bid decision. On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>08/12/2023</strong> 11. We are interested in this opportunity. However, as part of our qualification process, we need to consider what the budget is. Are you able to give an estimate please? On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>08/12/2023</strong> 12. Good morning, Please can you confirm what the allocated budget is for this project? Many thanks On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>08/12/2023</strong> 13. What is the current intranet platform? Azure Last Updated : <strong>08/12/2023</strong> 14. Hello, are you able to provide any indication of what the minimum and maximum indicative budgets are, please? On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>08/12/2023</strong> 15. Are there any softwares (e.g. Sharepoint, Drupal, Jadu) that you prefer to use for the intranet and/or website? We have no preference currently Last Updated : <strong>08/12/2023</strong> 16. As the indicative budget hasn't been specified, could you elaborate on the flexibility or considerations for budget discussions? Are there any constraints or guidelines to keep in mind? All we can say is, on this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement. The project outline is available in the tender documentation. Last Updated : <strong>08/12/2023</strong> 17. Do you have an incumbent on this contract? We current have our website and intranet managed separately. Last Updated : <strong>08/12/2023</strong> 18. You've emphasised the importance of a modern, accessible, and emotionally reassuring website. Could you elaborate more on what "reflecting the emotion that comes with the hospital" entails to your organisation? This phrase is reflecting an understanding that our key audience may be interacting with the website at a particularly emotional / stressful period of their lives and needs to reflect that in the IA and flow. We are leaving it up to bidders to outline their solutions as to how best to manage this. Last Updated : <strong>08/12/2023</strong> 19. Do you have a brand/style guideline that we will have access to when designing the website? Yes we have a corporate identity for the Trust that will help inform the brand guidelines for the website alongside the NHS brand guidelines. Last Updated : <strong>08/12/2023</strong> 20. Are there any outputs from the early market engagement activity that can be shared? We will be sharing this information with the successful supplier to help inform the discovery phase. Last Updated : <strong>08/12/2023</strong> 21. What platform is the current intranet built on? Azure Last Updated : <strong>08/12/2023</strong> 22. What software is the current website built on? Umbraco Last Updated : <strong>08/12/2023</strong> 23. Which agencies provide services for the intranet and website, or were they built in house? Our intranet services are provided by Connect Internet Solutions and our website by Merchant. Last Updated : <strong>08/12/2023</strong> 24. Is there a need to connect the intranet and website to share content/data between the two platforms? This would be preferred Last Updated : <strong>08/12/2023</strong> 25. Does the same team manage the website and the intranet? Yes Last Updated : <strong>08/12/2023</strong> 26. Would you want a combined service contract for both platforms or one for each platform (e.g. SLAs, support and maintenance, development hours)? Our preference would be combined with one platform and the two sites. Last Updated : <strong>08/12/2023</strong> 27. Do you have a preference for a SaaS product out of the box, or a custom build? No preference Last Updated : <strong>08/12/2023</strong> 28. Is there scope for content cleanse, content design and content rewrite as part of this project? No, this is not within the project, it will be managed internally Last Updated : <strong>08/12/2023</strong> 29. Contract date is 1 year - does this include the discovery, design and development phase, or is it 1 year once launched? The contract is for discovery, design and development and the maintenance, support and hosting contract will follow on as another contract Last Updated : <strong>08/12/2023</strong> 30. Do you currently host any of your services on AWS? No Last Updated : <strong>08/12/2023</strong> 31. Does the organisation for E3 or E5 Microsoft licences? Under the national NHS Collaboration Agreement, which FHFT has signed up to, all FHFT staff receive a Microsoft 365 E3R licence. The E3R licence is an NHS special version of the Microsoft 365 E3 licence. Last Updated : <strong>08/12/2023</strong> 32. Does the trust host their digital service on the NHS Shared Tenant? Yes we are part of the NHS Shared Tenant Last Updated : <strong>08/12/2023</strong> 33. Is there content migration in scope? No, this is not within the project, it will be managed internally Last Updated : <strong>08/12/2023</strong> 34. Attachment 3 suggests to limit answers to 750 chars incl spaces. This limit will be very difficult, especially for Q1 where we have to explain management of multiple elements. Could this limit be extended for Q1? The word count is mandated by the framework for every DOS Procurement, so this character limit cannot be changed at this stage. Last Updated : <strong>08/12/2023</strong> 35. Dear Project Team, Please could you give any indication to the expected budget for this piece of work which will provide the detail required to estimate the team size. Could you provide any further detail on the technical stack such as preferred coding language(s) and public cloud provider (if cloud hosted). Also any pipeline tooling of choice. Thanks On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement. We have no preference on language and are open to options for hosting, cloud or otherwise. Last Updated : <strong>11/12/2023</strong> 36. Is there a word count? Are all responses to be 750 words? Each question has a 750 character count, as mandated by the framework. Last Updated : <strong>11/12/2023</strong> 37. Is there a preferred technical solution, CMS or Intranet for this project or are you open to recommendations? We are open to suggestions and recommendations for all parts of the project. Last Updated : <strong>11/12/2023</strong> 38. Is there a guide budget for this project? On this occasion the project team will not be providing a budget, we are open to receiving proposals from suppliers that are able to meet the requirement.  Last Updated : <strong>11/12/2023</strong> 39. In our experience using the CCS portal, it is up to the discretion of the awarding authority to enforce the 750 character limit. This is due to the wording which states 'may be considered non-compliant and rejected' concerning the character count. Please can the authority confirm if they will be choosing the enforce this? If so, could the authority consider breaking down the first question into multiple elements? The Trust has been in contact with CCS who has advised the Trust that the word count is mandated by the framework for every DOS Procurement, so this character limit cannot be changed at this stage. Only at stage 2, is the buyer able to change the word count. We are unable to amend the questions at this stage of the project. To make any significant changes after publishing the opportunity requires cancelling the project and starting a new. Last Updated : <strong>11/12/2023</strong> 40. Can you give an example of third party accessibility and website governance software, referenced in Q3 currently in use? We don't currently have one specific piece of software. The accessibility statement on our website specifies the steps we have taken in reviewing the accessibility of our current website. Last Updated : <strong>11/12/2023</strong> 41. Regarding Q4 Nice to have skills, do you have examples of the content feeds to be included? Would you wish this to be linked or embedded in the final solution? This would include things like social media feeds being embedded into our site. We're open to suggestions of how to make our site enhanced with content from elsewhere. Last Updated : <strong>11/12/2023</strong>