Website development and service design

Description

Summary of the work Research Data Scotland is looking for a digital partner to build a new website and help us make critical design and technology decisions to develop a new Data Access Service. Expected Contract Length Initial six months, with potential to extend Latest start date Friday 14 October 2022 Budget Range Maximum of £300,000, excluding VAT Scope of work/deliverables to include: • Website design and build • Brand review, updated guidelines and creation of brand assets • Design and implementation of first stage data access journey providing advice and guidance up to point of application • Redesigning the presentation of information from the metadata catalogue built on the CKAN data management system • Online version of the existing paper application form to pass information to external Research Coordinators • Technology landscape review across partners, stakeholders, and competitors providing recommendations for systems to support the Data Access Service Why the Work is Being Done Research Data Scotland’s mission is to improve economic, social and environmental wellbeing in Scotland by enabling access to, and linkage of, data for research in the public good. We are currently establishing our service plans to deliver the processes and technology which will allow researchers to apply for, and gain access to, restricted datasets. RDS’s current website tells people who we are and what we do. It provides basic advice for researchers on how to access public sector data and a searchable metadata catalogue listing available datasets. However, we know from user feedback that the site is difficult to navigate, the CMS provides limited options for the presentation of content, and the support and guidance for researchers is not well organised. We are now looking to refresh our online brand and redevelop the website as an effective communication tool. This includes designing structured guidance to help researchers understand the complexities of the data application process, an improved metadata catalogue and a prototype of the end-to-end application journey. A landscape review and robust options appraisal of the technology required to deliver an end-to-end Data Access Service, including different case management systems, will help us design a scalable, futureproof solution. Problem to Be Solved Scotland has a wealth of public sector data but traditionally it has been locked away in individual systems, across multiple organisations, in formats that are difficult to access or compare. The development of a ‘Data Access Service’ will drive down the time it takes researchers to identify and access data without compromising scrutiny or security. We need a solution that addresses the pain points for key audiences and lays the foundation for a secure, scalable and sustainable platform. As a first phase in the design of a full-scale service, the initial stages of the data access journey will be redesigned. This will include: • Re-platforming and re-designing the RDS website to communicate the organisation’s purpose and be an entry point for researchers • Designing clear advice and guidance setting out the application process for dataset access • Re-presenting the information on the metadata catalogue built on the CKAN data management system • Prototyping the end-to-end application journey, ensuring it reflects user needs and has been tested for usability and accessibility. A landscape review and options appraisal will provide clear technology recommendations for the development of a full-scale data access service. Who Are the Users As a researcher, I want to know how I can gain access to public data to inform my research. As a researcher, I need to discover relevant data sets for my areas of research, so that I can design impactful projects. As a researcher, I need to gain access to data, so that I can conduct my research quickly and securely. As a research coordinator, I need to monitor and track the progress of data requests. As a data controller, I want to know that the right processes are being followed to grant access to data. As a member of the public, I want to know that any data held about me will be handled securely and how data is being used to improve lives. Work Already Done To date work has been carried out in partnership with the Scottish Government Digital Transformation Service to understand user needs, explore a future service offer and formulate recommendations. Discovery activities included: • Mapping the current state for researchers seeking access to secure datasets • User research with key service users • Journey maps for a future Data Access Service • A simple options appraisal for technical solutions for a CRM/case management system • An alpha prototype of a data application process. Existing Team We have a small team consisting of a Senior Product Manager, Business Analyst and Project Manager and led by the Chief Information Officer. We are currently recruiting additional user-centred design roles and will be drawing on support from other people within the organisation with communications and data responsibilities. The work may involve working with contractors from another supplier and communication with service users and staff in external partner organisations. The project will require working alongside partner organisations who have a stake in the future service rollout. Project governance is provided by the Executive Team and RDS Board. Current Phase Alpha Skills & Experience • Extensive experience in website design and development for organisations communicating public purpose and presenting complex information • Expertise in working in an agile way, iterative design and prototyping • UX, UI and interaction design services that meet accessibility legislation and best practice • Experience of creating, updating and applying brand guidelines • Evidence of integrating websites with other systems and services • Knowledge of the current CMS and CRM marketplace to provide best-fit solutions • Experience of best-practice user-led service design Nice to Haves • Previous experience of designing and building services within GDS requirements or the Digital Scotland Design System • Understanding of the secure data environment and data access requirements for researchers and data controllers, particularly the NHS • Experience of designing detailed service guidelines and online application processes Work Location We are a hybrid organisation with staff working remotely and in-person on a flexible basis. We expect work to be conducted remotely, although you may be expected to attend or facilitate meetings and workshops at the Research Data Scotland office in Edinburgh (Bayes Centre, University of Edinburgh, Edinburgh EH8 9BT). Working Arrangments One of the critical success factors of the project will be the ability to work alongside the RDS digital team and other key stakeholders. We want our supplier relationships to be run as genuine partnerships aligned to our organisational values of inclusivity, integrity, transparency, courage, humility. We anticipate that the development will follow agile methodology with distinct sprints and ceremonies, allowing for the development to be driven by user needs and expectations. Creative workshops should, where possible, be conducted face-to-face at the RDS offices. This may involve embedded working with the RDS team at key stages through the project. Security Clearance BPSS Additional T&Cs Digital Outcomes and Specialists 5 standard contract. No. of Suppliers to Evaluate 6 Proposal Criteria • technical solution • approach and methodology • how the approach or solution meets user needs • how the approach or solution meets your organisation’s policy or goal • estimated timeframes for the work • how they’ve identified risks and dependencies and offered approaches to manage them • team structure • value for money Cultural Fit Criteria • demonstrably committed to involving people in every stage to ensure user needs are placed at the heart of the design process • work under a “one team” model in partnership with our organisation • work transparently and collaboratively with open lines of communication and seeking actionable feedback • flexible approach adapting to blockers, or new insights from prototyping and research • can work with clients with low technical expertise and communicate complex information to a range of stakeholders Payment Approach Fixed price Assessment Method • Case study • Work history • Reference Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. In the first question, can you please confirm if by “extensive experience” you would prefer a list of relevant examples to a single example? Evidence of experience in website design and development across a range of projects is preferred over a single, detailed example. 2. Can you please provide an indicative procurement timetable for the next stage? The second stage process is planned to run through the first half of October. Detailed requirements documentation will sent out to selected suppliers in the first week of October with a response requirement in two weeks. We will endeavour to keep to these timelines but will inform shortlisted suppliers if there are any changes. 3. Can you tell us how much of the work that has already been done will be shared with shortlisted suppliers during the proposal stage? We will share all of the relevant material that has been undertaken up until now, which includes a variety of service design, user research, business analysis, and technology documentation. 4. CRM is mentioned on a number of occasions; do you expect the winning bidder to implement a CRM system for you as part of this project? No. However we expect the winning bidder to provide detailed analysis and evaluation of technology options, including CRM/case management systems. This will enable RDS to make underpinning decisions about its future service design and delivery. 5. You state that the budget is for the initial 6 months, and you have a relatively short procurement process (starting in 5 weeks). Are there hard dates that need to be met within this project? We plan to complete the packages of work by the end of financial year, with the option to extend on Research Data Scotland’s behest . Key project milestones and will be set out in the Stage 2 process and agreed upon appointment of the successful bidder. 6. Have you selected/have preference for particular technology (e.g. CMS)? If so, can this be shared? We have a list of requirements, but no preference for a particular technology or platform. We are looking for shortlisted suppliers to identify best fit options within their response to the full brief. 7. Are there any elements of the technology stack are predetermined? We have a list of requirements for a CMS are looking for shortlisted suppliers to identify best fit options within their response to the full brief. The Technology Review needs to identify and evaluate options for a CRM or Case Management system to support data access applications over the longer term. The metadata catalogue is based on the CKAN open source data management system (see https://find.researchdata.scot/). We are not seeking to replace CKAN but improve the presentation of the information it holds. 8. Does the allotted budget include technology costs? e.g. CMS set-up, licences? The stated budget is inclusive of set-up costs, for example CMS set-up, hosting set-up, and testing. Costs for ongoing licenses and hosting provision would be owned by Research Data Scotland. 9. Please define what is meant by ‘complex information’; do you mean data sets (as at https://find.researchdata.scot/) or the information to be communicated to users? The RDS website has to provide clear explanations about complex environments and processes, and content to describe a complicated application journey. We are looking for experience of taking a user-centred approach to content development in order to present information in as simple and straightforward a way as possible. 10. For Question 10, please confirm what is meant by ‘service guidelines’? Are these guidelines for internal or external users of the service? This question refers to experience of designing guidelines for front-end users – in our case, we need to create detailed advice and guidance about the application process to access secure data sets. 11. In what context are you using ‘online application processes’ – do you mean applications for data access, or online applications to receive a service? In this phase we are seeking to design the first stages of an online application process to secure permission to access secure datasets. Experience of designing detailed online application forms, considering where and how processes can be simplified, and stepping users through complex information would be beneficial. 12. Is there an incumbent organisation that worked with yourself and the Scottish Government’s Digital Transformation Service on the initial work? Previous work was undertaken in partnership with Scottish Government’s Digital Transformation Service and Sopra Steria. This included a Discovery phase, initial prototyping, and discrete business analysis. These phases concluded in early 2022.Our existing website is maintained by Whitespace (now Dentsu Creative). 13. Are there any specific accreditations or protocols regarding data/information security that are required? e.g. ISO27001 Specific security requirements will be detailed within the full brief, including any standards we are seeking to adhere to and accreditation we need to be in place. 14. We note the budget is set for a max. of £300k. Could you please confirm if this is just for the 6 month period? And would additional budget be made available for any extension beyond the 6 months? We are looking for the specified packages of work to be delivered within the six-month period and set budget. If for any reason this doesn’t prove possible, we may choose to extend timelines for certain deliverables. If supplementary requirements transpire as a result of the work undertaken, there may be potential for additional budget to be made available. 15. Is the deadline on this opportunity changing, given the Bank Holiday next week (Mon 19th)? Unfortunately, Digital Marketplace does not allow dates to be changed once the process is underway, and the two-week initial stage is built in. Therefore the deadline will remain 19 September. 16. Are you anticipating following a purely agile methodology across the whole piece and with all relevant stakeholders (from the core RDS digital team outward) and if so what experience does the team have with pure agile? We anticipate that the website development will follow agile methodology, allowing for the development to be driven by user needs and expectations. The team has some experience of agile methods and the partnership will require collaboration to find best-fit ways of working across the project to fit the outputs and timelines. Other project outputs - for example the technical landscape review - will require different approaches. 17. Will you accept joint bids (e.g. main contractor for the vast majority of the scope and subcontractor for brand review)? Yes. We will accept joint bids and require that one supplier is identified as the main contractor with transparency about who is delivering what through the project. 18. You mentioned “other key stakeholders” – can you enlist those stakeholders? A list of key partners can be found on our website: https://researchdata.scot/our-partners. We have close connections to our stakeholders and will seek their input and feedback through the project. 19. Do you envision a technical clarification session before the first stage of the project? At the start of the project we would seek to hold a discovery workshop to share project goals, evaluate technical needs and set key milestones for project outputs.