Replacement Intranet for Cafcass

Description

Summary of the work SharePoint Online intranet - preferably based on an intranet-in-the-box solution that integrates with Office 365. Supplier to undertake user research, design, build, branding, and creation of style sheets. Supplier also to assist with implementation planning, content migration, and development of training for content creators and end users. Expected Contract Length Two years, with optional extensions Latest start date Thursday 2 January 2020 Budget Range Up to £120,000 over two years (ex VAT) Why the Work is Being Done Cafcass wants to implement a modern intranet, that is closely integrated with Office 365. The new solution should enable staff to accomplish key tasks for effectively, provide personalised views of content, and encourage sharing of knowledge and greater collaborative working. Problem to Be Solved Current intranet is built on SharePoint 2010 which is going out of support in October 2020. It is not well used because of unattractive design, poor search, inconsistent navigation, and because the content is not always written and designed to be read online. Who Are the Users Cafcass has 2,050 staff, many of whom work in a very mobile way. The majority (73%) are busy social workers delivering services to children and families across England. 22% are back office staff, and 5% work in various corporate roles. Early Market Engagement We have spoken to a number of suppliers on the framework and seen demos of the solutions they offer. Work Already Done We have drawn up detailed requirements that will be published to shortlisted suppliers. Existing Team Supplier will be working with a small Cafcass team, and our infrastructure and first line support/integration supplier (Littlefish). Current Phase Discovery Skills & Experience • Experience of delivering easy to use intranet solutions that are closely integrated with SharePoint Online and other components of O365. • Expertise and experience in UX research and interactive design and testing. • Experience of running successful 'agile' projects, and working in partnership with customer teams. • Expertise and experience in working with customers to design successful content migrationand implementation strategies. • Expertise and experience in designing and delivering tailored 'train the trainer' training • Expertise and experience in designing solutions that can be used by staff with accessibility needs Nice to Haves • Experience and expertise in supporting the implementation and integration of other Office 365 apps such as SharePoint Online and Microsoft Teams. • Experience in designing intranet solutions for organisations that have a large number of remote and mobile workforce. Work Location 21b Bloombury Street, London, WC1B 3HF, and other Cafcass offices across England. It is expected that the work will mainly take place remotely, as Cafcass staff including the project team are distributed nationally Working Arrangments We expect the supplier to work closely with the Cafcass team. Some face to face meetings with the project team will be required, but much of the day to day work can be done remotely via Skype/MS Teams. User experience research sessions are likely to take place at the nearest convenient Cafcass offices. Security Clearance SC Security checks are required for any staff who would require access to personal data (e.g. through having SharePoint Online admin priviliges.) Additional T&Cs None No. of Suppliers to Evaluate 5 Proposal Criteria • Technical solution and functional fit • Conforms to Cafcass' security requirements • Approach to UX research and design • Content migration, implementation and training • Project management approach • Approach to delivering delivering solutions to staff with accessibility needs • Relevant case studies and references • Value for money Cultural Fit Criteria • Good understanding of public and/or voluntary sector organisations delivering services to vulnerable people, and the pressures facing staff in such an organisation. • Ability to establish good working relationships with staff throughout • Ability to work in a collaborative way with Cafcass team members and other suppliers. • Has diversity and corporate social responsibility policies that are in line with those of Cafcass and can demonstrate that they are putting these into practice. Payment Approach Capped time and materials Assessment Method • Work history • Reference • Presentation Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Would you consider the resources offshore (outside of UK) and if yes, would you need SC for them? 1. Yes we would consider offshore resource, but this would depend on location. If not UK based our preference would be to have resources sited in another EU country. 2. Would you sponsor SC? Security Clearance would only be required if the supplier’s staff need admin access to our systems. In such circumstances we would consider sponsoring SC. 3. 3 Please advise of the classification of data and is there a preference given to a particular hosting model (On-prem, Hybrid or Cloud)? All data is classified as 'Official'. Please be aware that we hold sensitive personal information on our service users and any solution must offer an appropriate level of protection in line with our Data Protection/GDPR obligations.Cafcass has a 'cloud first' IT strategy and does not operate any on premise systems. All data must be hosted within the UK, or subject to appropriate checks and safeguards the EEA or other jurisdictions recognise as compliant under the DPA (2018) such as safe harbour or Privacy Shield. 4. 4 Is your preference for an intranet hosted in your Office 365 tenant, rather than hosted externally by a provider? (considering GDPR, potential Brexit impact on data residency etc.) We are open to other solutions provided that they offer value for money and they the supplier can certify that:1. All systems and data are secure at the government security classification of ‘Official’.2. All data is hosted within the UK, or are subject to appropriate checks and safeguards the EEA or other jurisdictions recognised as compliant under the DPA (2018) such as safe harbour or Privacy Shield. 5. Can you confirm that you already have an Office 365 Tenant and presuming yes, can you confirm when it was commissioned and whether you chose to have it hosted in a UK based Microsoft datacentre, or not? Cafcass has had an E3 Office 365 tenancy for approximately four years. We fully migrated to Office 365 in 2018, with the exception of a number of legacy applications that still use SharePoint 2010. These legacy applications include the existing Cafcass Intranet.Our Office 365 tenancy is hosted in the UK. 6. Would you consider an intranet technology apart from Sharepoint? If it provided a better intranet, more user friendly, easier to edit, easier to integrate etc, and was within budget? Our preference would be to use an intranet-in-a-box solution that provides a wrapper for SharePoint online and integrates closely with other Office 365 services. However, we will consider other solutions if they can meet our requirements in a cost-effective manner 7. Is the cost of the migration analysis and migration of content to the new system to be included in the cost of the tender or will this be the subject of a separate requirement? Yes, all Intranet implementation costs should be included. However any work related to migrating the document stores in our SharePoint 2010 Team Sites is out of scope of this project 8. 1) How can we submit visual evidence in way of screen shots of the user and management interfaces (given what you are looking to procure a mostly visual(UX/UI) based solution)? 2) Are we able to submit a short proposal document to accompany, as there is little room for any structured detail (max 100 word count)?3) How should we present our pricing? At this stage of the DOS 4 process we are asking suppliers to provide initial evidence about the skills and experience so that we can draw up a shortlist of suppliers who will be asked to submit detailed proposals. 1. We do not expect suppliers to submit screen shots at this stage. You may of course include URLs containing links to relevant material.2. The framework rules mean that a short proposal cannot be submitted now.3. We are not asking for detailed pricing at this stage. However please confirm that you can deliver a solution within our published budget. 9. The new Digital Outcomes and Specialists Framework contract (DOS4) removed the liability cap for Data Protection legislation breaches and as part of clarification, it was stated that it was a decision for buyers at the call-off stage as to whether to include a cap. This is potentially a major issue for a lot of suppliers. Will there be any access to personal data as part of this contract and if so, would you be open to agreeing a reasonable cap on liability at the contract negotiation stage? There will be access to personal data and data breaches could potentially have very serious consequences for Cafcass. At this stage we are not seeking to vary the DOS4 framework, however if your response is conditional on a liability cap being in place for data breaches please state the amount of the cap in your submission. 10. There is a requirement for the solution to be "closely integrated with SharePoint Online and other components of Office 365". Do you have specific components in mind? The solution should be able to easily link to all relevant Office 365 apps, including but not limited to Teams, Forms, People, Stream, and Power BI dashboards. In addition it would be desirable if it could utilise workflows created in Flow.More generally we would expect any solution to be regularly updated to reflect the rapid changes that Microsoft make to Office 365 11. How have the detailed requirements you mention been assembled? Have you already worked with a supplier in a 'discovery' context? The requirements were drawn up by internal Cafcass resources in conjunction with business stakeholders. 12. Based on the solution demos that have been presented, have any technologies or approaches been discounted? Eg could 'Modern' SharePoint suit your requirements despite not being an intranet-in-a-box? We have not discounted other approaches, including SharePoint Modern 13. Are there any non-Microsoft integrations required? The current intranet takes a feed from our HR system to populate our online staff directory, and we will need the equivalent functionality in the new solution. We may also may want to display RSS, Twitter, and other social media feeds. In addition we would want to be able to open a variety of third party products, such as our HR system or Trello, from the intranet, and potentially display information from them within the intranet.Finally if the proposed solution has its own authentication mechanism, this should be capable of using our single ‘sign on’ solution - One Login. 14. Is there an incumbent supplier that will be included in the shortlist? Our current intranet was developed 'in house'. The supplier that supports our SharePoint 2010 infrastructure is able to bid in the same way as other on the framework.