Constructing a new website for Migration Yorkshire on Leeds City Council's Drupal instance in AWS

Description

Summary of the work LCC require a team with AWS and Drupal 8 experience to build a website container User Researchers, online accessibility staff, Drupal developers, web content designers, SEO specialists, branding and marketing and graphic design specialists. Ideally, the team will also have specialists in social media, data visualisation and security. Expected Contract Length 12 months for 4 phases, Phase 1 delivery by June 2022, Phase 4 delivery by December 2022 Latest start date Monday 4 April 2022 Budget Range The budget for delivery of all phases is £130,000. Why the Work is Being Done This project is co-funded by the European Union Asylum, Migration and Integration Fund. Migration Yorkshire's website runs out of contract in July 2022 and want a new site ready in June 2022 ready for transition. Leeds City Council is also undertaking work to move all its web content across to a Drupal instance in AWS which is where this work would be hosted. The organisation supports migrants, refugees and services across the Yorkshire region and has an extensive list of requirements to ensure the website reflects the services provided. The website needs to be more accessible and future-proofed for flexibility and shifting requirements of the organisation, plus serving both professionals and clients. It needs to be more inclusive and user-friendly and to help with this will involve potential users in several stages of the design process. Problem to Be Solved The new website should facilitate Migration Yorkshire’s position as the regional expert migration organisation. The current website needs to do more to support professionals’ and users’ needs. There is an extensive list of requirements including, but not limited to: meeting WCAG AA 2.1/2.2standards, migration of data from the current site to Drupal within AWS, varying formats of resources from PDFs, videos & blogs, multilingual content, data visualisation, social media integration and search engine optimisation and analytics. There will also be a requirement for a secure area with sensitive non-public data. The current website doesn't segment well by audience; the ideal is to make it easier for the wide range of audiences to find the information they need. The desire is to use web technology and graphics to make it easier for visitors to find and understand migration information and in more granular access to the information, so users can engage with it at a level that suits them. Users will want to contribute to, and collaborate with, integration activities. The web content and technology needs to be inclusive. The website must inspire trust in Migration Yorkshire as the regional expert in migration and as an approachable, professional, impartial, compassionate organisation. Who Are the Users As site administrator, I need to edit and manage our online data efficiently and to WCAG standards with integration with our social media channels. I need to embed content across a variety of mediums, visualise statistics and site analytics and manage a secure area with sensitive data for professionals to access. I need to communicate a constructive picture of migration and integration in Yorkshire and Humber. I need a range of options for making migration data accessible. As a professional, I need to access information relevant to my service in a clear and accessible format, whilst also being able to access a secure-by-design area. As an academic, I need research-level information and the ability to interrogate migration statistics. As a service user, I may have low levels of English and/or literacy and a low capacity internet connection. I may need simple introductory content and eforms. As a site visitor, I need clear routes to relevant information in my primary language which may not be English. I need to access e-forms, maps, search, download information and have access to read aloud and/or auto-translation of content whilst trusting the organisation and being inspired to get involved in integration activities. Early Market Engagement Early market engagement has not been undertaken. Work Already Done A comprehensive scope of the full remit of the project has been compiled and will be made available during the shortlisting process, including detail of the 4 development phases. The Drupal instance on AWS on Leeds City Council's infrastructure has been created. Existing Team Project Manager, Migration Yorkshire lead officer, Migration Yorkshire website manager and site editors as well as Leeds City Council technical colleagues ranging from security to solutions architects to an accessibility auditor. There is an expectation that the supplier will be contracted to provide the service of delivering the redeveloped website which will be supported on AWS by Leeds City Council. Current Phase Not started Skills & Experience • 2 years experience in Drupal development (10) • 2 years prototyping, designing and building services which meet user needs and WCAG guidelines for content design and accessibility (10) • In house team of Drupal designers, content designers and graphic designs (15) • Successfully worked collaboratively and transparently with in-house teams and organisations (10) • Expertise to provide solutions with robust security capabilities (10) • Be able to meet our required delivery date within cost (10) • Have experience of agile accelerated delivery (5) • Have at least 2 projects which involve migration of data from MySQL to Drupal (5) • Have at least 1 project that involved experience of building an application level package on Drupal (5) • Have Drupal 8 expertise (10) • Have 1 project involving building an application level package (5) • Have 2 years experience of website search functionality, optimising platforms and content for search engine experience (10) • Have 2 years website analytics experience (10) • Have experience in designing multilingual interfaces (10) • Have experience working with users with low levels of English, literacy and digital literacy (10) • Have experience working of user testing to inform interface design (10) • Have experience of supporting a production environment (10) • Have experience in designing services for users with mixed levels of digital literacy (5) • Have experience in designing services for users with mixed levels of English literacy (5) • Provide 3 websites built within a similar budget that relate to the solution being proposed. Covering: multilinguial interfaces, designs for mixed literacy and/or complex content made accessible  (10) Nice to Haves • Experience supporting technical and non-technical users (5) • Experience of site creation on multiple compatible formats (web/mobile etc) (10)) • Experience of QA and testing services (10) • Experience of online branding/marketing (5) • Experience of Social media strategy and web integration (10) • Experience of data visualisation (10) Work Location The expectation is the work will delivered remotely. Working Arrangments The supplier staff will ideally work within office hours for Leeds City Council: Monday to Friday 8:30 to 5pm. 7.5 hours per day plus lunch. There is no in-person requirements but due to the agile accelerated delivery of the project, we would expect availability for regular stand-ups and agreed timescales for responses to feedback/developments. Security Clearance A standard credit check will apply when the contract is awarded. There may be a need for DBS checks if the team are dealing with personal and sensitive data. Additional T&Cs All expenses must be pre-agreed between the parties and must comply with the Leeds City Council Expenditure Policy. All vendors are obliged to provide sufficient guarantees to implement appropriate technical and organisational measures so that the processing meets the requirements of UK data protection legislation and ensures the protection of the rights of data subjects. If any other licences or subscriptions are required to deliver the product, a detailed breakdown of cost and licence details must be provided. No. of Suppliers to Evaluate 8 Proposal Criteria • Ability to meet timeframe (100) • Who will be involved with our project (10) • Approaches to manage risks and dependencies (25) • How will the solution meet our goals for the website? (60) • Estimated timeframe for each phase (10) • How will the solution meet the needs of our site visitors (15) • What is their approach to user testing? (10) • How does their learning from testing inform their development practices? (10) • How will the content management system enable staff to work efficiently and easily? (40 • How will the build of the site be informed by sustained design? (10) • How will the project be delivered in an agile way? (20) • What level of service support will they provide during the project? (10) • Ability to curate both project and agile development delivery plan from requirements provided (10) Cultural Fit Criteria • Adhere to the Leeds City Council Social Value charter (5) • Proactive and engaged attitude when working with stakeholders (5) • Assumes ownership for mistakes and rectifies in a timely manner (5) • Provides clear and comprehensive communications (5) • Will work collaboratively as a team with our organisation (5) • Can work with clients with low technical expertise (5) • Be able to work remotely from the team whilst maintaining strong relationships (5) • Be willing to provide challenge and offer alternatives in a constructive manner (5) Payment Approach Capped time and materials Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 75% Cultural fit 5% Price 20% Questions from Suppliers 1. Is the £130k budget inc or ex VAT? The £130k budget does not include VAT. 2. What degree of security is required? The website will contain personal data, personal sensitive data and other sensitive data so would expect Government Cloud Security Principles to be followed and appropriate separation plus security measures to protect this data. 3. Can we clarify the CMS for the current Migration Yorkshire website? The CMS for Migration Yorkshire is currently a bespoke model build on MySQL. 4. Can you clarify what you mean by “an application level package” please? For an application level package, the Council would expect a process that complies with best practice Pipeline delivery in getting software (if required) and updates deployed, ideally utilising Drupal Composer. 5. As a small business we do not hold resource in bench and can onboard external resources only after issuance of contract. How quickly will you need all the resources to be deployed for the project from the contract signing date? Would you allow staggered resource deployment? We appreciate that some organisations may not have all the necessary staff ready, so would not want staffing to exclude an application. However, there is no room for slippage of delivery of Phase 1 of this project by June 2022. Therefore we would need assurances that the resources would be deployed in a timely manner to ensure the deadlines are achieved and would expect a timescale of when those resources would be deployed before contract signing. 6. Please can you expand on the need to have Drupal 8 expertise as its end of life was November 2021 – surely it would be built using Drupal 9? Drupal 8 and Drupal 9 expertise would be appreciated on this procurement as we will be on Drupal 9 by the time of the successful organisation is appointed.