NNLC149 - NNL Employee Pulse Surveys

Description

Summary of the work All questions relating this procurement must be directed to the person named underneath through the CCS messaging service. Failure to adhere to this may result in your proposal being rejected. Procurement Lead: Gillian Hale Email: Gillian.m.hale@uknnl.com Expected Contract Length 2 +1 years Latest start date Friday 4 December 2020 Budget Range • Initial fixed price for survey tool for 1000 users. • Ongoing annual user costs • NNL is planning to transition from IE to Chromium within the next 12 months, please confirm any costs or rates that may be associated with support required to implement any changes in support of this transition Why the Work is Being Done NNL wish to purchase an employee engagement digital survey tool, which can be easily accessed by authorised users to collect ‘always on’ real time feedback, multiple choice data, and opinions of NNL employees. The tool must also incorporate built-in analysis software to enable management to interpret the survey responses, to include sentiment. The tool should be easily accessible from NNL hardware and not require any specific equipment other than an internet / cloud-based solution. The solution must comply with all GDPR legislation to offer total protection to all employee personal data. The pulse survey tool needs to be available for all NNL employees to access, preferably without a requirement of second sign on and ideally available NNL mobile devices. Problem to Be Solved A intuitive system that can temperature test and engage with the 1000+ employees across NNL. Who Are the Users NNL workforce and site administrators will be using the pulse survey solution. The software requirements are; • Must have the ability to run 'always on' surveys • Must have the ability to run 'regular pulse’ surveys • Must have the ability to run 'spot check' surveys • Must provide a ‘quantitative’ method for measuring employee feeling and sentiment in a way that captures the strength of feeling and response • Must have automated processing, analysis, reporting and presentation of pulse and spot survey results • ‘Always on’ response data must be available in real time for review and analysis • Surveys must be easy for all NNL employees to access, including those without an NNL device for remote working • Surveys must be easy and straightforward for all NNL employees to complete, including those without an NNL device for remote working • Must have the ability for all line managers to create local surveys, and view all data and results for their own teams • The survey tool must be intuitive for system administrators • Must meet all GDPR legislation requirements and ensure the protection of all NNL employee personal data Existing Team The supplier will be working with NNL IT, HR and Communications team, to develop and mobilise the tool/solution. Current Phase Not applicable Skills & Experience • Please confirm surveys can run natively on IE11 and Chromium • Please complete the NNl Technology and Digital Change team’s SaaS and External Hosting questionnaire • Personal data must not be transferred internationally outside the EU • Suppliers should have the Cyber Essentials or Cyber Essentials Plus certification • Supplires should be able to demonstrate meeting the ISO27001 Information Assurance standard or other equivalent control. • How would your product segment audience responses by defined demographic characteristics (i.e. through an API to our ERP system, receiving a bulk download or requesting the information from survey users • please provide a minimum of three (3) case studies from previous clients in no more than 500 words for each example that demonstrates compliance with the expected outputs and deliverables Work Location The majority of the project can be managed remotely, however the NNL team listed are based at our Chadwick House, Birchwood Park, Warrington Road, Warrington, Cheshire WA3 6AE. Working Arrangments Due to the current restrictions presented with Covid-19 the majority of staff are working from home. The intention the project can be delivered remotely with regular calls from the project team assigned to deliver the arrangement. If at some point throughout the process face to face work is required this can be managed at our Chadwick office whereby a visitor pass can be arranged. Security Clearance A completed Software as a Service questionnaire will need to be completed and returned by the supplier and reviewed by NNL IT to ensure it satisfies the security of employee/GDPR information. No. of Suppliers to Evaluate 5 Proposal Criteria • Must have the ability to run 'always on' surveys • Must provide a ‘quantitative’ method for measuring employee feeling and sentiment in a way that captures the strength of feeling and response • Must have automated processing, analysis, reporting and presentation of pulse and spot survey results • Surveys must be easy for all NNL employees to access, including those without an NNL device for remote working • Surveys must be easy and straightforward for all NNL employees to complete, including those without an NNL device for remote working • Must have the ability for all line managers to create local surveys, and view all data and results for their own teams • The survey tool must be intuitive for use by key users (comms, HR and line managers) • Must be able to embed links to surveys in NNL’s intranet homepage • Must be able to accommodate up to 500 employees in a survey and completing responses at any single time without impacting access or functioning of the system • Second sign-in should not be required on NNL remote devices • Must provide availability to support NNL key users during the implementation period • Must collaborate with the NNL Technology & Digital Change team to ensure a successful launch that provides availability of the tool to all employees • Must provide technical product support offering immediate customer response for NNL administrators, NNL employee users and NNL T&DC team • Please provide a minimum of 3 case studies from previous clients in no more than 500 words for each example • Please provide a list of any services that you would normally deliver to your clients as added value, please include indicative pricing, but note that this pricing will not scored • A physical/online demonstration of the data analysis, presentation and reporting capability of your product as it would be experienced by users • A physical/online demonstration of the survey tool as it would be experienced by someone completing a survey Cultural Fit Criteria • work as a team with our organisation and other suppliers • be transparent and collaborative when making decisions Payment Approach Fixed price Assessment Method • Case study • Presentation Evaluation Weighting Technical competence 75% Cultural fit 5% Price 20% Questions from Suppliers 1. How can I access the Software as a Service questionnaire? IF YOU REQUIRE A COPY OF THE Questionnaire PLEASE E-MAIL at Gillian.m.hale@uknnl.com 2. Could you confirm whether 1000 'users' means 'respondents'? If so could you estimate how many 'administrators' (i.e. survey authors, approvers, researchers, contributors) you envisage? 1000 'users' means 'survey respondents'Initial 'administrators' - 6 In time the intention is to extend this to all line managers after 12-18 months – so approx. 250 administrators at this point 3. Is Office 365 used at NNL, please? Yes we use office 365 4. Are you sure you mean Chromium? Yes, we mean Chromium. 5. Are you looking for an 'off the shelf' product or are you open to a bespoke product? Do you have a preference? We are open to suggestions and would not rule out a bespoke tool, it depends on what meets our specification. 6. Pulse is a limited metric; are you interested more extensive functionality that allows employees to report bullying, harassment, etc, and manage the investigation process thereof? This would show employees a level of consideration that is statistically proven to be sought after. We’re only looking for an engagement tool. 7. How do I return the SaaS questionnaire? Please return the completed questionnaire direct to gillian.m.hale@uknnl.com. 8. The Digital Marketplace portal has a limit of 100 words on each section, how do I include the 3 x case study examples of up to 500 words? Please either use the space provided in the Digital Marketplace for your response (up to the 100 words), if you require additional content up to the maximum 500 wordcount, then send as an email attachment to gillian.m.hale@uknnl.com. Please add a comment in the relevant section to let me know an email has been sent.