Home Office Information Digitisation Programme - Digitise, Store & View project

Tender description

Why the Work is Being Done The Information Digitisation Programme is a business transformation programme that will replace paper based transactions with digital ones. It will do this by: • providing a mechanism by which paper documents become digital and can be stored (along with other media), accessed and interrogated; and • removing the need for those documents entirely via a document reduction strategy and directly verifying data. The Digitise, Store & View project is a key enabler of this vision, by providing the secure, reliable document management solution. Enhancement of the Beta build is required by March 2017. Problem to Be Solved Outcomes required: 1) Storage platform monitoring enhancement 2) Performance Tuning 3) Extend scanning integration component to be bi-directional 4) Create a daily renamed documents report 5) Create a set of Alfresco configuration (folders, users, groups, permissions) and apply to each environment, using existing tools. 6) Facilitate relevant security audits, governance and launch platform into live 7) Caseworking integration – create a bi-directional integration between Alfresco and a bespoke caseworking system 8) Create/deploy a bespoke front-end viewer; consistent with GOV.UK style 9) Live service performance monitoring capability 10) Open source for non-sensitive portions of code base 11) Private Beta Service Assessment Who Are the Users As a Home Office user, I need to; *have effective, reliable and secure access to customers' digital evidence so that I can make a robust decision *be able to easily view and manage digital evidence so that I am efficient in my role As an external customer, I need the ability to upload evidence so that my application is supported. As the IDP project, I need; *the service to provide the capabilities to meet our user's needs so that we deliver our goals *the supplier to collaborate with us to align plans and designs so that we deliver our goals. Early Market Engagement Not applicable Work Already Done Beta: • Alfresco One deployed onto an AWS infrastructure, in a load balanced configuration (HA Proxy). Infrastructure builds and deployments are automated, using tools such as Terraform and Ansible, and Amazon services including Elasticache, S3 and EFS. A bespoke Java-based component watches for files deposited by the scanning supplier in an FTPS server (deployed/hosted on AWS) and automatically deposits in Alfresco. Live: • A software-as-a-service digital storage platform (Box.com) has been delivered, providing standard document management features. It provides an FTPS server for the upload/download of documents. This is a tactical, but reuseable, solution prior to our strategic build. Existing Team The supplier will mainly be working with a team of civil servants on this project but you will be expected to engage and build relationships with key technical and delivery leads across other parts of the Home Office, including other suppliers. It is anticipated that you will work collaboratively with this team for the benefit of the project and the Home Office. Current Phase Beta Work Location Main location for the work will be central London (moving to Croydon within next 12 months) but with other key locations of Liverpool and Sheffield which the supplier will need to consider flexible working arrangements for, in order to support delivery. Travel to other Home Office sites dispersed around the UK may also be required. Working Arrangments We expect a supplier to be flexible to our needs and be able to genuinely make working with a mixed team across multiple sites effective, high performing and inclusive. This would include some minimum on-site working (duration to be confirmed) at the different locations and demonstration of innovative ways to facilitate true collaborative working. Contract value will exclude travel and expense costs and be based on capped time and material charges. Security Clearance All staff must be security cleared to minimum CTC level with some requiring SC level (or be prepared to undergo clearance process prior to being engaged). We will ask bidders for details of key personnel who would be assigned if successful, and initiate the clearance process; suspending for unsuccessful bidders. Additional T&Cs In addition to the standard terms and conditions, Clause 13.23 first bullet amended as follows: “by the Supplier, where the Malicious Software originates from the Supplier Software, Buyer Software or the Buyer Data while the Buyer Software ad or Buyer Data” Additional Clause: "Subject to the provisions under Clause 13 for the avoidance of doubt the Supplier will be indemnify the Buyer against any actions of the Supplier Staff in accessing Buyer Software that breach the licensing conditions of a third party supplier of the Buyer’s Software resulting in increased licensing costs or claim for breach of licensing conditions”. Skills & Experience Demonstrable experience in successful use of the technologies used to build the current solution (see "Any work that's been done so far") Demonstrable experience of successful platform rollout, with a focus on steering design to minimise customisation but inclusive of different user needs Demonstrable experience of successful collaborative working as part of a multi-supplier delivery team Demonstrable experience of successful release planning with agile delivery teams to articulate detailed delivery plans Demonstrable experience in bug resolution across the delivery lifecycle and in Live support Demonstrable experience of successful dependency management between scrum delivery teams within the project and supporting management of dependencies both internal and external to the project Demonstrable experience of passing GDS service assessments Nice to Haves Experience of on-boarding mid-delivery and effective handovers from incumbent suppliers Experience of designing tools consistent with GOV.UK styles Experience of GaaP products No. of Suppliers to Evaluate 4 Proposal Criteria Technical solution (include a brief overview in your presentation) Approach and methodology - how the approach meets user needs and project goals (include a brief overview in your presentation) Estimated timeframes for the work Team structure - availability of suitable resources from the required date and guaranteed provision of resources for specified lengths of the contract; mitigating high turnover of resource and time/cost impact Essential skills and experience, including quality of submitted CVs Innovation (any alternative proposals to deliver the services or to improve the quality of the services delivered) Value for Money/competitive whole life costs Ability to adopt methodology and technical solution developed so far, gain a detailed understanding to allow ongoing support, further development and enhancement (Presentations should focus on this requirement) Identification of risks and dependencies that might impact deliverability of the project, and suggested approaches to manage them (Presentations should focus on this requirement) Cultural Fit Criteria Collaborative working with Civil Servants and other suppliers Transparent and collaborative decision making Have a no-blame culture and encourage people to learn from their mistakes Ability to add value Skills transfer to Civil Servant team Work effectively as part of a multi-disciplinary team with split-site working Payment Approach Capped time and materials Assessment Method Written proposal Case study Work history Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range