Video Enabled Justice (VEJ) Programme - Implementation Partner

Tender description

Summary of the work The development and delivery of three VEJ solution components(Scheduling Application, Director Service and User Adoption Service) which require a business partner to deliver a number of capabilities: - Programme & Project Management - Software Development, Delivery & Maintenance - User Adoption Service - Infrastructure: Hardware Implementation & Maintenance Latest start date Monday 18 September 2017 Budget Range £7m - £8m including capital expenditure on IT and IT design. A more detailed breakdown of anticipated budgetary costs will be made available to shortlisted suppliers in the detailed business case. Why the Work is Being Done The Office of the Sussex Police and Crime Commissioner (OSPCC) and its strategic criminal justice (CJ) partners in Sussex, Surrey, London and Kent are committed to unite and deliver an embedded joint video solution within Magistrates’ courts across justice agencies to deliver a transformed, modern justice experience for all CJS users and to benefit the taxpayer. We are committed to maximising the benefits of video in the CJ system and it is our joint ambition to deliver the best service to all participants within the system, with swifter access to justice for victims and witnesses, and increased operational efficiencies. Problem to Be Solved Previous attempts to deliver significant change and savings to the criminal justice system through the use of video have failed to truly deliver the return on investment sought. This is chiefly because attempts to increase and improve video provision have not had the levels of cross-agency and geographic collaboration required to succeed. The OSPCC and its criminal justice partners believe a new Video Enabled Justice (VEJ) service is required to address the problems limiting the uptake of video, and are committed to working together to deliver it. Who Are the Users Agencies involved in this work to date are: HMCTS, CPS, NOMS, Sussex, Surrey, Kent, Metropolitan and City of London Police, MOJ, Home Office, Citizens Advice, MOPAC, HMPS, NPS, Legal Aid Agency, The Law Society and the Judiciary of England and Wales. The OSPCC alongside it’s justice partners believe that a step change is required in the way that video is delivered in the CJ system and have such defined a business case for a new VEJ service to increase and improve video utilisation in order to deliver swift, fair and efficient justice for all. Early Market Engagement We have engaged with a number of suppliers through pre-market engagement to: Enable the OSPCC to understand what information should be provided in an RFP to ensure that suppliers comprehensively understand our needs. Acquire input on questions that should go into a RFP that will enable us to identify a successful implementation partner. To ensure that suppliers are aware of our previous engagement with a business partner to produce a business case. 6 suppliers were contacted and invited to discuss high level requirements prior to posting on DOS and raise awareness. 5 suppliers responded and a telephone conference undertaken with each. Work Already Done The OSPCC with justice partners, and supported by Accenture, began the early stages of delivery of the VEJ project between September 2015 and January 2016 which defined a high-level solution design vision for VEJ, and produced a target operating model which outlined the key capabilities required for VEJ. A second phase of VEJ took place between May and September 2016. This phase focused on detailed user research to develop a detailed business case, and built on the Phase 1 work to design the more detailed technology, people, and process requirements necessary to begin VEJ implementation. Existing Team The supplier will work with a small VEJ programme team from the OSPCC which includes but is not limited to: Programme Director, Project Officer, and subject matter experts from Sussex, Surrey, Kent and the Metropolitan Police Forces. Current Phase Discovery Skills & Experience • proven track record of working with law enforcement agencies. Specifically, police and criminal justice organisations as strategic partners and delivery of technical solutions linked to performance improvements and outcomes. • demonstrate high quality staff, experience in video technology work, including setting up a scheduling and director service, and evidence of technical implementation solution work. • have proven experience of effective engagement with a multi-agency partnership, business and stakeholder management, demand analysis and process mapping. • demonstrate proven experience of managing large scale programmes to budget and schedule using agile project management methods and appropriate scope management. • demonstrate experience of successful delivery of complex projects over time and with a clear approach to resolution of issues and risk mitigation. Nice to Haves • experience of delivering similar innovative models or systems on a global basis. The OSPCC envisages this project as the beginning of a wider national and potentially international reform process. • has experience of convening forums where similar best practice can be shared and promoted, to aasist other law enforcement agencies and CJ partners also looking to address this area • Demonstrates a clear understanding of the complexities of multi-agency collaborative working. Work Location The supplier will primarily be required to work in London and from their own premises but will be flexible and able to attend meetings and workshops in London, Sussex, Surrey and Kent and to work with the programme team at the OSPCC in Lewes, East Sussex where necessary. Working Arrangments The VEJ programme is a multi-agency initiative and as such the supplier will be required to work closely with criminal justice partners across London and the South East in addition to the VEJ programme team. Security Clearance Due to the nature of the programme all staff working on the programme must be security cleared to security level: security Check (SC) or above. Additional T&Cs It is anticipated that additional supplementary Terms and Conditions may be added to the standard call off contract. Full details of any such additions will be included within the RFP. No. of Suppliers to Evaluate 6 Proposal Criteria • Technical Solution • Approach and Methodology • How your approach or solution meets user needs • How your approach or solution meets our organisations policy or goal • Estimated timeframes for the work • How you have identified risks and dependencies and how you will manager them • Team structure • Value for money Cultural Fit Criteria • Demonstrate experience of working with law enforcement agencies • Work as a team with OSPCC and other law enfocement agencies • Work in transparent and collaborative manner • Provide a team that is representative of gender and BME diversity • Be able to work with staff and stakeholders at all levels within CJ environment Payment Approach Fixed price Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. We would like to offer our specialist services as a subcontractor to one of the five organisations who were invited to discuss high level requirements. Can you please provide contact details for these organisations? Owing to confidentiality concerns, we are unable to provide contact details within the organisations with whom discussions were held. We can confirm the names of the organisations are: Accenture; CGI; Deloitte; Price Waterhouse Cooper and PA Consulting. Please note we are not aware of the intentions of these organisations and whether they will be progressing an application. As the requirements are now published all future communications will be in accordance with the Framework guidance. Arrangements between prime and sub-contractors are purely a matter for those organisations although will need to reflect any relevant Framework terms. 2. The section “summary of work” mentions a Director Service. Can the Authority please provide further information that explains what the Director Service includes? A service to manage the use of end points outside of the court system to enable appearances in a virtual manner and integrate into courts and associated systems. 3. 4. Can you please confirm whether the programme scope includes implementation of end point technology for some or all hearing participants? To implement end point technology external of court estate participants 4. In the work done to date, has there been an assessment of and/or decision on whether the preferred route will be to develop the software as part of the programme or use an existing product? If so, would it be possible to share the analysis undertaken? There has been an initial assessment of potential solutions and this forms part of the business case that will be shared following short listing. The findings were that no single existing product provides all of the required functionality, therefore there will be a need to develop and deliver the components as stated within the requirements. 5. Please confirm if Accenture are restricted from bidding for this procurement given their role in the pre-procurement work and potential therefore of competitive advantage. Accenture are not restricted from bidding, as this is deemed a separate and distinct requirement to that previously undertaken. As stated the full detailed business case and supporting documentation will be made available to all potential bidders following short-listing. 6. . Please confirm which body or bodies are funding this programme and whether it has been formally approved. If not approved, please confirm expected timescales and process for approval. Funding for the Programme will be through the Home Office Police Transformation Board. The Board is having an extraordinary meeting on 25th May where the decision regarding funding applications will be made, these will be the ones subsequently submitted to the Home Secretary after 8th June for approval and sign off. 7. Can the Authority please provide a more detailed view including key milestones of the procurement timeline between the application closing date (23rd May 2017) and the latest start date (18th September 2017)? At a high level the plan is as below. Whilst the commencement date is given within the requirements posting it is recognised these could be subject to change dependent on circumstances, although preference is still for commencement asap in September. 25th May - Shortlist26th May - Publish RFP documentation26rd June- Deadline for responses 30th June - Response Evaluation Scoringw/c 10 July - Formal presentations/Recommendation / Decision to award of contractw/c 17th July – Notify outcome to all bidders and invoke standstill period.w/c 31st July – Finalise call-off documentation and confirm signature – Invoke mobilisation 8. Would it be helpful for suppliers to state their mobilisation lead time post contract award, instead of the project start date? Mobilisation will be covered and assessed within the RFP documentation, therefore commitment in principle to outline timescales is required at this stage in line with information provided in the Requirements and Q & A's. 9. In accordance with the instructions we understand we “should only provide one example for each essential or nice-to-have requirement (unless the buyer specifies otherwise)”. However, we notice that some skill/experience areas refer to multiple capabilities, for example the third bullet point of the essential skills/experience area mentions four separate experience sets: (i) effective engagement with a multi-agency partnership, (ii) business and stakeholder management, (iii) demand analysis and (iv) process mapping. Can you please clarify how you would like bidders to respond in those instances, i.e. select just one example or allow multiple examples where suitable within the 100 word response? Whilst each bidder is ultimately responsible for provision of content of their response, we are not necessarily seeking 4 separate examples for each of the sub-criteria listed and do recognize previous engagements can cover more than one of the bullet-points.