A new system for Party Registration and Finance.

Tender description

Why the Work is Being Done The existing system for party registration and finance is at the end of its life and user expectations have evolved. We need a new system which makes it easier for users to register parties, etc. and submit financial information. Transparency is important: the new system will need to be able to make registers and financial information publicly available in line with statute, produce a range of reports and be easy to search. We are looking for both a platform and a new system, and bids will need to cover both whether from one supplier or joint suppliers. Problem to Be Solved The new system must make registration and uploading of financial information simple and quick, interfacing with parties’ and others’ own systems, removing manual data exchange and being easy to update. It also needs to facilitate communication with parties. Registration and financial data must be publicly available in line with statute. A reporting function is required. The transition from the current system and consequent data migration will need to be managed. Suppliers will be asked to quote both for updating the search system as part of development and for excluding it at this stage but with a view to later integration. Who Are the Users As regulators staff at the Commission need to check that finance and registration rules are being obeyed and respond to internal and external queries so that the Commission can have confidence in processes and data quality; As customers political parties, non-party campaigners and referendum campaigners need to upload and update information so that they can demonstrate compliance with electoral law; As electoral administrators Returning Officers need information from the system so that they can ensure accurate ballot papers; As commentators academics, journalists and others who analyse the information need transparent access so that they can comment on the electoral process. Early Market Engagement The Commission carried out early market engagement with a range of providers to see whether latest developments in platform technology and system design could deliver what was needed. It commissioned a proof of concept from one developer. And it drew on the expertise of peer reviewers from elsewhere in the public sector. The conclusion was that there was a range of suppliers able to offer cutting-edge expertise; that a platform-based low-code/no code solution was capable of delivering results; that major improvements in efficiency and usability could be achieved; and that other organisations had successfully followed a similar approach. Work Already Done A business analyst has carried out an initial discovery phase with both internal and external stakeholders, generating around 200 user stories and a headline statement of requirements. The supplier of the previous system also carried out discovery work from the perspective of improvements which could be made to it. Existing Team A Project Manager is in place. A team of business users and ICT specialists will be in place at the start of development. External stakeholders have been approached and are willing to participate in a user group to support agile development. Current Phase Discovery Work Location 3, Bunhill Row, Moorgate, London EC1Y 8YZ Working Arrangments The developer will need to spend significant time in Bunhill Row collocated with business users as well as with staff and stakeholders outside London and in the devolved administrations. A degree of remote working can be accommodated, but the majority of time will need to be in London. Security Clearance Normal basic Cabinet Office clearance. In addition suppliers must declare explicitly any current or previous political affiliation and/or activity which could be seen to support any political campaign by the supplier, owner, Board or other connected entity Additional T&Cs Skills & Experience Have proven experience and track record of designing similar systems Good understanding of agile development Have experience with users of a range of digital ability Know how to integrate systems across boundaries Be up to date with technological developments Have robust security and UK based data centre for platform Demonstrate proven platform availability of 99% Show flexibility to allow ongoing agile platform development Facilitate platform development by in-house technical team Provide on-going platform development Nice to Haves Show experience of working with public sector clients Show experience of working in a regulatory environment No. of Suppliers to Evaluate 10 Proposal Criteria Proposed technical solution Proposed approach and methodology How the solution and approach fit our business goals How well the solution and approach reflect user needs Value for money Estimated timeframes Identification and management of risk Identification and management of dependencies Team structure Cultural Fit Criteria Show ability to work as a team with our organisation and other suppliers Evidence transparent and collaborative decision making Demonstrate a no blame culture focusing on learning lessons Take responsibility for work Share knowledge and experience, with emphasis on skill building Challenge status quo and offer suggested improvements Be comfortable standing up for discipline Able to work with clients with low technical expertise Able to appreciate the regulatory environment in which the Commission functions Appreciation of risk in a regulatory environment Payment Approach Fixed price Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 50% Cultural fit 10% Price 40% Questions from Suppliers Budget range based on our earlier market engagement our initial starting estimate of the budget range for this work is around £200k - £240k including all development and the first year platform costs.