Digital Support Services - Disclosure and Barring Services

Tender description

Summary of the work The Authority requires expert digital support services to help with the strategic delivery of its digital by default programme. This shall be a Call-Off Contract to enable flexible support for projects within the programme throughout the 2 year Call-Off Contract. Expected Contract Length 2 Years - Call-Off arrangement Latest start date Friday 1 June 2018 Budget Range The Authority shall let a Call-Off Contract of up to £2m p/a for these services. Suppliers shall provide day rates for all roles identified in Work Package 1 and the Rate Card. The Supplier shall state any discounts which shall apply for bulk orders, e.g. 5% per day for every day ordered above 100 for each Work Package. Prices shall be used to create a basket of goods and used for the Price Evaluation. The total maximum Call-Off Contract value over the 2 year term shall be £4m. Why the Work is Being Done DBS is undergoing a journey towards making its government services and information simpler, clearer and faster for citizens and businesses, i.e. to make digital by default a reality for DBS service users. DBS does not have the required skill sets to undertake this critical programme of work and therefore requires the support of an external supplier. The Supplier shall fulfil a specific, temporary need within the Information Directorate, with outcome based services for a specific project work. The Authority shall short list the initial proposals from DOS Suppliers and conduct a Stage 2 Evaluation via Emptoris. Problem to Be Solved The Supplier shall support DBS with digital programmes and projects by providing resources with requisite skills/experience. The Supplier shall provide this support across a number of Work Packages via a Call-Off Contract, for which individual outcomes and deliverables will be defined by DBS prior to engagement of services. Where requisite experience does not exist within the Supplier’s existing resource pool, job specification creation, candidate search functions and short-listing of suitable candidates shall be required from the Supplier to fill these resource gaps. CV's shall be provided to the DBS for approval before any appointment in all circumstances. Who Are the Users The user is the DBS Information Directorate. The successful Supplier shall be engaged to work with the DBS Information Directorate on a Work Package to cover the above initial requirement. The exact details of this Work Package shall be provided during Stage 2 of the Evaluation. Additional requirements shall be Called-Off periodically. Work Already Done The Authority has embarked on an R1 modernisation programme which will implement a programme to transform the its core services and customer experience. The state-of-the-art technological platform includes the introduction of online electronic applications, digital certificates/barring decisions and a highly automated, paperless office. The R1 modernisation has, so far, delivered a new computer system and web service to replace part of the current system and introduced a new DBS product. There is lots of project work relating to R1 still to be completed prior to Go Live, as well as additional digital projects relating to the Digital by Default agenda. Existing Team The existing DBS team consists of DBS staff and a third party supplier who provides technical and programme support for digital projects. Current Phase Beta Skills & Experience • Ability to rapidly establish credibility with senior management in the relevant business areas. • Experience of operating effectively in blended, multi-discipline, multi-vendor team environments and providing a flexible resource profile that can adapt to demands across the engagement, taking direction where required • Experience of reviewing landscape complexity and assessing opportunities for improvement to both technology and business stakeholders. • Experience of providing Project support for projects with many complex dependencies. • Ability to quickly assimilate information and up-skill to become established as an integral part of the team. • Ability to work cross-functionally with multiple Potential Providers in a fast paced and challenging environment. • Effective communication skills to run workshops, elicit detail, articulate solutions, document technical material concisely and drive out agreements. • Ability to quickly identify relevant resources and deploy on DBS estate. Nice to Haves • Experience of working in a challenging and complex public sector environment. • Experience of Government Digital Standards (GDS). • Experience of Oracle and Siebel based applications. • Experience of wide variety of different technologies. • Understanding and experience of Safeguarding industry. Work Location The Supplier shall be able to provide services at DBS’s two locations: Shannon Court, 10 Princes Parade, Liverpool, L3 1QY and Stephenson House, Morton Palms Business Park, Alderman Best Way, Darlington, DL1 4WB. The majority of work shall be carried out at the Liverpool office but there may be limited occasions when DBS requires the Supplier’s staff to work from the Darlington office or another location. Working Arrangments Specific instructions shall be given for each individual Work Package with regards to working arrangements. For the initial 5 roles, the following shall apply: The services shall be delivered from Shannon Court, Liverpool (and occasionally from Stephenson House, Darlington, if required by the Authority) and it is expected that a minimum of 80% of the working week shall be on site, 09:00-17:00 Monday-Friday. Security Clearance SC Clearance shall be required for each individual delivering services under this Call-Off Contract. Additional T&Cs All support services provided under this Call-Off Contract shall be based on Time and Materials. As such, the DBS reserves the right to terminate any services with 10 days’ notice without charge. All services delivered within the 10 notice period shall be chargeable by the Supplier. DBS reserves the right to request that the Supplier, at its own cost, provides replacement resources for any Work Package should the DBS identify the individual to be unsuitable or under performing. The Supplier shall provide replacement resources within 20 Working Days. No. of Suppliers to Evaluate 3 Proposal Criteria • Experience of delivering similar services • Team Structure/CV's for initial 3 roles • Account Management • Service Delivery - Approach & Methodology • Value for Money Cultural Fit Criteria • Foster a culture of team involvement in user research, content design and performance analysis. • Drive and passion to support essential government services to protect vulnerable people in society • Take responsibility for own work and impact/contribution to wider team goals • Ability to work collaboratively with multi-disciplinary team of both in-house and contractor staff • Ability to share knowledge and experience with in-house team to support skill transfer • Ability to work collaboratively to actively influence other work streams • Flexibility to support wider team goals Payment Approach Time and materials Evaluation Weighting Technical competence 55% Cultural fit 5% Price 40% Questions from Suppliers 1. You mention 5 roles are required for the work package, please can you clarify what the roles are so we can determine if this is an outcome we are able to apply for? Work Package 1 shall include:• Project Manager x 3;• • Change Control Manager;• Project Finance Manager.These shall be required for 12 months supporting the DBS R1 Modernisation Project to a successful outcome. Specific outcomes for this project will be issued with Work Package 1 for the winning Supplier.Future Work Packages shall include, but not be limited to Digital roles such as:Software Developers; Software Testers;Technical Authors; Project Managers;Business Analysts; Interim Senior Managers; Chief Architects; Agile Architect; SI Architects; Junior Architects; Scrum Master; Content Designers; Performance Managers; UX Designer; User Researchers; Project Support Roles. 2. How will the Short listing and Evaluation work for this requirement? DBS shall utilise the Digital Marketplace to short list Suppliers using the evaluation criteria detailed within the DOS 2 Advert. It is anticipated that short listing shall be completed by 10th April 2018, with outcome notices being issued to Suppliers by the 11th April.Suppliers who are short listed shall be invited to a Stage 2 Quality and Price Evaluation via the Crown Commercial e-sourcing tool Emptoris. ITT documentation shall be shared via Emptoris, including a full Statement of Requirements, Response Guidance, Price Questionnaire and associated ITT documentation.MEAT shall be used for determining the winning Supplier at Stage 2. 3. You mention you want suppliers to provide day rates for roles. Where do you want suppliers to show this? Day Rates for the range of roles required under this agreement shall be provided by Suppliers who are short listed for Stage 2 evaluation.Suppliers should provide an estimated cost for Work Package 1 based on a 12 month engagement for the purpose of short listing. 4. Value of the call-off contract is mentioned as “up to £2m” in one part of the notice and then £4m in another. Which one is it? The contract is up to £2m per year, so £4m over the 2 year term. 5. Requirements appear to describe the need for a commitment to outcome deliverables and also for a new supplier to supply resources to supplement blended teams in order to achieve outcomes. Can the Authority please confirm if they are looking for single, focused teams from a new supplier or a new supplier who is expected to blend with another supplier’s team/s? The Authority is looking for a Supplier who can provided both full teams to deliver outcomes, as well as individuals who can blend into existing teams to deliver specific outcomes.Each Work Package will be clearly defined with outcomes, deliverables and resource expectations from the Supplier. 6. Is there a projected timetable for the remainder of the procurement and an anticipated start date for the project? Below is an outline Timetable for this procurement (please note these are subject to change):28th March-10th April Short-listing Evaluation;11th April Short-listing Notification;13th April Publication of ITT Notice, inclusive of Launch of e-Sourcing event;13th-24th April Stage 2 Clarification period;25th April Deadline for the publication of responses to Stage 2 Tender Clarification questions;4th May Deadline for submission of Stage 2 Tenders to the Agent;7th–16th May Stage 2 Evaluation Process;17th-27th May Internal Approvals;28th May Proposed Award Date of Contract;29th May Expected execution (signature) date for Contract(s);1st June Expected commencement date for Contract(s). 7. Will DBS accept SC clearances from other government departments or SC eligibility for fast track through its own SC clearance process. Please advise which of these will apply. Everyone who works at the Disclosure and Barring Service (whether they are permanent, temporary or a contractor) must have successfully completed the vetting process appropriate for their role.The level of clearance depends on the nature of their role and how much information/System access is needed. If valid security clearance from another government department is held, this can be transferred via the formal ‘Confirmation of Clearance’ process.It is important to note that in all the Security clearance or Security vetting only remains valid if you have continued to work on a government contract in the last 12 months. 8. We understand the current incumbent contract is due for re-let in 2019. Please can you confirm that by bidding for this opportunity, we will not be precluded from bidding from future procurements in respect to this programme? The Authority can confirm that bidding for this requirement will not preclude an organisation from bidding for any future requirements which DBS may tender. 9. In respect to the ‘nice to have’ criteria of ‘Understanding and experience of Safeguarding industry’, please could you elaborate if you are looking for direct industry experience (i.e. provision of children’s entertainment licencing facilities for example) or for the understanding and knowledge of the vetting processes and supporting operations required to support a safeguarding industry process? The Authority is looking for a Supplier who has experience and knowledge of the Safeguarding industry, whether this be practical experience or an understanding and knowledge of the vetting processes and supporting operations required to support a safeguarding industry.The more applicable experience which a Supplier can demonstrate, the higher they will be scored in the short listing stage. 10. Please can you explain what specific Oracle and Siebel skills are required. The Authority is looking for a Supplier who has expertise and experience in working with Oracle and Siebel based applications. Having a Supplier who has experience working with these will help to prevent upskilling and knowledge building so as to enable the fast and effective delivery of each Work Package. 11. We are seeking further clarification on your response to question 3 in the already published Q&A. Do you, at this current stage, want us to provide a price for Work Package 1 (based on the information provided)? If so, where would you like us to provide that price within the requested 100-word responses? Suppliers can provide the high level estimated figure for Work Package 1 in any of the available response boxes. 12. Could you please share the current technical architecture for DBS. Which systems are we likely to have to integrate with? The DBS technical architecture is in 3 parts; R0, R1 and Basic Digital Service (BDS).R0 accepts and processes of Standard and Enhanced criminal records checks. R0 is based upon an Oracle 10g stack hosted on Sun Solaris servers in a physical data centre.R1 accepts and processes referrals and Basic criminal record checks from 3rd parties. R1 runs Siebel Case Management alongside Oracle stack (Webcentre Portal, IAM etc.) and is hosted in a hybrid data centre.BDS accepts and submits (to R1) Basic criminal records checks. It is hosted on AWS and runs NodeJS, Java EE and PostGreSQL.