SMarT Scheme Discovery Phase User Research and Procurement Process Activities

Tender description

Why the Work is Being Done The current Administering Body (AB) contract for managing claims for SMarT is due to expire on 31 March 2019 and needs to be re-tendered. A new funding scheme called SMarT Plus has been introduced this year and needs to be incorporated into the new AB contract to manage claims for both SMarT and SMarT Plus from 1 April 2019. The current database is designed for SMarT claims only. It is no longer fit for purpose and is unable to cope with the demands of both schemes. Options need to be identified for an alternative claims system. Problem to Be Solved The supplier will be responsible for managing the entire commercial process (including drafting business case, Invitation to Tender documentation, technical specification and requirements gathering, supplier evaluation, etc) including the award of the new SMarT AB contract by 31 March 2019. They must undertake user research in parallel with contract tender work to obtain user feedback/experience. They will put forward proposals for potential alternative user friendly models of delivery to manage claims for both schemes that meet Government Digital Services (GDS) requirements. The outcomes/recommendations from the user research will be used to inform the AB contract. Who Are the Users The users include the AB, MCA, Support for Maritime Training (SMarT) Training Providers (TPs) (sponsoring companies), DFT and are predominantly based within the UK. As a TP I need to be able to submit accurate claims using a unique reference number for each of my trainees and client companies and upload supporting evidence. As the AB I need to be able to check/validate the claims to reimburse the TPs and run reports. As the MCA/DfT I need to be able to track trainees progress, obtain accurate management Information, ensure Government funding is claimed correctly and monitor expenditure by running reports. Early Market Engagement Work Already Done Existing Team The team will be working with several members of the MCA SMarT Team as well as a range of senior stakeholders within the MCA (seeking clearances and approvals to contract award); several sponsoring/training companies and possibly the existing Administering Body (AB) contractor. Current Phase Not started Work Location MCA Southampton SO15 1EG Working Arrangments Will report to SMarT Manager. Remote working with onsite days when required liaising with SMarT Team in Southampton. Office is open five days a week Mon-Fri. Some travel to other regions of the country may be required to visit sponsoring/training companies. Security Clearance Additional T&Cs Skills & Experience Demonstrate your extensive experience of providing procurement skills including assisting with the defining of requirements and evaluation of tenders in accordance with EU and public sector procurement policies and procedures. Extensive experience of all aspects of Government tendering/procurement processes for goods and services, and GDS spend controls. Proven ability to maintain strong contract management and drafting skills with the aptitude to confidently collaborate at all levels with current internal and external stakeholders at all levels. Proven track record of delivering projects at speed and balancing priorities using project management methodology with clearly identified deliverables and timescales. Experience in other common digital roles such as business analyst, user researcher, developer, design, sharing knowledge and working in a multi-disciplinary team whilst gathering user requirements for web-based services. Full understanding and demonstrable experience of a wide range of research and design methodologies. Strong experience of delivering discovery work to government service standards and through GDS assessment. Demonstrable experience of using outputs of discovery to set scope of next stages. Proven experience conducting, analysing and documenting user research with a diverse mix of users, iterating project work. Nice to Haves Member of the Chartered Institute of Procurement and Supply (MCIPS) No. of Suppliers to Evaluate 4 Proposal Criteria Describe your team experiences, capabilities plus set up (including roles and CV’s) and how you would adapt the team to changing priorities during the course of the project phases. Detailed resource plan – demonstrating resources will be used and at what stage Estimated timeframes for the work to be completed and how they will meet project milestones How the approach or solution meets business/user needs: detail how you will ensure these are understood and met in the development Identify the approach and methodology to the project planning and delivery, identifying the main stages and activities proposed at each stage. How you have identified risks and dependencies and offered approaches to manage them Demonstrate value for money Cultural Fit Criteria Experience of working as a team with our organisation and other suppliers Experience of transparent and collaborative decision making Experience of taking responsibility for their work and resolving problems effectively Experience of sharing approach, knowledge and skills with other team members Payment Approach Fixed price Assessment Method Written proposal Work history Reference Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers Budget range