Aviation Security International Operations - IM Systems – Design/Delivery-Alpha/Beta

Tender description

Why the Work is Being Done There has been an increased focus on international aviation security. The government announced a doubling of aviation security resources and, as a consequence, the Aviation Security International Operations (ASIO) Division rapidly expanded. The team within ASIO division require advanced Information Management Systems (IMS) to complement these organisational changes. The IMS will capture, relate, collate and report on observations conducted through overseas engagement; the data will cover contacts management, resource and event scheduling/planning and completion, and enable the input of findings to be analysed, consolidated and compared. Problem to Be Solved Current issues include; time-consuming, manual data analysis and scheduling processes, inconsistent report generation processes, inflexible and unreliable IT, and a lack of conjoined working. We expect the new solution will utilise wherever possible a commercial off-the-shelf (COTS) case management solution with an easy-to-use interface, a “single source of truth” database and access to accurate information in real-time. An element of configuration will be required to support specific user needs within ASIO division. Discovery phase outcomes provide a comprehensive starting point for the design and Agile development of the solution, which will deliver a fully operational IMS in a cost-optimal way. Who Are the Users Aviation Officers – both UK and overseas - require intelligent reporting functions and data capture functionality across different IT platforms. Manager/Policy Officer - require a system which captures/stores accurate information to inform operational strategy and supports key decision-making. Data Analyst – require advanced analytics (including automated functions) and data visualisation tools enabling greater trend analysis and other analytical products. Project Manager – requires central register of equipment and capacity development training, activities and project spend delivered overseas. Deployments Officer - requires intelligent automated and manual scheduling functions to assist in planned overseas deployments. Early Market Engagement Work Already Done DfT commissioned a project in 2016 to review and provide recommendations on how to better structure the expanding organisation, focussing on the current IMS. A high-level requirements specification was produced alongside an ‘As-Is’ report, along with recommendations. This piece of work was internally refreshed in 2017. A thorough Discovery exercise, which concluded in December 2017, captured the user personas, their needs and details of any existing systems. Copies of some Discovery deliverables will be made available at the proposal stage of the tender process however, this should not influence the choice of solution. Existing Team Dedicated support and subject matter expertise provided by Head of Information Management, Data Analysis, Standards and Reporting Team along with support from 1 x SEO and 2x HEO team members (dedicated implementation team resource); further subject matter expertise and support from Deputy Head, ASIO who will act as SRO for the project. Alpha/Beta phase will also be supported by subject matter experts from all sub-teams within the Division to assist the successful suppliers through alpha and beta system development. Discussions are underway to bring in internal Digital support. Support staff members are not dedicated to the project. Current Phase Alpha Work Location The supplier will split their time between both Department for Transport offices (Horseferry Road and Great Smith Street, Westminster) as well as allowing time for them to work at their own offices where required and agreed with customer in advance. Working Arrangments Close engagement with the Division, as well as external stakeholders (e.g. other HMG stakeholders, IT Security/Digital) to fully meet the requirements is mandatory. This is a full-time, 5 days a week arrangement primarily based at DfT offices. Time can also be spent time at their own offices when required and agreed with the customer in advance. There are no expenses allowances associated with this work. Any adhoc or overseas expenses will require prior approval from DfT and will be treated on a case-by-case basis in compliance with DfT Expenses policy. Security Clearance All contractors’ personnel should be cleared to the authority security clearance level of SC as a minimum and must be available to begin work with immediate effect following contract award. CV's will be required for resource to be assigned to project, evidenced at written proposal stage. Additional T&Cs Skills & Experience • Proven, demonstrable experience delivering projects using the Agile project management methodology. • Proven ability to support a flexible way of working, making late changes to plans and re-formulating to maintain project progress against tight timelines. • Demonstrable evidence of excellent planning, coordination, communication and project management skills. • Proven, demonstrable track record of delivering projects at speed with clearly identified deliverables and timescales. • Have demonstrable experience of delivering successful Discovery outcomes to support and shape technical solutions • Have demonstrable experience of complex technical investigation to inform future project stage • Demonstrable evidence of incorporating latest technologies to enhance product specifications, resulting in increased functionality and improved user experience • Demonstrate evidence of successfully implementing Commercial off-the-shelf (COTS) solutions • Demonstrable evidence of using clear development methodologies, outlining how this would work in conjunction with a client’s internal development team. • Demonstrable evidence of a robust risk management process, including risk identification, mitigations and governance. • Demonstrate understanding and ability to deliver digital services/products to the Government Digital Service standards • Evidence of working with 3rd parties to develop standard interfaces and data exchange portals • Demonstrate evidence of using NCSC’s cyber security principles and using a risk-based approach. Nice to Haves • Examples of working across multiple government departments, including data-sharing protocol. • Demonstrable evidence where innovative solutions have been applied to assist in project delivery. • Demonstrable evidence of adhering with Customer’s relevant policies and standards. • Demonstrable experience of utilising Open source technologies to affect change. • Demonstrable evidence of successfully managing and assisting in delivering IT projects within public sector organisations. No. of Suppliers to Evaluate 3 Proposal Criteria • Suggested technical solution (5%) • Identify the approach and methodology to the Alpha/Beta project planning and delivery, identifying the main stages and activities proposed at each stage. (10%) • Detailed resource plan – demonstrating how in-house, supplier and external resource will be used and at what stage (8%) • How the approach or solution meets user needs (7%) • How they’ve identified risks and dependencies and offered approaches to manage them (5%) • Estimated timeframes for the work (5%) • Demonstrate value for money (5%) • To protect Governmental information appropriately, classification of data (up to and including OFFICIAL SENSITIVE), Suppliers provide robust security measures appropriate to the nature/use of the information to NCSC standards Cultural Fit Criteria • Experience of working as a team with our organisation and other suppliers (2.5%) • Experience of transparent and collaborative decision making (2.5%) • Experience of taking responsibility for their work and resolving problems effectively (2.5%) • Evidence where status quo has been challenged resulting in an improved final outcome (2.5%) • Demonstrable evidence of working with clients with low technical expertise (2.5%) • Experience of working with Government departments (2.5%) • Evidence demonstrating an ability to transfer knowledge & skills to Civil Servant team members (2.5%) • Evidence of strategic thinking striving to deliver best possible solution/concept possible. (2.5%) Payment Approach Capped time and materials Assessment Method Written proposal Case study Presentation Evaluation Weighting Technical competence 65% Cultural fit 10% Price 25% Questions from Suppliers Budget range up to £1,100,000 (full solution delivery, lifecycle costs and any assumptions)