HMCTS Reform Core Case Data and Case Tools (Case Management Tools)

Tender description

Summary of the work A single supplier to partner in the support, management and further development of core case back-end components. These components are to be combined with a range of tools and technologies to provide Case Management as a service into the programme. This will incorporate new service support, development, and transition. Expected Contract Length 24 months Latest start date Monday 16 September 2019 Budget Range The value of the call off contract is expected to be between £5m and £7m, depending on the pricing submissions from the successful supplier. HMCTS expect suppliers to provide the best value proposition they can. The pricing stage will ask for the rates across relevant roles and the differing levels, in line with SFIA grades, as well as London and Birmingham pricing. Further pricing guidance will be provided to those shortlisted suppliers. Generally, any rates over £750 per day will require CFO approval. All rates and SOWs will require Finance Business Partner approval prior to sign off and onboarding. Why the Work is Being Done Core Case Data (CCD) is the Ministry’s internally developed case management system which lies at the heart of the Civil, Family and Tribunal’s (CFT) Reform Programme (the Programme) and provides case management and related capabilities across all current and future business areas. As part of the Reform programme, the CFT technology programme has concentrated on the delivery of citizen facing services within complex business areas resulting in internet facing applications being delivered to the public supporting Probate applications, Divorce applications, Social Security and Child Support benefit appeals and Civil Money Claims. Problem to Be Solved Over the coming years the Programme will bring a range of other business areas into the scope including Immigration and Asylum appeals, Civil Enforcement and Family and Public Law. It's crucial CCD can manage the additional scope due to the subsequent increasing amount of service projects having a dependency on its capabilities and data it stores. CCD will have a number of competing priorities and high levels of requests from service projects, both in development and live environments and must perform to an optimal state. The supplier will be tasked with delivery of the systems and transition to BAU. Who Are the Users Users include Judges, Solicitors, Local Authorities, Case Workers, Magistrates and others that are being underpinned by the service projecs. This requirement is for a back-end capability which facilitates all this activity. Every individual who consumes services provided by CFT will be a user. As CFT is an Agile Programme, the winning supplier may need to take responsibility for delivery of other components related to Case Management and/or Evidence in the future. This will be determined as part of the ongoing architecture and planning process. Early Market Engagement An early market engagement was held prior to Christmas 2018, and the slideshow is attached at the following URL... https://drive.google.com/open?id=1mPTR7a5zMklljrflMckriKiwgZqweRUK Please be aware the plan for Commercial activity and tenders in this pack is now under further review. Work Already Done CCD and Tools are a set of existing live services which support a range of different jurisdictions through configuration. Functionality currently includes: • Flexible live support of a range of case types, basic data objects and standard ‘capabilities’ as part of case progression • Limited support for access management • Basic integration with ElasticSearch • A document store with limited metadata and basic access control We are looking for suppliers who can commit to continuing the building, maturing and supporting of these capabilities. Existing Team A number of rainbow teams consisting of consultants from multiple suppliers have provided the capability to deliver the programme's common components. The current suppliers include Atos, Agilesphere, Solirius, Capgemini. There are overarching contracts including for QA Services and Architecture where the successful supplier will not be required to provide services. The successful supplier will be tasked to delivering the services currently delivered by the rainbow teams and the maturing of these services will require further capacity. There may also be scope for the successful supplier to deliver Evidence Management (which ties into CCD) at a later date. Current Phase Beta Skills & Experience • Demonstrate your ability to provide close knit, technically led JAVA development teams, in a range of skill levels. (2%) • Demonstrate how your close knit, technically led JAVA development team have experience of successful, efficient delivery via CI/CD in an Azure environment (2%) • Demonstrate where you have previously led the outcome on back-end components, while working in collaboration with another outcome supplier, delivering the front end components of the same service. (2%) • Demonstrate how you have planned and delivered Agile projects within complex transformation programmes. (2%) • Demonstrate how, in the complex Agile Transformation programmes you have delievered, you have ensured you are able to fit into the existing programme governance and reporting. (2%) • Demonstrate where you have adopted waterfall methods for tracking and reporting progress alongside roadmap/pipeline based planning. (2%) • Demonstrate your ability to work in a formally managed Test Driven Design environment with CI/CD. (2%) • Demonstrate your experience of managing and deploying to ASE and AKS based environments as part of a wider technical programme. (1%) Nice to Haves Demonstrate how the team you are proposing have used AngularJS, and how you understand the consumers of the services and prototyping. (1%) Work Location The work is currently based at 102 Petty France, London, and there is an expectation that this will be the base location. There are offices at 54 Hagley Road, Birmingham, and Aldgate Tower, E1 8FA. Suppliers can propose to deliver the services away from HMCTS offices, however this will not be immediate transition, and there will still need to be some presence at HMCTS offices. Suppliers will be scored on proposed pricing at the current base location. Working Arrangments Delivery approach based on on scaled agile, aligned to GDS standards, however, this is within a change portolfio operating an overarching Waterfall approach. Supplier teams will be required to work onsite at the base locations 5 days per week. Works performed at a non-base locations and London (outside of the M25), all reasonable travel expenses costs shall be met in accordance with the MoJ travel/subsistence policy. Suppliers are notified by at the earliest opportunity of a change in the base location. There is a further need for out-of-hours support and this will be factored into the pricing model. Security Clearance DBS Basic Certificate plus BPSS background check for all team members. The supplier must provide a minimum of 3 developers with SC clearance for the entire duration of the engagement (from contract signature) to ensure the team are able to support live service environments in parallell with development tasks. Additional T&Cs Standard DOS3 terms and conditions. HMCTS expects that suppliers submit pricing that they can adhere to over the duration of the contract, as well as any extension if needed. HMCTS reserve the right to utilise alternative pricing mechanisms; this will be built into the contract, and managed per statement of works. Where examples and references are required, references will be required at proposal stage. At Stage 1 (shortlisting stage), please ensure you include the organisation name where references are required. Non-compliance may result in a partially met. No. of Suppliers to Evaluate 5 Proposal Criteria • Provide an overview of your approach, including the team profile you are submitting to fulfil the outcome. (6%) • Outline the individuals and the profiles of the supplier staff you can provide over the duration of the contract. (3%) • Explain your proposed delivery model and how this would align with the programmes. (3%) • Describe the solutions that you would provide to action any of the key challenges you will face when delivering this outcome. (3%) • Provide an overview to your attitude to issues and risks, including your approach to triage and issue resolution.(3%) • Describe your ability to flex your service offering and meet rapid demands and priority change.(5%) • Describe how you will ensure knowledge transfer from the existing team, and incorporate the experience of work to date.(10%) • Demonstrate your ability to deliver capability within an existing enterprise governance framework, which includes pre-existing architecture, engineering practices, pipeline and QA approval processes.(5%) • Demonstate where you have deliered outcome based solutions and the KPIs and SLAs you contrated against, the governnace to manage the delivery and associated penalties/resulting actions for non-delivery.(5%) • What is the value proposition of your bid. How will you aid delivery and ensure it remains underbudget, and to its deadline.(4%) • Providing references, demonstrate how the members of your proposed team have developed flexible, multi-tenant case management systems on MS Azure using the essental skills in section 1.(7%) Cultural Fit Criteria • Explain how you’ll ensure collaboration at all levels of the project and programme delivery between users, team members and management. Give examples of where you have taken this approach. (1%) • Explain how supplier staff are extremely confident written and spoken communicators, and able to engage senior leaders at short notice.(1%) • Explain how you would maintain a no-blame culture and encourage people to learn from their mistakes and provide examples of this. (1%) • Explain how you would work with us to create and enhance a DevOps culture across the workstream. (1%) • Explain how will work closely in partnership with other suppliers and HMCTS to deliver solutions in a collaborative and efficient manner. (1%) Payment Approach Time and materials Evaluation Weighting Technical competence 70% Cultural fit 5% Price 25% Questions from Suppliers 1. Is there an incumbent. Is it their intention to bid? As outlined in the 'Existing Team' section, there are currently a number of suppliers working in teams that are delivering this. We have not yet spoken to any of the incumbent suppliers about their intention to bid, however they are aware of this tender. 2. In previous tenders HMCTS has looked for more than one example for each question. For this tender the questions are not as clear. Could you clarify whether you are looking for a single example per question or more than one? HMCTS have considered the 100 word limit, and therefore one relevant and detailed example per criteria will be sufficient. As outlined in the tender, please include the organisation name being referenced. 3. Would HMCTS entertain joint bids from suppliers for this work? If so, does this have to be declared at Stage 1 or can the joint bid details be provided at Stage 2 if we are shortlisted? Under the DOS terms and conditions, all suppliers have the ability to partner and subcontract on DOS opportunities. The main details of the partnership should be outlined in your proposals (stage 2), however if the partners experience is relevant to the stage 1 criteria, please make HMCTS aware in your response. 4. What is the average supplier payment performance (i.e. the time taken to pay suppliers)? What is the department's average supplier payment performance to SME suppliers? HMCTS will make every effort to ensure suppliers are paid in line in line with departmental policies and the contractual terms and conditions. 5. Regarding the stage 2 criteria,HMCTS say they want a team profile for the outcomes but we were under the impression that this is a call-off contract and there is little detail regarding team profile?The advert also says that HMCTS will be pricing only on day rate? HMCTS also say they want OOH to be factored into the pricing. Would this be built into the day rate? Suppliers will be asked for an indicative profile for the team that they feel can meet the requirements of the tender. Suppliers will be scored on their profile and the team they are proposing, including their ability to deliver the outcome.Full details of the pricing evaluation will be provided to shortlisted suppliers. Due to the nature of this requirement, HMCTS are aware demand will increase/decrease and will look to ensure this is taken into account.Out of hours details will be profiled separate to day rates, again, further details will be provided to shortlisted suppliers. 6. How involved are the users in defining requirements, and is the gathering of these requirements in the scope of this contract? Requirements for CCD come from service owners who work with users, rather than the team working directly with the users. DM and BAs facilitate the gathering of business requirements by working with Digital product Manager who works with service owners. DM and Tech Leads also facilitates the gathering of business requirements by working with Solution Architect and Software Engineering teams. So facilitation is in the scope of the contract, but the onus is on the DPMs and SAs. BA's work directly with consuming teams to gather and elaborate requirements where required. 7. What team composition does HMCTS envision (eg software developer, delivery manager, service owner, product manager, interaction designer)? Current team composition - Service Product Owner, Delivery Manager, Solution Architects, Digital Product Manager, Business Analysts, Scrum Master, Fullstack developers, DevOps Engineer, Automation testers, Manual tester and Performance tester. We expect suppliers to submit proposals for teams they believe can deliver the outcome efficiently, in line with the tender guidance above. 8. What service level agreements are currently in place for CCD and does the current service meet them? There will be a requirement for the supplier to provide support assistance up to 7 days a week. Support for P1 incidents may be required on a 24/7 basis. 9. What is the current and expected release cadence for this project? We have a roadmap running to May 2021 with program increments each of 6 sprints. There are multiple technical releases per day. 10. What type of out of hours support do you anticipate needing, 24/7 eyes on glass or on-call out of hours support? We will require on-call, we will ask for this support model to be itemised in the pricing stage of the tender to assess its viability. 11. Are you looking for an operations support team to provide ongoing support after the transition to BAU? This is to be decided in the future Target Operating Model. 12. In E1 where you refer to "a range of skill levels" do you mean a range of technical skills e.g. Java 8, Spring, Angular, Node or do you mean a range of experience/skill levels e.g. Junior, Intermediate, Senior? In this instance we require both, and confidence suppliers can provide a range of skills at a range of comptency levels across the team.