DInfoCom/0074 - PROVISION OF REVISED TICKETING SERVICE FOR THE QUEEN'S BIRTHDAY PARADE

Tender description

Why the Work is Being Done The Queen's Birthday Parade (QBP) is the major annual State Ceremonial event in June for which tickets are allocated both to the Permanent Allocation List (PAL) and the general public. The PAL consists of Royal Palaces, Other Government Departments (OGDs) including the Prime Minister's Office, embassies and UK military formation HQs. On the two weekends prior to the QBP, full dress rehearsal parades are undertaken (Reviews) for which similar ticketing arrangements are made, these are known as the Colonel's Review and the Major General's Review. The seating capacity for each event is 6500, split between the public allocation and PAL. Problem to Be Solved A secure on-line electronic system in order for Permanent Allocation List (PAL) and the general public to buy tickets for the QBP, the Colonel's Review and the Major General's Review. The supplier is required to hold Cyber Essentials and comply with General Data Protection Regulations. All monies received from the sale of the tickets are to be held securely and paid back to the Authority within 10 days after the conclusion of the QBP. Who Are the Users London District and Army HQ. Early Market Engagement Work Already Done Existing Team London District have a team working within the Household Division who will work with the supplier Current Phase Live Work Location Off-site and on-site. When on-site Horse Guards, London District Working Arrangments The Supplier shall not be supervised, directed or controlled regarding how the services are delivered. The Supplier shall use its own equipment where security requirements permit and is expected to provide the services on such hours/days as required to meet any deadlines, as agreed between the Supplier and the Authority. The Supplier shall provide the necessary resources to support the Services which shall include one or more specialists in the delivery of digital outcomes. The Supplier must have the necessary office facilities to support their own off-site working. Security Clearance Majority of the work will be completed off-site therefore no SC will be required for those personnel, however all work completed on-site will be completed at the OFFICIAL classification level. Security Clearance (SC) will be required for each worker for the duration of the contract who is to work on-site. Additional T&Cs DEFCON 5J (Edn 18/11/16) Unique Identifiers, DEFCON 76 (Edn 12/06) Contractors on site, DEFCON 129J (Edn 18/11/16) Electronic business Delivery Form, DEFCON 513 (Edn 11/16) Value Added Tax, DEFCON 516 (Edn 04/12) Equality, DEFCON 518 (Edn 02/17) Transfer, DEFCON 531 (Edn 11/14) Disclosure of Information, DEFCON 534 (Edn 06/17) Subcontracting/Prompt Payment, DEFCON 537 (Edn 06/02) Rights of Third Parties, DEFCON 550 (Edn 02/14) Child Labour/Employment Law, DEFCON 566 (Edn 12/18) Change of control of contractor, DEFCON 642 (Edn 06/14) Progress meetings, DEFCON 658 (Edn 10/17) Cyber (if over Not Applicable), DEFCON 694 (Edn 07/18) Accounting for Property of the Authority Skills & Experience Experience of delivering against the Digital Service Standard Provision/management of website for overall ticketing process whereby Public applications can be registered, information and guidance can be provided The website shall have the facility to be linked to the official Army webpage Booking facility within which the successful applicants and PAL persons can choose and pay for their seats online Requirement to make changes to accommodate additional PAL and/or public tickets at short notice. In the event of surplus tickets becoming available, previously unsuccessful applicants should be offered them The provider should have extensive, tried and tested experience in operating such services for large high profile events similar to the requirement Retained data to be secured and kept in a safe environment as well as be made available to the poc for the Household Div on request Cyber Essential certified Must be a facility for Civilian staff from HQ HDiv to access the site (Admin site) to enable and action queries from the Public and PAL Nice to Haves Dedicated operator(s) to enable applicants to purchase tickets by phone - preferred operating times 1400hrs - 1600hrs Limit ticket purchases from same IP address to one transaction for the QBP only Enable applicants to register via phone Applicants details stored via phone Facility for ticket collection ISO 27001 certification No. of Suppliers to Evaluate 4 Proposal Criteria Experience of providing a broad range of similar resources (based on the various role types required) Approach and methodology to ensure appropriately skilled resources are provided in a timely manner Approach and methodology in planning and managing the delivery of the various work packages Flexibility/Interoperability during the planning stages of the event and be able to adjust to any emerging demands, with the supplier being close at hand Value for Money Case Study to be provided detailing similar work undertaken Detail how you would register applications, run ballot and communicate results with both successful and unsuccessful applicants (QBP only), along with offering seats to other events to unsuccessful applicants Explain how you would ensure PAL list have a limited time to procure tickets after which (e.g. 30 days before the event) they will go on sale to the public Provide details of how Ticket dispatch process either by electronic PDF tickets or post for Souvenir hard copies (options to be understood and considered) will be undertaken Provide details whereby successful applicants/PAL list can be allocated a seat e.g. a code. All PAL applicants will also be given a code to purchase their individual tickets Requirement to make changes to accommodate additional PAL and/or public tickets at short notice. In the event of surplus tickets becoming available, previously unsuccessful applicants should be offered them Cultural Fit Criteria Ability to work with MOD and understanding the constraints within current working environments High degree of adaptability to ensure that the product is delivered in a timely manner but with the understanding of the nature of the personalities Transparent and collaborative when making decisions Has a no-blame culture and encourages people to learn from their mistakes Ability to demonstrate transparency with the poc for the Household Div Willingness to share technical knowledge/experience with the organisation No commercial allegiance to any technology vendor Payment Approach Capped time and materials Assessment Method Written proposal Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range