Filing and Sorting Emails (Alpha)

Tender description

Why the Work is Being Done This work is being done as part of an early phase of the Better Information for Better Government programme. This is a cross-government initiative to improve how government manages its digital information and facilitates collaboration online. The Cabinet Office is leading work to adapt core processes and attitudes to information in departments to fit with new digital ways of working in the 21st century civil service. Problem to Be Solved Too many important emails that we need for the business of government are hard to find. We risk damaging our productivity and reputation by not addressing our information management issues. Who Are the Users We have a backlog of epics, including: As an inquirer, I need to be able to discover and access emails relevant to my task As a worker, I need to be able to find an email I sent or received so that my emails are managed As a worker, I need to stay in line with the law so that neither me or my team get in trouble As a KIM manager, I need to transfer emails to national archives in a sensible way so that everyone has confidence that things weren't lost Early Market Engagement Discussions with SMEs around previous work in this field to review for costs and achievements. Work Already Done We have completed a discovery phase into this work, as well as discoveries into similar aspects of the problem. We have a small team working on managing the project, conducting additional research and managing relationships with stakeholders across the civil service. The discovery report will be shared with shortlisted suppliers. Existing Team You'll be working with our internal team: a technology lead, a product manager and a service owner. Current Phase Alpha Work Location Supplier can work remotely or from own premises. Face to face meetings are likely to be in London. Working Arrangments We hope to co-locate the product manager with the team for around half the time in each sprint to act as subject matter expert and to be a core part of development. Security Clearance All members of the team need at least BPSS. Additional T&Cs We may need to agree additional clauses on security and data protection with the supplier due to the sensitivity of the data being handled. Skills & Experience Have experience of digital projects handling sensitive data at scale (4 points) Have experience using machine learning technologies (4 points) Have experience of building software for users at work who have limited freedom to choose their tools (4 points) Have experience of working in an agile way on projects with numerous stakeholders in multiple organisations (4 points) Nice to Haves Experience of open data and open standards (2 points) Experience of working with government departmental security teams (2 points) No. of Suppliers to Evaluate 4 Proposal Criteria Approach and methodology (7 points) How the approach meets user needs (5 points) How the approach meets your organisation’s policy or goal (5 points) How the supplier intends to ensure effective knowledge transfer (8 points) How they’ve identified risks and dependencies and offered approaches to manage them (5 points) Team structure (3 points) Estimated timeframes for the work (2 points) Value for money (5 points) Cultural Fit Criteria Experience working in an agile and distributed way including documented processes (such as a playbook) for team working that we can look through. (8 points) Evidence of open and colaborative working, both internally and with clients. Relevant examples could include work on open source projects, open data, open standards. (6 points) Experience of working in contexts with complex security and data requirements (6 points) Payment Approach Capped time and materials Assessment Method Written proposal Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers Budget range between £200-300k inc. vat we hope that this range allows for a variety of solutions and approaches to be proposed. in particular, we recognise that some smes may need to submit consortium bids. all travel, subsistence and other expenses must be included in the overall cost.