The Digital National Asset Register Proof of Concept - Pre-Integrated Solution

Tender description

Summary of the work Design, build and operate of a proof-of-concept (PoC) for a cross-public sector property data solution. The PoC will demonstrate - Automated collection data from a designated government database and 3rd party sources. - Use of this data to create dashboards, reports and analytics using Business Intelligence and Geospatial tools. Expected Contract Length 8 months Latest start date Friday 25 October 2019 Budget Range Budget is £100,000 to include • Project management and scrum lead • Solution and data architect • Developer (portal, GIS, reporting) • Service hosting Service availability and management per supplier standard Why the Work is Being Done The Authority is the only body in central government with existing access to estates data across multiple public bodies and plans to extend this access further. By 2021, UK strategic building and property data for nearly all government and public sector bodies will be available to the Cabinet Office, offering a single, trusted view of all public estate assets. A cloud-based system to collect, manage and analyse this data will provide insight on the public estate to Departments, cross-Departmental programmes, Parliament and the public, leading to greater public transparency. Additional analytics capability will also support better strategic property decision-making. Problem to Be Solved OGP’s electronic property information mapping service (e-PIMS) is used extensively across government with data, for the vast majority, manually updated. Analytics and upgrade potential are limited. The Authority requires greater self-service capability to: • import data from multiple sources automatically • ensure input data accuracy • create dashboards, reports and geo-spatial outputs • manage user access to the data and views The Authority requires a cloud-based Proof of Concept based on components, pre-integrated into a proven offering, that can be delivered to the authority as a service. Bespoke solutions of in-house maintained functional components will be procured separately. Who Are the Users As a Department analyst, I need to view available properties and associated information on a map/ dashboard so that I can decide on the best location for my Department. As an OGP analyst, I need to access socioeconomic data myself and create a private overlay on a map so that I can understand the impact on local communities of relocating staff. As a Public Sector Property Manager, I need integration with my property management system to automatically extract information at periodic intervals, in addition to manual entry capability, so that reporting commitments are met without manually re-entering data each time. Early Market Engagement An RFI was issued in October 2018 (CCS Ref 00343874; Strategic Property Analytics Platform) to conduct a soft market test for the functional and non-functional requirements of a new system. The exercise concluded, within the limits of the responses received, that • There was sufficient market interest from system integrators and specialist Business Intelligence and Geospatial service providers • From a technical perspective, the business requirements could be met by existing, or combinations of existing, products. • There was a mix of pre-integrated solutions using in-house developed technology as well as bespoke technology stacks • There were sufficient case studies of property data aggregation from multiple sources, the use of GIS tools for display and analysis and dashboarding to conclude that the Authority’s requirements were achievable Work Already Done Use cases, functional and non-functional requirements for the full system have been defined. These were issued in the RFI, CCS Ref 00343874 and have undergone minor changes only since. The existing system is also explained in the RFI document. The subset of use cases and requirements for the PoC stage has been defined. Existing Team The OGP programme team comprises 3 main work groups (Programme Strategy, Digi-Tech and Property Data Standards and Governance). The work described in this specification will managed by the Digi-Tech workgroup lead, Graeme Thomson, who is also the Programme Manager. The supplier project manager will report directly to Graeme but will work with members of the other workgroups, for example in defining the data sources. 3rd party consultants, mainly providing specialist technology advice or reviewing technical designs, may also be part of the team. Current Phase Alpha Skills & Experience • Potential Bidders must confirm they are already or will sign up to the CCS e-Sourcing Suite for the Evaluation Stage before the Shortlisting Stage submission deadline (Y/N) • Potential Bidders must agree to abide by Crown Commercial Service’s Process for the Evaluation Stage (Y/N) • Bidder has successfully implemented production-level property data or portfolio systems at a government or corporate international level. (Minimum of 3 named recent projects) (20%) • Bidder has successfully implemented production-level Business Intelligence and GIS projects at a government or corporate international level. (Minimum of 3 named recent projects) (20%) • Bidder has successfully integrated and managed multiple internal and external data sources (>15) on a single production-level platform. (Minimum of named 3 recent projects) (20%) • Bidder must evidence current staff with experience of delivering work of the type listed in 3-5 above (20%) Nice to Haves • Bidder has experience of delivering projects in a public sector context (10%) • Bidder has experience of delivering projects using an agile methodology from requirements to operation (10%) Work Location 1 Horse Guards Road, London Working Arrangments Space in the Authority offices is constrained. Therefore, activities here should be restricted to kick-off meetings, requirements meetings, project progress review meetings (weekly) and system demonstrations. System design, configuration and testing should be carried out on the Supplier’s own premises unless a specific operational advantage in co-location is identified. Travel and living expenses to London should form part of the supplier’s price. The Authority uses Google Hangouts, Trello and Slack for collaboration and remote discussion. Review sessions should be scheduled at least 2 weeks in advance to ensure that rooms and attendance can be secured. Security Clearance All supplier staff should be Baseline Personnel Security Standard cleared. CTC cleared is desirable. No. of Suppliers to Evaluate 5 Proposal Criteria • Approach to providing the Technical Solution (35%) • Provision of Accessibility Functionality (10%) • Risk, Project and Account Management (15%) Cultural Fit Criteria Team Working and Knowledge Sharing (10%) Payment Approach Fixed price Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Use cases, functional and non-functional requirements for the full system have been defined. These were issued in the RFI" – did you use an external supplier or suppliers during that process. If so, who was it/were they, pls? The development of functional and non-functional requirements were supported by an external adviser, who are not responding to this tender. 2. Can you please confirm if this requirement is subject to any Purdah rules, should there be a General Election? No confirmation can be guaranteed until official guidance is released in the event of any such situation occurring. This is due to how specific guidance and codes of conduct are released for each unique Purdah Period. Past guidance and code of conduct can be seen at the following link https://www.gov.uk/government/publications/election-guidance-for-civil-servants. 3. An 8-month contract duration seems long for a budget of £100k – do you anticipate the spend to be spread evenly across the 8 months or to peak in one or more blocks of activity? Any insights welcome on the envisaged duration vs. budget. We envisage an initial 6-8 week design and build period with the POC remaining available for 6 months. However, there may be further iterations through the operations period of the contract term; these will be changes to the contract. 4. Will the PoC stand alone or need to be built on the current e-PIMS platform? We would expect the POC to be standalone. 5. Please could you provide details of the RFI document issued in October 2018 (CCS Ref 00343874; Strategic Property Analytics Platform) to conduct a soft market test for the functional and non-functional requirements of a new system? RFI scope:The Authority requires information on the market’s ability to provide an analytics solution at a portfolio level for the UK’s public-funded estate. This is intended to support the delivery of the Government Estates Strategy. The system will be designed to combine multiple data sources to provide the Authority with the ability to report on the current estate and analyse future requirements. The functional/non-functional requirements will be given to suppliers taken forward to the proposal stage due to the extensiveness of the documentation; there will be a period of time for suppliers to draft up proposals based on this. 6. Thank you for your response to Q1 regarding the external advisor. Will they be involved in any way in Alpha (even though not bidding for the work) or has their contribution concluded? The procured external advice has now concluded. Any external advice required in future will continue to be secured through open competition. 7. You explain "The Authority requires a cloud-based Proof of Concept based on components, pre-integrated into a proven offering, that can be delivered to the authority as a service. Bespoke solutions of in-house maintained functional components will be procured separately." – can you pls. confirm this means that THIS procurement is seeking an EXISTING online product whilst that FUTURE procurements will be seeking bespoke solutions? That is correct, this proof of concept procurement is for a cloud based pre-integrated solution, an existing offering that can meet the requirements. There a seperate DOS Procurement seeking a cloud-based Proof of Concept that uses software components that are readily available Commercial-Off-The-Shelf products integrated to meet the requirements. Both procurements are for a Proof of Concept, with 2 POCs with differing approaches being undertaken as part of the Programme's Alpha Phase.