Digital & Data Capability Partner

Tender description

Summary of the work The Planning Inspectorate is at an exciting juncture as we move to a service oriented operating model for our Digital Services function We want to partner with an agile supplier to provide DDaT capability when we need it to work on a range of projects through an outcome-based service contract Expected Contract Length 24 months, with the option for 2 additional extensions of 12 months each Latest start date Wednesday 30 June 2021 Budget Range There is no commitment to minimum spend over the term of the contract. The maximum spend will be £3 million per annum, excluding VAT Statements of work shall be agreed so that we can ensure we’re delivering discrete projects or activities that meet user needs and value for money The payment approach will vary dependent on the statement of work. For example, fixed price or capped and time and materials etc Why the Work is Being Done We require an experienced client-side Delivery Partner to help deliver and support digital projects and operations. We expect this contract to fulfil three types of need: 1) Capability to supplement teams on existing or urgent projects 2) Agile Multidisciplinary Teams 3) Specialist services (e.g. Data Science) Core capabilities for the proposed contract would include: -User experience and service design -Data: Performance analysis, data architecture and data engineering -Service delivery -Software development -Technical architecture -Delivery management -Business analysis -User research This contract will allow time-critical work to be supported whilst the building of in-house capability and the transfer of skills and knowledge to civil servants Problem to Be Solved The Planning Inspectorate needs access to capability that can design, build and deliver digital services. We envisage that capability will be supplied within two weeks of request to deliver digital outcomes, so that we can: -Quickly flex up and down the right delivery capacity to meet the scale of change for each activity - getting the right skills on board for the right period of time -Bridge existing gaps in capability with the right experienced resource -Reduce cost price of outcomes -Avoid supplier lock-in, retain agility, align with government agenda on disaggregation and use of commodity platforms and services -Ensure that quality industry digital and data thinking is embedded within the Inspectorate Who Are the Users As a Digital Services team, I need to run discoveries and develop digital services to design, build and run services. I may need a full team, or individuals to complement a team I have As a Data and Performance team, I need to develop data services that provide information and decision support, discovery insights, share knowledge and track performance. I may need a full team, or individuals to complement a team I have Early Market Engagement Not applicable Work Already Done The Digital Services Operating Model is being developed and we anticipate that this will continue to evolve as service maturity builds. This, along with an emerging service blueprint, will inform the types of DDaT capabilities required. The blueprint will be shared with shortlisted suppliers Appeal a planning decision service is approaching public beta and the Planning Applications service is in discovery phase with an alpha planned for completion in early summer There are a number of other projects at various stages of development, as well as a range of existing services at various stages of their life cycle Existing Team The Digital and Data teams have permanent staff across most of the government’s DDaT capability framework, supplemented by contractors We expect flexibility in any proposed service and financial model to replace supplier team members with internal team members during the period of the contract Where required, collaboration with other suppliers may be necessary. This contract will not prevent us from using other commercial arrangements, including using capability contracts, to pull together a team from a range of suppliers Please note: This contract will not replace the existing contract with Difrent Ltd who are delivering Appeals Beta and Applications Alpha Current Phase Not applicable Skills & Experience • Evidence demonstrating delivery of a similar capability and capacity contract, ensuring the client had the resource they needed, when they needed it and the key considerations for successful delivery • Evidence demonstrating how you have allocated resources based on uncertain demand, including your business model and how you resourced teams • Evidence demonstrating how you have ensured compliance with General Data Protection Regulations (including your ICO registration number), IR35 and other policies/procedures when delivering an outcome • Evidence demonstrating how you have delivered value-added contracts • Evidence demonstrating your approach to maintaining standards whilst delivering at pace • Evidence demonstrating how you have engaged with a client to understand outcomes and deliverables Nice to Haves • Evidence demonstrating how you nurture and ensure social value is delivered through your work • Evidence demonstrating your understanding of government's approach to digital and data • Evidence demonstrating when you have transferred skills to a client Work Location In normal circumstances, the supplier would be required to work alongside the Digital Services and Data teams in Temple Quay House, 2 The Square, Temple Quay, Bristol, BS1 6PN However, during the COVID-19 pandemic, we have adopted remote working for all team members with team communications made using Microsoft Team and other collaboration tools. This situation is likely to continue for a sustained period. As restrictions are lifted, it is expected that a hybrid working model will begin with some work taking place at Temple Quay House and some remotely Working Arrangments Typical discovery teams might consist of: User Researcher, Service Designer, Product Manager, Delivery Manager, Technical Architect, Data Architect Typical development teams might consist of: Delivery Manager, Product Manager, Developers, Web Ops Engineer, Content Designer, Performance Analyst, User Researcher, Interaction Designer, Data Engineer Individual statements of work will be agreed and aligned to discrete delivery phases, with robust onboarding and contract management practices in place. Our digital and data delivery needs are evolving as part of wider planning reforms We anticipate a maximum of 3-5 concurrent statement of works running at any one time Security Clearance The Baseline Personnel Security Standard clearance will be required to access the Planning Inspectorate’s ICT systems and offices. In addition, a small number may be required to have SC clearance for some projects The supplier will be expected to provide evidence for personnel allocated to the contract if requested Additional T&Cs None at this time No. of Suppliers to Evaluate 5 Proposal Criteria • Understanding of the requirement • Proposed onboarding process for resource allocated to the Inspectorate • Approach and ability to provide resource to meet our requirements • Proposed contract management methodology, including how the days worked by resource provided and then charged to us will be processed • Understanding of the Digital Service Standard and Government Design Principles • Approach to remote working • Identification of risks and plan to mitigate them • Dependencies on the Inspectorate to enable successful delivery Cultural Fit Criteria • Approach to embedding a team or individuals quickly establishing working as a team with the Inspectorate • Approach to transparency and collaboration when making decisions • Approach to sharing knowledge and experience with team members and the wider Planning Inspectorate • Social values and how they align with the Inspectorate’s, including our Equality, Diversity and Inclusion Strategy • Approach to working with other suppliers of the Planning Inspectorate Payment Approach Capped time and materials Assessment Method Presentation Evaluation Weighting Technical competence 55% Cultural fit 15% Price 30% Questions from Suppliers 1. Is there an incumbent and if so, who is it? There is no incumbent supplier providing this service to the Planning Inspectorate 2. Who from your team will be scoring applications for this opportunity and what positions do they hold? The evaluators will be: -Head of Digital Services-Head of Data & Performance-Chief Technology Officer service provider-Commercial LeadPlease note that we reserve the right to change the evaluators but will notify shortlisted suppliers if we do 3. Expected contract length – 24 months, with the option for 2 additional extensions of 12 months each” can the Buyer confirm that they are aware that the Framework S1- 1.9.2 states “Where the Buyer has incorporated an Optional Extension Period in the Order Form, the Parties agree that this Extension Period shall be for up to a maximum of 25% of the Call-Off Initial Period.” hence the proposed duration is in breach of the framework terms and would be subject to a successful challenge Thank you for drawing this to our attention. The optional contract extension shall be 6-months, not 2 x 12-months as stated above 4. Who is the incumbent and how long they have been the incumbent? We note Difrent Ltd are delivering Appeals Beta and Applications Alpha which is separate from this Please see the answer to question 1 5. Can you please advise the timelines of this procurement (e.g. shortlisted companies notified, anticipated contract award)? Also, can you confirm if shortlisted suppliers will have the opportunity to present? The planned procurement timeline is:14 May @11.59pm: Deadline for questions from suppliers21 May @ 11.59pm: Closing date for applications26 May: Results from shortlisting announced & shortlist invited to submit a written proposal and attend a presentation6 June @ 11.59pm: Written proposals to be submitted by shortlisted suppliers10 June: Shortlisted supplier presentations15 June: Results announced & contract awarded 6. Will the running of Live services be under the scope of this capability partnership? It may require support in the running of live services, but from a client-side perspective i.e. supplementing existing civil servants in the day to day operation of services 7. Will this contract cover Applications Alpha and Beta? This contract will provide client-side capability support for the full cycle of digital and data services i.e. discovery through to de-commissioning 8. What are the expected lead times for onboarding and offboarding resources on demand? We envisage that resources to fulfil the capability needed will be provided within at least 2 weeks from when the need is identified by the Inspectorate 9. Please could the authority confirm all suppliers that the bidder might be expected to work with if successful? The successful supplier will work with a range of suppliers as required on a case-by-case basis. This will include but not be limited to:-Individual contractors provided through recruitment agencies -Agile delivery teams -Chief Digital Office service provider -Consultants-Existing service providers 10. Re. q7 – as Social Value is a broad topic, please can you clarify which themes Planning Inspectorate are interested in in particular? The Social Value Model sets out government's social value priorities. There are 5 themes and 8 policy outcomes which flow from these themes. Alongside these the planning reform white paper outlines how these policy outcomes relate to the planning environment. The Planning Inspectorate is open to ideas from the market in practical ways of delivering social value across all themes as part of this engagementOur strategic plan sets out how we will endeavour to deliver social value across the range of themes. This is further supported by our People Strategy and Equality, Diversity and Inclusion Strategy 11. Will you consider bids which include offshore people and/or teams? For the purposes of this contract, all resources must be on-shored 12. Regarding the question on GDPR, can you clarify whether you are seeking responses on organisational compliance generally, or whether this question is specific to how GDPR might relate to an individual Statement of Work? We are looking for evidence demonstrating how you have ensured compliance with GDPR (plus IR35 and other policies) whilst delivering outcomes agreed via statements of work or any other methodology 13. With regard to “Evidence demonstrating delivery of a similar capability and capacity contract, would you be satisfied with evidence of a UK Government contract which has required variable supply over a period of time across numerous projects / SoWs? When providing evidence, we recommend that you follow the guidance here: https://www.gov.uk/guidance/how-to-sell-your-digital-outcomes-and-specialists-services?_ga=2.129365707.675688675.1620647362-102838089.1614957791It is your choice to provide an example that you think best meets our criteria 14. Can you clarify this criterion: Evidence demonstrating your understanding of government’s approach to digital and data. How do you want suppliers to respond to this criterion within the DOS format? Government has set clear direction on the approach to be taken with regards to data and digital. You should provide an example/examples of work you’ve done or skills you’ve used in the past which demonstrates your understanding of this approach 15. For the presentation stage, how many attendees are suppliers allowed to include? What will be the criteria of the presentation? We haven’t yet decided on the number of supplier attendees for the presentation stage. This shall be confirmed to the shortlist when invited to submit a written proposal and presentation We shall be evaluating cultural fit at the presentation against the advertised criteria 16. Regarding the criterion: evidence demonstrating how you have ensured compliance with General Data Protection Regulations (including your ICO registration number), IR35 and other policies/procedures when delivering an outcome – what are your expectations regarding the supplier’s responsibility to data? In our experience on DOS outcome-based contracts, the client owns/stores/manages relevant data through their internal data protection team The Planning Inspectorate shall be the data controller and the supplier a data processor. The types of data and how it is stored/managed may vary dependent on the work being delivered. Examples include employee data, finance data, citizen’s data etc 17. Are there anticipated to be caps on maximum day rate per role? If so please share the expected maximum rates We do not have an anticipated cap. Suppliers shall be asked to provide their proposed rate card when they submit their written proposal and those costs shall then be applied for any work called-off of the contractCosts will be evaluated and will form 30% of the final scoresSuppliers may wish to propose volume discounts or other value-added initiatives 18. With reference to “specific capability gaps”; could you please outline where PI perceives those caps to be? There is a detailed capability assessment and gap analysis is due to be completed by the end of June, but there is currently a gap in the majority of roles within the DDaT job families, with the exception of the IT Ops job family. There is particularly acute demand for data, product and delivery, user research, and software engineering capabilities. However, recruitment is in progress for software engineers and an output from the capability gap analysis will be a case for additional in-house roles where it can be evidenced that there is value in a "make vs buy" business case 19. Can you please let us know the technical stack of the digital/data capability requirement as well as the cloud platform? Cloud platform – Azure. Technical stacks are varied. Languages and frameworks used are listed below in order of most-used.ODT Appeals• JavaScript• Node.js• HTML• CSS • CosmosDB• Nunjucks • (additionally, GitHub actions, Helm, Terraform and OpenFAAS are used with some internal tools to handle SOAP to REST translation in Lua using KongAPI)ODT Applications (current intent)• PostGRES SQL (might change to MSSQL)• Next.js (to both serve static HTML and provide node.js endpoints)• VercelBAU/Legacy• Vue.js• Node.js• C# ASP.NET• PHP• MSSQL• 3rd Party CMS DBs 20. What are your expectations regarding the indicative length of SOWs for this capability contract? Each SOW will vary in effort and time depending on the type of work. We have identified three types of need along with the types of DDaT capability required for all three needs within the "About the work" section of the DOS requirement. More detailed SOWs are in development for early works and will be shared at stage 2 of the process. Assume that work will range from weeks to months for different SOWs 21. Can resource teams be a mix of contractors and employees? Yes teams may be purely made up of workers provided through the service contract or mixed with the employees from the Inspectorate (and our other suppliers) 22. Is it a requirement for suppliers to provide their ICO registration number? What if one’s organisation is exempt from having an ICO registration number? If a Supplier has an ICO registration number, they should provide it. If you do not have one or you are exempt, please say so 23. Are you leveraging Cloud platforms? We currently use Microsoft's Azure Cloud platform. Some SaaS services may use other cloud platforms. Our current focus is leveraging our existing investment in Azure and building our skills on Azure 24. Could you elaborate on what is meant by ‘value-added contracts’ in question 4? We are looking for you to provide evidence where you have added value to contracts you have delivered before. For example, this may be in the way you worked with the client, the service you provided or innovation delivered. This is not an exhaustive list and we welcome any examples on how suppliers feel they have added value 25. We are very interested in responding to this, however have noted that the timescale for the written proposal coincides with the bank holiday week where most schools are on half-term break. This will be the first school holiday after a significant period of time, where people will be allowed (under Covid-19 Restrictions) to travel to stay with family, and we expect a number of our key people to take annual leave. We would be grateful if you would please consider extending the deadline for the written response, which would enable bidders to get their best people focussed on responding Thank you for the feedback. We have decided to extend the closing date for submission of written proposals to 10 June, with supplier presentations taking place the following week (on the 17/18 June) 26. Is this work inside or outside the scope of IR35? The contract will be provided as a contracted out service as defined by HMRC, based on defined outputs. Therefore, the supplier shall be responsible for determining the IR35 status of any workers delivering the service 27. As people will be provided through this contract, who will be classified as the Client for IR35 purposes? The supplier is classified as the client (and fee payer) for IR35 purposes for this contracted out service to deliver capability needed 28. Can you clarify whether this work will be inside or outside the scope of IR35, or whether this will be judged on the basis of individual SoWs? The contract will be provided as a contracted out service as defined by HMRC, based on defined outputs. Therefore, the supplier shall be responsible for determining the IR35 status of any workers delivering the service 29. Can you please share the skill sets and technology stacks that are in use for the Digital and Data engineering services? Data Engineer skills:CurrentSQL programmingAzure SQL configuration SQL Server 2016 DB AdministrationSQL Server Integration Services, including C# scripting, installation & configurationETL/ELT development, wide variety of data sources including databases/files/APIsDatabase developmentData ModellingPowerAutomate/MS Flow PowerBIFutureSome or all of the above plus…Azure Data Factory?Azure Data Lake?Azure Synapse Analytics?Please also see the response to question 19 above regarding the technical stack of the digital/data capability requirement 30. Could you provide a breakdown (size, roles, etc) of the existing PI teams we may be asked to supplement? Digital Services – 45 people responsible for the delivery of digital services including digital product development. Roles include product managers, delivery managers, business analysts, user researchers, interaction designers, testers, software developers, technical architects, application and end user computing engineers.Data & Performance team – 11 people responsible for making optimal use of our data, ensuring that we are handling it appropriately. We are multidisciplinary and from a number of functions/professions including DDaT, Analysis and Knowledge & Information Management.Project team – responsible for the transformation of services (appeals/applications/examinations)Capability is also likely to be required as part of other projects/initiatives 31. End Thank you to everyone who submitted a question about this opportunity. To confirm, they have all now been answered hereWe look forward to the next stage of the procurement