DDaT22052 - UKRI Funding Service user-centred design support

Tender description

Summary of the work We seek a partnership with a proven supplier, with excellent knowledge of working to GDS standards. Initially we are after: • 3 user researchers • 2 service designers • 1 interaction designer • 2 content designers To supplement our in-house team. Expected Contract Length 2 year with the option to extend for up to 6 months Latest start date Friday 22 April 2022 Budget Range Up to £2,492,500 over 24 months with an additional up to maximum £498,500. For any additional, unexpected costs that may occur during the delivery of the contract or should the 6 months extension be used. The total contract value including any extension shall not exceed £2,991,000 excluding VAT. However, there is no commitment to spend up to this amount. We will be hiring in permanent staff over the coming year, so we expect the supplier team to be flexible but reduce in size over time. Why the Work is Being Done UKRI’s Simpler and Better Funding programme is building a digital funding service to simplify and harmonise the funding process across its 9 councils, and support research and innovation in the UK. The transformation also includes major simplification and standardisation of funding opportunities and creating flexibility so that UKRI can support the needs of the UK Government and its stakeholders as it grows. We are now in the Beta phase with the aim to roll out live services during 2022-2024. Problem to Be Solved The existing legacy funding system is no longer able to meet user needs and many funding schemes are run off-system, which means collation of data for evaluating impact is challenging. External applicants may have to learn 9 different application processes in order to apply for grant funding. UKRI recognises the challenges applicants currently face and wants to simplify its policies and processes, allowing applicants to spend more time on conducting research and innovation. Who Are the Users As an applicant, I need: • to apply for and manage my grant funding • a single, simplified gateway to all UKRI funding As a research office user: • I need to oversee, approve, and manage the grant applications submitted by applicants As a reviewer: • I need to review, score, and submit feedback on applications As an internal user, I need to: • Create and manage an opportunity • Manage applications, peer review, award offers, project setup • Pay funding and claims • Manage project assurance • Evaluate impact of the funding As UKRI, I need a futureproof, secure, integrated platform that represents good value for money. Work Already Done In Autumn 2021 we delivered several funding service opportunities to test the application journey and gather user feedback. We’re continuing to extend the service – adding new features and iterating the service based on user feedback. The end-to-end journey involves several stages and serves multiple user types. Existing Team The team is a collaboration of UKRI staff, contractors and other suppliers. The supplier team will help bolster and support a UKRI user-centred design team which consists of: • 1 user researcher • 1 service designer • 2 interaction designers • 2 content designers • Head of product Current Phase Beta Skills & Experience • Demonstrate your team's approach to the user research lifecycle and methodology. (4%) • Demonstrate your experience of using service design practices to create services which meet users' needs, end to end. (4%) • Demonstrate your experience of using interaction design principles to design user-focused services. (4%) • Demonstrate your experience of creating user-focused content that supports user needs, journeys and behaviours. (4%) • Describe the role your team has played within the context of preparing for and passing beta GDS service assessments. (3%) • Demonstrate how your proposed team has effectively worked as part of a multi-disciplinary team with in-house staff and other suppliers during a beta delivery phase. (4%) • Demonstrate delivering to compliance standards, including GDS and accessibility. (3%) Nice to Haves • Demonstrate how your team has designed services which meet assisted digital needs. (2%) • Experience of working with funding or grant services. (2%) Work Location Initially remotely during the impact of COVID-19 then Polaris House, North Star Avenue, Swindon, Wiltshire, SN2 1FL. Polaris House is a 2-minute walk from Swindon train station. Working Arrangments We are looking for a supplier that has experience of working both on-site and in a blended, remote team. Post Covid we expect team members to be in Swindon 3 full working days, 09:00 – 17:00, per week for co-located working. Workloads will be managed by the in-house Delivery Manager using Confluence and Jira. We make extensive use of video conferencing for regular ceremonies. Security Clearance • Onsite attendance at Polaris House requires basic security disclosure. • Contractors must sign our standard non-disclosure agreement • All suppliers must provide proof of GDPR compliance. • All suppliers must adhere to UKRI’s information security and GDPR policies. No. of Suppliers to Evaluate 5 Proposal Criteria • Describe how your proposed team will ensure the successful delivery of the user-centred design elements of this project. (7%) • Detail how the resource you are proposing for this requirement will use their skills and experience to ensure the successful outcomes of the project (6%). • Demonstrate how your team will work with UKRI staff throughout the project to transfer skills and knowledge, and handover the service at the end of the contract. (6%) • Describe how you will ensure that your services will provide good value for money for the taxpayer. (5%) • Case Studies - provide three (250 words for each) to show how the resource you are proposing for the project have successfully worked on projects for improved services. (6%) Cultural Fit Criteria • Demonstrate how your proposed team will work successfully with UKRI as part of a remotely distributed multi-disciplinary team. (5%) • Demonstrate how your proposed team will work successfully with UKRI as part of a remotely distributed multi-disciplinary team. (5%) • Demonstrate how your proposed team will deliver outcomes, using agile in non-agile environments. (5%) • Demonstrate how you will work with stakeholders at all levels, within the programme and across the wider UKRI landscape. (5%) Payment Approach Time and materials Assessment Method • Case study • Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. How suppliers will be evaluated The evaluation methodology for this procurement will be based on the 0-10 methodology as per below:Suppliers that fail to score 6 and above in any Essential Skills and Expertise criteria will not be considered for the assessment stage.Score - Score Prefix Descriptor0 - The Question is not answered, or the response is completely unacceptable.2 - Very poor response and not wholly acceptable. Requires major revision to the response to make it acceptable. Only partially answers the requirement, with major deficiencies and little relevant detail proposed. 2. How suppliers will be evaluated 4 - Poor response only partially satisfying the question requirements with deficiencies apparent. Some useful information provided but response falls well short of expectations. Low probability of being a capable supplier.6 - Response is acceptable but remains basic and could have been expanded upon. Response is sufficient but does not inspire.8 - Good response which describes their capabilities in detail which provides high levels of assurance consistent with a quality provider. The response includes a full description of techniques and measurements currently employed. 3. How suppliers will be evaluated 10 - Response is exceptional and clearly demonstrates they are capable of meeting the requirement. No significant weaknesses noted. The response is compelling in its description of techniques and measurements currently employed, providing full assurance consistent with a quality provider. 4. Cultural Fit We have realised a duplication in the cultural fit criteria, the cultural fit criteria is as follows; • Demonstrate how your proposed team will work successfully with UKRI as part of a remotely distributed multi-disciplinary team. (5%)• Demonstrate how your proposed team will deliver in an open, collaborative, agile way. (5%)• Demonstrate how your proposed team is able to will deliver outcomes, using agile in non-agile environments. (5%)• Demonstrate how you will work with stakeholders at all levels, within the programme and across the wider UKRI landscape. (5%) 5. who is the current incumbent? we do not feel that it is appropriate to disclose the name of the supplier. This information is not essential or required by bidders in order to submit a response to this tender. Please note that information about previously awarded contracts is available in the public domain. 6. Is there an incumbent? we do not feel that it is appropriate to disclose the name of the supplier. This information is not essential or required by bidders in order to submit a response to this tender. Please note that information about previously awarded contracts is available in the public domain. 7. what are the job titles of the panel assessing the tenders submitted? Head of Digital Services Head of Content Design Head of User Research Head of DesignHead of Product 8. What stage is this piece of work at, Beta? Beta 9. If it is in Beta, who did the Discovery and Alpha pieces of work? we do not feel that it is appropriate to disclose the name of the supplier. This information is not essential or required by bidders in order to submit a response to this tender. Please note that information about previously awarded contracts is available in the public domain. 10. what are the job titles of the panel assessing the tenders submitted? Head of Digital Services Head of Content Design Head of User Research Head of DesignHead of Product 11. what are the job titles of the assessment panel? Head of Digital Services Head of Content Design Head of User Research Head of DesignHead of Product 12. Are you looking for one organisation to provide all resources, or are you open to organisations providing the specific need for user researchers with GDS knowledge? We want one organisation to provide all the resources 13. Can you give an approximate procurement timetable once first round submissions have been received? Invitations too shortlisted suppliers are due to be sent on the 9th March 2022 with the estimated award date to be the 11th April 2022 14. Are suppliers permitted to reference multiple work examples per requirement, to illustrate their experience in the required areas As long as the examples provided do not exceed the word limit for each questions that is fine.