prj_10092 Victim and Witness Data Portal-closed

Tender description

About adding context and requirements test Work done so far In January 2023, we entered into the discovery phase of the project, exploring options of how data can be collected in an updated and improved way. We sought to explore issues further and establish firm requirements for an improved reporting mechanism. The discovery phase was completed within the expected timeframe with no substantial issues or blockers. A wide range of stakeholders were engaged throughout the process and gave us a strong overview of the issues that need to be addressed. Which phase the project is in Alpha Existing team The existing team consists of the Business Lead (from VWCIU) and Project Manager. Address where the work will be done Remote. Working arrangements The supplier can work remotely with no requirement to attend a Ministry of Justice office. Provide more information about your security requirements: Security Check (SC) Latest start date 2023-10-09 Enter the expected contract length: 2 years Extension period: 1 year Write the term or acronym: VWCIU Write the term or acronym: PCCs Explain the term or acronym: Victim and Witness Commissioning and Implementation Unit Explain the term or acronym: Police Crime Commissioners Are you prepared to show your budget details?: Yes Indicative maximum: 500000 Provide further information: Indicative maximum budget for the first Statement of Work is £188,000 for financial year 2023/24. There is a budget of up to £20,000 for ongoing support and licensing costs in 2024/25. The maximum contract value for the initial 2 year contract term is £500,000 that is subject to governance, internal approvals (including budgetary approvals) and the agreement of Statements of Work. The value for the Contract Extension period (if exercised) will be proportionate with the maximum contract value for the initial 2 year contract term. Confirm if you require a contracted out service or supply of resource Contracted out service: the off-payroll rules do not apply Summary of work Project aim is to develop a data collection platform (Victim and Witness Data Portal) which can hold grant monitoring information. Requirements include design, develop and implement a Power Platform solution hosted on Ministry of Justice infrastructure. There is a requirement for some ongoing support. Where the supplied staff will work No specific location (for example they can work remotely) Why the work is being done The Ministry of Justice provides a large amount of funding for support services for victims and witnesses of crime. By 2024/25, funding for victim and witness support services will be £192 million per year. At a national level, other departments such as the Home Office, the Department for Levelling Up Housing and Communities and the Department for Health and Social Care additionally fund victim support services. Local services are commissioned by a variety of agencies including local authorities and Police and Crime Commissioners (PCCs). We need to hold complete and accurate data on the services we fund to ensure accountability for public spend and to allow us to make the strongest business case possible for future investment. As such, the Department requires as part of grant and contract agreements that MoJ funded providers and commissioners collect and submit data. The business problem you need to solve There are several issues with how the data collection process is currently managed: a. Format of data: all data is currently collected using Microsoft Excel spreadsheets which causes difficulties at each stage, including problems with data quality and reliability. b. Lack of insight: we are limited in how much insight we can draw from the vast amount of data we hold, due to issues with data quality as noted above. c. Resource intensive: for both grant recipients and MOJ teams, the spreadsheets are not user-friendly and are time consuming to complete and to review. As such, the Victim and Witness Commissioning and Implementation Unit ("VWCIU") is seeking an effective, efficient, and modernised way of collecting this grant data, which we hope will be an online Data Portal, whereby suppliers can input their data in a centralised system that will check the validity of the data in real time. First user type: Ministry of Justice Data Analyst First user type: Ministry of Justice Policy Advisor or Grant Manager First user type: Grant Recipient of funding for victims support services Enter more details about this user type: I want to be able to easily search through the data that we collect, for the data to be accurate and complete, and to be able to incorporate it into existing Power BI dashboards. Enter more details about this user type: I want the data to be available in a timely manner, and be reliable enough to be used to inform business cases and policy development. Enter more details about this user type: I want the data submission process to be less time consuming and simpler to complete. Questions and Clarifications 1. Please can you confirm that 'SC' rather than 'BPSS' is required for staff working on the project. SC clearance is required. Last Updated: 31 July 2023, 15:37 2. a) For Question E7, can the Authority please confirm if this means development on the client’s tenant/subscription? b) Please can you confirm if SC clearance is required. If so, will the Authority provide sponsorship? c) Would you be interested in an Agile delivery methodology? d) Is data migration required? a) Yes. b) This is a high priority project with tight timescales. Security Clearance is a mandatory Buyer requirement and the Buyer will follow the relevant processes to validate the supplier delivery team members that have existing SC clearance. If the Supplier is a ListX company and will complete their own SC clearance, the Buyer will verify this during onboarding. The Buyer will not be sponsoring the supplier delivery team to obtain SC clearance. c) It is for the supplier to determine the delivery approach as part of the response to Stage 2 Further Assessment. d) No. Last Updated: 31 July 2023, 15:36 3. 1) Please can the Authority confirm if the Discovery phase was completed with internal MoJ resource or, if it used an external provider, indicate which provider? 2) The documentation suggests that delivery will be largely remote. Is an element of off-shore resourcing feasible within a broader onshore team? 1) See earlier response. The provider was Triad. Further information will be published at Stage 2 Further Assessment. 2) No. Last Updated: 31 July 2023, 15:31 4. 1. Can the authority outline who has carried out the discovery work and can the output be shared? 2. If the discovery work was delivered by a 3rd party / MSP can you confirm if they will be allowed to bid? 3. Nice to Have Q3 ask about demonstrating how we can mobilise a team by October to deliver outcomes in early 2024 – without details on the outcomes can you advise on what details you are looking for here? 1. The discovery work has been led by the Victim and Witness Commissioning Implementation Unit business lead with support from within the unit and project management support. The discovery work also involved a wide range of stakeholders. 2. 3rd party support has been limited to project management support during the discovery work. The project management support is now being provided internally by the project manager with access to additional internal resources. The 3rd party will be allowed to bid. 3. Requirements include design, develop and implement a Power Platform solution hosted on Ministry of Justice infrastructure. This will need to be completed by 31 March 2024. The questions requires you to demonstrate your skills and experience in mobilising a team and delivering outcomes in this context. Last Updated: 30 July 2023, 19:33 5. As there is no space in attachment 3's tables for a response, can you confirm if you will accept a letterheaded document with a response table that details each of the nice-to-have and essential questions, with a space for an answer? Please use Bid Pack Attachment 3: Responses to Essential and Nice-to-have skills and experience as your response document for Stage 1 Shortlisting. You may enter your response by amending the tables (inserting a column) to enter your response or by entering your response beneath each question. Please submit your response in MS Word or MS Word compatible document format with your organisation name and project reference in the file name. Last Updated: 30 July 2023, 16:26 6. In attachment 1 under technical criteria, you state that the functional and non-functional requirements are set out in the Appendix which we cannot locate. Could you please advise? Further information will be made available at Stage 2 Further Assessment. Last Updated: 30 July 2023, 16:24 7. 1. Is there an incumbent for this work. 2. In the 'Any work that’s already been done' section, it is stated that the Discovery Phase began in Jan 23. Was this discovery phase supported by external contractors. 3. Looking at the Nice-to-Have skills and experience, Q1 asks for Microsoft Gold or Silver partner status. This status has been discontinued by Microsoft and replaced by 'Solutions Partner'. Will you be requiring Solutions Partner status and - if so - which Areas are relevant to this work. 1. No. 2. A 3rd party supported the discovery work at the time as stated in earlier clarifications. As a correction to an earlier clarification, this was project management support with some business analysis. Further information will be shared in Stage 2 Further Assessment. 3. The Gold or Silver certification equivalent sought is a Solutions Partner in either Business Applications or Digital & App Innovation (Azure/ Power Platform). The Low Code Application Development specialisation is desirable. If the Supplier is in the process of achieving this status, please provide evidence on progress (e.g. number of customers, number of successfully developed applications) and the likely achievement date. Last Updated: 2 August 2023, 23:16 8. 1. For Question E7, can the Authority please confirm if this means development on the client’s tenant/subscription? 2. Please can you confirm if SC clearance is required. If so, will the Authority provide sponsorship? 3. Would you be interested in an Agile delivery methodology? 4. Is data migration required? 1. Yes. 2. This is a high priority project with tight timescales. Security Clearance is a mandatory Buyer requirement and the Buyer will follow the relevant processes to validate the supplier delivery team members that have existing SC clearance. If the Supplier is a ListX company and will complete their own SC clearance, the Buyer will verify this during onboarding. The Buyer will not be sponsoring the supplier delivery team to obtain SC clearance. 3. It is for the supplier to determine the delivery approach as part of the response to Stage 2 Further Assessment. 4. No. Last Updated: 2 August 2023, 22:39 9. 1) Please can the Authority confirm if the Discovery phase was completed with internal MoJ resource or, if it used an external provider, indicate which provider? 2) The documentation suggests that delivery will be largely remote. Is an element of off-shore resourcing feasible within a broader onshore team? 1) See earlier response. The provider was Triad. Further information will be published at Stage 2 Further Assessment. 2) No. Last Updated: 2 August 2023, 22:35 10. Please can you confirm whether the 750 character limit includes spaces or not? The 750 character limit excludes spaces. Last Updated: 2 August 2023, 08:59