Awarded to Deloitte LLP

Start date: Monday 23 September 2019
Value: £85,000
Company size: large

Department for International Trade

Official Development Assistance (ODA) Discovery

13 Incomplete applications

12 SME, 1 large

22 Completed applications

13 SME, 9 large

• Published: Thursday 25 July 2019
• Deadline for asking questions: Thursday 1 August 2019 at 11:59pm GMT
• Closing date for applications: Thursday 8 August 2019 at 11:59pm GMT

Overview

• Summary of the work: The Department for International Trade (DIT) require a supplier to carry out a Discovery phase on the digital capabilities and requirements for the DIT Overseas Development Assistance (ODA) programme. DIT would estimate a team of between 4-8 people but this is flexible.
• Latest start date: Monday 2 September 2019
• Expected contract length: 8 weeks with a potential for 2 to 4-week extension.
• Location: London
• Organisation the work is for: Department for International Trade
• Budget range: £80,000 - £130,000

About the work

• Why the work is being done: Official development assistance (ODA) is government finance administered with the promotion of the economic development and welfare of developing countries as the main objective which is concessional in character. DIT is currently designing a portfolio of ODA programmes and recognises that best use of digital, data and technology will play a critical role in delivering these objectives. With this in mind, DIT are looking to conduct a discovery that will focus on how the Department manages multiple programmes of work and associated funding effectively, efficiently and safely.
• Problem to be solved: This discovery will consider how DIT can best manage ODA funding and programmes of work in a way that maintains transparency, and ensures data and information is used in a compliant manner, in line with FOI and GDPR legislation.; ; DIT wish to understand: business and user needs, the staff-facing DDaT ecosystem in DIT and HMG more widely, and user journeys across that ecosystem. The supplier must deliver (i)an options analysis (how the options put forward will align with the transparency criteria of ODA) and the capability and data requirements of the programme (ii)an evidence-based recommendation for Alpha.
• Who the users are and what they need to do: Users in HQ who need to track and capture data at an operational level.; Users in HQ who need to monitor the flow of data and information to comply with information regulations.; Users overseas who are in possession of FCO technology and will need to access the same digital system as DIT HQ users.; Reporting teams who require a digital system that is conducive to accurate data collection and retrieval purely for the purposes of reporting. ; External stakeholders who have additional oversight responsibilities of ODA spending and the system will have to report to (including other governmental departments and committees)
• Existing team: There is an established DIT ODA team in HQ made up of subject matter experts and project managers. The Discovery will be overseen by this team and the Digital, Data and Technology directorate.
• Current phase: Not started

Work setup

• Address where the work will take place: Windsor House, 50 Victoria Street, Westminster, London, SW1H 0TL
• Working arrangements: We expect the team to be located in Windsor House, but it will need to travel to DIT's Whitehall office regularly. T&S must comply with DIT T&S rules - travel to DIT HQ locations will not be reimbursed.
• Security clearance: All Supplier resources must meet the Baseline Personnel Security Standard (BPSS) but suppliers should note there may be a requirement for certain individuals to have "SC clearance".

Additional information

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

• Essential skills and experience:
  • Evidence of delivering Discovery projects in line with Service Standard (1%)
  • Demonstration of collaborative working practices, with experience working on a project that involves a complex system of domestic and international stakeholders (3%)
  • Experience in working in a complex technical environment (including integration with legacy systems/infrastructure), and ideally across multiple international stakeholders (3%)
  • Experience establishing data systems for operation in a highly-regulated environment where transparency is a pre-requisite (1%)
  • Have experience of conducting and documenting user research with a mix of users (spread internationally), and iterating project work accordingly (3%)
  • Have experience of conducting primary and secondary research, and presenting these findings into clear and concise reports. (1%)
• Nice-to-have skills and experience:
  • Experience of working with public services that involve regulation, compliance and enforcement - for example Central Government and/or Arms Length Bodies (1%)
  • Demonstrate evidence where innovative solutions have been applied to address a problem (1%)
  • Experience of delivering projects at pace with international stakeholders (1%)

How suppliers will be evaluated

• How many suppliers to evaluate: 3
• Proposal criteria:
  • Approach and methodology
  • Multi-disciplinary team structure including roles and CV's
  • Approach to meet user needs
  • Approach to meet ODA's policies/goals
  • How risks and dependencies will be identified and managed
• Cultural fit criteria:
  • Experience of working with an organisation that operates in an agile style and requires liaison and alignment with stakeholders who do not
  • Experience working with, and aligning, business units that are diffused internationally
  • Explain your approach to transferring knowledge to permanent staff within a client organisation with stakeholders that may demonstrate aversion to change
  • Give an example of how you work with clients and stakeholders with lower levels of technical expertise
• Payment approach: Time and materials
• Assessment methods:
  • Written proposal
  • Presentation
• Evaluation weighting:

  Technical competence

  60%

  Cultural fit

  20%

  Price

  20%

Questions asked by suppliers

• 1. Hi, is there a current incumbent in this role?: No
• 2. Working arrangements states – “travel to DIT HQ locations will not be reimbursed.” could you please clarify how many different DIT HQ locations you anticipate the supplier being required to visit?: DIT HQ locations are based in central london (Victoria and Whitehall) and travel to these locations will not be reimbursed. Travel outside of these central London locations will be subject to DIT's Travel & Subsistence policy
• 3. If a supplier is awarded this project, would this then exclude the supplier from providing any technical solutions afterwards?: If further technical solutions were needed this would be put out for providers to tender, promoting free and fair competition across the market
• 4. Reference is made to international stakeholders, do you anticipate that international travel will be required to meet face-to-face with these stakeholders? If so, where are the stakeholders located?: It is highly unlikely that you will be required to travel outside the UK.
• 5. Reference is made to 'external stakeholders who have oversight responsibilities of ODA spending and the system will have to report to'. Please could you confirm who these external stakeholders (teams, units, departments, agencies etc.) are.: OEDC DAC rules and definitions, HMG rules,Managing Public Money guidance - HM Treasury, OECD DAC, NAO, Independent Commission for Aid Impact, International Ddevelopkmetn Committee, DFID, Publish what you find.
• 6. What roles are you expecting suppliers to provide? In addition, are you expecting all roles to have the ability to be full time?: Yes, we are expecting suppliers to be full-time over the course of the 8-week contract. Exceptional circumstances will be assessed individually.
• 7. In order to compare suppliers like for like, how will price be evaluated?: Price will be split based on a nominal team by grade and rate. A separate costing of the project will also be used to evaluate price however this is subject to change and shortlisted suppliers will be sent further information on how to submit and complete the pricing matrix
• 8. Will the scores from the evidencing round be taken through to final evaluation? Or will they only be used for the purposes of shortlisting suppliers?: Scores from Round 1 (essential and nice to have) criteria will be carried through to Round 2 and the applicable weighting applied at this stage as per the criteria posted in the opportunity.
• 9. Has any other supplier been engaged with this project so far?: No
• 10. What specific project roles are you expecting to provide from the ODA team mentioned in the 'existing team' section? Are these to be provided full time, or will some deployments be part time?: There will be a Service Owner from DDaT directorate and a Product Owner from the ODA team assigned to the Discovery team.
• 11. Will you be providing a full time Product Owner to this project?: Yes, there will be a Service Owner from DDaT directorate and a Product Owner from the ODA team assigned to the Discovery team.
• 12. Are you able to continue straight into the next phase of this project with the same supplier with no air gap between phases?: No, this is for the discovery phase only. Any subsequent phases will be re-procured.
• 13. As per DOS guidelines 'You should only provide one example for each essential or nice-to-have requirement', are you only requesting one example per skills and experience question?: Yes
• 14. How would you like suppliers to present expenses (separate rechargeable or included in day rates based on assumption for travel)?: Day rates should be presented separate, DIT HQ locations are based in central london (Victoria and Whitehall) and travel to these locations will not be reimbursed. Travel outside of these central London locations will be subject to DIT's Travel & Subsistence policy
• 15. Do you either require or prefer that public sector examples are cited rather than private sector examples? Or, if we have a relevant private sector example, will it be given equal consideration to a public sector example?: Neither private sector examples, nor public sector examples will be favoured over the other. Examples should be relevant to the question, and where possible similar to the work required in this opportunity. Naturally we would assume the most relevant work would be from the public sector, but providing you can demonstrate how any private sector examples are relevant to this requirement, they should suffice.
• 16. Will travel overseas be expected and will this be covered by DIT?: It is highly unlikely that you will be required to travel outside the UK. DIT HQ locations are based in central london (Victoria and Whitehall) and travel to these locations will not be reimbursed. Travel outside of these central London locations will be subject to DIT's Travel & Subsistence policy
• 17. Will payment of funds be involved in this project?: Day rates should exclude expenses, DIT HQ locations are based in central london (Victoria and Whitehall) and travel to these locations will not be reimbursed. Travel outside of these central London locations will be subject to DIT's Travel & Subsistence policy
• 18. Roughly how many users are there of the current systems?: Unfortunately we are unable to answer this question as currently the majority of users are working for DFID. The users are likely to start small but as we take on more work increase significantly.
• 19. Are you able to provide details of how the current funding process is managed?: The current funding process is managed by DFID so unfortunately we are unable to provide details at this time.
• 20. Can you provide reasons of why the portfolio of ODA programmes are being set up?: In the UK, the 0.7% commitment on ODA spend applies across government. Though DFID is the UK’s primary channel for aid DIT are striving to move into this space. More aid is administered by other government departments, drawing on their complementary skills. To support the UK's cross government approach and to ensure a joined-up approach, there will also be several cross-government funds setup.
• 21. Are you able to detail what the transparency criteria mentioned in 'problem to be solved' is?: Her Majesty's Government aims to meet the ‘Very Good’ standard set by the International Aid Transparency Index by 2020. Specific transparency requirements are included in multiple International Development Acts (including Bribery, Fraud and Corruption). Further information on this will be provided once candidates have been shortlisted.
• 22. Is there an expectation for how long during a week you would like suppliers onsite?: Suppliers need to be onsite 4-5 days a week.
• 23. Will you be able to organise access to stakeholders throughout the project?: There will be access to stakeholders in both DDaT and policy area's throughout the project.
• 24. Are you looking for an organisation with GDS assessment experience or just certain individuals proposed in the supplier team?: We would prefer GDS assessment experience but it is not imperative. Please provide a full discovery team.
• 25. For the first evaluation round (evidence), what would you expect to see from an answer for it to be deemed 'exceeding' and score 3 marks?: Unfortunately we cannot provide the assessment grading criteria to companies at this time.
• 26. Would an element of remote working be considered?: The main working location will be Windsor House, 50 Victoria Street, London SW1H 0TL, or other London location as advised by the Customer from time to time; Locations outside London may be required where on site research or other stakeholder engagement is required (by exception); Supplier staff may occasionally work remotely, by prior agreement with the customer.
• 27. Are you able to recruit and provide access to users for the purpose of user research?: DIT would be able to suggest possible users for the purpose of user research [and assist with interview arrangements]
• 28. Is there a preferred technology stack within your estate?: HR and Finance use Oracle.
• 29. As there is a duration and budget specified, can we assume work has been limited and prioritised?: We have conducted preliminary testing and based on our assumptions these are the parameters the Discovery will work in.