Department for Transport

DfT Digitisation Advice and Guidance Discovery

Incomplete applications

12
Incomplete applications
11 SME, 1 large

Completed applications

33
Completed applications
21 SME, 12 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 28 October 2019
Deadline for asking questions Monday 4 November 2019 at 11:59pm GMT
Closing date for applications Monday 11 November 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work The department need advice and guidance on how to digitise services as confidence, and creativity in the use of digital, data and technology increases. This will establish the need and propose a service model to meet future ambition

Supplementary information can be accessed via the link below: https://docs.google.com/document/d/1BoS0f27m8lFiuK2MzCPu4QVIETXyjlbLUJhL0Y4m9qY/edit
Latest start date Monday 6 January 2020
Expected contract length 8-10 weeks
Location London
Organisation the work is for Department for Transport
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Professions including Policy, Statistical and Economists are commissioning digital delivery with inconsistent engagement from the Department’s Digital Service. Engagements are reactive, limited in scope with informal governance. Digital Service wants to understand the user need and opportunity to provide advice and guidance in the digitisation of services that will underpin and enable the digitalisation of the transport system.

Other advisory professions (e.g. Finance and HR) have an established engagement model with Business Partners interfacing to subject experts. There is a need to understand how this approach could benefit the DDaT profession for specialist and generalist advice.
Problem to be solved What is the need for advice and guidance in the department?
How can this be provided in a scalable agile model and what will enable that to be achieved?

What tensions or conflicts exist or may arise as a result of this work especially with other subject matter professions and how might these be mitigated?

How should the development of this capability be incorporated into the departments approach to digitalisation of the transport system? This should include an exploration of the risks and opportunities as well as proposed delivery models.
Who the users are and what they need to do The Chief Information Officer (SRO) and Digital Service Leadership need to understand what the need in the department is for advice and guidance around the digitisation of services, future technology and digital strategy to be able to deliver a fit for purpose service.

The SRO needs to know what the options for building a capability are and how to execute on this to meet the organisations objectives to support the digitalisation of the transport system.
Early market engagement None
Any work that’s already been done The Business Relationship Management team (Digital Business Partners) have previously identified the following areas for possible engagement:

• Technology for business outcomes
• Best Practice and Critical Friend
• Capability Roadmap Planning
• Training and Education
• Digital Outcome Procurement

An early target operating model for Digital Service included a Consulting and Assurance function but this was not developed beyond initial headlines and has not been implemented.

A set of discovery questions that have been captured in the definition of this work have been published here: https://docs.google.com/document/d/1BoS0f27m8lFiuK2MzCPu4QVIETXyjlbLUJhL0Y4m9qY/edit
Existing team No team is actively working on this. Advice and Guidance is currently provided by, but not limited to, the Architecture, Business Relationship Management and Assurance teams.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Primarily in London (Westminster, DfTc Offices) with some travel to other locations including Hastings, Swansea and DfT Agency and ALB locations.
Working arrangements Project team will be expected to work flexibly as the work requires with a delivery plan to be agreed by the sponsor. It is expected that the work will need to be completed over a longer elapsed period due to availability of key stakeholders although it is broadly expected to align to normal business hours, 09:00-17:00, Mon-Fri

Expenses must align with DfT Travel and Subsistence policy, with no expenses incurred within the M25 corridor with all other proposed travel approved by the buyer prior to mobilisation.
Security clearance BPSS

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions

Skills and experience

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

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Provide evidence of successfully delivering a discovery project phase in a large political organisation
  • Provide evidence of understanding the needs of a broad range of users at all levels of an organisation
  • Have experience of creating and populating target operating models for similar function
  • Provide evidence of successfully establishing trusted advisory relationships with political and/or corporate leaders of government organisations
  • Have demonstrable understanding of the nature of work undertaken by Central Government Policy teams and differences to operational delivery
Nice-to-have skills and experience
  • Work with maturing Digital Service function and Senior Leadership Team
  • Experience delivering digital transformation with non-digital functions/staff
  • Understand the changing nature of Enterprise Architecture and Business Relationship Management teams in Digital organisations

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Describe how your approach and methodology meets our needs (20%)
  • Describe how your approach will identify and establish the case for change (20%)
  • Identify the riskiest assumptions that are likely to be encountered and how you will test these (10%)
  • Provide a case study which demonstrates how your approach has met user needs, and what sustainable benefits this has enabled (5%)
  • Indicate how you would accommodate an extended delivery period resulting from pressures on the department’s resources due to political uncertainty (5%)
Cultural fit criteria
  • Demonstrate how you have established trusted advisory relationships with political and/or corporate leaders of similar organisations (5%)
  • Demonstrate how you will act as a neutral party in the discussions and surface tensions between teams appropriately (5%)
  • Demonstrate experience of working as part of a team within a complex organisation, outlining your style & approach to challenging the status quo (5%)
  • Provide an example of where you have worked transparently & collaboratively when making decisions and recommendations (5%)
Payment approach Capped time and materials
Additional assessment methods
  • Work history
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Does the buyer have an estimated budget for the work? The department is committed to investing in this discovery and subsequent recommendations and there is budget available to achieve this. In setting out the opportunity the department did not want to prematurely constrain the discovery and is looking for suppliers to draw on their previous experience of similar activities to provide what they believe to be the best approach and explanation of the required financial investment.
2. Can you please provide some details on budget for this piece of work and expectations on price? The department is committed to investing in this discovery and subsequent recommendations and there is budget available to achieve this.  In setting out the opportunity the department did not want to prematurely constrain the discovery and is looking for suppliers to draw on their previous experience of similar activities to provide what they believe to be the best approach and explanation of the required financial investment.
3. The application process does not provide any opportunity to submit pricing / rate card. Can you please provide details on how the Price dimension will be assessed? The price dimension will be assessed based on the Most Economically Advantageous Tender. The price is weighted at 20%.
4. Do you have any expectation on size of team for this piece of work? It feels like a small team of 2 / 3 people. There is no expectation other than the team should be proportionate to the volume of the work and the recommended approach.
5. What is the budget (excluding VAT) for this project as this hasn't be disclosed on the brief? The department is committed to investing in this discovery and subsequent recommendations and there is budget available to achieve this.  In setting out the opportunity the department did not want to prematurely constrain the discovery and is looking for suppliers to draw on their previous experience of similar activities to provide what they believe to be the best approach and explanation of the required financial investment.
6. Will you be following the DOS guidelines when it comes to skills/experience examples by only wanting/allowing one example per skill/experience 100 words? Or will you want/except more than one example per skill/experience 100 words. It is up to the bidder to consider how they wish to answer this. More than one example will be accepted but this response cannot be more than 100 words.
7. What is the expected budget range for this work? The department is committed to investing in this discovery and subsequent recommendations and there is budget available to achieve this.  In setting out the opportunity the department did not want to prematurely constrain the discovery and is looking for suppliers to draw on their previous experience of similar activities to provide what they believe to be the best approach and explanation of the required financial investment.
8. Is this piece of work intended to be Discovery which leads the vendor to create a way of working model, or a UX discovery which will investigate the service and proposes a service design output which they can then use as a blueprint for an ongoing roadmap? The discovery supplier will conduct user research and then propose a service model (including required capability and processes) which DFT Digital Service should resource and operate in order to meet the established need. The service is expected to provide advice and guidance to non-digital members of staff involved in digitising transport services often via procured teams.
9. Please could you provide expected dates for evaluation of suppliers’ skills and capabilities, release of ITT to shortlisted suppliers, return of ITT responses, evaluation of responses and award of contract? The indicative timeline is as follows:

Publish Monday 28.10.2019
Clarification Starts 28.10.2019
Clarification Closes 05.11.2019
1st Stage Supplier Submissions 23:59 on 11.11.2019
1st Stage Individual Evaluations 12 & 13.11.2019
1st Stage Moderation 15.11.2019
Request Written Proposals from Shortlisted Suppliers 15.11.2019
Clarification Starts 15.11.2019
Clarification Closes 20.11.2019
Supplier Submissions 09:00 25.11.2019
Isolated Evaluations 26 & 27.11.2019
Presentation and/or Moderation 28 & 29.11.2019
Pull Together Contract Documentation / SAP Activity W/C 2.12.2019
Supplier Starts 09.12.2019 or suggest 06.01.2020
10. Are you able to elaborate on the scope or charter for the Digital Service capability? Are you able to share the target operating model for the capability? Where in the organisation does it sit? (is it part of the IT department/ the business etc.?) The department currently has a Digital Service organisation unit which includes Live Services, Information and Security, Business Relationship Management, Project Delivery, Architecture and Digital Adoption. This discovery work is to understand what the need is across the organisation for advice and guidance in the digitisation of services. It is an expected outcome of the work that a recommended target operating model will be proposed that meets the identified need. Where that capability then sits is expected to be established as part of this work.
11. DfT Digitisation Advice and Guidance Discovery – Additional Information" document seems to be broken – it ends halfway through a word, and there doesn't seem to be any more available. Thanks Final sentence should read:

What are the gaps they have experienced and/or perceived both in DfT and wider Government?
12. What roles are you expecting suppliers to provide? In addition, are you expecting all roles to have the ability to be full time? There is no expectation on specific roles and the department expects that suppliers will use their experience to build an appropriate team for the delivery of the discovery.

There will be opportunity to agree the delivery approach and working hours based on the proposed delivery approach. It is reasonable to expect that some roles will be part time.
13. Will your Product Owner be allocated full time to this project? The product owner will be able to allocate sufficient time as needed for a successful delivery.
14. Are you able to recruit and provide access to users for the purpose of user research? Yes.
15. Has work has been fully defined, bounded and prioritised? Yes.
16. Will you be able to organise access to stakeholders throughout the project? Yes but this will be subject to operational demands placed on the department.
17. 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? Relevant examples will be considered regardless of the sector.
18. With reference to 'large political organisation' – please can the Authority clarify what it means by this? A public sector body? The department is looking for experience of completing a discovery in a similar type of organisation and ideally within a political/policy setting rather than focused on operational delivery. Whilst this may normally be a public sector organisation we do not believe it is limited to only this sector.
19. To what extent will the delivery of this engagement be aligned to the Service Manual https://www.gov.uk/service-manual and associated GDS assessments? Whilst this work will not be subject to a GDS Service Assessment the department does not consider there to be any reason not to follow this model as best practice.
20. For question “Provide evidence of successfully delivering a discovery project phase in a large political organisation”, please could you elaborate on what you mean by a “political organisation”? The department is looking for experience of completing a discovery in a similar type of organisation and ideally within a political/policy setting rather than focused on operational delivery. Whilst this may normally be a public sector organisation we do not believe it is limited to only this sector.
21. For question “Understand the changing nature of Enterprise Architecture and Business Relationship Management teams in Digital organisations”, please could you elaborate on the drivers (and associated challenges) within your organisation for these changes?

There is considerable diversity across public sector in how these functions are evolving. Some high level background on DfT’s drivers and challenges would help suppliers not already closely working with DfT select relevant examples to put forward for this question to evidence capability.
Enterprise Architecture and Business Relationship Management capabilities are relatively new within DfT's Digital Service.

As highlighted in this question there is diversity in how these functions are evolving in the public sector and more broadly and so the department is looking to benefit from working with suppliers who have experience of this landscape.

One area of consideration is anticipated to be overlaps in engagement with the wider organisation and at which stages of a change lifecycle the different roles best engage.
22. For question “Experience delivering digital transformation with non-digital functions/staff”, do you mean working with stakeholders and end users that are “non-digital” or onboarding and upskilling “on-digital” staff into a DDaT team? Or both? Primarily in respect of delivering transformation with "non-digital" stakeholders and end users but not exclusively.
23. Please can you clarify which groups are the intended recipients of this advice and guidance on how to digitise services – i.e. advice/guidance to the ‘business side’ commissioners only (e.g. policy, economists, statistics) or also to the technology innovation, digital service design, technical design, delivery teams planning, shaping and delivering the solutions? The primary recipients of the advice and guidance is expected to be the 'business side' but there may also be occasions where technical professionals may also need the same or similar advice and guidance where solutions extend beyond their specialist knowledge areas.
24. To what extent will this advice and guidance service overlap with the role of a digital architecture team? Answering this question is considered in the scope of this discovery.
25. In order to compare suppliers like for like, how will price be evaluated: will you be evaluating by the total price, rate card or both? How do you ensure that you are completing a genuine value for money comparison rather than just a rate card comparison? Price will be evaluated based on the most economically advantageous tender.
26. 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 stage one evaluations are only used to short list suppliers as per the Digital Outcomes and Specialist framework guidance.
27. 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? DfT follow the Digital Outcomes and Specialist scoring guidance as follows:
Score Description
0 Not met or no evidence
1 Partially met
2 Met
3 Exceeded

We are unable to provide you with more detailed information as we expect bidders to demonstrate and evidence their knowledge and experience as noted within the evaluation criteria set out within the advert.
28. Please can you share a procurement timetable outlining steps (which would typically include evidence response evaluation, shortlisting of suppliers for next stage, preparation of supplier proposals, evaluation of supplier proposals, announcement of successful supplier, contract completion, contract signatures, commence work), bearing in mind the dates published on the contract notice: evidence submission on 11th November and commencing work on 6th January? The indicative timeline is as follows:

Publish Monday 28.10.2019
Clarification Starts 28.10.2019
Clarification Closes 05.11.2019
1st Stage Supplier Submissions 23:59 on 11.11.2019
1st Stage Individual Evaluations 12 & 13.11.2019
1st Stage Moderation 15.11.2019
Request Written Proposals from Shortlisted Suppliers 15.11.2019
Clarification Starts 15.11.2019
Clarification Closes 20.11.2019
Supplier Submissions 09:00 25.11.2019
Isolated Evaluations 26 & 27.11.2019
Presentation and/or Moderation 28 & 29.11.2019
Pull Together Contract Documentation / SAP Activity W/C 2.12.2019
Supplier Starts 09.12.2019 or suggest 06.01.2020
29. None of the questions make any reference to price, so it is not possible to submit pricing details and neither is it possible for any price evaluation to be performed. How do we submit pricing for this requirement and what format do you require it in? At stage 1 suppliers are only required to submit responses for the essential and nice to have criteria.

Suppliers will have the opportunity to provide pricing details at stage 2.
30. Looking at the likely activities required, we anticipate that it would be most productive for our full team to be on-site for the entirety of the first week, and to work from our offices to review, plan and curate artefacts 2-3 days per week thereafter.

If we reached the next stage and presented a more detailed plan and rationale, might this be acceptable?
The department will be willing to consider any approach to delivering the outcome that the successful bidder puts forward.