Welsh Government

Agile partner to deliver a case management and time recording system for Childcare Offer Wales

Incomplete applications

13
Incomplete applications
8 SME, 5 large

Completed application

1
Completed application
1 SME, 0 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 8 November 2019
Deadline for asking questions Friday 15 November 2019 at 11:59pm GMT
Closing date for applications Friday 22 November 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work We are looking for an Agile partner to work with us to develop and support an integrated, secure and bilingual, Azure cloud based CRM application process, data repository, and time recording system
Latest start date Sunday 1 March 2020
Expected contract length 24 months
Location Wales
Organisation the work is for Welsh Government
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The Welsh Government has committed to provide up to 30 hours of funded childcare to 3 & 4 year olds by September 2020. The provision of this funded childcare will be via the Universal Foundation Phase Nursery Scheme and via the new Childcare Offer. The Childcare Offer is a maximum of 20 hours funded childcare during term times and 30 hours funded childcare during school holidays.

The Childcare Offer Wales Programme has commissioned a project to implement a digitised Application and payment solution that shall abide by the following core principles;

• Secure
• Simple
• Flexible
• Supportable
• Sustainable
Problem to be solved An Agile partner is required to work with Welsh Government to develop and support an integrated and secure, cloud based CRM based application process, data repository and time recording system.

The platform shall co-ordinate numerous business workflows in line with regional processing of applications, Unique reference number generation timesheet development and submission and digital communication for approximately 3000 Childcare Providers and 30,000 children per academic year.

This solution shall comply with Welsh Government technical, security and communication standards. The solution shall be fully compliant with the Welsh Language Standards and GDPR.
Who the users are and what they need to do • As a Parent I need to be able to complete an online application form and upload supporting documents and then administer my account.
• As a Scheme Administrator I must be able to review and approve all applications.
• As a Parent I need to be able to create and amend a contract with a provider
• As a Childcare Provider I need to securely log on to approve “The Contract”, administer my account and submit timesheets
• As a Scheme Administrator I need to securely log on to undertake MI and assist Parents and Providers generate "The Contract" and assist with customer questions.
• As an organisation I need to ensure payment to the provider via existing corporate platform.
Early market engagement
Any work that’s already been done Discovery Phase has been completed

Detailed workflows and user stories have been developed

High Level solution overview and Functional and non-functional requirements have been developed to provide further clarity and guidance on the required solution. This shall be provided on request.

Where required it is expected that Architecture shall utilise the following technologies;

• Microsoft .NET developer
• Microsoft Web Application Service
• Microsoft SQL as a Service
• Government Gateway Authentication
• Government Digital Services “Notify”
• Microsoft Power BI
• Microsoft CRM – 2016 minimum with Microsoft Dynamics preferred
• Microsoft Teams
Existing team Welsh Government currently have a Programme Manager, Project Manager, Digital Lead and Business Analyst in place. Service Architect and Test Manager also to be recruited.

Additional support is provided to the project from;

• Welsh Government Architects Team
• Welsh Government Web Design team
• Third Party Translators
• Third Party Security Consultants
• Local Authority Stakeholders
• Welsh Government Finance development team
• Welsh Government CIW Technical Team
• Welsh Government Accessibility team
Current phase Alpha

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Welsh Government
Crown Buildings
Cathays Park
Cardiff
CF10 3NQ

United Kingdom – Remote
Working arrangements Based in Welsh Government buildings, Cardiff however remote and leveraged resources can be used for design, development and support. All resources must be on-shored. No Offshore or near shore resources shall be used as part of the development and support.

Working hours are standard hours Monday to Friday. Changes that may impact existing production services shall be undertaken out of hours.

Travel to other locations within the United Kingdom may be required

Thought should be given to support staff being on site in Cardiff 08:00 to 18:00 Monday to Friday. Consideration will be given to secure onshore support options presented.
Security clearance Technical resources will need to be “Security Cleared” (SC). All non-technical and supporting roles shall be cleared to “Counter Terrorist Check (CTC)”.

All staff will also need to complete Welsh Government security and ID Checks.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions The solution must fully comply with Welsh Government technical, security and communication standards.

The solution must be fully compliant with the Welsh Language Standards and GDPR.

The Supplier must provide an up-to-date Cyber Essentials certificate prior to the commencement of work.

The Supplier shall be required to provide a signed copy of the Welsh Government Security Aspects Letter prior to the commencement of work.

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
  • Successful record of design and delivery of a fully Cloud based application.
  • Must have a proven track record of application development.
  • Must have proven track record of integrating a full Microsoft technology stack.
  • Must have a proven track record of developing ISO27001 certified platforms.
  • Must have a proven track record of the design and delivery of Government Gateway Authentication or equivalent.
  • Must utilise SC Cleared and “On-Shore” personnel for development and ongoing support.
  • Evidence of Agile delivery and application development to tight timescales.
  • Provide evidence of developing Bilingual application services.
  • Provide evidence of developing web services in an “agile” way including a proven track record of the development of wireframe and content design.
  • Evidence of documenting training material and undertaking training workshops.
  • Evidence of developing and documenting web interfaces and API connection standards and frameworks.
  • Strong evidence of developing flexible reporting solutions using Microsoft technologies.
  • Evidence of providing first, second and third line support services.
  • Declare any identified conflicts of interest (clause 12 of the draft call-off terms).
Nice-to-have skills and experience
  • Evidence of delivering services to, and on behalf of Government Agencies is preferred but not essential.
  • Evidence of delivering Welsh Language services and implementing Welsh customer facing services.
  • Evidence of prior engagement with Government Digital Services "Notify" Product (or equivalent) is preferred but not essential.
  • Evidence of developing external customer based services using GDS design standards is preferred but not essential.
  • Evidence of the use of leveraged resources and services to reduce costs is preferred but not essential.
  • Evidence of running User Experience (UX) laboratories and feedback gathering sessions.
  • Evidence of agile web content collaboration and design.
  • Evidence of developing cloud based disaster recovery solutions.
  • Strong evidence of impact assessment and change control processes.
  • Prior experience with integrating services with A digital document management platform.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 6
Proposal criteria
  • How much reliance on infrastructure based products (physical or virtual) is proposed.
  • Is experience of design and implementation of Government Gateway integration evidenced?
  • How closely does the solution match the requirement for a fully bilingual application service, delivering Welsh Language services and implementing Welsh customer facing services.
  • How the technical solution and proposed approach to web content design, including consideration of Welsh Language and Global Experience Language meets the requirements.
  • Assessment of estimated timeframes (broken down into phases) to deliver a live system by autumn 2021.
  • Assessment of how well the proposals for developing training material and content meet the requirements.
  • Assessment of the technical proposal for reporting and management information.
  • Assessment of the technical solution for the parent, provider and administrator access and account management.
  • Assessment of the solution for the "On-Line Contract" and "Timesheets" meets the requirements.
  • Assessment of how the solution shall interact with existing finance platforms in order to make payments to Childcare Providers.
  • Assessment of the solution for an external connection "Framework" meets the requirements.
  • Ability to work collaboratively with the SRO and project manager, sharing knowledge and experience to ensure transparent decision making.
Cultural fit criteria
  • Provide evidence of Agile development and project delivery.
  • Provide solid evidence of working constructively and proactively with other Suppliers and organisations.
  • Have a no-blame or "protectionist" culture and approach to working with partners and customers.
  • Provide evidence of a fully collaborative approach to project delivery.
  • Must work well with other technical teams that have responsibility for providing guidance and standards.
  • Provide evidence of discussing and explaining technical and business requirements with citizens with low technical expertise.
  • Always challenge if they believe the customer is making an incorrect decision.
  • Where possible, present a potential solution when highlighting a challenge.
  • Must understand the importance of the Welsh Language to the Welsh Government and the citizens of Wales.
  • Ability to work with Government and Local Authorities, including stakeholders with low technical expertise.
  • Ability to take responsibility for work, resolving problems and being able to adapt quickly to any agreed changes.
Payment approach Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

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