Welsh Government

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

Incomplete applications

18
Incomplete applications
12 SME, 6 large

Completed applications

13
Completed applications
8 SME, 5 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

All suppliers will be asked to provide a written proposal.

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%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Would you consider a tailored off the shelf SaaS offering that isn't based on the Microsoft stack? After consideration of the data held, it was decided that the case management and time recoding application will be hosted in the Welsh Government managed cloud infrastructure. Data encryption at rest and in transit including access is essential tightly controlled. Secure access to this data by corporate statistical reporting tools and other applications is simpler to achieve with a common authentication source. To ensure these requirements are met and secure access to data is fully serviceable with operational efficiency, Welsh Governments Microsoft’s cloud tenant is the most appropriate choice to host this application and was specified in the tender.
2. Q1. What is the budget, please?
Q2. How can we get details of the SoW?
Estimated budget is between £4m and £8m (inc. VAT)

More detailed requirements will be emailed to Bidders who are invited to the Proposal stage alongside the response template.
3. Will you sponsor team members SC clearance? Yes.

Evidence of role to be undertaken is to be provided by the Supplier
4. Has the Welsh Government been working with an incumbent supplier to date? The Welsh Government is not working with an incumbent supplier.
5. Are you able to publish the results from the discovery stage? In particular, why have you chosen to restrict yourselves to Microsoft technologies? There are plenty of non-Microsoft technologies out there which can offer lower cost, faster, and higher quality software development for cloud applications. The Information and requirements contained within the procurement document are the published results of the discovery stage.

Bespoke software solutions may considered for unique technical challenges however Microsoft technology has been chosen as the long term strategic platform for the delivery of Welsh Government digital services. This technology set has been chosen in order to rationalise and standardise our service offerings both internally and externally. It enables Welsh Government to ensure long term stability of security, supportability and sustainability while benefiting from economies of scale and ease of integration with multiple existing and future applications.
6. Does the buyer have an estimated budget for the work? Estimated budget is between £4m and £8m (inc. VAT)
7. Can you give an indication of the expected team size? Welsh Government have no expectation of team size. The Supplier shall put forward a team size suitable for the successful delivery of the requirement.
8. Please can you advise if you used a supplier for the discovery and if you did who were they? No Supplier has been engaged during the discovery. The requirements have been developed internally with Government (Central and Local) stakeholder input.
9. Criteria "Must have a proven track record of the design and delivery of Government Gateway Authentication or equivalent." could limit this opportunity to only a small group of suppliers who have delivered against current government standards. What would you consider to be a relevant "equivalent" system? Is this in terms of context (e.g. authentication for government service) or technological equivalence (e.g. open standards but in the private sector)? In order to improve the journey for citizens Welsh Government is looking to standardise Authentication for external services. As defined in the procurement documentation the preferred platform for this is Government Gateway. In addition, Government Gateway is the only solution considered by Welsh Government to be a reliable source of user verification.

The following are considered equivalent systems
• Verify
A very convincing case for Welsh Government considering an alternative to the preferred method must be included in any solution submitted for consideration against the specified criteria.
10. Will Welsh Government accept bids from consortiums of suppliers? I.e. can a lead company also use a partner which specialises in a certain area? Yes.

Welsh Government will only contract with a Lead Supplier.

Guidance can be found at the following locations;
https://gov.wales/joint-bidding-public-contracts-guidance-consortia
https://gov.wales/joint-bidding-online-training-bidding-consortia
11. You state that the discovery has taken place; was this undertaken internally or with the support of an external partner? The discovery work was undertaken internally.
12. Would the Welsh Government provide themselves as a sponsor for SC clearance if we were successful? Yes.

Evidence of role to be undertaken is to be provided by the Supplier.
13. Is Welsh Government able to provide any guidance regarding the likely budget available for this project? Estimated budget is between £4m and £8m (inc. VAT)
14. The DOS notice requests an Agile partner and also a capped time and materials contract. Can Welsh Government confirm whether the extent of the capped time and materials contract will be to limit to a stated resource capacity or whether Welsh Government will expect contractual commitment from the supplier to scope or outcomes? This is a capped project with defined outputs and deliverables however it is expected that the Supplier shall follow the Agile delivery methodology throughout the project lifecycle.
15. Do you have a budget for this work? Does any budget include the ongoing support requirement or will that be a separate contract? Estimated budget is between £4m and £8m (inc. VAT)

This is for design and development (as defined in DOS) and Early Life Support only.
16. Will you sponsor security clearance? Yes.

Evidence of role to be undertaken is to be provided by the Supplier.
17. Can you please confirm if capped T&M is mandatory for this opportunity? Capped Time and Materials is minimum that will be accepted for the opportunity. Fixed price may be considered however would not be preferred.
18. Please can you provide the clause 12 terms referred to? – Declare any identified conflicts of interest (clause 12 of the draft call-off terms). The reference to Clause 12 regarding conflicts of interest is to be found in the call-off terms at the following URL:

https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/834950/dos-4-call-off-contract.docx
19. It's not wholly clear from the notification whether you’re seeking resources to add to your team who would then work together to produce the system or a solution built and provided by a supplier? Assuming you require a supplier, what activities do you anticipate the supplier offering? And what activities do you expect the WAG programme team to provide? As stipulated Welsh Government are looking to ensure a fully collaborative partnership.

The Supplier shall be responsible for all design and development activities specified within the specification. Welsh Government digital and policy teams shall support the Supplier in this endeavour and act as the intelligent client.

In addition, the Welsh Government teams shall be the focus for stakeholder engagement and management as well as external communications.
20. Please confirm that Dynamics 365 (In the Cloud) is the desired platform and therefore that WAG will be responsible for procuring all licences and any associated infrastructure. Welsh Government is aware that Dynamics 365 has the capabilities of delivering a sustainable and flexible solution for the Childcare Offer Wales. In addition, Dynamics 365 provides longevity to the new platform. Welsh Government acknowledge that other solutions are available within the parameters defined within the specification it is expected that Dynamics 365 will be a strong contender in any proposed solution.

Welsh Government shall be responsible for the procurement of all licenses and associated infrastructure.
21. Interfaces – please confirm what interfaces are required. Document implies / mentions a web site and finance systems? Any others? There are a total of 5 digital interfaces identified at time of writing the specification however it is likely that additional interfaces shall be identified during the detailed design phase.

Additional information on interfaces may be made available to Bidders who are invited to the Proposal stage alongside the response template.
22. Will WAG support all roles through the security application process e.g. Technical resources will need to be “Security Cleared” (SC). All non-technical and supporting roles shall be cleared to “Counter Terrorist Check (CTC)” OR is this a mandatory prerequisite Welsh Government will sponsor all staff through both Security Cleared and Counter Terrorist Checks where deemed reasonable\required by the Welsh Government.

Evidence of role to be undertaken is to be provided by the Supplier.
23. Please provide the detailed workflows, user stories, functional and non-functional requirements in sufficient detail to enable an understanding of the scale i.e. breadth and depth of the application to be developed and supported, such as #’s of work flows, #’s of user stories, #’s of users, whether any sizing (i.e T-shirt or H/M/L complexity) estimates have been applied to each of the requirements. More detailed requirements, including some workflows will be emailed to Bidders who are invited to the Proposal stage alongside the response template.

To provide an expectation of scale it expected that the new system shall be capable of servicing up to 40,000 new applications per academic year and up to 4000 timesheets submissions per week.

Further detailed information on detailed workflows and user scenarios shall only be made available to the successful bidder.
24. The current phase is stated as Alpha (i.e. a typically a 6-8 week stage?) When will this stage end or is this the next stage that we are bidding on? On the completion of the tender exercise the project shall commence with the Alpha (and subsequent phases) phase of the Project.
25. How does WAG intend to measure the success of this engagement? This response is based on the assumption that “This engagement” refers to the complete project.

Detailed acceptance criteria shall be agreed with the successful bidder prior to commencement.

As documented in the specification the High Level criteria for the success of this engagement are as follows;

• Parents can submit applications
• Local Authorities can administer applications
• Providers can submit online timesheets
• Welsh Government can pay providers
• Parents can create and administer online contracts
• Parents and Providers can administer their accounts
• Welsh Government and Local Authorities can obtain Management Information and Reporting
26. Evidence of the use of leveraged resources and services to reduce costs. What is the definition of 'leveraged resources' in this context? Whilst Welsh Government understands the need for dedicated resources on many of the tasks it is unlikely that full time, dedicated resources are needed for all tasks.

During the development phase of the project (This contract) leveraged resources are defined as those that are either shared across other customers or only funded by Welsh Government on a part time only basis.
27. Evidence of delivering services to, and on behalf of Government Agencies. Can you please clarify what is meant by 'on behalf of' i.e. is the intention to outsource the service? “On behalf of” relates to understanding what it means to represent a Government agency and the ethos it represents (this relates to any Public Sector organisation). The external look and feel of the application, the engagement with the public and key stakeholders, the performance of the platform and engagement within a politically sensitive arena are considered fundamental to Welsh Government.

Welsh Government expects the potential supplier to demonstrate evidence of working within strict audit, financial probity and governance considerations that are particular features of this type of work.
28. Prior experience with integrating services with A digital document management platform. What is the preferred document management solution and/or is there a requirement to integrate with an existing document/records management system? Evidence of integrating with any document management platform shall be considered.

Welsh Government utilises the Objective document management platform and integration with this platform is required.
29. Please can you define "leveraged resources" for the below question?

Evidence of the use of leveraged resources and services to reduce costs is preferred but not essential.
Whilst Welsh Government understands the need for dedicated resources on many of the tasks it is unlikely that full time, dedicated resources are needed for all tasks.

During the development phase of the project (This contract) leveraged resources are defined as those that are either shared across other customers or only funded by Welsh Government on a part time only basis.
30. We provide an open source case management framework, which is re-useable and license-free. Does this preclude us from bidding? Is MS Dynamics the only option? Use of OpenSource software may only be used to address technical challenges and where a commercial product does not already exist. Any use of OpenSource software has to be fully supported with a contract from the supplier and an agreed SLA to ensure technical assistance, security updates and code provenance are guaranteed for the full term of the software’s lifecycle.
31. Q1.What are the functional and non-functional requirement gauged.
Q2.What detailed work flow and users stories have been developed.
Q3.What architecture have been gauged
Q4.Development to be done in which MS dynamic CRM Module (Sales, Service, Marketing, etc.)
Q5.What current Legacy System is been in Place
Q6.On what technology the Legacy System is been built and will there be any integration of legacy system with dynamic CRM
Q7.Are there any third party integration i.e. web API or web services
Q8.Will there be data migration
Q9.Any Reporting System in place like SSRS, Power BI. If Yes, Can we get SSRS Source Code
More detailed requirements, including some workflows will be emailed to Bidders who are invited to the Proposal stage alongside the response template.

Detailed work flows and user stories shall be presented and discussed following project commencement.

No detailed architecture has been gauged.

Module\Modules shall be defined by the Supplier during
detailed design phase following commencement of the contract
No Legacy System is currently in place

No Legacy System is currently in place

There will be third party integration via API

There is no data migration planned during this project

No Legacy Reporting system is in place