Ministry of Justice (MoJ) / Her Majesty's Prison & Probation Service (HMPPS)

Book a Secure Move Service

Incomplete applications

14
Incomplete applications
8 SME, 6 large

Completed applications

27
Completed applications
18 SME, 9 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 15 November 2019
Deadline for asking questions Friday 22 November 2019 at 11:59pm GMT
Closing date for applications Friday 29 November 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Development and roll-out of the service to police & Authority users by August 2020. The service must:
1. Use a centralised electronic data platform to record, update andshare information on requests, status and completed escort journeys
2. Supports central data management; MI, reportingand performance
3. Facilitates payment ofsuppliers on actuals
Latest start date Sunday 1 December 2019
Expected contract length Initial period 6 months. Potential for extension to allow for further development/support
Location London
Organisation the work is for Ministry of Justice (MoJ) / Her Majesty's Prison & Probation Service (HMPPS)
Budget range ● Delivery of key platform, integration and phase 1 front end products.
○ £200,000 per month for full team budget from December 2019 through to March 2020. £0.8m in total for financial year 2019/20.
● Delivery of key platform integration with phase 2 front end products and reporting.
○ £220,000 per month for full team from April 2020 through to October 2020. £1.54m in total for financial year 20/21.
○ Funding for both financial years is CDEL, and will come from the PECS Gen 4 budget, where this expenditure is planned and is affordable.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The next generation (4th) of Prisoner Escort & Custody Services (PECS) outsourced contracts go live in August 2020. This contract will see two appointed suppliers provide the escort services in separate contract lots in England and Wales. This outsourced prisoner escort service facilitates the movement of people under custody between Police Custody Suites, HMPPS and Private Prisons (male, female and Young Offender Institutes), Secure Training Centre’s, Secure Children’s Homes, Magistrates Courts, Crown Courts, and Hospitals. The contract lifecycle is due to last for ten years before the next contract renewal. To ensure the new contract is able to commence with effect from August 2020, a Programme team and MoJ Commercial are overseeing a commercial procurement/re-competition procedure which will enable appointed suppliers to commence mobilisation for the new contracts in November 2019.
Problem to be solved To provide a digital solution which:
1. Uses a centralised electronic data platform to record, update and share information on escort journey requests, status and completed journeys;
2. Supports central data management on MI, reporting and performance management;
3. Facilitates payment of suppliers based upon escort service actuals
The digital solution must provide key products ready for contract milestones, enable the delivery of programme objectives, meet contract stipulations (specification requirements laid out in contract schedules), support the entry, retention, updating, sharing and processing of prisoner escorting-related data in a manner agreed with stakeholders and be delivered following GDS Principles.
Who the users are and what they need to do The solution requires development of a cloud-based solution, where Authority-designated users can access offender management systems, enter and confirm move details (date/time location), update personal info (risk, health, medical and property), and enable data to be shared via an API platform to Supplier users so the request can be logged, planned and actioned. Updates to the status of the move request, and events during moves are updated by Supplier users on their developed systems (not in scope of this document), which in turn is fed back over the agreed API platform to be available to Authority-designated users.
Early market engagement The digital program commenced in February 2018 & already has established relationships with key stakeholders and a number of HMPPS establishments.
Any work that’s already been done The service is being developed to the government digital service standards using an agile approach. Below provides a high-level view of the key deliverables for the entire programme and their current phase.
Digitise prisoner transfer request - In Beta
Digitise prisoner escort record - risk - In Alpha
Digitise population management process - In Discovery
Digitise prisoner escort record - handover - In Discovery
Digitise prisoner escort record - events & move tracking -In Discovery
Digitise contract reporting- In Discovery
Existing team The team will be embedded within the PECS Programme team along with an existing team consisting of colleagues from HMPPS Security, MoJ Prison Security Policy, MoJ Digital, MoJ Data Science, and a MoJ/HMPPS Technical Architect.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Ministry of Justice
102 Petty France
London
SW1H 9AJ
Working arrangements The Supplier team will be embedded within, and report into MoJ Change Strategy & Planning Directorate, MoJ Project Delivery Function, HMPPS Digital and MoJ Digital teams. This project will also regularly involve working with Police, HMPPS, Private Prisons, HMCTS, YCS, MoJ Commercial, MoJ Legal, MoJ Project Delivery Function, MoJ Finance, MoJ Change Strategy & Planning Directorate and bidding/appointed PECS escort contractors. We require the Supplier team to be based full time at 102 Petty France. There may be some travel to other sites in England and Wales throughout the project.
Security clearance he team must hold BPSS (Baseline Personnel Security Standard) prior to starting work.
Due to the sensitivity and nature of the data, the team must be willing to undertake SC clearance, if required. HMPPS will support clearance application.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions N/A

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
  • Demonstrable experience, within the last 2 years, of digital delivery using agile methodology and working in line with the GDS Service Standards
  • ● Demonstrable experience of taking national services through to live service, and operating at scale to meet user and operational needs
  • ● Demonstrable experience of working and collaborating across multiple teams and locations, such as developing APIs and linking multiple products and services together
  • ● Demonstrable experience in developing and meeting KPIs, developing and implementing SLAs and use of live support services such as ServiceNow.
  • ● Demonstrable experience, within the last 2 years, in developing business processes and workflows (if applicable, within public safety/law enforcement arenas)
  • ● Demonstrable experience, within the last 2 years, of rapid prototype development and iteration based on ongoing user research
  • ● Demonstrable experience, within the last 2 years, delivering high quality content and information architecture design for complex user journeys across multiple touch-points that meet user and business
  • ● Development/Design: Demonstrable experience, within the last 2 years, of designing and building user interfaces
  • ● Development/Design: Demonstrable experience, within the last 2 years, of working with sensitive personal and operational data and material
Nice-to-have skills and experience
  • ● Demonstrable experience, within the last 2 years, of leading the coaching, mentoring and up-skilling of clients in agile techniques
  • ● Demonstrable experience, within the last 2 years, of where you successfully delivered high impact, visually engaging findings.
  • ● Demonstrable experience, within the last 2 years, of successfully taking services through GDS Service Assessment.
  • ● Demonstrable experience, within the last 2 years, of using Gov.Uk Service Design tools

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 3
Proposal criteria
  • Proposed Design Solution, supported by examples of recent experience working on digital projects that met user needs and demonstrate knowledge of GDS Digital Standards.
  • Proposed Approach & Methodology, support by examples of recent experience that demonstrate a solid understanding of Agile core principles, and how these were applied.
  • How the proposed approach meets user needs, supported by examples of recent experience where you've tested design hypotheses through prototyping in Alpha, and iterated these designs to develop user needs.
  • Proposed Project Plan, including team structure that provides justification for each team member, an activity timeline, a plan for GDS assessment including attendance and success criteria, and key deliverables.
  • Explain your proposed approach to identifying and managing risk within this project, supported by examples of recent experience where you have managed risk within similar projects.
Cultural fit criteria
  • ●     Provide an example, within the last 2 years, where you were successful in quickly joining a team and understanding user needs, maintaining continuity between existing discovery, alpha/beta work
  • ●     Provide an example, within the last 2 years, where you have worked with existing systems, including government platforms if applicable, to develop new services.
  • ●     Provide an example, within the last 2 years, where you have successfully integrated agile working into a traditional governance model.
  • ●     Please provide examples of ways of working and cultural values you'd bring to the team.
Payment approach Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Can you please clarify whether the start date of Sun 1 Dec 2019 is correct as this is only 2 days after submission of the evidence and doesn't allow time for a proposal/presentation. The Start date has been revised. It is now 16 December 2019.
2. The proposed start date is cited as Sunday 1 December 2019. Is this in error? Yes the proposed start date is now 16 December 2019
3. Please can you confirm the start date, the advert says 1st December, yet Round 1 doesn't complete until 29th November? This has been amended.

Phase 2 Timetable

Bidders informed of shortlisting 04/12/2019

Return Bid 09/12/2019 Midday

Interviews 10/12/2019 Interviews will last 45min. Conducted before 2pm

Phase 2 Evaluations 12/12/2019

Award 13/12/2019

Start Date 16/01/2019
4. The “Latest Start Date” is two days after the submission deadline. Please can you confirm when Stage 2 and the presentations will take place?

Given the current proximity to the start date of 1st December, is there a revised schedule available?

Can you please outline the timeline for the additional assessment methods, following the shortlisting phase, please?
This has been amended.

Phase 2 Timetable

Bidders informed of shortlisting 04/12/2019

Return Bid 09/12/2019 Midday

Interviews 10/12/2019 Interviews will last 45min. Conducted before 2pm

Phase 2 Evaluations 12/12/2019

Award 13/12/2019

Start Date 16/01/2019
5. Please can you confirm the anticipated procurement timescales and anticipated start date. The opportunity states closing date for applications as 29th November and latest start date as 1st December. The closing date for stage one is 29th November and the start date is 16 December.
6. is it possible to propose a licensed based cloud digital solution with tailored development? The solution presented must meet Government Digital Standards and cannot be licensed based.
7. Is there currently a provider supporting the services out of the discovery phase or has this been done with in-house teams? No external providers are delivering the service at this stage. The service is being developed by MoJ managed contractors and civil service teams.
8. Does the supplier require the whole team to be based full time at their address? Is it sufficient if the development team is off-site and there's assigned project manager working full-time onsite? Development teams will be expected to be based at either MoJ headquarters (102 Petty France, SW1H 9AJ) or at the HMPPS Digital Studio (Greenfield House, 32 Scotland Street, Sheffield, S3 7DQ). The MoJ does support flexible working and the team will be able to work from flexible locations for limite dperiods but the nature of the work engaged in is best served by teams working in close contact.
9. Could you confirm the tech stack for the Digitise prisoner transfer request? And is the intention that the other services would run from the same PaaS? The tech stack is already defined. The back-end is a Ruby on Rails API application and a
Node.js/Express front-end application using the GOV.UK Design System, to allow quicker feedback loop between application and rapid iteration prototype. The service is deployed on MOJ's Cloud Platform. Other services must run on the same PaaS.
10. Do you have a preferred technology stack for this service? This is aleady in place. A production environment is supporting live users based upon the platform discussed in row 5 above.
11. Which suppliers are providing the other parts of the programme?Which suppliers are providing the other parts of the programme?
Digitise prisoner transfer request – In Beta
Digitise prisoner escort record – risk – In Alpha
Digitise population management process – In Discovery
Digitise prisoner escort record – handover – In Discovery
Digitise prisoner escort record – events & move tracking -In Discovery
Digitise contract reporting- In Discovery
As per question 2 above, all devs are carried out by MoJ managed teams.
12. Can you clarify what you mean by
"Demonstrable experience, within the last 2 years, of where you successfully delivered high impact, visually engaging findings."

Is this a great UI, a service performance board, analytics funnels or notes in a meeting of findings from service data?
Evidence of where research/design findings have been translated into something that is digestible by relevant stakeholders.
13. What technology is the solution planned to be developed on? This is already in place. A production environment is supporting live users based upon the platform discussed in row 5 above.
14. THIS IS A REPITITION OF THE ABOVE QUESTION WITH THE CORRECT ANSWER

What technology is the solution planned to be developed on?
This is aleady in place. A production environment is supporting live users based upon the platform discussed in row 9 above.
15. Are any third party suppliers currently working with HMPPS on this, and if so in what role(s)? Not in terms of development work.
16. Can you clarify what "Demonstrable experience, within the last 2 years, in developing business processes and workflows (if applicable, within public safety/law enforcement arenas)" means, please? For example, this could be a service design workflow.
17. Please can you confirm if there is currently an incumbent and will they be submitting a response for this opportunity? No. This is the first iteration of such a framework on this programme/workstream.
18. Please can you confirm what you mean by "high impact, visually engaging findings"? The ability to provide feedback on Discovery and scoping work, which support business case development, engages stakeholders at every level, and is re-usable in universal forums without the need for complex technical understanding of the technlogy stack involved.
19. You say that there are various deliverables under the wider digital programme in progress – some in beta, alpha and most in discovery. Please could you confirm that this means that there are incumbents delivering similar services on the programme and who these are? The work being deliverd curently has been provided by a mix of contracted and civil service staff, wokring under an appointed product and delivery management team, but not under a DOS framework.
20. Could you confirm that, by “capped time and materials”, you are just referring to your having an overall budget cap and not that you are expecting the successful supplier to take on commercial risk, given your multi-vendor team structure? Budget constraints are based upon capital investment proposals up to March 2021. The PECS Gen 4 contract goes live within August 2020, and as such the bulk of the core deliverables need to be delivered within this set timeframe against which contracts have been set for delivery.
21. Can the authority please clarify the architectural patterns used in the solution, for example, micro-services? The architecture has already been defined for the service following the Architecture Principles for Justice framework.
22. Can the authority please clarify the architectural patterns used in the solution, for example, micro-services? The architecture has already been defined for the service following the Architecture Principles for Justice framework.
23. Can you provide more details of what roles the existing PECS Programme team will provide? - programme management
- pmo team
- implementation and business change management
- project management team
24. Do you have a preferred technology stack? The tech stack is already defined. The back-end is a Ruby on Rails API application and a
Node.js/Express front-end application using the GOV.UK Design System, to allow quicker feedback loop between application and rapid iteration prototype. The service is deployed on MOJ's Cloud Platform. Other services must run on the same PaaS.
25. Can you please share any outputs from previous discovery and alpha phases, which would enable us to better understand the user needs of the service? Discovery outputs delivered to date have already been converted into beta and alpha products. Prototypes and designs are ready for taking forward.
26. Under Essential skills you ask for “Demonstrable experience in developing and meeting KPIs, developing and implementing SLAs and use of live support services”. Does this mean you require the supplier to provide an ongoing ITIL SLA based support service? If so what are the SLAs and the support hours? The supplier is not required to proviude BAU ITIL services throughout the lifecycle of the PECS Gen 4 contract. They are required to facilitate the transition to exisiting support teams who are already in the process of onboarding the PECS Gen 4 technology solution to their service catologue. Any service capability developed under the DOS framework will need to be supported by demonstrable capability and plans for transition of service maintenance to other central MoJ teams.
27. Does your ongoing budget support long-term product licencing costs and if so what is that budget? Ongoing maintenance of the product includes iterations where required to support policy, legal and stakeholder requirements. This also includes the maintenance of the technical (software, cloud and hardware) platforms to enable the service through its ten year lifecycle and any replenishment required. These budgets will be part of wider HMPPS Digital support frameworks and are not a separate budget item purely for this service.
28. Does your ongoing budget support long-term SLA based support costs and if so what is that budget? The ten year lifecycle of the contract will have SLA costs handled within existing support portfolio strategies within the MoJ.
29. Are you considering an integration platform to connect your new solution to other applications either in the cloud or on-premise? By developing the product suite within MoJ Digital and GDS technology standards, the initial product will be released with capability for continuous iterations and ability to extend interconnectivity to wider Justice Estate platforms. These iterations and wider connectivity capabilities are not scoped on the fisrt designs as are not service pre-requisits, but the capcity is.
30. Various deliverables are in alpha, beta, or discovery. When will these be completed? Do you expect the new supplier to continue or add to these stated phases of work eg supplement Discovery teams? Where work is in discovery we expect the supplier to complete that phase. All the deliverables are expected to be completed prior to the end of the programme.
31. For the requirement to demonstrate experience of delivering high impact, visually engaging findings, could you elaborate please on what you are looking for here, with any examples to illustrate. The ability to provide feedback on Discovery and scoping work, which support business case development, engages stakeholders at every level, and is re-usable in universal forums without the need for complex technical understanding of the technlogy stack involved.
32. Will personal data be processed or handled by the provider team (and if so, please can you give details of the type of personal data that will be handled) - personal information to identify people subject to the PECS escort process (including personal needs such as risk, health, medical, property and valuables data)
- information being processed will also include information relating to risk to themselves and others
- Information will include offence, escort and escort event history
33. Are you planning any supplier call prior to the proposal stage? [can further clarification be given on the requirement here?]
34. You state the solution must “enable data to be shared via an API platform to Supplier users so the request can be logged, planned and actioned”. Do you know what Supplier tools are required for API sharing? The platfrom already under development is based upon GDS and open source requirements.
35. You state that you require a cloud-based solution. Will you accept a SaaS based platform product as a possible solution that meets GDS standards (and all security standards), or do you categorically wish to develop using open source? The platfrom already under development is based upon GDS and open source requirements.
36. You state the system must “Facilitate(s) payment of suppliers based upon escort service actuals” – is this in real time or cumulative eg monthly? Will the Book a Move service integrate into a billing/payment system? 1) The data feeding the paymet mechanism will be collected continuously in 'near real time' throughout each escort day via API links and stored on the Authority database.
2) This data is cumulated to enable month-end reporting on the actuals collected.
3) The PECS Move Platform (of which BaSM is one constituent part), will provide a data feed into a payment mechanism facility which will process monthly collected 'actual' data and produce payment figures by filtering this data aginst set performance criteria.
37. You state “The digital solution must provide key products ready for contract milestones, enable the delivery of programme objectives, meet contract stipulations (specification requirements laid out in contract schedules) etc”. Will suppliers be made aware of what these milestones are and when they come into play before the proposal stage, as these may impact the proposal? [please clarify if 'suppliers' referred to here relates to escort contract suppliers or DOS framework service suppliers?]
38. Will there be authentication being used to connect with third parties in order to secure transactions to avoid breach? MOJ already has an authentication solution in place. The Book a secure move service and suppliers will use that.
39. Will there be authentication being used to connect with third parties in order to secure transactions to avoid breach? MOJ already has an authentication solution in place. The Book a secure move service and suppliers will use that.
40. How many API calls are used to integrate with other systems? There are numerous api calls that will be required to facilitate integration with the supplier
41. Is there a need for mobile device updates to the process to inform or to update each move? Not for Authority or police users and is not part of this DOS specification.
42. How much of the “record, update and share information on escort journey requests, status and completed journeys” is needed to be in real time? All data processed which needs to be either a) processed by Authority/Police users and made available to escort contract suppliers or b) processed by escort contract suppliers and made available to Authority systems is to be made available to Api data feeds in 'near real-time' (which has the standard of two minutes as a guide).
43. How many external systems need integrating? What are they? 1) Police user accounts
2) HMPPS user accounts
3) NOMIS offender data (feeds into PECS Move Platform)
4) HMPPS performance hub (data reporting - feed from PECS Move Platform)
5) PECS Gen 4 data dashboards (feed from PECS Move Platform)
6) PECS Gen 4 payment mechanism (feed from PECS Move Platform)
7) escort contractor lot 1 data (via API, authority data feed to contractor and vice versa)
8) escort contractor lot 2 data (via API, authority data feed to contractor and vice versa
44. Will any external systems will provide APIs to consume? Suppliers will provide updates on requested moves via API
45. Is any MI/BI tool or dashboard currently in use or been selected for this project? Includes HMPP Performance Hub for contract compliance data reporting. Analysis toolkits and dashboards are being assessed
46. How many total users will be using application? What is the split for internal and external users, and who are “Authority-designated users”? Authority users (Police, Prison, Youth Justice, Court) will only use the front-end application with suppliers using their own service that will be integrated via API. Total Authority users, once rollout is complete is estimated to be up to 10k. Supplier users is estimated to be approx 200.
47. Will there be a 2-way integration, where data flows from the solution to External systems? Yes. The API platform will facilitate the two way feed of data between Authority data processed into contract escort supplier systems, and vica versa.
48. Can the authority please clarify the primary products used in the solution and their purposes - Prisoner Transfer Request (PTR; users to submit a move request confirming timescales and destinations)
- digitised Person Escort Record (PER; health, risk, property data etc; part of a person's move assessment)
- digitised handover confirmation (police and prison users clarify duty of care transfer)
- API links to NOMIS (takes offender data from central database into PECS Platform)
- API links to supplier systems (moves data to escort contract suppliers, and back to authority where specified)
- database
- performance hub data feed
- AWS cloud platform
- analysis data feed
- analysis dashboards
- payment mechanism data feed