Government Digital Service

WP1811 - Digital Capability for Urgent DDaT Requirements

Incomplete applications

19
Incomplete applications
16 SME, 3 large

Completed applications

37
Completed applications
28 SME, 9 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 11 May 2020
Deadline for asking questions Monday 18 May 2020 at 11:59pm GMT
Closing date for applications Monday 25 May 2020 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Following on from the success of WP1701,2&3 and recently awarded WP1810, that provided urgent DDaT resource across Government. GDS requires a new supplier to work on time-constrained DDaT projects.

The new contracts will continue to provide teams, or resources to supplement existing teams for Departments and ALBs.
Latest start date Thursday 16 July 2020
Expected contract length 12 months
Location London
Organisation the work is for Government Digital Service
Budget range There is no commitment to minimum spend over the term of the contract.

The maximum spend under the contract will be £1,000,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done There will be a need for a flexible supplier to respond to urgent requests received by GDS from departments.

Enable departments to access the market for support in delivering urgent digital projects where resources are required within 5-10 working days.

We expect this contract to fulfil three types of need:

Resource to supplement teams on urgent projects
Agile Multidisciplinary Teams
Specialist services (e.g. Data Science, GOV.UK content & Domain Knowledge)

Core capabilities for the proposed contract would be:
● user experience and design
● performance analysis and data
● service delivery
● software development
● user research

This contract will allow time-critical work to commence while alternative arrangements are made.
Problem to be solved UK Government needs access at short notice to resources that can design, build, and deliver digital services. We are looking at placing teams within two weeks to deliver digital outcomes.
Who the users are and what they need to do As a Department/ALB, I need to run discoveries and develop digital services to design, build and run services within 5-10 working days. I may need a full team, or a number of staff to complement a team I have.
Early market engagement We held a pre-tender market engagement in conjunction with CCS on 18/10/19

Slides available on request
Any work that’s already been done Projects will be at various stages and suppliers will be briefed relative to specific statements of work.

This is the second series of similar contracts for resourcing in this space. Links to previously let contracts, WP1701,2,3 and the recently awarded first in this series (WP1810) below;
- https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/9395
- https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/9676
- https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/9779
- https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/11781
Existing team The supplier will work with Government Departments & ALBs from a range of disciplines, including architecture, security, policy, service and product management, finance, and delivery management. Knowledge transfer back into HMG will be required to enable HMG to improve internal capability to build and support the services.

Where required in the development cycle, collaboration with other suppliers may be necessary. This contract will not prevent us from using other commercial arrangements, including using capability contracts, to pull together a team from a range of suppliers.
Current phase Not started

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place It is expected that the majority of work will take place inside the M25, however there will be requirements around the UK that we would expect to be supported also.

The primary base will be detailed in each Statement of Work (SoW) and expenses will not form part of the cost unless the supplier is asked to work from a secondary location instead during the execution of the work relating to the SoW. e.g. If SoW primary base is in Coventry then no expenses will be paid for Coventry.
Working arrangements Suppliers will deploy resources at short notice working with departments and their arms length bodies to deliver discovery or development outcomes. The majority of work will be based on customer sites - the sites and working arrangements for a particular project will be specified in a Statement of Work.

We anticipate a maximum of 5-8 concurrent Statements of Work.
Security clearance The majority of projects will require BPSS with a smaller number SC/or above. If not currently held the resources must meet the criteria and be willing to go through the process at the cost of the Supplier. GDS is willing to sponsor supplier staff through the clearance process.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions All expenses must be pre-agreed with between the parties and must comply with the Cabinet Office (CO) Travel and Subsistence (T&S) Policy.

All vendors are obliged to provide sufficient guarantees to implement appropriate technical and organisational measures so that the processing meets the requirements of GDPR and ensures the protection of the rights of data subjects. For further information please see the Information Commissioner's Office website:https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/

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
  • Evidence a good approach to UCD and meeting user needs on behalf of your clients. How have you utlilised research to shape your work programme and engage with stakeholders?
  • Evidence your ability to deploy multiple teams concurrently to different projects & UK locations. Given current challenges around remote working how would you manage the onboarding process?
  • Show how you have embedded multi-disciplinary teams (full or partial), with the right cultural fit, into established project teams to deliver outcomes, when there is no face-to-face contact?
  • Working within a constrained timeframe describe how you would work to understand specific requirements, key stakeholders and sign-off outcomes.
  • Describe a time when you have delivered on a project, in Government or otherwise, that required elevated security measures.
  • In light of current events, how have you adapted the way you engage DDaT resources to meet demands of concurrent SoW's for your existing contractual obligations?
  • How will you ensure Value for Money is achieved whilst delivering on urgent DDaT requirements for Government Departments/ALB's?
Nice-to-have skills and experience
  • What proportion of your DDaT staff, available to work on SOWs under this contract, are security cleared? How would you provide evidence of up-to-date security clearance to client departments?
  • Describe how you ensure development aligns to the UK Government Design Principles, Service Standard and Service Manual. Evidence work that has successfully passed a GDS Service Assessment or equivalent.
  • How do you manage the wellbeing of (remote or deployed) workers and ensure they are aligned with the culture and practices of the delivery team, department, and wider Civil Service?

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 5
Proposal criteria
  • Your approach to rapidly deploying a team
  • Your approach to deploying multiple teams at once
  • Your ability to deploy teams to different areas of the country
  • Your approach to recruiting and on-boarding teams
  • Your approach to building multi-disciplinary teams
  • Your approach to sourcing security cleared staff, and your approach to getting staff security clearance
  • Your understanding of the Digital Service Standard and Government Design Principles
  • Your approach to deploying blended resource across established DDaT teams
  • Your ability to evidence where value has been added to projects you have worked on
  • Your approach to managing conflict resolution (resources, stakeholders)
  • Your approach to managing Departmental expectations regards key skills/experience
  • Your approach to dealing with multiple stakeholders (skill and seniority) and managing expectations
  • Your approach to dealing with cross-department projects with collective outputs and blended delivery teams
  • Your approach to working at a national/regional level
  • Your approach to remote working
Cultural fit criteria
  • Your approach to embedding a team quickly within organisations with differing cultures
  • Your approach to working with the public sector
  • Your approach to Data Protection compliance
  • Your approach to pastoral care of core or subcontractor resource
  • Your ability to align with public sector values
  • Your approach to social responsibility
  • User-centricity - How you champion the value of user research, user-centred design, and evidence-based decision making
  • Continuous Improvement - Reinforce a culture of continuous improvement and iteration in all teams
Payment approach Time and materials
Additional assessment methods
  • Case study
  • Work history
  • Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

15%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Please can you confirm that the responses are required to be submitted on Bank Holiday Monday 25th May 2020? All responses are required "by" Monday 25 May 2020 at 11:59pm GMT. This means responses can be submitted at any time before then.
2. As the submission date for this opportunity falls on a Bank Holiday, is it possible to extend the submission deadline to an alternative date that falls on a 'working' day? Unfortunately, the Digital Marketplace does not allow for extensions. All responses are required "by" Monday 25 May 2020 at 11:59pm GMT. This means responses can be submitted at any time before then.
3. Was the Supplier Engagement Day recorded, if so, could you please provide both the set of slides and the recording? Unfortunately, there is no recording available but please find the presentation slides, here; https://drive.google.com/file/d/1arzKoyX5ZWSLHqZvq-EEAB039VYVVRNy/view?usp=sharing
4. What are your procurement timelines, e.g. when will the shortlisted companies be informed? The provisional timeline indicates we should be in a position to notify shortlisted and unsuccessful suppliers of the outcome by Tuesday 9 June. The Assessment Stage should be concluded by 2 July to allow for a 10 day standstill period before a latest start date of 16 July.
5. What is the expected procurement timeline and stages from evidence response to contract start? The provisional timeline indicates we should be in a position to notify shortlisted and unsuccessful suppliers of the outcome by Tuesday 9 June. The Assessment Stage should be concluded by 2 July to allow for a 10 day standstill period before a latest start date of 16 July.
6. Is there an incumbent? This is the second series of similar contracts for resourcing in this space. Details of the previously let contracts, WP1701-03 and the recently awarded first in this series (WP1810) below;
- https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/9395
- https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/9676
- https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/9779
- https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/11781
7. What do you mean by ‘utilised research to… engage with stakeholders’? Is the stakeholder engagement after user centred design to seek approval from stakeholders? What level of stakeholders do you have in mind? Statements of Work undertaken under this contract can be at any stage from Discoveries to deployment, maintenance and testing and likewise stakeholders could include citizens and departmental engagement, including senior stakeholders, directors etc. We expect the winning supplier to be proficient across the spectrum.
8. On Q4 you mention signing off outcomes. Is this a sign-off approval of scope and designs ahead of the engineering / build phase or signing off once the outcome has been completed and handed over? Each SoW agreed under this contract will have unique Outcomes and Deliverables that require sign-off between Client Department, GDS and Supplier before delivery begins.
9. On Q5 you reference 'elevated security measures'. What constitutes elevated security measures in this instance? Here, we are looking for evidence of ways of working when required to work in a discreet manner. The onus is on you to display what you understand by "elevated security measures"
10. Q6 asks about how engagement of DDaT resources has been affected by current events. Is this concerned with our ability to recruit people into our organisation under current conditions or is it about how we have engaged with client-side DDaT resources within government agencies in the past and how that process is being adapted? Be specific about the adaptions you have made to ensure engagement and delivery of resource given the impact of current events.
11. Please can you confirm what you mean by Q6? are you referring to the way we engage with DDaT resource that are currently deployed with clients or do you mean engaging with DDaT resources that are going to be deployed to fill existing contractual obligations. Be specific about the adaptions you have made to ensure both initial engagement and delivery of resource given the impact of current events.
12. In Q7, what constitutes value for money – is it the quality, capability and work ethos of staff or the value of the delivered outcome or something else? We want you to display what you understand by Value for Money
13. Please can you provide further clarity on what role you envisage with respect to delivery of the service design core capability? Please refer to the Digital, Data and Technology Profession Capability Framework; https://www.gov.uk/government/collections/digital-data-and-technology-profession-capability-framework
14. What will be the approach to designing pieces of work for the successful supplier to potentially take on? We will triage requests from GDS, other Government departments and ALB's for urgent DDaT requirements and allocate accordingly. We expect the chosen supplier to be able to deliver at pace on a variety urgent requirements that have not been pre-determined.
15. In order to compare suppliers like for like, how will price be evaluated? Specifically, you mention different types of work that may bring different day rates for individuals e.g adding capacity into a GDS-managed team vs a full supplier team delivering an outcome You are not required to provide pricing at this stage and as such the requirements and scoring criteria for the Assessment stage will be shared with the successfully shortlisted suppliers in due course.
16. 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? The scores from shortlisting will not carry over to the next stage.
17. Are you expecting the listed roles to be provided full time, or will some deployments be part time? Roles and working patterns will be varied dependant on the requirements of each individual Statement of Work.
18. Will the supplier have the opportunity to work with GDS to inform and help define requirements for pieces of work ahead of them being awarded? We expect the winning supplier to work with GDS and Client Departments to define requirements and SoWs ahead of them being finalised
19. In the interest of fairness, what will the process be for deciding which supplier the requirements will be offered to out of the current pool plus the new supplier? Requirements will be awarded on a strictly rotational basis A-B-C-D-A-B-C-D. If a supplier can not meet a requirement this then moves on to the next supplier in the sequence and so on and so forth.
20. Are you only selecting one supplier as part of this procurement? Yes, although consortium bids are encouraged
21. What is the process if the supplier had to turn down the work requested and how will this impact their opportunity for future work? The expectation is that the winning supplier would be able to deliver against any requirement, however, on occasion this may not be possible for a variety of reasons. This will not impact their opportunity for future work, within reason.
22. Is there a preferred technology stack within the your estate? Delivery will be across Government and ALBs and as such the winning supplier should expect a variety of technology stacks
23. Of the four suppliers that were awarded the previous variations of this procurement, will any/all of these continue to provide their contracts? Can they also be awarded this procurement in addition or are you looking for a new supplier? This is a new competition and as such is open to all DOS suppliers. The nature of the contracts requires more than one supplier to be active in this space and therefore previous suppliers will still be active until their contract comes to an end.
24. Will the supplier be able to subcontract work if needed? It is the responsibility of the winning supplier to deliver against requirements and we accept that a level of subcontracting, partnership and/or collaboration may be required. The winning supplier must maintain full accountability for any work undertaken.
25. Will there be potential for flexibility around deployment times if the supplier requires slightly longer than 10 days to start the new piece of work? The expectation is that the supplier has capacity to deploy resource within 10 days to address urgent needs, however some lead times may be slightly longer.
26. 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 We expect the supplier to think outside the box and go beyond simply meeting the requirement.
27. 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? You will not be penalised for providing more than one example.
28. Is there a minimum expected amount of work that the new supplier would be offered under this contract? Obviously, there is a decent amount of presales work to put in for no guarantee at the moment. There is no pipeline of work as this and related contracts are designed to address urgent, unforeseen needs across government. Therefore, we can not guarantee a level of spend, however, from the previous contracts we have seen significant demand.
29. 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? All examples from private or public sector will be scored equally and there is no preference, however, the example should be relevant and should address the ask.
30. Are the requested roles expected to be a variety of seniority? Yes, intermediate/standard and senior
31. Can the slides from the pre-tender engagement please be shared? Please find the presentation slides, here; https://drive.google.com/file/d/1arzKoyX5ZWSLHqZvq-EEAB039VYVVRNy/view?usp=sharing
32. Is there expected to be any occasion where the new supplier will be working under the direction of another external supplier or vice versa? Although unlikely, collaboration could be required if workstreams crossover
33. You mention a maximum of 5-8 concurrent SoWs, is this for the new supplier or across the current pool of suppliers? For each supplier operating in this space.
34. For the first evaluation round (evidence), are you expecting suppliers to explain their approach and give an example of this working succesfully? Supplier should try where possible to back up examples with evidence.
35. How do the requests currently come to GDS from government departments? Requests for urgent DDaT support are currently received by GDS via a number of routes and can be in the form of general advice, requirements to support existing DDaT teams to requests for full teams to deliver a service.
Requests are currently handled by a central team that triage the requirements to ensure they are suitable for deployment under these contracts, i.e. there are no other viable routes to market that could fulfil the urgent need.
36. What is the expected process from 'a department coming to GDS with a requirement' to 'the supplier working on that requirement'? For example, will the pool suppliers need to compete against each other to deliver the requirement? Requirements will be awarded on a strictly rotational basis A-B-C-D-A-B-C-D. If a supplier can not meet a requirement this then moves on to the next supplier in the sequence and so on and so forth.
37. As a supplier, our model is to engage customers with a minimum team size of 2. Does this qualify us out of the process? Previous statements of work have required single DDaT specialists to deliver an outcome or service as part of an established delivery team. Although the winning supplier is expected to be able to supply any given number of DDaT resource not being able to provide less than 2 will not rule you out of the process.
38. As a supplier, we are not a body shop and our approach is to deliver meaningful outcomes for our customers and our rates are reflected accordingly. Is it likely that a blended day rate between £1100-1750 will be rejected? Rates will only be relevant at the next stage of the process for successfully shortlisted suppliers. Price is worth up to 20% of your final score and could therefore be the deciding factor but at present we do not know what rates suppliers are likely to submit.
39. Is the expectation that GDS staff will be involved in the projects themselves, or are GDS solely facilitating the involvement of external individuals/teams for the Department or ALB? GDS have been involved where capacity allows in various projects across Government. We are also facilitating this contract.
40. You mention teams / individuals being deployed ‘whilst alternative arrangements are being made’… could you please clarify if the intention is that the teams are only provided under this contract whilst the Department or ALB recruits its own staff / brings them up to speed? This contract should only address urgent requirements, therefore Government Departments and ALBs are expected to have long term workforce plans and arrangements to procure services through existing routes to market for longer term (non-urgent) projects.
41. Could you clarify what you mean by 'In light of current events, how have you adapted the way you engage DDaT resources to meet demands of concurrent SoW's for your existing contractual obligations?' Do you mean the supplier recruiting additional people, or is it more about how work practices have changed to ensure the best team is engaged from existing staff? Be specific about the adaptions you have made to ensure both engagement and delivery of resource given the impact of current events.
42. Roughly when does the expected timeline of 5-10 working days start? E.g Once GDS notifies the supplier or once requirements are understood and agreed? 5-10 days from a Statement of Work being agreed
43. To give us an idea of what could be expected, do you have any examples of previous projects that were delivered or worked on through the previous versions of this contract? Previous projects have individual DDaT resource to work within established DDaT teams to meet group Outcomes and delivery timelines. Other projects required the supplier to scope and build services to meet time-constrained requirements. Individuals and teams have engaged at all stages of the Agile Delivery Cycle. Requests that have come up numerous times focus on Content Delivery and User Research.
44. For essential skill question 6, are you more interested in suppliers ability to adapt to the current situation or us describing our successful approach to meeting demands even if we haven’t needed to adapt this in light of current events? It is highly unlikely you have not had do adapt working practices in any way given the current restrictions imposed across the globe, however, if that is the case - please describe how you have continued to deliver expressing the processes you already had in place.
45. For essential skill 5, can you describe what you mean by 'elevated security measures'? Here, we are looking for evidence of ways of working when required to work in a discreet manner. The onus is on you to display what you understand by "elevated security measures"
46. As a new supplier to this contract, how would you suggest we respond to the question about aligning to culture and practices of the delivery team? We haven’t seen any detail describing the potential delivery team. The question is hypothetical. We expect suppliers to know what a delivery team is and/or have experience of having been part of one. You can use an example from private or public sector to backup your response.
47. Is the onboarding process mentioned in essential skill 2 referring to project set up onboarding or any onboarding throughout the project? We want to know how you would or are "managing" onboarding at this time.
48. You mention GDS would be willing to sponsor supplier staff through the clearance process. In this situation, would the supplier still be expected to bear the costs? If not currently held the resources must meet the criteria and be willing to go through the process at the cost of the Supplier. GDS is willing to sponsor supplier staff through the clearance process.

To gain Security Check clearance, for example, you will normally need to have been a UK resident for a minimum of 5 years, and will need to successfully complete all stages of the vetting process which includes:

Baseline Personnel Security Standard
Departmental/Company Records Check
Security Questionnaire
Criminal Record Check
Credit Reference Check
Security Service Check
49. Is this contract deemed outside of IR35? Yes, we expect individual Statements of Work to deliver short, time-bound Outcomes. This contract is outside IR35.
50. Could you provide further clarification on your response to clarification question no.10? To clarify, here we are asking about your handling and prioritisation of all active work streams.