This opportunity is closed for applications

The deadline was Tuesday 9 June 2020
Department for Work and Pensions (DWP)

DWP One Service

28 Incomplete applications

23 SME, 5 large

41 Completed applications

21 SME, 20 large

Important dates

Published
Tuesday 26 May 2020
Deadline for asking questions
Tuesday 2 June 2020 at 11:59pm GMT
Closing date for applications
Tuesday 9 June 2020 at 11:59pm GMT

Overview

Summary of the work
Supplier to work with and develop an in-house team to provide a full scope design of the end-state delivery through an Enterprise Reporting Service. A single centralised one-stop shop for DWP’s reporting and data visualisation, whilst also maintaining current data products in AWS using varying technologies until ingestion into ERS.
Latest start date
Monday 7 September 2020
Expected contract length
Expected contract to be up to 24 months with an initial Discovery period of approximately 8 weeks
Location
London
Organisation the work is for
Department for Work and Pensions (DWP)
Budget range

About the work

Why the work is being done
DWP is in the midst of numerous transformation programmes. This has exposed some limitations and identified several key themes:
- Lack of department-wide coordination and inexperience within visualisation delivery teams, propagating delivery reports, and multiple versions of the truth;
- Inconsistent design & delivery standards and KPI definitions between Lines of Business, resulting in non-alignment and multiple versions of the truth;
- Poor data governance and unreliable data sources promotes doubt in data and insight;
- Poor user experience for various KPI reports;
- Extremely hard to maintain single source of truth (MI data);
- Huge potential for automating human tasks;
- Many clerical additions required.
Problem to be solved
DWP currently have multiple MI/BI data visualisation products and require the consolidation of these products into single source ERS. Products are predominately AWS based at various stages of development (Alpha to Live).
Suppliers will work with Business managers to deliver cultural and behavioural change around data use for insight/analysis, metric development through technology stack, to end user products, utilising appropriate modern technologies in order to create:
- A single, centralised, one-stop shop for DWP’s reporting and visualisation requirements;
- An agile factory embedded with technical and business skills delivering visualisations supporting self-service access;
- A single trusted source of governed, curated data and information.
Who the users are and what they need to do
We expect users to be internal to DWP and other Government Department employees and contractors, this will not be for citizen end users. To illustrate, we have data customers in operations, Senior Management teams and Executive teams across all business areas who manipulate, publish and consume data. DWP employees need to understand how to create, manipulate, ingest, use and understand the data, to enable a greater insight and take action with curated and focused Management Information & Business Intelligence data.
Early market engagement
Any work that’s already been done
Existing team
The supplier will need to work with DWP employees within DWP offices with varying levels of Agile experience, but with extensive knowledge of DWP. The existing team consists of Product managers/owners, business analysts, user researchers and multi stack developers. The supplier will be the sole external consultancy partner and will expected to transfer skills and knowledge as the implementation and design iteration progresses. The supplier will be working closely and regularly with senior DWP leaders, including Director level.
Current phase
Not started

Work setup

Address where the work will take place
DWP Office, Caxton House, Tothill Street, London. Some travel will be required.
Working arrangements
On site presence is essential and expected to work a minimum of 7.5 hours a day, 5 days a week to enable close working and co-creation. Some travel may be necessary to other DWP Hub locations e.g. Leeds, Sheffield and sites in the Northeast of England. DWP travel and expense policy will apply.
Security clearance
SC Security Clearance is required to operate on this project and the team must hold or be eligible and prepared to undergo the security clearance (SC) process.

Additional information

Additional terms and conditions

Skills and experience

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

Essential skills and experience
  • Demonstrable Experience of implementing and iterating an ERS (Enterprise Reporting Service) that delivers a comprehensive data and information solution
  • Demonstrable Experience of maintaining Cloud based bespoke MI products using varying tech
  • Immediate capacity of skilled resource with 4 years+ experience delivering strategic reviews of data and MI services in a complex multi-product/multi-supplier organisation.
  • Demonstrable experience of your approach and methodology to meet a set of requirements to transform and enhance existing data use and information
  • Demonstrable experience of working with teams to deliver major cultural and behavioural change to an organisation around reporting and using data.
  • Demonstrable experience of your proposed team and the skills required to deliver this type of requirement.
  • Demonstrable evidence of gaining at pace, a detailed understanding of technical and business solutions to allow on-going support and further development.
  • Demonstrable experience of knowledge sharing and skills transfer with in-house teams so as to build sustainable capability.
Nice-to-have skills and experience
Demonstrable experience of working within a large government department or a comparable sized organisation within the last 3 years

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets your organisation's policy or goal
  • Technical solution
  • How they've identified risks and dependencies and offered approaches to manage them
  • Team structure and estimated timeframes for the work
  • Value for money
Cultural fit criteria
  • Demonstrate ability to work as a team, sharing knowledge with our organisation and other suppliers.
  • Demonstrate ability to drive behavioural and cultural change to deliver the requirement
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

1. **PLEASE NOTE - THE TITLE OF THIS REQUIREMENT SHOULD BE 'MI ENTERPRISE REPORTING' IT IS NOT THE 'DWP ONE SERVICE' ALL OTHER DETAILS WITHIN THE ADVERT ARE ACCURATE**
**PLEASE NOTE - THE TITLE OF THIS REQUIREMENT SHOULD BE 'MI ENTERPRISE REPORTING' IT IS NOT THE 'DWP ONE SERVICE' ALL OTHER DETAILS WITHIN THE ADVERT ARE ACCURATE**
2. Is there an incumbent supplier involved with the programme and can share their name?
No, this is a new stream of work.
3. This requirement appears very similar to paid work DWP undertook in 2017 with us. Have the deliverables been considered while planning this procurement, or does this supersede the work completed at that time?
We at DWP are constantly enhancing our reporting technique. This is our first attempt to centralise all efforts for Enterprise Reporting. Any previous work undertaken will be considered and potentially ingested into the new system.
4. At what stage in the project is travel to other DWP hubs expected to be required? How frequently is this travel expected to be required?
Given the current COVID -19 situation travel to other DWP hubs at this stage will not be required. That will be reviewed as and when the situation changes and any future travel will be agreed in conjunction with the DWP Project lead
5. Given the current COVID-19 Situation, is on site presence essential initially?
Currently on site presence is not essential. This will be reviewed as and when the COVID -19 situation changes
6. Could you give an indication of the budget range?
Budget range is between £1.8 and £3.6 million
7. Is there an incumbent in place? Also, will remote working be allowed?
No incumbent in place and some remote working will be allowed in agreement with DWP project lead
8. Could you confirm an approximate budget for this work?
Budget range is between £1.8 and £3.6 million
9. Is AWS the preferred platform for the cloud solution technology?
AWS is preferred, however we use a range of cloud systems and the successful supplier should be prepared to switch among technologies.
10. We note that DWP currently has multiple AWS-based MI/BI data visualisation products that require the consolidation into single source ERS. Could you provide details of these products and also the skill sets required to be provided by the supplier as part of this requirement.
There are various data visualisation products. They are built using several technologies, namely bespoke, digital websites, in-premises and cloud hosted, marketplace tool based (PowerBI, Qlik, etc), excel and PowerPoints. During discovery phase we will investigate which products will be included into ERS scope.
ERS will be a platform using modern technology. Technology decision has not been made, so cant confirm the exact skill set. Supplier should be capable to cover modern technology range (shelves product such as Qliksense) and tech stack (such as Angular 6.0+, Typescript, Unit Testing Karma/Jasmine, CSS, HTML, Git, React, Python, S3, Docker, Redshift, Highcharts, AWS, etc...)
11. Which technologies are DWP currently using for reporting? How much consolidation has there been of the different technologies thus far?
There are various data visualisation products department wide. They are built using several technologies, namely bespoke, digital websites, in-premises and cloud hosted, marketplace tool based (PowerBI, Qlik, etc), excel and PowerPoints. During discovery phase we will investigate which products will be included into ERS scope. Most of the current products are standalone with very minimal integration/consolidation.
12. How many reporting groups are there currently?
This is a question that we will investigate in discovery phase. What we know is - each group within department has their own reporting function. We don’t believe we will be able to replace all of them but we will attempt to connect with them. Full scope will be finalised at the end of discovery phase.
13. What activities have the existing team been doing thus far?
Building both bespoke and Qliksense based MI products
14. Is there a budget assigned for this work? If so, what is the budget? Does this cover the 8 week Discovery Phase, or 24 months work?
The budget is in the range of £1.8 to £3.6 million and covers the whole contract.
15. What is the relationship, if any, between this tender and the original DWP One Service tender?
This is an entirely new tender with no relationship to DWP One Service - **PLEASE NOTE - THE TITLE OF THIS REQUIREMENT SHOULD BE 'MI ENTERPRISE REPORTING' IT IS NOT THE 'DWP ONE SERVICE' ALL OTHER DETAILS WITHIN THE ADVERT ARE ACCURATE*
16. Please confirm if you are looking for a single resource as oppose to a team.
This requirement is for a service. The supplier will be required to deliver the desired outcome and the supplier will need to appropriately resource the requirement.
17. Who is the incumbent.
No incumbent in place.
18. Which tools do you use for MI? SAP Data services, Power BI?
Currently use bespoke built
19. Does the work including supporting/maintaining existing data products in AWS or is the scope purely development of the new ERS?
As stated in the advert maintenance of the existing products are required until ingestion into the ERS
20. Will a DWP in-house team be in place for the start date?
Yes there will be a DWP in house team in place at the start of the contract.
21. Can DWP provide a budget range for the two year period of work?
Budget range is between £1.8 and £3.6 million
22. Does the DWP require the supplier to provide Agile formal training to DWP staff or simply Agile skills transfer during delivery?
No formal agile training required just transfer during delivery
23. What Agile methodology does DWP use, e.g. the Scaled Agile Framework (SAFe), Agile Scrum, etc?
The DWP does not currently follow any prescribed Agile framework
24. How many existing MI/BI data visualisation products would be consolidated into the ERS? What breadth of technologies are in these products?
The scope of the consolidation will be gathered through discovery. The current products technologies are numerous but industry standard using React, Python, S3, Docker, Redshift, Highcharts and AWS.
25. Will data need to be migrated from the existing products to the ERS?
Data will need to be made ready for use with Qliksense
26. Please could you provide your procurement timetable?
The response deadline for the sift is 9th June. The second phase (evaluation phase) is anticipated to commence early July with a view to DWP awarding a contract mid-August for a start date beginning of September.
27. Given the current working from home guidance from the government due to COVID-19, will the Dept allow remote working if travel restrictions are still in place when the first SOW is to be implemented?
Currently on site presence is not essential. This will be reviewed as and when the COVID -19 situation changes
28. Please could you confirm your anticipated TCV over the 2 year contract term?
Budget range is between £1.8 and £3.6 million for the 2 year contract.
29. Can DWP provide an indication of the potential overall team size and roles that the partner will be required to provide?
This requirement is for a service. The supplier will be required to deliver the desired outcome and the supplier will need to appropriately resource the requirement.
30. Does DWP have any technology requirements that the ERS has to meet, e.g. the AWS platform must be used, a specific visualisation tool must be used, etc.? Are there any MI/BI technologies that DWP expect the ERS to use?
The ERS will be cloud based and currently we are using AWS. Its expected that the ERS will use Qliksense as a visualisation tool.
31. In addition to the in-house DWP team, how many DWP staff will the supplier need to work with to foster major cultural and behavioural change?
As part of the delivery the partners will need to work with a wide range of DWP colleagues but numbers are not possible to give accurately
32. Will the ERS BI/MI reuse data in existing databases or is it expected to create a central single trusted database?
There will be the need to reuse as well as decide the best way forward with new sources
33. Are DWP able to facilitate access to users and also teams from other data products in order to deliver this contract?
Yes
34. What do DWP see the outcome of this contract being?
The formulation of an ERS that is used by DWP colleagues
35. What work has been done so far to explore the requirement of consolidating the multiple data products? Was an external supplier involved with informing this requirement? Can any outputs from previous work be shared?
Work has been undertaken to organise the current structure into one overall team but not specifically to consolidate the multiple data products
36. 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?
To achieve a score of 3 'exceed' a supplier must provide a robust and fully comprehensive response with all aspects below covered:
• The approach described fully meets the requirement;
• The approach reflects accepted good practice;
• The response specifically meets our organisational requirements and, where relevant, to the organisations specific circumstances;
• The approach offers good levels of (as appropriate) functionality, performance, environmental performance, outcomes, ease of use and other relevant characteristics.
37. 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 score from the first round (Initial sift of the essential and nice to have skills), equate to 21% of the overall 70% Technical competence weighting.
38. For clarity, do you require a supplier to provide a full scope design of the ERS end-state delivery by working with, and developing, an in-house team?
Yes
39. 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?
Suppliers can provide public or private sector examples in their evidence to meet the criteria and these will be given equal consideration.
40. Is the delivery and roll-out of the potential ERS accommodated within this procurement?
Yes
41. 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?
Yes
42. Do you have preferred reporting tool for this requirement?
Currently the preferred visualisation tool is Qliksense
43. What's the headcount of existing team(s)?
Not relevant to this exercise as those teams will no longer exist when this contract starts
44. What language competencies are there?
There are various data visualisation products. They are built using several technologies, namely bespoke, digital websites, in-premises and cloud hosted, marketplace tool based (PowerBI, Qlik, etc), excel and PowerPoints. During discovery phase we will investigate which products will be included into ERS scope.
ERS will be a platform using modern technology. Technology decision has not been made, so cant confirm the exact skill set. Supplier should be capable to cover modern technology range (shelves product such as Qliksense) and tech stack (such as Angular 6.0+, Typescript, Unit Testing Karma/Jasmine, CSS, HTML, Git, React, Python, S3, Docker, Redshift, Highcharts, AWS, etc...)
45. Will contract staff be inside or outside IR35?
This requirement is for a service. The supplier Staff will will be under the day to day direction and control of the supplier, not DWP. Any quality and non-delivery issues will be raised by DWP directly with the supplier rather than the individual supplier staff. The supplier will be held accountable by DWP for non-delivery of the Services that are specified in the contract, not the individual supplier staff and the supplier will be able to substitute the individual supplier staff to undertake the Services within the contract.
46. "Unreliable data sources" – does the scope of work include fixing data at source?
No fixing original data sources, however, we will look to build pipeline to integrate in lean possible way.
47. "Consolidation of products" – roughly how many products need to be consolidated?
Currently there are 5 products that would need to be consolidated and others will be evaluated during discovery phase.
48. What is anticipated number of end users for this centralised service?
Greater than 4000
49. Are platform costs included in the budget or is there additional opex allocated? If so, how much?
Not a cost that is attributed to the contract - this will be picked up by DWP separately
50. Are capex costs included in the budget, e.g software license purchases if required?
Not a cost that is attributed to the contract - this will be picked up by DWP separately
51. What is the expected procurement timeline and stages from evidence response to contract start?
The response deadline for the sift is 9th June. The second phase (evaluation phase) is anticipated to commence early July with a view to DWP awarding a contract mid-August for a start date beginning of September.
52. What is the current environment landscape DWP is using. Are they on AWS Cloud or on Premise.
The DWP uses many different environments including on premise and cloud (Azure/AWS). The current products in the tender are using an AWS environment and the ERS will be cloud based.
53. Can you please confirm whether the "Demonstrable experience" needs to be with yourselves?
No, suppliers can provide any public or private sector examples in their evidence to meet the criteria.
54. Can you please confirm whether the "Demonstrable experience" should be UK based? Further, does it need to be within UK Central Government?
Suppliers can provide any public or private sector examples in their evidence to meet the criteria.
55. “Demonstrable Experience of maintaining Cloud based bespoke MI products using varying tech". Can you please clarify what key technologies were are used to create the bespoke MI products, and also what type and level of maintenance the question is referring?
The current products technologies are numerous but industry standard using React, Python, S3, Docker, Redshift, Highcharts and AWS. The maintenance would mean data refresh and creation of new metrics until ingestion into ERS
56. How many end-users do you expect to be in scope to benefit from this MI enterprise reporting capability?
Greater than 4000
57. Could you please advise how many suppliers you expect to take forward to the full proposal stage for this procurement following this initial PQQ stage?
We will assess all applications and shortlist 3-5
58. Are the intended recipients of the MI enterprise reporting capability you are seeking to build all of the DWP’s directorates, or specific directorates?
Intention would be all that require this service. However, this will be finalised in the discovery stage.
59. Can you confirm the scope is to work with and develop a single in-house team? If not, roughly how many teams are in scope?
The successful supplier will develop teams under a D&A department. They will also interact with many DWP teams as stakeholders. Eventually, supplier will assist to build in-house team and share knowledge (18 months to 2 years)
60. Of the products that need to be consolidated, roughly how many are (a) Developed in house; (b) Commercial Off The Shelf (COTS) packages; (c) Either a/b but not maintained, or no owning team?
There are five to begin with that are all developed in house
61. Roughly, what is anticipated number of data points this centralised service will need to support?
There are roughly 1000 data points, that current products utilises. New centralised services will start supporting existing products' data points and more (that will be defined during discovery phase)
62. Are there limitations to using certain tooling when transitioning existing teams to a high performing, agile way of working? (For example; Trello, Google Calendar/Docs).
Yes there are limitations as tooling used needs to be in the DWP approved list. However, we have JIRA, Confluence, Team, etc.. Already in approved list. Google is not in approved list yet.
63. Scope- It is assumed that scope includes both design and the development of enterprise MI as the summary of work says “full scope design…”. Could the authority confirm?
Yes help in discovery stage and then design & development
64. Support- What are various data products in AWS to be maintained until ERS is ready and the underlying technology
We have five products that produce MI for a variety of directorates that have AWS infrastructure - technologies that are used is answered in Q24
65. Scope- Is building an enterprise data warehouse within the scope of this project? Or, the enterprise reporting service will work with existing data products.
We would not look to build a warehouse but work with existing data
66. "This sounds very much like an IT service requirement. There is no mention of suitability / review of the governance frameworks for which the information is required. Has any analysis been done on the overall (target?) operating model within which these MI capabilities will be provided? Should the proposal therefore include Enterprise Architecture capability, governance / information and data expertise on top of the technical skills clearly expected?
Is the goal to provide a bottom-up technical service which may combine correctly, a top-down approach which ensures the MI fits and uses a Core P3M Data Model, or a hybrid?"
Various operating models have been looked through for this centralised service, DWP core team will take decisions to choose one(s). Successful supplier will assist core DWP team to develop that operating model and eventually handover the Run and Maintain to DWP team(s), by the end of contract. Universal Governance is already established in DWP and this programme will rely on the same governance to take approval for major decisions. Steering committee of this program will be formed once this will be kicked off with successful supplier
67. Could you please clarify if BPSS clearance is sufficient for this work?
The service requires SC clearance or eligible to apply for SC.
68. You have specified in the notice the need for SC-cleared staff. Can you confirm that the DWP will sponsor SC-clearance for the relevant staff at the selected supplier and that suppliers will not be evaluated based on the number of SC-cleared staff they have currently.
We will pay for and undertake the SC clearance within the DWP
69. Following your reply to Q31 about impacted DWP staff numbers, will stakeholder identification and engagement be an explicitly paid for part of the development of the proposed service?
Stakeholder identification and engagement is an integral part of the work we are tendering for
70. At what point will you be sharing with potential suppliers your understanding of activity volumes that will enable suppliers to ‘size’ the service they will be providing?
Actual team(s) size will be defined post discovery stage
71. Based on the ~4,000 end users identified in the answer to Q48, will it be expected for us to deliver training sessions to each user, or is training expected to be delivered to a select user-group of champions who can then in turn deliver more focused training sessions themselves?
This work will be undertaken with DWP colleagues and external partners as a joint exercise and we would target champions rather than training for all users
72. DWP is in the midst of numerous transformation programmes – would you be able to share the types of transformation programmes you are currently undertaking?
No, we can talk about this current proposal only.
73. DWP currently have multiple MI/BI data visualisation products - does each team within DWP create their own reports/visualisations with specific KPIs, or does a central team support all businesses in producing these?
Each DWP area creates many different MI/BI reports/visualisations AND there is some central teams that support these. This is one of the reasons why we are tendering to produce an ERS.