This opportunity is closed for applications

The deadline was Wednesday 19 August 2020
The Home Office

Proc539 Status Checking Project Development Partner

4 Incomplete applications

1 SME, 3 large

9 Completed applications

1 SME, 8 large

Important dates

Published
Wednesday 5 August 2020
Deadline for asking questions
Wednesday 12 August 2020 at 11:59pm GMT
Closing date for applications
Wednesday 19 August 2020 at 11:59pm GMT

Overview

Summary of the work
Development of new online and API services, and extension of existing services to additional cohorts of users. Providing L3 support to ensure continued live services, continuous improvement, development, testing and L3 247x365 support. Suppliers expected to support and drive the planned building of an in-house capability by end of contract.
Latest start date
Saturday 10 October 2020
Expected contract length
2 years
Location
London
Organisation the work is for
The Home Office
Budget range
The Budget range is between £5m to £10m (excluding VAT) for 2 years. Separate day rates for each role will be required and will be outlined at the ITT phase. Statements of work will be agreed periodically with the supplier on a capped, fixed or T&M basis with agreed outcomes and deliverables. The initial statement of work will be agreed after contract award.

About the work

Why the work is being done
The Home Office is developing a border and immigration system which is “digital by default” for all migrants, which over time means we will increasingly replace physical and paper-based products and services with accessible, easy to use online and digital services.
An integral part of this is enabling immigration status information to be made available, through digital means via online status checking services, which enable individuals to access and share their status information with providers, or via APIs with other government departments or elements of the border and immigration system, enabling automated status checking to be incorporated into other systems.
Problem to be solved
To deliver these capabilities and services, the Home Office requires skills not available within our current workforce and thus has a requirement for the procurement of specialist a delivery partner who can supply experienced resources with skills including:
• Development of digital platforms in Java, node.JS and other relevant languages and toolkits
• Creation of re-usable patterns and modules for custom development
• Technical delivery management
• Testing
• Agile methods and governance
• Business analysis
• DevOps specialist support
Who the users are and what they need to do
Users will be those who have touchpoints with the end to end UK immigration system. This will include the public applying for entry to the UK and third parties - such as employers, landlords, financial services providers and other government departments, who need to check and understand an individual's immigration status to enable them to live, work and access services in the UK. Users will also include border, security and enforcement teams controlling immigration and securing UK borders.
Early market engagement
Any work that’s already been done
There are current suppliers in place and a variety of online Status services are already live, with several APIs due to go live over the next few months. However, as the work will encompass development of further services, and extension of existing services to a wider range of users, the requirement is not solely L3 we also require resources to support continual change.
Existing team
There is an existing delivery team in place working within Status and the wider EU/FBIS portfolio . The new supplier will need to work collaboratively internally and externally to the Home Office and other suppliers. Collaborative working is key as the supplier will be working alongside civil servants, contractors and other suppliers embedded within the Status team and wider portfolio. The team prides itself on its multi vendor / one team approach.
Current phase
Live

Work setup

Address where the work will take place
Primarily at the Home Office place of business located at Sydenham Road, Croydon CR0 2EU
Working arrangements
The Service Provider needs to be able to operate within the Home Office governance models and with other 3rd parties accordingly. They will be expected to deliver as part of a pre-agreed strategy and plan. The team is expected to work across the multiple sites during standard HO working hours. Expenses will conform to HO internal policies and will not be payable within the M25. Resources will be expected to be co-located with the project teams at the locations above.
Security clearance
Provider personnel (and sub-contractors) must comply with HMG Baseline Personnel Security Standard (BPSS) as a minimum, and CTC clearance to work in HO buildings. If not already held, there may also be a requirement for some postholders who access live data or work on 247 support to undergo SC clearance.

Additional information

Additional terms and conditions
Intellectual Property Rights in any developed technology or processes will rest with the Home Office. Suppliers should conform to Cyber Essentials Scheme. HO supports the Corporate Social Responsibility Agenda, we will continue to invite our Strategic and Operational suppliers to demonstrate their commitment to it.
Rate cap - daily rates should be in accordance with the enclosed target rate card.
SFIA 7 level resource is excluded (exceptional circumstances will be considered)
SFIA 6 level resource is excluded for 'hands on' delivery roles

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
  • T-Demonstrate your understanding of, and commitment to, a Continuous Improvement culture and practices involved in running customer-facing digital services for government
  • T-Demonstrate how you have delivered new digital products and services within a large scale Agile programme, to tight deadlines and in accordance with strict policy and accessibility constraints
  • T-Demonstrate how you dealt effectively with a complicated, critical (P1) incident that affected a large, public-facing digital service and/or Critical National Infrastructure, having a serious impact on thousands of customers.
  • T-Demonstrate how you have reduced the run cost of a customer facing digital service and extricated the best possible value for money on software, hardware, maintenance and support
  • T-Demonstrate your ability to rapidly scale up your standing delivery and management capacity in response to a sudden, critical Government initiative requiring a swift and robust solution to be delivered
  • T-Demonstrate your track record of taking ideas from conceptual architecture, through to design, development, testing through to production
  • M-Are you compliant with the provisions of section 54, Modern Slavery Act 2015? (if you are not a ‘Commercial Organisation’ within the meaning of that section, please respond ‘Yes’)
  • M-Are your policies and procedures compliant with the provisions of the Equality Act 2010?
  • M-Over the past 12 months, have you paid all your suppliers in accordance with the contractual terms?
  • M-Over the past 12 months, have you paid at least 95% of accepted invoices within 60 days? (If the answer is ‘Yes’, please ignore Previous Question.
  • M-If Q10 is No, over the past 12 months have you paid 75-94% of accepted invoices within 60 days? Attach Action Plan explaining how you will increase this to 95%+
  • M-Do you understand and agree that if awarded this Contract, you will abide by the published T&C's of both the RM1043.5 Framework and this Call Off Contract?
  • M-Have you successfully delivered Information Technology to government in support of citizen-facing Immigration services?
  • M-Have you successfully delivered Information Technology to government in support of CNI?
Nice-to-have skills and experience
  • T-Demonstrate successful delivery within a Government department
  • T-Demonstrate proven experience of moving L3 support from supplier control to full time permanent staff
  • T-Demonstrate experience in immigration requirements and business processes, issues, and solutions
  • C-Please explain how you will approach meeting our requirements and adequately mobilise resource.
  • C-Please provide an example of your experience of working in a multi-supplier environment to achieve shared outcomes.
  • C-Please explain how you would manage dependencies and align your team activities with other teams in the Programme environment.
  • C-Please describe your approach to ensure successful integration of decision making and communication with the wider immigration technology and other suppliers.
  • C-Please provide an outline of mechanisms you use align to wider outcomes and a Programme-wide shared plan.
  • C-How will you enhance the Home Office delivery capability? Please set out examples of your ability to transfer knowledge
  • C-Please set out the behaviours you would seek to promote and ideas you have for ensuring wellbeing of both direct and indirect teams with hard delivery deadlines.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Weighted evaluation criteria: Technical Competencies 55%, Supplier Presentation (optional ) 10%, Value for Money 25%, Cultural Fit 10%
  • Technical Competencies: Includes all essential and nice to have evaluation criteria 55% with the 'T-' prefix.
  • Supplier Presentation: In the event that evaluated scores between suppliers are within 10% of each other, the Buyer may elect to invite bidders to give a Supplier Presentation
  • Cultural Fit: Includes all nice to have cultural evaluation criteria with the 'C-' prefix. 10%
  • Value for Money: Total Price 25%
  • Mandatory Pass/Fail questions, denoted by an 'M-' prefix: No evaluation scoring attributed, but a 'Fail' will render a bid non-compliant.
Cultural fit criteria
This is contained within the section above, denoted by a C- prefix
Payment approach
Capped time and materials
Additional assessment methods
Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

10%

Price

25%

Questions asked by suppliers

1. For questions 7 to 14, is the buyer seeking confirmation of compliance or will substantiation of compliance be scored?
Please refer to the proposal criteria section within 'How suppliers will be evaluated': Confirmation of compliance is requested.
2. The proposal criteria section appears to define how the first stage responses will be evaluated, rather than outlining the buyer’s requirements for the second stage (ITT) response. Please may we have clarity on what the proposal stage will ask of us to enable us to plan for this stage should we be successfully down selected?
The 'About the Work' section details our requirements and the second stage response will ask bidders to respond to how they will deliver this requirement for best value, least transition risk to the Authority.
3. The text in the proposal criteria section states we will be deemed non-compliant should any of our answers to questions be considered to ‘fail’, but some questions we are asked to ignore under certain circumstances. Please may you confirm that non-response to these questions will not be awarded a ‘fail’ criteria?
The Authority confirms that, under certain circumstances as described in the question set, a non-response to such questions will not be awarded a ‘fail’ criteria.
4. The format of this opportunity differs significantly from the normal format of DOS opportunities. The first set of questions (Marked ‘T’) are in this ‘normal’ DOS format, but from the questions marked ‘M’ or ‘C’ are normally questions we may be asked at the second stage (ITT) or at the framework level itself and are not questions that can be responded to with a client example of previous work. How would the Authority wish us to answer these, given we are required to answer with a single client 100-word case study?
M questions require only a yes or no answer. C questions should be answered succinctly at this first stage and indicate the potential for full case study / client examples at second stage.
5. What is the number average number of L3 support tickets both during core and out of hours?
This will be confirmed by the Authority during the second phase
6. Is this a new service that will run alongside the Status Checking work conducted by existing suppliers or will it replace the work currently being done. If it replaces other suppliers will TUPE apply?
This will replace work currently being done. It is the Authority's understanding that TUPE being legislation always 'applies' and bidders should consult the incumbent service provider in order to assess potential TUPE risk. The Authority will not accept any responsbility for TUPE.
7. Do you anticipate the 24/7 L3 support service to be a permanently manned team or would it be an on-call service out of hours?
On-call out of hours is preferred by the Authority.
8. You state the work is to be conducted at Home Office premises in Croydon. Does this include the 24/7 L3 Support requirement?
The support requirement can be conducted remotely.
9. Can you please clarify the anticipated balance between the development of new online and API services vs the requirements for L3 support.
80:20 in favour of development. This may change as services go live and mature.
10. The usual guidelines for answering questions at this stage is a case study demonstrating experience this does not seem appropriate in answering the question "C-Please set out the behaviours you would seek to promote and ideas you have for ensuring wellbeing of both direct and indirect teams with hard delivery deadlines." Do you expect a 100 word description of our behaviours and ideas rather than an example of our experience?
Description of behaviours for stage one. Full examples may be requested in stage two.
11. In the additional information section, there is reference to an attached rate card (which isn’t included in the text). Please may we have this rate card?
We have a Maximum Rate which will be supplied to the shorlisted bidders. These maximum rates will be mandated and failure to meet this mandatory requirement will lead to disqualification. Ideally suppliers will provide rates at or below the Target Rate parameters
12. Is there a current incumbent?
Yes, the incumbent is Deloitte
13. The tender states for all questions marked ‘M’ we will be automatically disqualified if we answer ‘No’ to any – but we are unable to answer ‘Yes’ to the question M-Do you understand and agree that if awarded this Contract, you will abide by the published T&C's of both the RM1043.5 Framework and this Call Off Contract? Without reviewing the call off contract (as this is able to be tailored by the buyer to this opportunity)
Please assume the boilerplate terms without any additional buyer terms or amendment for the purposes of answering this question.
14. For "T-Demonstrate how you have delivered new digital products and services within a large scale Agile programme, to tight deadlines and in accordance with strict policy and accessibility constraints" can you please give an example of policy constraints you work under.
Specific legal wording or sequencing of activity.
15. Can you confirm if all of the "M" questions just need a Yes/No response?
Correct, a yes/no suffices.
16. Can you please tell us what the technology stack in use is?
Can you please provide details of any associated SLA with resolution times?
What is the number of services to be onboarded to the platform?
What is your current choice of delivery tool (e.g. Kanban, SAFe?)
Apart from Croydon, where are the other Home Office sites where work will take place?
'- This will be confirmed during the second stage

- This will be confirmed during the second stage

- Please define 'service'

- Scaled Agile: Scrum, Kanban. Not SAFe

- Varies. May be other HO sites or supplier locations in the UK
17. How should the action plan for invoices be submitted and does it need to be less than 100 words?
Provide the action plan separately via email please.
IPT Commercial <IPTCommercial@homeoffice.gov.uk>
18. Would the client consider use of nearshore/offshore resources?
Yes
19. M-Have you successfully delivered Information Technology to government in support of citizen-facing Immigration services?
Does making this question mandatory (therefore pass/fail) narrow the potential pool of suppliers that are able to provide a compliant response for this opportunity?
This is a key requirement to ensure an appropriately capable and experienced supplier and maximise value for money. The Authority welcomes responses from suppliers that have experience of delivery of Immigration services (of any kind) to government (UK or otherwise) and has delivered information technology (of any kind) successfully. A supplier that cannot 'hit the ground running', warrant existing deliverables and continue future delivery and development of our critical national infrastructure successfully would not represent good value for money and should therefore not progress to stage two.
20. Question 12, Asks suppliers to agree to the Call of Terms and conditions.

Are these available for suppliers to review?
Please review the call off terms boilerplate on digital marketplace. And can be viewed at:
https://www.gov.uk/government/publications/digital-outcomes-and-specialists-4-call-off-contract
21. Given there are current suppliers in place, can the Authority confirm whether or not TUPE will apply to the staff currently engaged in delivering these services?
This will replace work currently being done. It is the Authority's understanding that TUPE being legislation always 'applies' and bidders should consult the incumbent service provider in order to assess potential TUPE risk. The Authority will not accept any responsbility for TUPE.
22. Who is the incumbent supplier?
Deloitte
23. The usual guidelines for answering questions at this stage is a case study demonstrating experience this does not seem appropriate in answering the question "C-Please explain how you will approach meeting our requirements and adequately mobilise resource." Do you expect a 100 word descrition of our approach rather than an example of our experience?
Description of behaviours for stage one. Full examples may be requested in stage two.