Awarded to Engine Partners UK LLP (The Engine Group)

Start date: Wednesday 23 December 2020
Value: £1,000,000
Company size: large
Government Digital Service

WP1813 - Digital Capability for Urgent DDaT Requirements

18 Incomplete applications

17 SME, 1 large

38 Completed applications

24 SME, 14 large

Important dates

Published
Monday 26 October 2020
Deadline for asking questions
Monday 2 November 2020 at 11:59pm GMT
Closing date for applications
Monday 9 November 2020 at 11:59pm GMT

Overview

Summary of the work
Following on from the success of WP1701-03, WP1810/11 and recently awarded WP1812, 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
Wednesday 23 December 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 million

About the work

Why the work is being done
There is 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

https://drive.google.com/file/d/1arzKoyX5ZWSLHqZvq-EEAB039VYVVRNy/view?usp=sharing
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

Address where the work will take place
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.
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
Resources are likely to be required to be security cleared. Most projects will require BPSS and smaller number SC/or above. If not held, resources must meet the criteria and go through the process at the cost of the Supplier. GDS is willing to sponsor supplier staff through the clearance process.

Additional information

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.

Essential skills and experience
  • Evidence your competency to deliver on this requirement.
  • Evidence your capacity and flexibility to deliver teams and/or individuals concurrently on multiple projects at short notice (within 10 working days) of a SoW being agreed.
  • Demand under these contracts is uncertain. How would your ensure your organisation maintains the capacity to deliver?
  • How much control does your organisation have over policies/processes/procedures and your supply-chain? How would you ensure consistent, reliable delivery? In this context, how do you ensure compliance with GDPR regulations?
  • In these uncertain times, with many businesses affected by the pandemic and EU transition tell us how you are ensuring your business model and capacity to deliver remains unaffected?
  • Evidence your approach to delivering Value for Money.
  • Evidence the processes and procedures you have in place to ensure you deliver consistently at the highest level.
Nice-to-have skills and experience
  • What values are important to you as an organisation? Provide an example of one of these in practice.
  • What are you doing to reduce your environmental footprint? How do you ensure the wellbeing of your employees when they are working remotely?
  • Evidence how you have handled communications in the event of a crisis/disruption of supply?

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

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
  • Reference
  • Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

15%

Price

20%

Questions asked by suppliers

1. Are you open to consortium bids or would you prefer to work with a single supplier?
Consortium bids are encouraged. All bids will be evaluated on merit.
2. Are you working with any existing suppliers in relation to this tender opportunity? If you are, who are they?
All winning suppliers for previous opportunities in this space have been published to the Digital Marketplace; https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities
3. Who from your team will be scoring applications for this opportunity and what positions do they hold?
To be confirmed.
4. Can you host a call with suppliers about this opportunity where we can have a live Q&A and the discussion notes are shared on this tender ad? This has proven helpful on other DM opportunities.
Unfortunately, due to time constraints this will not be possible on this occasion.
5. Please can you provide details of what the next steps are following this initial application i.e. deadlines for the written proposal/if there will be an interview and when?
Successfully shortlisted suppliers will have the period between 23 Nov - 2 Dec to submit evaluation material for the second stage. Dec 8-10 have been provisionally booked for presentations.
6. Question 7: "Evidence the processes and procedures you have in place to ensure you deliver consistently at the highest level" – Please can you clarify what you mean? Additionally, are you referring to our onboarding process? our remote working processes? how we manage delivering when individuals or teams are actively working on an engagement? MI and stakeholder management?
We feel this question is clear.
7. The 4th question has 3 parts to it:

Can you clarify what you mean by: "How much control does your organisation have over policies/processes/procedures and your supply-chain?"

"How would you ensure consistent, reliable delivery?" Do you mean a supply chain/3rd parties that we as a supplier would use to deliver the GDS requirement? Or does this mean how we as an organisation would ensure consistent, reliable delivery for ourselves?

Please clarify "In this context, how do you ensure compliance with GDPR regulations?" is this ensuring compliance with our supply chain/3rd parties that we use?
This 3 prong question is very much about your control over your supply chain and associated policies and procedures. We expect the winning supplier to take responsibility for every aspect of delivery under these contracts.
8. Who’s in the incumbent and how long they have been the incumbent?
Who's on the panel?
All winning suppliers for previous opportunities in this space have been published to the Digital Marketplace; https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities
9. Please can you confirm your definition of 'Service Delivery'
Delivering a service to a Government Department or executing the Delivery of a service for citizens.
10. Can you expand on the difference between E1 and E2? E2 seems to re-state the expressed requirement (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) so it could be seen that E1 is asking the same question.
The questions are quite different in what they are asking. Please read the question carefully.
11. Is this opportunity open for startups, micro-companies?
This opportunity is open to all suppliers that feel they can deliver what we are asking for.
12. Question 9 is What are you doing to reduce your environmental footprint? How do you ensure the wellbeing of your employees when they are working remotely?
These are two completely different subjects – does the 100 word max per bullet point question stand? or can the response be 100 words per individual question and subject? i.e. 100 words max environmental footprint and 100 words max working remotely.
The word limit will need to be shared between the 2 criteria.
13. Given that all previous contracts, both £4 million and £1 million have been awarded to large companies, isn't it a given that this is lined for a big player as well?
This is a fair and open competition and as such all bids will be evaluated on merit only.
14. The link to the early market engagement doesn't give a lot of info apart from the polls conducted via menti. Was there a list of interested suppliers shared afterwards to foster SMEs collaboration?
No list was shared.
15. Please could you provide a link to the audio recording for the early market engagement?
Unfortunately, there isn't an audio recording available for the PTME.
16. Could you confirm that you are looking for a client example for each of the essential and nice-to-have requirements published
Examples and concise detail are encouraged.
17. Can you provide some additional information regarding your statement ‘We anticipate a maximum of 5-8 concurrent Statements of Work.’? Specifically, do you anticipate that these 5-8 SoWs would start simultaneously or staggered start? What do you anticipate these 5-8 SoWs looking like regarding individuals vs teams? Do you have the capability to onboard 5-8 teams simultaneously?
The winning supplier is expected to be able to have the capacity to engage on 5-8 SoW's concurrently. With multiple suppliers (see previous contracts) operating in this space on a rotation basis it is very likely the start dates would be staggered, however, as demand is undetermined this may not always be the case.
18. Why is this contract (WP1813) £1M when the previous digital capability contract was £4M (WP1812)? What do you anticipate the difference between these contracts being?
There are 4 contracts in this series (WP1810-13) - £4m, £1m, £4m, £1m. The only difference is the value, however a larger value could mean the supplier needing to have a larger capacity to deliver.
19. Can you clarify your expectations regarding remote vs onsite working especially in light of recent COVID developments?
We will continue to follow Government guidance.
20. Several essential and nice-to-have criteria do not appear to lend themselves to the singular case study DOS format – do you want suppliers to detail a process/methodology or case study for the criteria?
Please try and relate all responses to an example if possible.
21. Re: Q10, 'Evidence how you have handled communications in the event of a crisis/disruption of supply?'

Does this mean communication with the client in the event of disruption in supply of our people and project teams, or communications around a service-related incident?
This relates to the former (Your people, teams etc)
22. Question 1 on the questions document – which requirement is this referring to?
https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/13374
23. Are there any technical requirements such as languages or infrastructure experience required?
The requirements have been specified, here; https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/13374
24. "If not held, resources must meet the criteria and go through the process at the cost of the Supplier."

We understand it is UKSV who actually perform the work of undertaking an SC clearance. Is it this cost you are referring to? If so, please could you let us know what this cost actually is (as UKSV don't seem to make this information publicly available)?

This will enable us to factor this into our pricing/strategy.
This would be the cost (be it in time or money) to process a Security Clearance application.
25. How do GDS propose SC clearance use, particularly if the work is too short to manage lengthy document transfers between different end clients, and with significant gaps, is correctly recorded such that the clearance ‘active’ date is correctly updated with appropriate authorities, and the clearances do not inadvertently lapse?
GDS work with the Department to understand the Security Clearance requirements and where SC or above is required we make this explicit with the suppliers to prevent on-boarding delays.