Awarded to Deloitte LLP

Start date: Monday 22 March 2021
Value: £392,850
Company size: large
Intellectual Property Office (IPO).

Delivery Partner for One IPO - Manage IP Discovery

13 Incomplete applications

11 SME, 2 large

14 Completed applications

6 SME, 8 large

Important dates

Published
Thursday 10 December 2020
Deadline for asking questions
Thursday 17 December 2020 at 11:59pm GMT
Closing date for applications
Thursday 24 December 2020 at 11:59pm GMT

Overview

Summary of the work
IPO needs a Discovery to better understand its user needs, identify the constraints that it must consider when designing its new Services Portfolio and define the backlog ready for Alpha. For further information please use following link to view supporting information document

http://ipo-procurement.force.com/ProSpend__CS_ContractPage?SearchType=projects&uid=a074J000004iJ32QAE&searchStr=&sortStr=Recently+Published&page=1&filters=
Latest start date
Monday 22 February 2021
Expected contract length
3 Months
Location
Wales
Organisation the work is for
Intellectual Property Office (IPO).
Budget range

About the work

Why the work is being done
The IPO is undergoing an organisation wide Digital Transformation. The existing rights-based services and operating model are being replaced with a new, integrated, OneIPO way of working. Patents, Trademarks and Designs will be unified under a set of new Services and presented to users via an authenticated user account. IPO are looking for a delivery partner to support them in undertaking a Discovery for the first product in their new portfolio - Manage IP.
Problem to be solved
IPO currently offers a range of, predominantly paper based, services that are structured in silos based on three IP rights types (Patents, Trademarks and Designs). No centralised concept of a Customer exists so users currently interact individually with each right they own. This Discovery will define the new, all rights, Manage IP service. Which will provide customers with all the capabilities required to manage any rights. Future Discoveries will detail Secure IP, which covers the rights granting process, and Challenge IP which will address a user’s ability to challenge another IP right claim.
Who the users are and what they need to do
Our users are companies and individual IP rights holders and the agents/representative who work on their behalf. Users need to manage their rights for a range of reasons including change of ownership, updating address/agent details or renewing rights. These updates need to happen once and apply to all instances of a users data across the estate and not require multiple transactions for each right held. Civil Servants at the IPO are also users and they require a single source of the truth for IPO customer data with a simplified and more efficient way to manage changes.
Early market engagement
Any work that’s already been done
A mobilisation project to prepare the IPO for transformation has been running internally and has identified our legal obligation/constraints, defined the OneIPO vision and produced a high level target end state for the organisation. However, work to date has avoided making assumptions on detailed user needs and has not produced service designs beyond high level blueprints.
We have also engaged in a baselining exercise to ensure that existing technology and business process information is up to date and collated into a knowledge management hub. Access to this information will be made available to the winning supplier.
Existing team
The supplier will be working with IPO staff including the existing data management team, architecture team, project team and existing suppliers.
Current phase
Discovery

Work setup

Address where the work will take place
Intellectual Property Office, Cardiff Road, Newport, NP10 8QQ
Working arrangements
Supplier resources will work as part of a blended delivery team, working remotely but using IPO supplied equipment, Monday-Friday usual office hours. More flexibility may be arranged by mutual agreement after an initial onboarding process. We expect team(s) to reflect the roles and capabilities listed in the Essential Skills section. Team(s) will work in the Agile delivery methodology, or within the confines of the wider IPO infrastructure.
Security clearance
Given the nature of the work and timescales , SC clearance is required for all Consultants.

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
  • Experience undertaking user research and turning it into actionable insight that can drive service design
  • Experience balancing internal and external user research
  • Experience designing digital solutions based on user centered design
  • Experience delivering successful Discoveries on central government ( or on highly regulated institutions) digital transformation projects
  • Experience performing data analysis and data matching across multiple data sets
  • Experience designing B2C identity access management systems
  • Experience consolidating and cleansing multiple data sources into a single master data set
  • Demonstrate the use of latest tooling and techniques applicable to core discovery disciplines
  • Experience producing technical architecture and artefacts for approval through governance bodies
  • Working collaboratively with organisation's team to leverage existing collateral and knowledge and support project success
  • Demonstrable qualified project management ,business analysis and service design resources
  • Experience of working in a formal knowledge transfer framework and building capability in client departments , leaving a self-sufficient, sustainable internal capability.
Nice-to-have skills and experience
  • Experience using GDS Design Principles and the Digital Service Standard to deliver public facing services
  • Experience of deploying an effective, culturally integrated team to quickly and effectively embed with an internal team.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Technical solution
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets your organisation’s policy or goal
  • Estimated timeframes for the work
  • How they’ve identified risks and dependencies and offered approaches to manage them
  • Team structure
  • Value for money
  • Simplicity and predictability of outcome based charging model
Cultural fit criteria
  • Has an inclusive approach to engaging with internal stakeholders that will support project success.
  • Has experience of working with Government departments or other highly regulated institutions such as the IPO.
  • Has evidence of how the supplier integrates with an existing team, while taking ownership of problems and resolving issues.
  • Can demonstrate how it will openly share work and outputs iteratively throughout the project for IPO consideration and challenge.
  • Has a sound methodology and approach for working with and respecting a client's existing governance and decision making processes.
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. Can IPO sponsor the SC clearance or is this something that needs to be in place before project commencement?
The IPO intends for the Supplier to stand up a team with full SC clearance where not possible the IPO would conduct a security risk assessment against the offered candidates if the vendor reaches the down select stage. This risk assessment will be dependent on the job role as certain roles may have access to sensitive information. In order for this interim process to be started the IPO would need basic DBS clearance, a CV from the individual requiring SC clearance (in order for IPO secure to vet the candidate) and confirmation that SC clearance has been applied for.
2. Will the authority be able to sponsor clearance above BPSS?
The IPO intends for the Supplier to stand up a team with full SC clearance where not possible the IPO would conduct a security risk assessment against the offered candidates if the vendor reaches the down select stage. This risk assessment will be dependent on the job role as certain roles may have access to sensitive information. In order for this interim process to be started the IPO would need basic DBS clearance, a CV from the individual requiring SC clearance (in order for IPO secure to vet the candidate) and confirmation that SC clearance has been applied for.
3. Supplier Question:
Can you clarify what you mean by “use of latest tooling and techniques applicable to core discovery disciplines”?
Full text extract from listing
“Demonstrate the use of latest tooling and techniques applicable to core discovery disciplines”
In response to this point, we would expect to understand what tools (software etc) and what techniques (workshops etc) are effective in each core discovery discipline (service design, user research etc). This information will demonstrate a suppliers’ skill and experience, and help us to evaluate a suppliers’ technical competence.
4. Could the Authority confirm what does “data matching” mean in below essential experience? what is the relevance of data matching for the requirement?
“Experience performing data analysis and data matching across multiple data sets”
We currently hold customer data in multiple systems.  The intention is to match the data between these systems (and possibly against an external set of reference identity data) in order to consolidate, cleanse  and deduplicate it to produce a single, master, customer account.
5. Please can you confirm that the standard 1 – 3 scoring model is being used for this first stage evaluation?
We will be following the standard DOS procedure for first phase
6. Please can you confirm that 100 word use stories are your preferred approach to each response?
Yes
7. Please can you advise the members of the evaluation team, or at a minimum their role titles and which department / directorate they work under?
The evaluation team will have the technical and operational competence to evaluate the responses.At this stage we are not prepared to give any further indication as to who those individuals might be .
8. Do you have timelines for when you want to launch an Alpha/ Beta?
We want to commence Alpha as soon as our procurement process enables us to do so with the aim to transition from the Discovery phase as soon as possible
9. Please can you advise the budget range for this Discovery?
we are keen to have delivered a fit for purpose product, rather than a product to fit a specific budget and therefore feel it would not be appropriate to set a specific budget for this element of the programme, prior to the completion of our engagement with the market
10. Can you please elaborate on what you mean by tools and techniques?
In response to this point, we would expect to understand what tools (software etc) and what techniques (workshops etc) are effective in each core discovery discipline (service design, user research etc). This information will demonstrate a suppliers’ skill and experience, and help us to evaluate a suppliers’ technical competence.
11. What is the budget range for the work?
we are keen to have delivered a fit for purpose product, rather than a product to fit a specific budget and therefore feel it would not be appropriate to set a specific budget for this element of the programme, prior to the completion of our engagement with the market
12. Are suppliers permitted to use more than one example in a single answer?
Yes
13. Please could you confirm the timelines in place for stage 2 of the procurement.
The indicative timelines for the second stage of this procurement are within the document attached under the link in the summary .It is expected that the shortlist will be decided within w/c 4th January 2021 and the second phase will commence directly after.
14. In regards to: Experience designing B2C identity access management systems.Are you looking for a commercial off the shelf solution? Are you looking to federate it out to 3rd parties like facebook/google/ implement a 3rd party platform on your own system or are you looking to develop your own based on open standards?
Open to any of the options listed but final solution will need to demonstrate it meets users need and provides value for money to both out user community and IPO
15. In relation to Q4 please could you confirm if you are content for suppliers to provide multiple examples as evidence?
Yes
16. In regards to: Experience consolidating and cleansing multiple data sources into a single master data set. Can you clarify how big the data sets are likely to be?
The unconsolidated data sets, taken as a whole, will be 10-50 million non-unique records