Welsh Government

Delivery partner for Welsh Revenue Authority digital tax collection and management system

Incomplete applications

0
Incomplete applications

Completed applications

29
Completed applications
16 SME, 13 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 25 November 2016
Deadline for asking questions Friday 2 December 2016 at 11:59pm GMT
Closing date for applications Friday 9 December 2016 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Using agile methodologies, design, build and implement a digital system to support the collection and management of devolved taxes in Wales. The devolved taxes are Land Transaction Tax (LTT), replacing UK Stamp Duty Land Tax (SDLT) and Landfill Disposals Tax (LDT), replacing UK Landfill Tax (LfT).
Latest start date 25/01/2017
Expected contract length 18 months, with potential scope to extend to 2 years
Location Wales
Organisation the work is for Welsh Government
Budget range £1.5 - £2 million

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The Welsh Revenue Authority (WRA) will be a new non-Ministerial Department of the Welsh Government, administering and collecting devolved Welsh taxes - Land Transaction Tax (LTT) and Landfill Disposals Tax (LDT). There is scope for the range of functions undertaken by the WRA to develop and expand over time.

The WRA requires an implementation partner to deliver an end to end, digital tax collection and management system by 31 Oct 2017. A separate support contract may be put in place for ongoing support after go live and this may be with a separate organisation.
Problem to be solved The WRA will be responsible for collecting and managing devolved taxes in Wales. To support it in delivering these functions, it requires an end to end, digital tax collection and management system. The aspiration is to base the system on Commercial Off The Shelf (COTS) technologies, where possible.
Who the users are and what they need to do As a Solicitor, I need to input my login details so that I can access the WRA digital tax service; As a Landfill Site Operator, I want the system to validate my return so that I know it has been completed in full without errors; As WRA I want to be alerted that the self assessed amount is different from the calculated amount so that I can check compliance; As WRA I need the capability to be able to run reports on all data
Early market engagement
Any work that’s already been done A Discovery Phase has already been completed, generating the user needs that make up the MVP as well as early service prototypes. Information related to these outputs will only be shared with shortlisted suppliers.
Existing team The supplier will need to work with a small, multi-disciplined in-house team (5-7), including Delivery Manager, Product Owner, Business Analysts, Technical Architect, Data Architect and Service users.

Where integration with other WRA systems is required, you may need to work closely with other suppliers, via the in-house team.
Current phase Alpha

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Welsh Government Offices, Cathays Park, Cardiff, Wales, CF10 3NQ
Working arrangements We expect a supplier to be flexible to our needs and work with the in-house team based in Cardiff. This may require a mix of on-site working (days per week to be discussed) and collaborative/remote working.
Travel and expense costs associated with this contract will be the responsibility of the supplier and will not be reimbursed by Welsh Government/Welsh Revenue Authority.
Security clearance All supplier resources must be SC cleared or equivalent.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions There will be ‘break points’ in the contract to assess progress, quality and to enable contract termination (if necessary) at the following stages of delivery:

Completion of the Alpha phase;
Completion of the Beta phase.

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
  • Demonstrate experience of implementing transactional digital systems
  • Be able to begin work on 25 January 2017.
Nice-to-have skills and experience

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • How well the proposal meets the delivery deadline of Oct 31 2017. Suppliers are asked to provide a detailed plan for the delivery of the MVP listed.
  • Evidence of successfully implementing and supporting transactional digital systems to Public Sector clients
  • How well the proposal meets the identified requirements and stated COTS aspiration, where possible.
  • How well the proposal describes an agile, iterative approach towards delivery of the system
  • How well the proposal presents evidence of ISO 27001 compliance
  • Detailed breakdown costs for the delivery of Alpha, Beta and Path to Live phases
Cultural fit criteria Explain their proposed approach to working with the client to pre-empt and resolve risks and/or issues to ensure the delivery deadline is still met.
Payment approach Capped time and materials
Assessment methods Written proposal
Evaluation weighting

Technical competence

45%

Cultural fit

10%

Price

45%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Good afternoon, Can you advise on how we register the two delegates for the Q&A session on the Thursday Dec 1st 2016? Kind regards Suppliers should confirm planned attendance at the Q & A session by emailing NPSICTCategoryTeam@wales.gsi.gov.uk. and including “attendance at WRA Q&A Session” within the subject line.
2. The notice references the need to provide a detailed plan for the delivery of the MVP listed. Will information around this be released in the next stage of the process? What information is available now and what will be made available later? Many thanks. Detailed information relating to the MVP, along with the prototypes developed during Discovery, will only be shared with shortlisted suppliers.
3. Can Suppliers attend the QA meeting of December 1st remotely, i.e. via Webex, skype etc? Unfortunately we are unable to hold the session via WebEx/Skype on this occasion. However, all content provided, along with all questions and answers from the session will be made available on Digital Marketplace within 5 working days.
4. Please can you provide details on the Q&A session, venue, time, agenda, delegate information etc. as it doesn't seem to be detailed on the notice. Thank you The details of the Q & A session were added to the Q & A area of the notice published on the Digital Marketplace. Our understanding is you will need a supplier account in order to log on and view this area. Unfortunately the Q & A session is now closed to new delegates, however, all content, questions and answers will be published to the Digital Marketplace.
5. Will we receive confirmation of acceptance for out attendees to the Q&A session? Thanks Thank you for enquiry relating to our planned Q & A session. All suppliers who emailed to attend the Q & A session were emailed a confirmation at 11:38 on the 30th November from NPSICTCategoryTeam@wales.gsi.gov.uk.
6. Can you please advise where on the Digital Marketplace site the details of the Q&A session will be posted, we were unable to register interest for this opportunity until today. The Q & A session took place at 10am on December 1st 2016 in Cardiff. The details of the Q & A session were added to the Q & A area of the notice published on the Digital Marketplace on Friday 25 November 2016. Our understanding is you will have needed a supplier account in order to log on and view this area. All content, questions and answers from the session will be published to the Digital Marketplace by 08 December 2016.
7. Suppliers who wish to apply at Shortlist stage. Suppliers are asked to request a Shortlist Template by emailing: NPSICTCategoryTeam@wales.gsi.gov.uk. The template will have specified word limits. Please use 'WRA Digital Shortlist Template' in the Subject line.

Once completed, the template should be emailed back to NPSICTCategoryTeam@wales.gsi.gov.uk, with 'WRA Digital System Application' in the Subject line by the closing date.
8. Q & A Session - Slide decks 2 Powerpoint presentations were used during the Q & A session on December 1st 2016.

Copies of these presentations can be obtained by emailing: NPSICTCategoryTeam@wales.gsi.gov.uk.

Please use 'WRA Digital – Q & A Presentations' in the subject line of the email.
9. We understand that the only criteria for shortlisting the five (5) suppliers are those listed under “essentials skills and experience” i.e. : - Demonstrate experience of implementing transactional digital systems - Be able to begin work on 25 January 2017 Please confirm that our understanding is correct. Yes, this is correct.
10. We understand that the information listed in the Digital Marketplace notice under “how suppliers will be evaluated” will be requested only from the five shortlisted suppliers after the 9th of December. Can you please confirm that our understanding is correct and provide an indicative time-line? This is correct. Only suppliers who progress to shortlist stage will be asked to provide information related to the Proposal Criteria published with the notice.

Related evaluation guidance is at:

https://www.gov.uk/guidance/ways-to-assess-digital-outcomes-and-specialists-suppliers#methods-you-can-use-to-assess-suppliers

The indicative timeline is:

02 Dec 2016 Supplier questions deadline;
08 Dec 2016 Publish all answers to supplier questions on Digital
Marketplace
09 Dec 2016 Deadline for initial applications
13 Dec 2016 Shortlisting, suppliers notified & MVP shared
23 Dec 2016 Written proposal deadline
03 – 05 Jan 2017 Application evaluations
11. Could you please confirm whether any external support has been provided during the Discovery Phase and if so by whom? The Discovery phase was supported by a company called Kainos.
12. Which stakeholders participated in the Discovery Phase, and how have the User Stories been validated? Solicitors, conveyancers, landsite operators and internal staff were engaged during Discovery to develop the user stories.
13. Does an Overall Enterprise Architecture and supporting Solutions Architecture exist which shows, for example, the relationship between the digital, finance and infrastructure services, and the associated internal and external interfaces? No enterprise or solution architecture currently exists.
14. Have the User Stories for the MVP been captured in a backlog management tool, and if so what tool is being used? User stories have been captured and managed using JIRA.
15. What, if any, architectural or product selection decisions have already been made? The only decision to date is make use of Welsh Government’s current cloud platform, Microsoft Azure, to support the development of the system.
16. Questions raised at the Q & A session on December 1st 2016. The following questions were raised at the Q & A session in Cardiff on December 1st 2016.

The end of the questions and answers related to that session will be indicated using the term * Q & A Questions - End *
17. Who will be responsible for the Welsh Revenue Authority (WRA)? The WRA will have a Chief Executive who is the accounting officer. The Chief Executive will be accountable to the WRA Board. The WRA will be accountable to the Welsh Assembly and Welsh Ministers.
18. Is money collected by the WRA expected to be handed over to the Welsh Government from April 2018? Tax collected from the 1st April 2018 will be paid into the Welsh Consolidated Fund (WCF). Monies from this fund are distributed through an agreed budget process.
19. Is there an enforcement element of the WRA? Yes, there will be compliance activity undertaken by the WRA.
20. Will there be any formal links between the WRA and HMRC? Yes, the WRA will be required to provide data to HMRC for compliance activity. There are also other links with HMRC that the WRA may want to build in terms of data sharing in the future.
21. How are the four projects within the programme working together? Are they all agile? The projects are managed through a Programme structure and appropriate governance is in place. Not all need to adopt an agile approach but they do work closely together.
22. Who has ultimate decision making capability within the WRA Implementation Programme? The WRA Implementation Director.
23. Are there any opportunities to re-use HMRC's digital system for the respective taxes? The team is engaged with HMRC in terms of understanding their current processes. Ministers took the decision not to use HMRC for the collection and management of Welsh taxes in July 2016.
24. Will the WRA want information from other parts of Government? In all likelihood yes. The WRA is currently exploring opportunities with other departments and agencies. For example, receiving a flow of data from the Land Registry would help inform analysis of taxes in Wales.
25. What are the organisational KPIs that will inform the digital service? The organisational KPIs haven't been formalised as yet. However, the digital service is working from transaction numbers from HMRC and the broad KPIs set by the Government Digital Service.
26. What does October 2017 mean in terms of readiness? What is the impact on the digital service? In October 2017 the WRA will be legally constituted and it is planned to undertake a 'rehearsal' to ensure that its process and functions, including its digital system, are operational and working well.
27. How are the WRA going to be validating that the right amount of tax is actually being paid? Both taxes will be self assessed by taxpayers. There will need be an interface between the finance system (supporting tax revenue) and the digital system. The finance system is not in scope for this specification, but interfacing to it will be.
28. Will there be a non-digital process alongside the digital system for people to use? Depending on what the system can do yes. Assisted Digital is a focus and this is closely linked with our user needs analysis. Evidence from Revenue Scotland (WRA equivalent) shows that the overwhelming majority of users (landfill operators, solicitors and conveyancers) didn't require much assistance. However, the new additional rate for second homes has increased the level of interaction with public taxpayers and not just agents and Landfill Operators.
29. Will the digital system have to interface with other systems? Any integration with HMRC? It will need to interface with HMRC's equivalent electronically. It will also need to interface with the WRA's finance system, which is not in scope for this procurement, along with a small number of other internal systems, e.g. Document Management. There may also be integration with existing Government services such as GOV.UK Notify.
30. Do you know what finance system the WRA will be using? Not as yet. This is likely to be run as a separate procurement and expected to be in place around April 2017.
31. Do you adhere to the Government Digital Service's service standard and manual? There is no requirement for the project to adhere to it but Welsh Government is closely aligned to it (and has developed its own similar standard that we will align to).
32. Will the service be using other services developed by other departments? For example, Verify (ID assurance) This would depend on further user research and analysis of user needs. We want to use cross-government wherever we can. Many of the aspects of this system will not be new in terms of registration, verification, payment, information gathering etc. We would potentially like to utilise GOV.UK Notify as we know we will be issuing notices to our customers. At present Verify would not be suitable for the WRA but it doesn't rule it out for the future.
33. The specification outlines the use of Commercial Off the Shelf (COTS), are there any specific COTS products in mind? Using COTS products to support our needs is an aspiration for the WRA. The WRA is not looking to bespoke everything and wants to be self-supporting at a point in the future. We understand there will be elements that cannot be entirely supported by COTS products, but where there are opportunities we would like to utilise them.
34. Do you have a view on the use of open-source products? Open source is a possibility and we won't rule it out. The key issue for the WRA is access to data other organisations hold. The WRA will be able to make its services more effective with the correct data received at the right time so sending data to WRA will be very important. HMRC may need to be satisfied in the approach of the WRA (including open source) so we would not want to do anything that prevents the WRA from being a trusted partner.
35. In terms of COTS, are there any preferred or black listed suppliers? No.
36. Are there any particular data security requirements to consider? WRA has a cloud-first principle, with a current position that data must reside within the UK. This may change subject to further discussions.
37. Have the WRA selected a cloud provider? The Welsh Government uses the Microsoft Azure platform and as the WRA will be a non-ministerial department of the Welsh Government it looks likely and preferable that Azure will be used.
38. Has the discovery exercise been completed? Yes. There are user stories and personas developed.
39. Would a supplier have to develop in Azure? There would have to be a strong case not to develop in Azure given Welsh Government's related use.
40. How are suppliers going to demonstrate meeting the two criteria set out? The main points are cost, time and budget. All of these are immovable. Having 5 shortlisted suppliers gives fair competition but it is within the programme's power (in line with Digital Marketplace guidance) to extend this number. Suppliers will be evaluated at Shortlist stage using standard Digital Marketplace shortlisting processes:

https://www.gov.uk/guidance/how-to-shortlist-digital-outcomes-and-specialists-suppliers
41. What's the key evidence for suppliers in meeting the two criteria? Having previous public sector experience in terms of digital services. Also working to a tight schedule and timelines.
42. The stipulation of delivering to the public sector is broad, shouldn't you narrow the criteria to companies who have delivered tax systems? We wouldn't want to limit opportunities for suppliers and narrow who should or shouldn't apply. The digital system is not that tax specific, it is about verifying customers, collecting information, registering and a host of other general items.
43. Aside from the Q&A session, are there any other planned interactions? No. Suppliers can continue to ask questions via the Digital Marketplace until the appropriate deadline.
44. Are suppliers expected to 'start' work on the 25th January 2017? No expectation of 'boots on the ground', but we would like the on-boarding process with any supplier to begin on this date.
45. Is there a desire for the chosen supplier to work in Cardiff? The Programme team is based in Cardiff and there is an expectation that the chosen supplier will spend a number of days per week in Cardiff. However, we are prepared for some flexibility around remote/collaborative working.
46. What are the processes surrounding agile? For example, the processes around sprint management? The Digital Project team has been working in an agile way and has an idea of what it might look like in practice.
47. What was the level of detail for the discovery exercise? A minimum viable product (high level user needs), non-functional requirements and initial prototypes. These will be provided to shortlisted suppliers.
48. When will the discovery information be provided? The aim is on 13 December 2016.
49. What type contract is available? Capped time and materials.
50. Is the exercise about a supplier providing people or an actual end to end solution? It is a combination of the two. There are subject matter experts within the existing team but it (the team) is very small. We would expect knowledge transfer from the supplier to the eventual WRA staff. The team does have a formal Product Owner in place.
51. Is there any further information on how you anticipate the system being supported and maintained? The published notice makes reference to support, but we are not yet in a position to define what the support/service model should look like. This is highly dependent on the organisational design for the WRA, which hasn't yet concluded.
52. Is this an opportunity for a supplier to build a system in the Welsh language? The WRA will be a bi-lingual organisation and provide services in both Welsh and English.
53. Will you require evidence to support supplier capabilities? Yes. Applications will be assessed at Shortlist stage using standard Digital Marketplace shortlisting processes:

https://www.gov.uk/guidance/how-to-shortlist-digital-outcomes-and-specialists-suppliers
54. In terms of suppliers providing evidence, is there a template issues by the procurement team? Yes. Suppliers are asked to request a Shortlist Template by emailing: NPSICTCategoryTeam@wales.gsi.gov.uk. The template will have specified word limits. Please use 'WRA Digital Shortlist Template' in the Subject line.
55. Given the tight timescales, will there be a word limit on the supplier submissions Word limits have been applied to the Shortlist Template, which can be obtained by emailing NPSICTCategoryTeam@wales.gsi.gov.uk. Please use 'WRA Digital Shortlist Template' in the Subject line.
56. The specification mentions all resources being SC cleared, does this contract include SC sponsorship? Subject to contract award, Welsh Government may be able to offer sponsorship (this is not guaranteed).
57. * Q & A Questions - End * * Q & A Questions - End *
58. Is there a word limit on the proposal response? The skills and evidence questions usually have a 100 word count limit, please can you advise? Please can you supply guidance on format of response, are you supplying a template to complete for skills and evidence and the proposal? Suppliers are asked to request a Shortlist Template by emailing: NPSICTCategoryTeam@wales.gsi.gov.uk. The template will have specified word limits. Please use 'WRA Digital Shortlist Template' in the Subject line. Once completed, the template should be emailed back to NPSICTCategoryTeam@wales.gsi.gov.uk, with 'WRA Digital System Application' in the Subject line
59. What is the proposed timing for the procurement of the finance system referred to? The current indicative timeline will see the related finance system in place by the end April 2016.
60. Could you please confirm what information you need to be submitted to support the short-listing exercise and in what format? Suppliers are asked to request a Shortlist Template by emailing: NPSICTCategoryTeam@wales.gsi.gov.uk. The template will have specified word limits. Please use 'WRA Digital Shortlist Template' in the Subject line. Once completed, the template should be emailed back to NPSICTCategoryTeam@wales.gsi.gov.uk, with 'WRA Digital System Application' in the Subject line.
61. Please can you confirm where we can access the Q&A transcript from the session in Cardiff on Thursday? 2 Powerpoint presentations were used during the Q & A session on December 1st 2016. Copies of these presentations can be obtained by emailing: NPSICTCategoryTeam@wales.gsi.gov.uk. Please use 'WRA Digital – Q & A Presentations' in the subject line of the email. Each question and related answer from the session has now been be added to the Digital Marketplace.
62. Please can you identify the COTS that you are considering for these systems? The only product stipulated to date is Microsoft Azure.
63. Does the scope of external expertise include digital and design expertise in addition to development and test? Suppliers who progress to shortlist stage will be asked to provide information related to the Proposal Criteria published with the notice, including a detailed delivery plan. The requirement is to design, build and implement a digital system.
64. We understand that the system will be operational from April 2018 but that the resources are only required until October 2017. Can you provide more details about the activities during the time period? The contract length, as listed in the published notice, is 18 months from award. In October 2017 the WRA will be legally constituted and will undergo a ‘readiness check’, including its digital, ICT, processes and functions, to which the delivery deadline in the notice is linked. It is anticipated that the period between November 2017 and April 2018 will be used to resolve any outstanding issues that may exist at that time and prepare for the operational go-live of tax collection (in April 2018).
65. Has the WRA been working with an external supplier on the Discovery phase and if so can it identify which? The Discovery phase was supported by a company called Kainos.
66. Can you clarify the roles and number of the team that the Welsh Revenue Authority require? Suppliers who progress to shortlist stage will be asked to provide a detailed plan for the delivery of the WRA’s MVP. Suppliers will be expected to provide their own view as to how they might deliver the identified requirements by October 2017.
67. Αs Suppliers are not allowed to upload any supporting documentation for proving “experience of implementing transactional digital systems” please describe the methodology for evaluating and short-listing suppliers which answer YES to both “essentials skills and experience” questions. Suppliers are asked to request a Shortlist Template by emailing: NPSICTCategoryTeam@wales.gsi.gov.uk. Applications received at shortlist stage will be evaluated using standard Digital Marketplace Shortlisting guidance:

https://www.gov.uk/guidance/how-to-shortlist-digital-outcomes-and-specialists-suppliers
68. Please confirm the requirement for SC clearance? In our experience of multiple public sector engagements, delivering high volume transactional service in highly regulated secure environments, we have often been asked initially to have all team members SC cleared. However once engaged it became apparent that the majority of team members do not need SC clearance; often it is just a few team members (e.g. Tech Lead, DevOps) who need access to the production systems who need to hold SC clearance with the rest of the team holding Basic Clearance. Clarification of the initial SC clearance requirement:

Any supplier staff, including sub-contractors, operating in a system administration function and/or with administration access to live data must have SC clearance.

All other supplier staff, including sub-contractors, undertaking any work related to the contract must be subject to Baseline Personnel Security Standards (BPSS) or equivalent as a minimum.
69. Question 59. above reads:

What is the proposed timing for the procurement of the finance system referred to?
The answer should have been April 2017, not April 2016 as originally stated.