This opportunity is closed for applications

The deadline was Monday 1 March 2021
Secretary of State for Home Department (acting through the Home Office)

C18481 Digital Data and Technology (DDaT) User Centred Design Partner Service

11 Incomplete applications

9 SME, 2 large

33 Completed applications

25 SME, 8 large

Important dates

Published
Monday 15 February 2021
Deadline for asking questions
Monday 22 February 2021 at 11:59pm GMT
Closing date for applications
Monday 1 March 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Summary of the work
The Home Office is looking for a supplier who can provide the necessary knowledge, skills and experience to help meet demand for user-centred design capability within the Home Office’s Digital, Data and Technology directorate (and wider HomeOffice), on a range of internal and public facing services from discovery to live.
Latest start date
Monday 3 May 2021
Expected contract length
2 years
Location
No specific location, for example they can work remotely
Organisation the work is for
Secretary of State for Home Department (acting through the Home Office)
Budget range

About the work

Why the work is being done
Home Office customers and employees rightly expect modern technology which helps customers receive the service they require and supports employees in protecting the public. We are increasingly reliant on technology to support the Home Office in its role to lead on immigration and passports, drugs policy, crime policy and counter-terrorism, and to ensure visible, responsive and accountable policing in the UK. We need to design and deliver technology which supports the transformation of the Home Office and the modernisation of our processes making them fit for a digital future.

The wide range of Digital and Technology Programmes required to support the work of Home Office Digital, Data and Technology (HODDaT), and wider Home Office, need suppliers who can provide the necessary knowledge, skills and experience to help meet demand for user-centred design capability on a range of internal and public facing services from discovery to live.
Problem to be solved
Home Office owns and directs its User Centred Design (UCD) through civil servant professionals, but the variety and fluctuation in demand is such that the flexibility afforded by supplementary service arrangements are invaluable.
This is an element in our long-term change programme, which is leading the transformation DDaT in support of our digital future. This work specifically supports improvements in our resourcing approach and better alignment of UCD work to the DDaT profession and preferred methodologies. These changes are being put in place to provide technology which:
• Is accessible and aligned to user needs
• Can be built and maintained more cost effectively
• Enables a data driven organisation
• Allows more rapid iteration

This work must contribute to the evolution of our delivery against these goals.
Who the users are and what they need to do
Home Office service users (staff and external)
Early market engagement
Any work that’s already been done
Existing team
A civil service led mixed team of managed service providers, contractors and civil servants. The successful bidder will be required to engage and collaborate across all groups delivering and maintaining services for the Home Office.
Current phase
Not applicable

Work setup

Address where the work will take place
The majority of the services are expected to be based at our London, Croydon, Sheffield or Manchester sites. However, the successful supplier must be capable of providing the service nationwide. Secondary locations may include Glasgow, Liverpool, Southport or Hendon.

The work will be divided into Statements of Work (SOWs) which will clearly identify the relevant base location.
Working arrangements
A flexible approach is required to meet the needs of each individual project and programme. The work will be divided into Statements of Work (SOWs) which will clearly identify the working arrangements.
Security clearance
All supplier staff must have Counter Terrorism Check (CTC) prior to starting work, however most work will require Security Clearance (SC). Supplier staff not in possession of the required clearance must be willing to undergo and capable of passing the clearance process. Occasionally, NPPV3 or DV clearance is required

Additional information

Additional terms and conditions
1.Travel expenses are payable for journeys outside the M25 (Greater London) or journeys greater than 10 miles from other base locations, where approved in advance and in line with HO Travel policy (subsistence not payable).

2. Professions rate caps will be applied to all roles at all SFIA levels. Caps will be provided to shortlisted suppliers at RFP stage.

3. Seasonal furloughs may be required.

4. Potential Providers participating in the Request for Proposal (RFP ) stage will need to complete, sign and return a non-disclosure and ethical walls agreement (NDA) prior to receiving the RFP.

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 and recent (within the last 2 years) experience of building services to meet the Government’s Service Standard
  • Demonstrable and recent (within the last 2 years) experience of delivering digital solutions that meet Level AA of Web Content Accessibility Guidelines (WCAG) 2.1
  • Demonstrable and recent (within the last 2 years) experience of placing content designers/interaction designers/user researchers/service designers and accessibility consultants into agile delivery teams and understanding how those roles work together
  • Demonstrable and recent (within the last 2 years) experience of designing services that meet both user needs and business objectives
  • Demonstrable and recent (within the last 2 years) experience of attracting research and design professionals with the expertise to successfully understand user needs and design services to meet them
  • Demonstrable and recent (within the last 2 years) experience of ensuring digitally excluded users and those with access needs are considered as part of the research and design of services
  • Demonstrable and recent (within the last 2 years) experience of applying relevant user-centered design methodologies across all phases of development
Nice-to-have skills and experience
  • Demonstrable and recent (within the last 2 years) experience of attracting research and design professionals with the expertise to embed user centred design practices within a delivery team's agile workflow
  • Demonstrable and recent (within the last 2 years) experience of attracting research and design professionals who can mentor and train junior staff

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
4
Proposal criteria
  • Essential skills (from stage 1)
  • Approach and methodology (and how they meet the requirements)
  • Organisation capability to provide specialist support
  • Added Value
  • Practical Scenario
  • Approach to IR35 compliance
Cultural fit criteria
Social Value - Equal Opportunity
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. Please note.
The 100 word limit on responses to essential skills and experience is a hard limit. Responses that include hyphenation, back slashes, underscores or other methods to bypass the limit may result in your deselection from the procurement process.
2. Are you able to provide an indicative view of the likely total budget over the 2 year period?
£4 to £5m over two years.
3. Could you provide SFIA rate caps to all suppliers now? That would help suppliers qualify out (and avoid unnecessary effort) if they believe the rates are not commercially viable. Which would, in turn, help reduce the number of submissions that you need to sift.
The maximum rate that can be tendered is: SFIA 3 £683, SFIA 4 £848 and SFIA 5 £974. SFIAs 1, 2, 6 and 7 are not required. It should be noted that Home Office expects the majority of UCD services to be priced at, below or close to our target rates of £425/ £525 /£625. The evaluation approach to pricing will be shared with shortlisted suppliers.
4. In line with the further evaluation criteria, please confirm whether the scope of this work is inside or outside IR35?
The majority of the services are expected to be outside IR35 but this will be considered on a SOW by SOW basis and a final assessment will be made once the Worker Engagement Route is known.
5. Will the buyer be willing to sponsor individuals to gain SC status?
Yes.
6. Can you clarify specific roles which fall under the scope of this contract, particularly those where you have identified an urgent need?
The services required are Content Design, Service Design, Interaction Design, User Research and Accessibility and Inclusion. User Research and Interaction Design are currently in greatest demand.
7. Is there an incumbent?
Yes. See DOS reference 10966.
8. Are suppliers permitted to use multiple examples within a single answer?
Yes.
9. In Q9,please confirm that you are looking for us to demonstrate that our people can mentor and train junior staff, rather than an emphasis on how we “attract” them?
Yes, we can confirm that the requirement is to demonstrate that the Supplier can mentor and train junior staff.
10. In Q8, please confirm that you are looking for us to demonstrate that our people have the expertise to embed user centred design practices within a delivery team’s agile workflow, rather than an emphasis on how we “attract” them?
Yes.
11. In Q5, please confirm that you are looking for us to demonstrate that our people have the expertise to successfully understand user needs and design services to meet them, rather than an emphasis on how we “attract” them?
Yes, confirmed.
12. In Q7; What is meant by ‘phases’ of development? Please can you provide examples of phases?
Please see content under 'Phases of an agile project' : https://www.gov.uk/service-manual/agile-delivery
13. If the incumbent is still engaged on a two year contract which started in March 2020, is this tender aimed at supplementing the resource they still presumably provide? or replacing the previous contract altogether?
The procurement is for a contract that will replace the current contract.
14. Are you able to please provide some more details on how you plan to evaluate the cultural fit criteria, ‘Social Value – Equal Opportunity’, as part of the written proposal?
Further detail will be shared with the sortlisted suppliers at proposal stage. The social value model used can be found here: https://www.gov.uk/government/publications/procurement-policy-note-0620-taking-account-of-social-value-in-the-award-of-central-government-contracts
15. Could you please confirm what is meant by “mentor and train junior staff” – is this the supplier’s own staff or is it staff on Home Office’s side?
We require the supplier to mentor and train our junior staff.