Awarded to PA Consulting Services Limited (UK)

Start date: Monday 1 November 2021
Value: £1,376,250
Company size: large
Health & Safety Executive (HSE) Building Safety Regulator Programme

Building Safety Regulator Programme Discovery Partner copy

10 Incomplete applications

6 SME, 4 large

14 Completed applications

5 SME, 9 large

Important dates

Published
Friday 30 April 2021
Deadline for asking questions
Friday 7 May 2021 at 11:59pm GMT
Closing date for applications
Friday 14 May 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Summary of the work
The BSR Programme needs to conduct a discovery with a partner with a proven track record of large scale digitally enabled transformation, to understand the BSR's users and their requirements, any constraints to delivery and a high level plan for future activity.

Start date stated 19/07/2021, may change to August.
Latest start date
Monday 19 July 2021
Expected contract length
3 months with an option to extend
Location
No specific location, for example they can work remotely
Organisation the work is for
Health & Safety Executive (HSE) Building Safety Regulator Programme
Budget range
£ 1.5 million to £ 2 million

About the work

Why the work is being done
The Grenfell Tower disaster led to an Independent Review conducted by Dame Judith Hackitt. The review identified systematic failings across industry and regulatory bodies and proposed a number of recommendations for change, many of which are to be delivered through the creation of a new rgulatory body; The Building Safety Regulator. The Government has asked HSE to establish this new regulator which will:
Implement a new, more stringent regulatory regime for high risk residential buildings;
Promote competence among industry professionals and regulators to raise standards in design, construction and the management of buildings; and,
Oversee performance systems of all buildings, so one regulator can provide guidance on building performance as well as building safety, ensuring that factors like countering climate change are factored into regulatory decisions.
HSE has embarked on a programme to establish this new regualtor and the regulatory regime outlined with Dame Hackitt's recommendations
Problem to be solved
The BSR Programme is seeking a collaborative partner to to work with its in-house teams to conduct a programme-wide discovery phase. Broadly, this discovery phase has 8 distinct outcomes to achieve.

1. Define the services and functions the BSR shall require to meet policy intent, how they might interact with each other and the likely demand for them
2. Understand the characteristics and demographics of the landscape the BSR shall operate within, including coverage of industry, partner regulators and other regulators, as well as an understanding of the current legislative and regulatory landscape
3. Identify and understand its future users, their needs / motivations / barriers and constraints; and how they will interact with the BSR
4. Identify the digital and operational capabilities the BSR shall need to operate
5. Understand any constraints on the BSR Programme or the BSR in operation (E.g. legacy technology]
6. Understand at a high level the IT and data architecture the BSR shall likely require
7. Develop a high level delivery roadmap [Digital and non-digital] for establishing the BSR, that identifies timelines, milestones and dependencies
8. Identify and profile any requirements the programme shall need for future delivery phases, including appropriate routes to procurement
Who the users are and what they need to do
The users of the BSR and its services can loosely be grouped as:
Residents / Tenants of Higher Risk Buildings [HRBs], i.e. buildings over 18 metres in height or with 6 or more storeys
Those involved in the design, construction and management of high rise buildings - Planning Applicants, Designers, Developers, Contractors, Building Owners and Managing Agents, Building Safety Managers, Competent Persons, Trade Associations
Industry Regulators - Building Control Professionals / Local Authorities (and their planning authorities), Fire and Rescue Services, the Health and Safety Executive
Other Government Departments
Early market engagement
No early market engagement has been undertaken
Any work that’s already been done
The programme is at the pre-discovery stage and has developed a number of artifacts which will be shared at round 2 of the procurement with shortlisted suppliers.
Existing team
The current Programme team consists of approximately 100 permanent civil servants and contractors, including representation the following disciplines: Regualtors, Policy and Legislation, Project Management, Change Management, Communications, Finance, HR and Science and Data Analysis. HSE has a small but evolving DDAT Capacity
Current phase
Discovery

Work setup

Address where the work will take place
We expect this work will be done remotely for the foreseeable future due to Covid-19. Should official guidance change during the duration of this engagement, you may be expected to work collaboratively with the Programme team across several sites in England, particularly in Canary Wharf, London and Bootle Liverpool
Working arrangements
Location: Bootle (North West England) & Remote Working
Security clearance
All supplier resource must be working toward security clearance level BPSS at minimum and be cleared to begin immediately following award. Evidence of this will be requested at written proposal stage.

Personal data collected during discovery will constitute an information asset which suppliers will be required to appropriately protect.

Additional information

Additional terms and conditions
Pricing will be based on capped time & materials but the Buyer will reserve the right in the contract to use alternative payment mechanisms e.g. fixed price or T&M for future SoWs.

All expenses must be pre-agreed with between the parties and must comply with the HSE Travel and Subsistence (T&S) Policy.

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 at delivering User Research during the discovery phase of 3 or more projects or programmes
  • Experience at delivering User Experience Design during the discovery phase of 3 or more projects or programmes
  • Experience at delivering Service Design during the discovery phase of 3 or more projects or programmes
  • Experience at delivering Business Analysis during the discovery phase of 3 or more projects or programmes
  • Experience at delivering Project Management during the discovery phase of 3 or more projects or programmes
  • Experience at delivering IT Architecture Design during the discovery phase of 3 or more projects or programmes
  • Experience of working on 3 or more projects to establish a new organistion or function
  • Experience of 3 or more projects delivering digitally enabled transformation with a focus on user centre design
  • Experience of delivering 3 or more projects in compliance with government guidelines on project delivery [E.g. GDS Service Standards or Technology Code of Practice]
  • Experience of working collaboratively with a buyer's in-house teams to deliver 3 or more transformation projects or programmes
Nice-to-have skills and experience
  • Experience of working on 3 or more major [on the GMPP] Central Government, cross-departmental projects, with a contract value in excess of £1m
  • Experience of working in a high profile, politically sensitive environment
  • Experience of working on 1 or more projects to deliver a new or amend an existing regulatory regime
  • Experience and familiarity with the Building and Construction ecosystem

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • The outputs the supplier proposes to supply against the 8 discovery outcomes set out above. [Each scored separately] Further details to be provided at Stage 2
  • The supplier's proposed delivery plan - detailing how they intend to meet the discovery outcomes set out above
  • Details of the supplier's delivery team, including evidence of relevant experience / CVs of key members of the team
  • Evidence of the supplier's understanding of the project delivery guidelines / legislative requirements they shall need to ensure they comply with and their plan to ensure that compliance
  • Evidence of previously delivered, successful similar engagements
Cultural fit criteria
Details of how the supplier intends to work collaboratively with the Programme's in-house regulatory, policy and project delivery resource
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

1. A number of suppliers were unable to make this morning's Q&A session. In order to encourage interest from as wide a range of suppliers as possible HSE has decided to re-run the session on Friday 07 May 10 am to 11 am. Although the content is expected to be broadly the same as this morning's session you are welcome to attend again if you did join the session this morning. Details of the meeting link are provided below.
Microsoft Teams meeting

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODcyMzUxYzYtMTBjMC00NjM1LWE4ZDItNDg0YjM1ZTRmZDJj%40thread.v2/0?context=%7b%22Tid%22%3a%226b5953be-6b1d-4980-b26b-56ed8b0bf3dc%22%2c%22Oid%22%3a%22d2066bcb-260e-4d93-9d73-497aca2e8522%22%7d

Or call in (audio only)
+44 20 3321 5257,,28158131# United Kingdom, London
Phone Conference ID: 281 581 31#
2. Throughout the Essential Criteria you request that suppliers provide ‘examples in 3 or more projects or programmes’. To ensure suppliers provide HSE with the level of depth required to demonstrate capability within the 100 word limit, would HSE accept an opening statement that confirms the supplier has successfully delivered in 3 or more projects or programmes and then allow us to build out a single example for the remaining word count?
HSE is seeking assurance bidders have relevant and comparable experience of delivering each of the 10 essential (plus 1 desirable) requirements across at least 3 projects. For each of these requirements confirm the number of projects delivered; the financial value of your contribution to each; the financial value of the relevant essential requirement (e.g. User Research) to each. The remainder of your response can be specific detail about one or more project, or an articulation of the main activities delivered. If you have experience in more than 3 projects the financial information is only required for the top 3.
3. Can you please confirm that the stated budget applies to the full programme and not just the initial 3-month period?

Can you confirm that the discovery is required to enable the de-risking of all elements of the future programme by taking a holistic view of the end-to-end requirement?
Q- Can you please confirm that the stated budget applies to the full programme and not just the initial 3-month period?

A - The stated budget estimate range applies to the initial three month Discovery period only.

Q - Can you confirm that the discovery is required to enable the de-risking of all elements of the future programme by taking a holistic view of the end-to-end requirement?

A - The Discovery is required in order to enable us to understand all of the end-to-end requirements for all elements of the programme.
4. How were potential suppliers informed about the Q&A session as there is no mention of it in the opportunity listing?
It is not clear which Q&A session you are referring to. The session on Wednesday 07 May was clearly identified in the original opportunity listing. Following that session it was decided to arrange a further session on 09 May to encourage as much interest/participation as possible. Details of the additional session were posted against the original opportunity in the Q&A section. Additionally HSE contacted those DOS 5 participants whose contact details could be readily identified, to increase visibility of the opportunity. The additional Q&A session was attended by suppliers who became aware of the opportunity through both routes of communication.
5. Please see Question 4 and response
HSE recorded both Q&A sessions - with the permission of participants. All questions and answers from the sessions will be posted to this portal
6. In providing evidence of our experience for the essential criteria, some of our clients and projects do not allow for us to disclose the financial value of our contribution to the work. This information is confidential or requires written consent of our clients, which we may not be able to get in time for the deadline of this competition. Could you please advise on how to proceed? Will evidence without financial information (due to the confidentiality of that information) be considered?
Where Tenderers are unable to disclose the actual financial value of their contribution to the work, Tenderers should provide an indication of some order of magnitude/ financial range in terms of scale/scope and can anonymise who the contract was delivered for.
7. Can we consider a consortium, partnership or joint-venture (JV) delivery model in stage 2 if we supply responses to this stage of the competition as a sole supplier? The timeframe for this stage of the competition and current definition of scope makes it impractical to confirm if a JV delivery model is required.
How tenderers organise themselves is not for HSE to determine. Tenderers should be aware of HSE’s intention to only contract with one (lead) contractor. If any approach, other than a sole Tenderer, is adopted HSE will be seeking assurance during stage 2 that the appropriate management and control mechanisms are in place between “partner” organisations . Those who are unsuccessful in their own right at Stage 1, will not be prohibited from being part of a consortium, partnership or joint-venture (JV) delivery model in Stage 2 provided the bid is led by a successful organisation from Stage 1.
8. Is the budget for this 3-month Discovery Phase £1.5m-£2m? Or is the £1.5m-£2m budget inclusive of follow-on phases (alpha, beta, live)?
As previously advised in Q3 above, the stated budget estimate range applies to the initial three month Discovery period only; i.e. Alpha, Private Beta, Public Beta, Live and future releases will be the subject of a subsequent future tender/ procurement exercise with a separate budget.
9. Regarding the application questions that request “experience at delivering ___ during the discovery phase” – could HSE clarify if only UK Government defined Discovery Phase projects are acceptable? This would limit relevant experience from discovery projects for non-government bodies (including international governments, building agencies, local authorities, national transport and infrastructure providers, or other large private organisations.)
Tenderers may provide evidence of their “experience at delivering ___ during the discovery phase” for non-UK Government bodies/ clients. Scores will be awarded on the basis of how closely the evaluation panel considers that the experience provided demonstrates alignment to our essential criteria.
10. Re: BPSS. This is a process whereby official documents are reviewed to ensure that individuals are who they claim to be and that they are fit for a job. BPSS must therefore be requested by an organisation. Could HSE clarify if HSE expects to be the body which requests BPSS certification? Or does HSE expect the supplier organisation to request BPSS certification for its employees?
HSE expects the successful supplier organisation to request and confirm successful BPSS certification for its employees and provide this evidence to HSE ahead of them commencing work on the BSR Programme
11. Do you have a current supplier for the pre-discovery work that has been undertaken? If so, are you able to tell us who?
No, we do not have a current supplier for the pre-discovery work that has been undertaken to date. This work has been undertaken in-house by the existing HSE, DWP and MHCLG BSR Programme team members.
12. Have HSE or MHCLG been engaged with a supplier or advisory partner in the policy design process until this stage? If so, were they involved in the preparation of this tender?
No, neither HSE or MHCLG have been engaged with a supplier or advisory partner in either the policy design process or preparation of this tender. This work has been undertaken in-house by the existing HSE and MHCLG BSR Programme team members.
13. Is the HSE looking to establish a relationship with a long-term partner that may extend beyond the life of this ‘Discovery’?
HSE have split the ‘Discovery’ phase and the ‘Delivery’ phase into two separate procurements/ tenders. The ‘Delivery’ phase – Alpha, Private Beta, Public Beta, Live and future releases will be the subject of a subsequent future tender/ procurement exercise with a separate budget. Therefore HSE cannot commit to establishing a relationship with a long-term partner that may extend beyond the life of this ‘Discovery’. However, HSE will be looking to commit to establishing a relationship with a long-term partner at the ’Delivery’ phase.
14. Is there ambition from Government at the outset for the BSR to reflect a new and more modern way of working as a regulator (e.g. using new, technology-enabled approaches to regulation)? How important is digital/technology to any ambition for BSR’s operation?
Yes, there is an ambition from Government at the outset for the BSR to reflect a new and more modern way of working as a regulator (e.g. using new, technology-enabled approaches to regulation). Digital/technology is very important to the ambition of the BSR operation, but is only part of the operating model as the regime will be a mix of digital and non-digital elements.
15. CORRECTION FOR QUESTION 4
It is not clear which Q&A session you are referring to. The session on Wednesday 05 May was clearly identified in the original opportunity listing. Following that session it was decided to arrange a further session on 07 May to encourage as much interest/participation as possible. Details of the additional session were posted against the original opportunity in the Q&A section. Additionally HSE contacted those DOS 5 participants whose contact details could be readily identified, to increase visibility of the opportunity. The additional Q&A session was attended by suppliers who became aware of the opportunity through both routes of communication.
16. Experience that has been requested relating to Discovery work - need to understand if that discovery work has to be defined by GDS Standards as this would limit our experience and evidence of work delivered.
Programme discovery is not purely Digital, it would be good to see evidence following GDS methodology but not to the exclusion of demonstrating qualities from other engagements, if you have similary experience then include it.
17. Included in the experience, you want us to share financial information which we are unable to declare as some are relevant to Government bodies.
Evidence on demonstrating values gives us the assurance and demonstrates experience, would it be possible to anonymise the client? HSE have taken the approach to request value to give an idea of Order of Magnitude - Scale & Complexity. Suggestion to state multi-million pound project which would convey scale of project.
18. Could you provide information on work completed to date on the Programme?
Prog has been running approx 12 months, Pre-Discovery Phase. Draft Bill to be entered into Parliament next month. 100 resources in team, Policy/Ops/Reg & Programme. Discovery partner required for both Digital & Non-Digital. We do not have a TOM as yet, experience of tenders to be provided in 2nd round. Focus has been Policy & Legislation and Stakeholder engagement. This is a new Division, focus is set-up. Data & Information we have will be relevant, Discovery work needs to be completed.
19. Clarify scoring - would you like us to share 3 examples across individual areas (User Design, Service design etc) or are you looking to draw out the breadth of what we can offer for 3 individual examples - clarify we are interpreting the answers correctly
Were you have more than 3 examples state total amount - can spread the answers over the remaining 10 essential requirements, ie User Research, or no. of clients in Discovery which covers more than 1 question spread some of the names over the 10 questions, you can bring in the same client across the 10 questions. You don't need to think of different examples for each question, mix & match approach - detail in the context so we can see depth and breadth. Will not be marked down for using same examples across all questions.
20. Experience across Building & Construction Eco system, what are you looking for?
Context is everything, scope of Bill is HRB's Higher Risk Buildings - Residential buildings 18metres and above, experience of HRB's, 13,000 buildings already in place and new buildings in plan.
21. How will you score nice to haves alongside the essentials - only use nice to haves if you get equal scoring
Essentially - we will score all using prescribed portal, applied different weightings on nice to haves, the weightings will attribute to the 10 essential requirements - nice to haves will come into play if equal scoring across no. of bidders on top 5
22. What is next stage of this process going to look like?
We will provide the short listed bidders (5) with more information as to the expectations of delivery, Programme of work, outputs and how we will achieve/deliver the work. When we come out with those requirements we will advise what the scoring will be. We will use the indicative scoring mechanism at this stage of the process, we will be far more detailed about how the individual components are scored and how this contributes to the overall contract award score.
23. As the 1st stage has short turn around, do you have a view of what the next stage time frame will look like?
Response is 3-4 weeks - this stage is short which is driven by market place and portal
24. Can you clarify Working in Critically Sensitive environment question, is this just one example and can you use one of the previous examples?
Confirmed yes to question
25. Can you clarify what you mean by Essential skills & experience for a Business Analyst?
Standard Business Analysis skills to gather requirements and data, working with our team & stakeholders
26. What resources do HSE contribute, is it rainbow working?
We will be working as a blended team, this is a partnership, not an outsource - it is essential you work with our team, which is a combination of experts and Programme Management resource.
27. To help suppliers understand size of Programme through other phases - have we given them sufficient info re what it looks like beyond this discovery phase, idea of scale, what new BSR will look like, understand OOM?
Extremely large Prog, Digital & Non-Digital, large element of Gov.UK delivery of services for BSR, partner to assist us delivering and what future roadmap will look like - As we move into Design & Delivering stage we will be engaging with partners. BSR will be a large division within HSE
28. Practical timescales - date listed for start date is 19th July, expected process for proposal stage gives supplier 2 weeks between award and start for mobilising a large piece of work, is there motivation around pace?
19th July is unrealistic now due to were we currently are within this process, current estimate is now 1st Aug for mobilisation to commence - driven by several things we have a short timetable because we want to get up and running with partner and maintain a momentum, be clear about what we want to deliver and how, plus the Bill will be going to Parliament. We will be looking at the ability to scale up at speed.
29. In the docs you mention artefacts which will be available at a later stage, what are they?
In pre-discovery phase, running for last 12 months, we have been working thru a complicated draft bill with MHCLG, still waiting for it to go through Parliament. What we are asking for is true Prog Discovery, to help us develop TOM, both Digital & non-digital - We do not have an end goal as yet, we can't predict the outcome. there will be expected artefacts to come out of the discovery phase, we want you to tell us what the artefacts will be based on what you would want to produce at the end of this phase
30. Answer to question 29 continued
We don't have a great depth of experience within HSE, the partner will add to a different way of looking at the problem. It is about your experience on other Programmes - your expertise will score you higher
31. What is the distinction?
10 essential requirements asking for details of delivering projects - user Research , User Insight, we want to understand the element of the contract, have experience in projects which are comparible in size to ours - demonstrate delivery to a fair size and complexity - we want to see that you have the full experience demonstrated to cover what we are looking for
32. Your expectations in the way the Programme is being run - Partner to help map out next phases, fluid outcomes. What are your expectations of outcomes - set criteria to meet?
Discovery phase tender - we are an agile programme, not a blank sheet of paper, digital is at the heart but not just digital. Expertise of a tender is that you have done Discovery, you know what is required to complete a Discovery phase - we will go back out to tender for next phases, you will be helping us understand what is required for next phases. We will not give you the answers we will work together to achieve what is required.
33. Answer to question 32 continued
We will tell you what is required in 2nd stage of this tender - this is not an outsource it is a partnership embedded working together