Awarded to SPIKA Limited

Start date: Monday 1 November 2021
Value: £134,586
Company size: SME

BRITISH ARMY

701575430 - Ticketing Service for The Queen's Birthday Parade (DInfoCom/0167)

2 Incomplete applications

0 SME, 2 large

1 Completed application

1 SME, 0 large

• Published: Wednesday 30 June 2021
• Deadline for asking questions: Wednesday 7 July 2021 at 11:59pm GMT
• Closing date for applications: Wednesday 14 July 2021 at 11:59pm GMT

Overview

• Off-payroll (IR35) determination: Contracted out service: the off-payroll rules do not apply
• Summary of the work: Creation&maintenance of secure online electronic ticketing system to facilitate all ticket applications for The Queen's Birthday Parade, Colonel's and Major General's Review. This system is to be secure web-based that is backed up to at least one server located in the UK.; COPY OF STATEMENT OF REQUIREMENT OBTAIN FROM: pauline.hewish662@mod.gov.uk
• Latest start date: Monday 1 November 2021
• Expected contract length: 2 Years
• Location: No specific location, for example they can work remotely
• Organisation the work is for: BRITISH ARMY
• Budget range: The Authority will not be releasing the Budget for this requirement to ensure VFM is achieved via competition.

About the work

• Why the work is being done: The Queen's Birthday Parade (QBP) is the major annual State Ceremonial event in June for which tickets are allocated both to the Permanent Allocation List (PAL) and the general public. The PAL consists of Royal Palaces, Other Government Departments (OGDs) including the Prime Minister's Office, embassies and UK military formation HQs. On the two weekends prior to the QBP, full dress rehearsal parades are undertaken (Reviews) for which similar ticketing arrangements are made, these are known as the Colonel's Review and the Major General's Review. The seating capacity for each event is in excess of 6500, split between the public allocation and PAL. 1000 standing tickets and 50 wheelchair enclosure tickets are also available for each event.
• Problem to be solved: A secure on-line electronic system in order for Permanent Allocation List (PAL) and the general public to buy tickets for the QBP, the Colonel's Review and the Major General's Review. The supplier is required to hold Cyber Essentials and comply with General Data Protection Regulations.; All monies received from the sale of the tickets are to be held securely and paid back to the Authority within 10 days after the conclusion of the QBP.; ; Cyber Risk Assessment Reference is RAR365427370 (N/A); ; To Note: The Technical Evaluation (70%) will be divided as follows:; ; Essential Skills and Experience - 20%; Nice-to-Have Skills and Experience - 5%; Proposal Criteria - 30%; Cultural - 5% Plus Social Values - 10%
• Who the users are and what they need to do: London District and Army HQ.
• Any work that’s already been done: Ticket scanners will be supplied by Household Division (10 Zebra TC26BK scanners). The supplier will be expected to supply sim cards with sufficient data for these devices and be able to utilise them updating all devices 24 hours before each event with relevant data from all customers attending the following days event.
• Existing team: London District have a team working within the Household Division who will work with the supplier
• Current phase: Live

Work setup

• Address where the work will take place: Off-site and on-site. When on-site Horse Guards, London District
• Working arrangements: The Supplier shall not be supervised, directed or controlled regarding how the services are delivered. The Supplier shall use its own equipment where security requirements permit and is expected to provide the services on such hours/days as required to meet any deadlines, as agreed between the Supplier and the Authority. The Supplier shall provide the necessary resources to support the Services which shall include one or more specialists in the delivery of digital outcomes. The Supplier must have the necessary office facilities to support their own off-site working.
• Security clearance: Majority of the work will be completed off-site therefore no SC will be required for those personnel, however all work completed on-site will be completed at the OFFICIAL classification level. Security Clearance (SC) will be required for each worker for the duration of the contract who is to work on-site.

Additional information

• Additional terms and conditions: DEFCON 5J - Unique Identifiers, DEFCON 76 - Contractors on site, DEFCON 513 - Value Added Tax, DEFCON 516 - Equality, DEFCON 518 -- Transfer, DEFCON 531 - Disclosure of Information, DEFCON 532B - Protection of Personal Data (Where Personal Data is being processed on behalf of the Authority), DEFCON 534 - Subcontracting/Prompt Payment, DEFCON 537 - Rights of Third Parties, DEFCON 539 – Transparency, DEFCON 550 - Child Labour/Employment Law, DEFCON 566 - Change of control of contractor, DEFCON 642 - Progress meetings, DEFCON 658 - Cyber, DEFCON 694 - Accounting for Property of the Authority.

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:
  • Show experience of delivering against the Digital Service Standard
  • Evidence in the Provision/management of website for overall ticketing process whereby Public applications can be registered, information and guidance can be provided
  • Provide evidence that the website shall have the facility to be linked to the official Army webpage
  • Provide evidence that the booking facility within which the successful applicants and PAL persons can choose and pay for their seats online
  • Evidence to make changes to accommodate additional PAL and/or public tickets at short notice. In the event of surplus tickets becoming available, previously unsuccessful applicants should be offered them
  • The provider should have extensive, tried and tested experience in operating such services for large high profile events similar to the requirement
  • Evidence that the retained data is secured and kept in a safe environment as well as be made available to the poc for the Household Div on request
  • Evidence that there is a facility for Civilian staff from HQ HDiv to access the site (Admin site) to enable and action queries from the Public and PAL
  • Evidence to make changes to the website after it is live such as swapping out pictures and/or changing text with short notice
  • Evidence to limit ticket purchases from same IP address to one transaction for the QBP only
• Nice-to-have skills and experience:
  • Evidence of dedicated operator(s) to enable applicants to purchase tickets by phone - preferred operating times 1400hrs - 1600hrs
  • Evidence to enable applicants to register via phone
  • Evidence of applicants details stored via phone
  • Evidence for facility for ticket collection
  • Evidence of ISO 27001 certification

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

• How many suppliers to evaluate: 4
• Proposal criteria:
  • Experience of providing a broad range of similar resources (based on the various role types required)
  • Approach and methodology to ensure appropriately skilled resources are provided in a timely manner
  • Approach and methodology in planning and managing the delivery of the various work packages
  • Flexibility/Interoperability during the planning stages of the event and be able to adjust to any emerging demands, with the supplier being close at hand
  • Provide statement on how Value for Money can be achieved
  • Case Study to be provided detailing similar work undertaken
  • Detail how you would register applications, run ballot and communicate results with both successful and unsuccessful applicants (QBP only), along with offering seats to other events to unsuccessful applicants
  • Explain how you would ensure PAL list have a limited time to procure tickets after which (e.g. 30 days before the event) they will go on sale to the public
  • Provide details of how Ticket dispatch process either by electronic PDF tickets or post for Souvenir hard copies (options to be understood and considered) will be undertaken
  • Provide details whereby successful applicants/PAL list can be allocated a seat e.g. a code. All PAL applicants will also be given a code to purchase their individual tickets
  • Requirement to make changes to accommodate additional PAL and/or public tickets at short notice. In the event of surplus tickets becoming available, previously unsuccessful applicants should be offered them
• Cultural fit criteria:
  • Ability to work with MOD and understanding the constraints within current working environments
  • High degree of adaptability to ensure that the product is delivered in a timely manner but with the understanding of the nature of the personalities
  • Transparent and collaborative when making decisions
  • Has a no-blame culture and encourages people to learn from their mistakes
  • Ability to demonstrate transparency with the poc for the Household Div
  • Willingness to share technical knowledge/experience with the organisation
  • No commercial allegiance to any technology vendor
  • Social Value - Describe how you will consider Equal Opportunity - Reduce the disability employment gap in the provision of this service
  • Social Value - Describe how you will consider Equal Opportunity - Tackle workforce inequality in the provision of this service
• Payment approach: Capped time and materials
• Evaluation weighting:

  Technical competence

  55%

  Cultural fit

  15%

  Price

  30%

Questions asked by suppliers

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