Awarded to FUTURE ARC SERVICES LIMITED

Start date: Monday 18 October 2021
Value: £79,920
Company size: SME
Welsh Government

Public Sector Procurement Centre of Excellence Wales - Discovery

7 Incomplete applications

6 SME, 1 large

10 Completed applications

8 SME, 2 large

Important dates

Published
Thursday 8 July 2021
Deadline for asking questions
Thursday 15 July 2021 at 11:59pm GMT
Closing date for applications
Thursday 22 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
We want to understand the potential for a procurement centre of excellence for Wales. The CoE needs to be considered against the context of several changes that will be taking place with public procurement including opportunities for new ways of working that are opening up through better using digital technology.
Latest start date
Thursday 30 September 2021
Expected contract length
12 weeks, with the option for extension
Location
No specific location, for example they can work remotely
Organisation the work is for
Welsh Government
Budget range
Up to £100,000 exclusive of VAT

About the work

Why the work is being done
The Welsh Government has received two recommendations which have identified the need for a procurement centre of excellence (CoE). One recommendation was from the Future Generations Commissioner and the other was from a procurement expert panel who are supporting work on the Foundational Economy in Wales.

The supplier will be required to test the recommendations and confirm the problem statement. Then if appropriate define a costed CoE alpha service and a costed roadmap and timeline for additional CoE services post alpha.
Problem to be solved
We are looking for a supplier to help understand the problem and how the recommendations can best be taken forward :

What are the views of the buying community, commissioners, compliance groups etc. ?
What procurement support do practitioners need? (e.g. training, coordination of best practices etc.)
What are the views of the supplier community?
How do the recommendations fit with proposed legislation (social partnership and procurement bill, procurement reform)?
What functions/services could a CoE provide?
What form could it take? (e.g. physical or digital, part of an existing organisation or a new organisation?)
Where does the suggestion of procurement champions for specific sectors fit in?
Who the users are and what they need to do
Buyers across the public sector in Wales
Suppliers (and potential) to the public sector in Wales
Policy makers
Other groups (e.g. Future Generations Commissioner)
3rd sector voluntary groups
Universities and further education (could be buyer or a delivery partner through provision of courses)
Welsh Local Government National Procurement Network: 3 regional groups, could facilitate some of the discussion
Society of Welsh Treasurers
CIPS (professional body); potential for alignment with CPD for training provisionBuyers across the public sector in Wales
Suppliers (and potential) to the public sector in Wales
Policy makers
Other groups (e.g. Future Generations Commissioner)
3rd sector voluntary groups
Universities and further education (could be buyer or a delivery partner through provision of courses)
Welsh Local Government National Procurement Network: 3 regional groups, could facilitate some of the discussion
Society of Welsh Treasurers
CIPS (professional body); potential for alignment with CPD for training provision
Early market engagement
The FGC recommendation is contained in the following report https://www.futuregenerations.wales/wp-content/uploads/2021/02/ENG-Section-20-Procurement-Review.pdf (Pages 15, 41, 42 and 45).

The recommendations from the expert panel are:
1. The concept of a Centre of Excellence for Wales be developed further.
2. It is recommended that a further detailed business case is prepared for the appropriate Ministers to consider the development of a Centre of Excellence. The business case to explore all options of structure and financing.
3. That a cross-sector group be established to develop the business case and report back within the next 2 months.
4. That works starts without delay on identifying and developing appropriate digital tools that can support and enhance the working of collaborative procurement with or without a Centre of Excellence in order to ensure full transparency, governance and development of collaboration within the function.

The above recommendations will need to be examined from the perspective of the different elements that make up the Welsh Public Sector. For example NHS Wales will have different requirements in some areas to that of Local Government.
Any work that’s already been done
A separate Discovery exercise has already being procured via DOS to consider the digital tools and the technology requirements for procurement going forward. This CoE Discovery is a new project to consider the recommendations to establish a CoE for procurement. There is no incumbent supplier working on this project. Findings from the eProcurement tool Discovery will need to also be considered by this Discovery to understand how digital technology can be used to support the CoE and collaboration.
Existing team
The discovery will be led by Welsh Government (WG).
Current phase
Discovery

Work setup

Address where the work will take place
We expect the majority of the work will be done remotely for the foreseeable future. Should official guidance change during the duration of this engagement, you may be expected to attend meetings across Wales. Some elements of the work will need to be in person. For example looking at the logistics and warehouses to enable the supplier to appreciate the scale of the procurement activity being undertaken.
Working arrangements
The majority of the work is expected to be undertaken remotely. However any expenses need to be agreed with the customer prior to the expenses being incurred.
Security clearance
At minimum a security clearance at Baseline Personnel Security Standard (BPSS) will be required.

Additional information

Additional terms and conditions
Please note that this discovery and any subsequent phases will be conducted to the Welsh Digital Service Standards. Please also bear in mind the implications of the Welsh Language Act and the Well-being of Future Generations (Wales) Act. GDPR compliance.

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 and understanding of public sector procurement and related policies at national, UK or global level
  • Experience of working in the open and regularly sharing with a wide audience
  • Experience of defining a greenfield digital service, but also experience of identifying and recommending where a digital service is not the best solution.
  • Demonstrable experience of completing rapid discovery projects involving user research and business analysis in a complex landscape (e.g. LA's, NHS central govt etc.)
  • evidence of working on agile projects as part of a multidisciplinary team.
  • In-depth understanding and experience of presenting clear, compelling, evidence-based recommendations for change based on primary and secondary research .
  • Describe your processes (supported by an example) for identifying and engaging the users/stakeholders and how the needs/requirements will be understood and documented.
  • Describe your capability or experience of capturing complex user journeys/interactions, with a view to identifying where needs are being met or not being met.
  • Demonstrable experience on a discovery that involves data (disparate sources, structures, etc)
Nice-to-have skills and experience
  • Demonstrable knowledge and experience of welsh public sector and devolution (e.g. Future generations act)
  • Experience of developing bilingual services (Welsh language)

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Details of your proposed team, including individuals and their roles
  • The proposed approach to conducting the discovery phase
  • How to create a compelling case for change after discovery
  • How to create understanding and alignment with senior leaders and stakeholders
  • Your proposed timeframes
  • Risks and mitigations
Cultural fit criteria
  • Working as a team with our organisation and other suppliers
  • Being transparent and collaborative when making decisions
  • Sharing your work frequently, openly, honestly
  • Challenging the status quo and preconceptions
  • Provide evidence of your company's approach to diversity and inclusion
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

1. Is this opportunity aligned with the eProcurement Landscape Wales – Discovery?
Yes, findings from the eProcurement tool discovery will need to be considered, to understand how digital technology can be used to support the Centre of Excellence and collaboration for procurement going forward.
2. Please confirm if the successful supplier will be required to read, write or speak in Welsh?
Yes, the facilitation for engagement and consultations with stakeholder(s) through the medium of Welsh (including; read, write and to speak in Welsh) will be a requirement for the discovery phase.
The use of approved translation services and translators would be permitted, further information: https://www.cyfieithwyr.cymru/en/find-a-translator-interpreter
3. Will the buyer sponsor the successful supplier with BPSS clearance for deployed resources?
No, this is a minimum requirement of the successful supplier.
4. Can you please confirm the total spend across the public sector in Wales that will be ‘in scope’ for this project?
Welsh Public bodies in Wales spend £6.7 billion each year procuring a range of goods, services and works, that will be in scope for this project.
5. The documents states that ‘essential skills and experience’ required include an in-depth understanding and experience of presenting clear, compelling, evidence-based recommendations for change based on primary and secondary research. Can you confirm whether specific research expertise is needed for this project?
Yes, an in-depth understanding and experience of primary and secondary research will be required for the evidence-based recommendations for change.