Awarded to IBM United Kingdom Ltd

Start date: Wednesday 10 November 2021
Value: £4,999,999
Company size: large
Secretary of State for Home Department (acting through the Home Office)

C21529 Digital Data and Technology (DDaT) Central Multi-disciplinary Resource Service

14 Incomplete applications

11 SME, 3 large

27 Completed applications

22 SME, 5 large

Important dates

Published
Monday 26 July 2021
Deadline for asking questions
Monday 2 August 2021 at 11:59pm GMT
Closing date for applications
Monday 9 August 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Supply of resource: the off-payroll rules will apply to any workers engaged through a qualifying intermediary, such as their own limited company
Summary of the work
The Home Office is looking for a supplier who can provide resources with the knowledge, skills and experience to help meet the demands for multi-disciplinary, on-payroll, Services within the Home Office’s Digital, Data and Technology (DDaT) directorate, on a range of internal and public facing services from discovery to live.
Latest start date
Monday 20 September 2021
Expected contract length
24 months.
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
The Home Office anticipates the total cost to be in the range of £4m to £5m over 24 months,

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.

Home Office has been procuring a series of central, professions based managed service contracts but, as we review requirements, it is apparent that a partner to deliver 'inside IR35' services is required for when Home Office requirement owners need a level of direction and control over the delivery resource.
Problem to be solved
Home Office needs access at short notice to digital skills so we can design, build, and deliver digital services.
Who the users are and what they need to do
Home Office service users (staff and external).
Early market engagement
Home Office intends to hold an Overview and Clarification Session via Teams on 30th July 2021 @11am. To attend the Overview and Clarification Session potential providers will need to complete, sign and return a non-disclosure agreement (NDA). Suppliers are restricted to a maximum of 2 people per organisation and one NDA copy required to cover one organisation.

For further information on the Overview and Clarification Session and NDA bidders should submit an email request to ddatcontracts@homeoffice.gov.uk by no later than 17:00 (5pm) 29th July 2021.
Any work that’s already been done
NA
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. Maximum sub-contractor margin caps will be applied

5. Potential Providers participate in the 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
  • Recent experience (within the last 2 years) of placing SFIA level 3-5 multi-disciplinary resources into delivery teams in government or critical National Infrastructure (at least 5 different DDaT disciplines)
  • Experience of allocating resource based on uncertain demand.
  • Provide evidence of upskilling and mentoring civil servants / client employees
  • Describe how will you manage DDaT resources to meet demands of concurrent Statements of Work from this contract alongside your existing contractual obligations?
  • Demonstrate how you have successfully embedded multi-disciplinary teams (full or partial), with the right cultural fit, into established project teams to deliver successful outcomes within a constrained timeframe.
  • Describe how will you help Home Office ensure delivery confidence, affordability and value for money whilst delivering outcomes on time sensitive projects?
  • Describe your extensive experience within the last 3 years of skills in user-centered content design-understanding user needs and designing content around those needs.
  • Describe your extensive experience within the last 3 years of ensuring products and services are accessible and inclusive for all users.
  • Describe your extensive recent experience of assessing the best way to let users interact with services, in terms of both overall flow and at the level of individual design elements
Nice-to-have skills and experience

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Essential Skills from Stage 1
  • On-boarding and transition
  • Access to skilled and capable resource
  • Organisation and sub-contractors
  • Proposed Leadership/Management Team
  • Added Value
  • Practical Scenario
Cultural fit criteria
Social Value
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. “ Professions rate caps will be applied to all roles at all SFIA levels “
As these rate caps will determine whether this is a viable opportunity, would you be able to provide these at this stage please?
There are two levels of rates - target and maximum. Target is our expectation but maximum is the absolute cap and any submissions over the the maximum rate cap will be non-compliant. For reference, product covers business analysis as well as product and UCD includes user research, content design, service design, interaction design and accessibility. M=Maximum rate and T= Target rate.
Architecture - SFIA 3 T£600 M£759, SFIA 4 T£750 M£886, SFIA 5 T£950 M£1012
Data - SFIA 3 T£550 M£797, SFIA 4 T£650 M£981, SFIA 5 T£900 M£1207
continued below..
2. Q1 continued
Q1 continued:
Delivery - SFIA 3 T£500 M£728, SFIA 4 T£700 M£981, SFIA 5 T£850 M£1075
Engineering - SFIA 3 T£450 M£696, SFIA 4 T£650 M£822, SFIA 5 T£800 M£949
Product - SFIA 3 T£540 M£633, SFIA 4 T£680 M£759, SFIA 5 T£800 M£886
UCD - SFIA 3 T£425 M£683, SFIA 4 T£575 M£848, SFIA 5 T£625 M£974
3. Under “Why the work is being done” you quote...
“it is apparent that a partner to deliver ‘inside IR35’ services is required for when Home Office requirement owners need a level of direction and control over the delivery resource”
How does having a supplier working within a capped T&M model work, when you have control?
The pricing will be agreed on a SOW by SOW basis but the advert allows us to chose one option only. The expectation is that most will be T&M but some SOWs may be deemed 'inside', even without direction and control, and may be appropriate for a fixed price or capped T&M approach, with the agreement of both parties.
4. Can we ask how this opportunity fits in, with the multiple opportunities you’ve released in the past 3 – 6 months, around specific DDaT disciplines?
We feel most of these roles mentioned, are already covered in the previous opportunities?
All of these roles are or will be covered by a central managed service contract. However some of the central contracts cannot accommodate 'inside IR35' requirements and a complementary agreement is required. The key requirement is UCD.
5. Please can you confirm what the following statement means?
“ Seasonal furloughs may be required.”
Occasionally projects or programmes will have a break or furlough period - normally Christmas / New Year - with the programme closing to all but essential activities and we ask our suppliers and contractors to furlough as well. Last Christmas this only impacted a couple of programmes.
6. They asked:
“ Maximum sub-contractor margin caps will be applied “
Please can you confirm what these margin caps will be.
See Q1 and Q2 above.
7. “ Professions rate caps will be applied to all roles at all SFIA levels “
As these rate caps will determine whether this is a viable opportunity, would you be able to provide these at this stage please?
See Q1 and Q2 above.
8. Could you provide an indication of the rates you will be expecting for each SFIA grade?
See Q1 and Q2 above.
9. Describe your extensive recent experience of assessing the best way to let users interact with services, in terms of both overall flow and at the level of individual design elements”. Please can you confirm if you are looking for suppliers to confirm specific research techniques or more general experience?
We are looking for specific examples of how you have assessed both the overall flow and the individual design elements, including the techniques used.
10. Can you confirm what roles you believe will be required to be provided under this contract?
A wide range of DDaT profession roles may be required (see Q1 for the profession cluster names) but the key requirement is User Centred Design roles - Service design, User research, content design and Interaction design.
11. Considering the current Covid situation, we would like to understand whether you will be requiring full-time, on-site personnel at the sites mentioned? Is remote working or a hybrid model possible – depending on the requirements at the time?
At the moment the majority of requirements are remote working. As each SOW is agreed with the successful supplier, it will be made clear whether the role is remote, hybrid or remote now and on site later.
12. The only skills mentioned under the “Essential skills...” section is around the User.. In fact the last three questions under the Essentials section, are all centered around the “User Experience”.
Is it fair to conclude that this award will be centred around supplying UCD Roles?
It is fair to say that we expect the majority of requirements to be for UCD roles.
13. Can you please just clarify this question please? Describe how will you manage DDaT resources to meet demands of concurrent Statements of Work from this contract alongside your existing contractual obligations? Existing contractual obligations with who? Is there an incumbent supplier of which this question is directed at please?
This refers to any other demands on your resources - how will you manage a potentially demanding workload with your other obligations (not Home Office specific).
14. Is there a current incumbent supplier?
No, not for a resource service. The majority of Home Office resource (on payroll) is sourced via the public sector resourcing framework https://www.crowncommercial.gov.uk/agreements/rm3749
15. Will you sponsor SC clearance?
Yes.
16. Will Statements of Work be for teams to deliver an outcome, individual specialists or both?
Both.
17. Outside of London or Croydon, which office locations do you feel will draw on this contract, the most? Thanks
Manchester (Soapworks) is another busy DDaT hub.
18. About your question – “Describe your extensive experience within the last 3 years of ensuring products and services are accessible and inclusive for all users”. Are you asking about how the supplier will work with HO to provide SOW services or about the Design and Delivery of end user applications (eg GDS standards, etc)?
This refers to the design and delivery of end user applications.
19. About your last question – “Describe your extensive recent experience of assessing the best way to let users interact with services, in terms of both overall flow and at the level of individual design elements” Who are the Users in this question please?
This refers to service end users.
20. “ Maximum sub-contractor margin caps will be applied “
Please can you confirm what these margin caps will be.
Shortlisted suppliers will be asked to propose margin caps as part of their proposal and this cap will be applied.
21. Will you be using this service contract to source individual contractors, for example, to fulfill roles in UCD? Or will this contract be used to source teams to fully deliver an SOW in UCD?
We expect the requirement will be mostly individuals but there could be team requirements too.
22. The Supplier Presentation states that MI will be required for the local performance management and commercial performance management for subcontractors. Can we clarify that the subcontractors are those directly engaged by the supplier, or does this cover other suppliers delivering SOWs for DDaT?
This refers to the successful supplier's sub-contractors.
23. With reference to clarification number 4, will the supplier under this service contract be providing resources to support SOWs/services already being provided by other suppliers, such as those listed in the ‘Now’ Optimus pipeline in the presentation?
No. They may work alongside other supplier resources but under separate contract SOWs. Collaboration between suppliers is a requirement.
24. ‘Experience of allocating resource based on uncertain demand’ – can you please clarify what you mean here by uncertain demand?
This refers to the lack of complete pipeline and the uncertainty it brings.