Friday 10 September 2021
Deadline for asking questions
Friday 17 September 2021 at 11:59pm GMT
Closing date for applications
Friday 24 September 2021 at 11:59pm GMT
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
MHCLG requires a new supplier to provide technical digital and delivery skills to work on improving its funding processes and tools. Initial work packages will include undertaking a Beta within the pre-award areas of funding, and to support live funding programmes tactically improve their existing processes.
Latest start date
Monday 18 October 2021
Expected contract length
Organisation the work is for
Ministry of Housing Communities and Local Government (MHCLG)
For financial year 21-22, up to £900K excluding VAT is available, although we anticipate a monthly budget of around £90K - £125K for the initial stages of the work.
Financial approval for financial year 22-23 and 23-24 are yet to be signed-off but could be up to £2.5M and £2M respectively.
About the work
Why the work is being done
MHCLG manages a significant number of funding and grants programmes, including the Community Renewal Fund, the Levelling Up Fund and the coming UK Shared Prosperity Fund. We have a large number of competitively funded programmes, worth tens of billions.
There is an opportunity to design and build a modern, user-centred set of tools and processes to underpin grant management services within the Department, enabling automation of processes and reducing the duplication of effort for external and internal users, by ensuring a common set of tools and standards that can be reused across the Department.
Core capabilities expected within the proposed team would be expected to be, but are not limited to:
• Software Developer
• Technical Architect
• Business Analyst
• Performance Analyst
• Quality Assurance
• Delivery Manager
Problem to be solved
Discovery and Alpha phases focused on the pre-award phases of funding have identified a common set of user needs, and tooling requirements amongst different funds that MHCLG delivers.
Currently, our funds either use; general tools (e.g. spreadsheets and Outlook) that are time consuming to maintain, lack in functionality and present security risks. They are often not fit to deliver funds at the scale we need, or have bespoke systems that are expensive to develop and are not reusable for other funds.
In this work, we will establish a set of reusable modules and processes to align service design of funding programmes.
This work is initially expected to focus on:
Building on a recently successful Alpha phase within the pre-award area to deliver a Beta phase
Helping in-train funds that are later in their life cycle, e.g. programme management – to use user centred practices to design and tactically implement improved and simpler processes.
Future projects that this could support include, but are not limited to:
Continued technical development within the live phases of any pre-award stages of funding, to improve the service
Alpha, Beta and Live phases on the post-award stages of funding
Support of existing funding stacks where appropriate
Who the users are and what they need to do
User needs for the pre-award phases of funding:
As an applicant, I need to:
understand what funding I can get so that I can consider applying for it.
understand what information I’ll need to provide for an application so that I have a good chance of being successful.
provide similar information across applications so that I can reuse work.
be able to get help when I am unable to complete an application.
be able to work across multiple fund applications so that I can manage multiple applications at once.
be able to understand what the next steps are after submitting an application.
As an application reviewer , I need to:
be able to be given relevant information in the right format, so that I can assess the application against agreed success criteria.
As someone who designs a fund in MHCLG, I need to:
Design a way to identify suitable projects that meet the fund’s objectives.
Have flexibility to adapt an application process to my fund’s particular needs.
Early market engagement
We are currently hiring permanent roles, but we expect to have in post roles including a Service Owner, a Product Manager, a Business Analyst, as well as embedded subject matter experts.
Initially, we envisage having two delivery teams, one which focuses on the Beta and Live pre-award phases, and one which focuses more on tactical support to help funds deliver in more user-centred and efficient ways, whilst making learnings reusable for other teams. We wish the successful supplier to embed with our permanent staff and potentially another supplier across these two teams to ensure they’re improving our funding services.
Address where the work will take place
London or Wolverhampton
Our delivery team are split across two main locations, in London and Wolverhampton. Covid-19 restrictions permitting, we would like to co-locate with the incoming suppliers one to two days a week in our London office for face-to-face team meetings and co-working, and would envisage remote working for the rest of the week.
We expect the bulk of individuals within the supplier team to be working with us on a full-time basis.
All individuals must have a minimum of BPSS clearance. For people who wish to co-locate in 2 Marsham Street, CTC level clearance will be needed. Any Developers or Technical Architects, or other roles requiring access to production code or data will require SC level clearance.
Additional terms and conditions
Outputs will be owned by MHCLG/published where appropriate using a suitable license.
Personal data will be processed throughout the contract,supplier staff with appropriate clearance will be required to develop/operate the service.Any access will occur within agreed systems/personal data will never be stored locally on their machines.Data will not be retained by the supplier/access to data will be withdrawn at contract termination.
There is another requirement relating to this work, ref:CPD4122122. MHCLG expect to bring in the different skill sets needed to support this work from these two requirements, and,if there are two different successful suppliers, for them to work together.
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 of delivering a Beta GDS phase and supporting and continuously improving a live service
- Recent experience of delivering against the Government’s technology code of practice and digital service standard
- Experience of exploring, testing and recommending solutions including where there is the option to buy vs build
- Recent experience of meeting skill requirements based on the expected composition of the team, and being able to deploy people rapidly, with security clearance where appropriate
- Recent experience of working in multidisciplinary delivery teams
Nice-to-have skills and experience
- Experience of Microsoft Office 365 applications, including Power Automate and PowerBI
- Experience of the GOV.UK Platform as a Service hosting offering
How suppliers will be evaluated
All suppliers will be asked to provide a written proposal.
How many suppliers to evaluate
- Approach and methodology (how your people work) to provide technical leadership and deliver working software iteratively, that meets user needs
- Flexible approach from supplier
- Value for money
- Your understanding of the Service Standard, Government Design Principles and the Technology Code of Practice
- Ability to work in blended multi-disciplinary digital delivery teams, which could include Civil Servants and people from other suppliers
- If shortlisted, suppliers should provide the following: Written proposal for the work and day rates for exemplar roles listed below.
- Pricing scores for evaluation purposes only will be calculated assuming 21 working days per month of the different types of roles listed below
- Software Developer x 3, Technical Architect, Business Analyst, Quality Assurance, Performance Analyst, Delivery Manager, Product Designer, User Researcher, Office 365/Power Automate expert
- Scoring as follows
- Score 0 = Failed to provide confidence that the proposal will meet the requirements. An unacceptable response with serious reservations.
- Score 25 = A Poor response with reservations. The response lacks convincing detail with risk that the proposal will not be successful in meeting all the requirements.
- Score 50 = Meets the requirements – the response generally meets the requirements, but lacks sufficient detail to warrant a higher mark.
- Score 75= A Good response that meets the requirements with good supporting evidence. Demonstrates good understanding.
- Score 100=An Excellent comprehensive response that meets the requirements. Indicates an excellent response with detailed supporting evidence and no weaknesses resulting in a high level of confidence.
- In the event of a tie the highest score in the Technical Competence section will be used to award
- Presentation - expected early October 2021
- Max 10 pages (excluding CVs)
Cultural fit criteria
- Work as a team with our organisation and other suppliers
- Your approach to working within a regulated environment
- Challenge the status quo
- Share knowledge and experience with other team members
- Pragmatism of approach tailored to its environment
- SOCIAL VALUE - we would expect to see evidence against the following:
- Equal Opportunity (5%) - model award criteria for this theme are to demonstrate action to identify and tackle inequality in employment, skills and pay in the current workforce.
- It could also support in-work progression to help people, including those from disadvantaged or minority groups, to move into higher paid work by developing new skills relevant to the contract.
- Wellbeing (5%) - model award criteria for this weighting would be to demonstrate action to support health and wellbeing, including physical and mental health in the contract workforce.
- It also influences staff, suppliers, customers and communities through the delivery of the contract to support health and wellbeing, including physical and mental health.
- Scoring for Social Value see below
- Score 0 = The response completely fails to meet the required social value standard or does not provide a response.
- Score 25 = The response makes limited reference (naming only) to the social value policy outcome set out within the invitation.
- Score 50 = The response addresses most of the social value policy outcome and also shows general market experience.
- Score 75 = The response addresses the social value policy outcome and also shows good market experience.
- Score 100 = The response addresses the social value policy outcome and also shows in-depth market experience.
Time and materials
Additional assessment methods