Awarded to ANDigital

Start date: Monday 24 January 2022
Value: £4,206,660
Company size: large
Cabinet Office

Cabinet Office Grants Applicant Portal

9 Incomplete applications

5 SME, 4 large

23 Completed applications

13 SME, 10 large

Important dates

Published
Friday 12 November 2021
Deadline for asking questions
Friday 19 November 2021 at 11:59pm GMT
Closing date for applications
Friday 26 November 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 Cabinet Office Government Grants Management Function is looking for an experienced multidisciplinary Delivery Partner to build a Grants Applicant tool
Latest start date
Monday 24 January 2022
Expected contract length
Until 31st March 2023
Location
Scotland
Organisation the work is for
Cabinet Office
Budget range
Budget is £5.0million

All travel and expenses are to be included in this figure

About the work

Why the work is being done
The Government Grants Management Function (GGMF) needs to pilot an innovative Grants Single Applicant Portal, with a small number of departments, focused on grant schemes to charities.
Problem to be solved
At present, there is no single go-to place to find or apply for government grants. It is complicated, time consuming and costly for applicants (they employ people to look for grant opportunities) and exposes government to significant risk of fraud, error and duplication of funding. It also leads to some organisations not being aware of grant opportunities.

The pilot will drive awareness of the range of funding opportunities available for charities; increasing competition and enabling wider distribution of funding, in line with the levelling up agenda. The pilot will reduce the burden, cost and speed of applying for government grants and enable government to automate pre-award due diligence.

If successful the pilot would pave the way for a Grants Single Applicant Portal for the whole of government. This innovative model would enable a step change in UK government grant making and completely re-set the way in which government, public sector bodies, charities, SMEs and citizens interact.
Who the users are and what they need to do
Covid-19 has had a notable impact on the voluntary sector, with 1 in 10 charities now facing bankruptcy. Grant funding is a vital tool to support the sector. By making grants more clearly accessible, and improving the directing of funds to the right recipients, we can help give charities the best chance of survival and recovery at this critical juncture.

As a charity, I need to be able to quickly and easily find and apply for government grants so that I can receive government funding which is crucial to my organisation.

As a grants administrator I need to be able to set up and manage government grants so that I can award funding securely and quickly.
Early market engagement
Discovery is now completed allowing us to understand more about our users, what they're hoping to achieve, further we now have a better understanding of the landscape across government. This includes, but not limited to, documenting user journeys and personas, mapping as-is processes and defining the problem statements.

We are presently initiating Alpha which will be completed prior to end January 2022
Any work that’s already been done
Discovery is complete, Alpha is scheduled to be completed prior to end January 2022

Consequently we have articulated the 'current phase' for which you will be bidding as Beta
Existing team
The existing team is a carefully selected, small, blended team of Civil Servants, Contractors and Consultants to oversee and monitor delivery of the programme
Current phase
Beta

Work setup

Address where the work will take place
Cabinet Office has implemented a policy of hybrid working which seeks to give people flexibility in choosing the place from which they work – based on the activities or tasks they need to complete, and the environment which best supports them.

Ideally we would prefer a supplier with a base in Glasgow, some occasional travel may be required to our London and York Offices.

At present we are not mandating a return to office working, but of course this could change during the course of this work
Working arrangements
During the early phases of the programme we would expect a comprehensive work schedule to be agreed

It is likely we will adopt a mixed on-site and remote delivery model
Security clearance
BPSS for all individuals is essential prior to commencing any work with us on this programme.

The supplier must be willing to undertake further security checks if required (CTC and SC clearance only)

Additional information

Additional terms and conditions

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
  • Demonstrate where you have designed digital services compliant with government standards compliant digital service through all phases of delivery, Alpha to Live
  • Demonstrate experience designing 'citizen-facing' digital services which are able to operate at significant scale
  • Demonstrable ability to source specialist digital skills to build a multi-disciplinary team, including digital, data and adoption/engagement professionals
  • Evidence of experience and understanding of building web applications which meet government accessibility requirements
  • Demonstrable, recent, and at least 5 years' experience of managing complex projects according to Agile methodology and user-centred design principles
  • Demonstrable experience of community and stakeholder engagement, including assisted digital users, through a range of methods, e.g. facilitated workshops
  • Demonstrable experience of iterative development, including capturing and prioritising user stories and designing, facilitating, and analysing user acceptance testing
  • Demonstrable experience of working collaboratively in blended team environments whereby client team members are embedded as an integral part of the delivery team
  • Evidence of how you look to transfer knowledge and up-skill teams to ensure continuity of delivery
  • Your firm will have case studies of how you delivered all the above, we need responses on behalf of the Leadership individuals of the team you are proposing
Nice-to-have skills and experience
  • Describe how you have adapted your delivery model to account for hybrid working practices
  • Evidence of proven stakeholder management experience
  • In addition to the specialist technical skills and knowledge needed, evidence of wider programme responsibilities, for example, Roll Out and Launch of a digital tool

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
4
Proposal criteria
  • Evaluation of technical solution delivery and its meeting of the Requirements
  • Evaluation of the delivery approach and methodology, (Transformation methods, processes, control and compliance)
  • Assessment of the team and individual's relevant Track Record
  • Assessment of the individuals skills, knowledge, experience, capability and management.
  • Risk and Critical Success Factors (and how will these be successfully managed)
  • Your approach to building multi-disciplinary teams
  • Your approach to managing conflict resolution (resources, stakeholders) and managing expectations
  • Assessment on value for money
  • Implementation Plan and estimated timeframes for the work
Cultural fit criteria
  • Work as a team with our organisation and other suppliers
  • Be transparent and collaborative when making decisions
  • The supplier’s approach to working at pace in making decisions and taking responsibility for their work
  • Share knowledge and experience with other team members
  • Demonstrate how you work as a team, manage collaboration, share know-how and best practice, motivate & maintain high levels of engagement and how this links to our values
  • Your approach to embedding a team quickly within organisations with differing cultures
  • Social Value response should be incorporated into this Cultural Fit criteria.
  • Social Value will be evaluated within the 15% of marks afforded to ‘Cultural fit’
  • In summary, Social Value will be a total of 10% and Cultural Fit will be 5%
  • Presently this template does not allow us to specifically allocate scores according to Social Value
  • Consequently this manual 'work around' to include Social Value evaluation
  • Further information on Social Value can be found at: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/940828/Social-Value-Model-Quick-Reference-Table-Edn-1.1-3-Dec-20.pdf .
Payment approach
Capped time and materials
Additional assessment methods
Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

15%

Price

25%

Questions asked by suppliers

1. Can you please provide the Discovery Report?
The Discovery Report is commercially sensitive and will not be shared at present
2. Please could you share which company was your Discovery partner for this work, and who is currently delivering the Alpha phase?
Discovery was a blended team, managed and led by civil servants, including technical input from contingent labour and Hippo Digital. Alpha is a blended team, managed and led by civil servants, including technical input from contingent labour
3. Can you confirm if shortlisted suppliers will have the opportunity to present?
Yes, shortlisted suppliers will be invited to present
4. Can you please provide an anticipated timeline for this procurement that includes dates for:

- Shortlisting Notification for Stage 2 – Submission Deadline for Stage 2 – Presentation – Evaluation period
Award Notification
This is dependent upon the number of responses we receive to this initial publication and how much time needed to carefully evaluate

Our plan at present is along the lines of.......

Shortlisting Notification for Stage 2 : 3 December
Submission Deadline for Stage 2 : 17 December
Presentation : Week commencing 20 December
Evaluation period : Identification of preferred bidder : 24 December
Award Notification : 14 January 2022
Mobilisation : 24 January 2022
5. Could you please advise who conducted the Discovery work?
A blended team, managed and led by civil servants, including technical input from contingent labour and Hippo Digital
6. Who from your team will be scoring applications for this opportunity and what positions do they hold?
The Evaluation team will be : Finance Manager, GAP Programme Manager, GAP Programme Delivery Director, Representative from the Cabinet Office Chief Digital Information Office, Chaired by Commercial Manager
7. Is the start of Beta dependent on meeting an end of Alpha GDS service assessment?
Yes
8. What capabilities are you looking for a supplier to provide for Beta?
Those capabilities articulated in both Essential and Nice to Have skills and experience
9. Is your expectation that Beta will be delivered solely by the supplier or as part of a blended team with civil servants and other contractors?
Our expectation is that Beta will be delivered by a blended team consisting of civil servants, contingent labour and the supplier who is successful from this procurement

The successful supplier will be expected to meet any gaps in the team resulting from the cessation of contingent labour.
10. How many users do you anticipate for this service?
We do not know at this stage but would expect users of the service to be in the thousands as it will be in public beta.
11. Is there an incumbent supplier or suppliers who have been involved in the Discovery and Alpha phases?
Discovery was a blended team, managed and led by civil servants, including technical input from contingent labour and Hippo Digital. Alpha is a blended team, managed and led by civil servants, including technical input from contingent labour
12. We only appear to be able to respond to this question with a yes or no answer. Is this the Authority’s expectation? – “In addition to the specialist technical skills and knowledge needed, evidence of wider programme responsibilities, for example, Roll Out and Launch of a digital tool
An important element of the programme is to build a capable Grant Applicant product for which you will need specialist technical digital and data skills and knowledge. Additionally we need to subsequently ensure satisfactory implementation into wider Government of the product by engaging with various stakeholders and allowing them to adopt the GAP product into their Grants facility, to include the Roll Out and Launch. Consequently your team will need to be multi-disciplinary

We expect examples to demonstrate your teams' skills and capabilities in all areas, rather than just a yes or no answer
13. We only appear to be able to respond to the following question with a yes or no answer. Is this the Authority’s expectation? – “Describe how you have adapted your delivery model to account for hybrid working practices
It may be your team has successfully delivered pre Covid when we were all working in an office together. We are keen to understand how you have adapted to work within your own team and also your clients when not face to face 8 hours a day, 5 days a week

GAP is being delivered by a geographically dispersed team and we expect you to be able to demonstrate your ability to work cohesively, irrespective of location
14. We only appear to be able to respond to this question with a yes or no answer. Is this the Authority’s expectation? – “Evidence of proven stakeholder management experience
We are seeking demonstrable evidence that the team you are proposing have successfully managed a variety of stakeholders, ideally in a similar environment of digital tool creation and implementation
15. Can you expand on what you mean by adoption/engagement professionals, what roles are you looking for here?
An important element of the programme is to build a capable Grant Applicant product for which you will need specialist technical digital and data skills and knowledge. Additionally we need to subsequently ensure satisfactory implementation into wider Government of the product by engaging with various stakeholders and allowing them to adopt the GAP product into their Grants facility, to include the Roll Out and Launch. Consequently your team will need to be multi-disciplinary

We expect examples to demonstrate your teams' skills and capabilities in all areas
16. Under Essential Skills and Experience the 10th bullet reads:

Your firm will have case studies of how you delivered all the above, we need responses on behalf of the Leadership individuals of the team you are proposing.

Can you clarify the form of the answer you expect against this criteria? Is it a list of the team we are proposing linked to the case studies for the other criteria?
We are keen to allow you to articulate the experience of the team who will be delivering the work for us
17. Which riskiest assumptions/ technology options are being tested and prototyped in Alpha?
We do not consider the technology options being tested to be high risk.
18. Please can you clarify the requirement of this question? – “Your firm will have case studies of how you delivered all the above, we need responses on behalf of the Leadership individuals of the team you are proposing”
We are keen to allow you to articulate the experience of the team who will be delivering the work for us
19. Has a technology solution already been identified?
As we have only just begun Alpha, a technology solution has not been selected. There may be scope to change any interim solution through Beta, as this is a pilot programme.
20. What is the technology stack for Beta?
As we have only just begun Alpha, a technology solution has not been selected. There may be scope to change any interim solution through Beta, as this is a pilot programme.
21. Can you please advise the preferred tech stack for this opportunity?
As we have only just begun Alpha, a technology solution has not been selected. There may be scope to change any interim solution through Beta, as this is a pilot programme.
22. Supplementary response to Questions 2, 5 & 11
Discovery was a blended team, managed and led by civil servants, including technical input from contingent labour, LAI, EY, Xansium and Hippo Digital.

Alpha is a blended team, managed and led by civil servants, including technical input from contingent labour
23. Can you share the Discovery report?
The Discovery Report is commercially sensitive and will not be shared at present
24. We note that a Discovery phase has already been completed and that an Alpha phase is due to be completed before this contract is let. Can the Authority please confirm who is/are all the incumbent supplier(s) who worked/will work on this? Will they be allowed to bid for this contract?
Discovery was a blended team, managed and led by civil servants, including technical input from contingent labour, LAI, EY, Xansium and Hippo Digital.

Alpha is a blended team, managed and led by civil servants, including technical input from contingent labour.

All suppliers on the DOS framework are allowed to bid for this contract
25. We note that one of the essential skills, to which suppliers must provide a 100-word answer is “Your firm will have case studies of how you delivered all the above…”. Can the Authority please clarify what they are looking for here in the 100-word answers from bidders? In particular, the latter part of the question “we need responses on behalf of the Leadership individuals of the team you are proposing”. Is the Authority asking suppliers to confirm that the delivery team’s leadership will have experience of all of the above criteria? Or something else?
We are keen to allow you to articulate the experience of the team who will be delivering the work for us
26. We note that the Authority has a hybrid working policy and that the Authority would prefer a supplier based in Glasgow. Can the Authority provide further details on what they expect typical working arrangements to look like? In particular in terms of number of days the team would be expected to be physically in the office in Glasgow (on average) vs. working remotely?
We are keen to understand how you have adapted to work within your own team and also your clients' when not face to face 8 hours a day, 5 days a week

GAP is being delivered by a geographically dispersed team and we expect you to be able to demonstrate your ability to work cohesively, irrespective of location

We do not wish to be prescriptive and would prefer to be guided by yourselves, particularly if a non Glasgow based supplier wins the contract
27. Within the description you state that Discover has been completed and Alpha should be completed by January. Please con you confirm who the incumbent supplier is for both the Discovery and Alpha please?”
Discovery was a blended team, managed and led by civil servants, including technical input from contingent labour, LAI, EY, Xansium and Hippo Digital.

Alpha is a blended team, managed and led by civil servants, including technical input from contingent labour
28. Given that there is an incumbent supplier(s) on this programme, how does the Authority plan to ensure fairness and transparency between all bidders during this evaluation?
The Alpha phase is a blended team, managed and led by civil servants, including technical input from contingent labour.

We have published on this DOS framework which ensures fairness and transparency and invites submissions from a wide cohort of potential firms, including SMEs. The Evaluation Team is constituted of various parties, each in an independent manner, and chaired by an impartial and independent Commercial expert. The evaluation matrix is published on this DOS portal and all scoring and evaluation will be in compliance with the DOS requirements

Further, we are ensuring that ethical walls are maintained
29. Can the Authority please provide further details on the proposed contractual arrangement for this piece of work? We note that the payment method is capped T&M and that the budget is £5m. Will this be let through a single contract covering the full requirements and deliverables through to March 2023? Or will the work be broken down into multiple call-off contracts over the c.15 months, covering specific requirements and deliverables for each call-off?
This will be a single contract covering all requirements, within the maximum budget of £5m
30. You have asked us to provide information on the second page of questions (there are just three of them), but only provided us with Yes/No response options. Please can you change this, to allow us to respond appropriately?
We note other suppliers have already asked about this, but we can’t see that any changes have been made
We are not aware of the Yes/No response options

We will seek advice from CCS to how to resolve this
31. You have asked us to provide information on the second page of questions (there are just three of them), but only provided us with Yes/No response options. Please can you change this, to allow us to respond appropriately?
We note other suppliers have already asked about this, but we can’t see that any changes have been made.
There is a 100 word text box for a response. For the nice-to-haves you can respond Yes/No that you can meet the requirement.

When you click Yes a dialogue box opens and you then have an opportunity to complete the evidence

You may not yet have clicked the "yes" option to be able to open the dialogue box.