This opportunity is closed for applications

The deadline was Thursday 17 March 2022
Ministry of Justice

Community Accommodation Service Tier 3 (CAS3)

6 Incomplete applications

3 SME, 3 large

20 Completed applications

15 SME, 5 large

Important dates

Published
Thursday 3 March 2022
Deadline for asking questions
Thursday 10 March 2022 at 11:59pm GMT
Closing date for applications
Thursday 17 March 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
The MoJ seeks a managed service provider to deliver a minimal viable service for the national roll out of CAS3 by December 2022 and to support and maintain this service until 31 March 2023.
Latest start date
Monday 23 May 2022
Expected contract length
Up to 31 March 2023
Location
No specific location, for example they can work remotely
Organisation the work is for
Ministry of Justice
Budget range
up to £1m

About the work

Why the work is being done
The Community Accommodation Service Tier 3 (CAS3) provides temporary accommodation for up to 84 nights for homeless prison leavers and those moving on from Approved Premises (CAS1) or the Bail Accommodation and Support Service (CAS2), and assistance to help them move into settled accommodation.

From July 2021 CAS3 has been available in five ‘vanguard’ regions providing temporary accommodation for approximately 3,000 offenders who are subject to probation supervision and at risk of homelessness on release. From December 2022 CAS3 will roll out nationally, available in 12 regions, providing temporary accommodation for approximately 12,000 offenders at risk of homelessness per annum.

Current arrangements for referring individuals, assessing eligibility and bed space management are not scalable to support national roll out. A managed service provider is therefore required to research, design and deliver a digital, on-line, solution to provide an efficient and effective national service for CAS3.
Problem to be solved
The current manual process is reliant on:
· The use of Excel spreadsheets to record referrals to CAS3, placement of eligible prison leavers and to manage bed spaces; and
· Email exchanges between the Community Probation Practitioner, Homelessness Prevention Teams and the CAS3 Property Supplier.

As a result, the current process:
· Is inefficient and time-consuming for all parties involved
· Requires duplication across several recording systems, consequently, is open to a high degree of human error
· does not meet operational requirements
· Includes regional variations where local arrangements have been put in place
· Is not integrated with existing recording systems e.g. NDelius and OASys
· Makes it difficult to produce reliable and accurate management information, which in turn prevents the programme from accurately evaluating the achievement of its objectives
· Is unsustainable and cannot support the fourfold increase in volumes for national roll out.
Who the users are and what they need to do
● Community Probation Practitioners – making referrals
● Homelessness Prevention Teams - assessing eligibility, screening referrals, and managing bookings and occupancy.
● CAS3 Property Suppliers - confirming bookings and providing information on the resettlement of individuals.
Early market engagement
N/A
Any work that’s already been done
N/A
Existing team
The supplier will be working with MoJ stakeholders across the prison and probation organisation. There is no existing team. A subject matter expert will be available to work with the team. The managed service provider is expected to resource all delivery roles e.g Product Manager, Delivery Manager, Business Analyst, User Researcher, Developer etc.
Current phase
Not started

Work setup

Address where the work will take place
Working remotely although occasional travel may be required to either:
- MoJ Digital Studio, 32 Scotland Street, Sheffield, S3 7BS
- MoJ, 102 Petty France, London, SW1H 9AJ
Working arrangements
The majority of work can be completed remotely i.e. homeworking. However, there may be a requirement to work with stakeholders who are predominantly based in London and Sheffield or to visit users at HMPPS locations.
Security clearance
A minimum of Baseline Personnel Security Standard (BPSS) standard is required.

Additional information

Additional terms and conditions
N/A

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
  • Proven track record of design, development, and delivery of digital services to, and/or on behalf of, Government Agencies to meet the Digital Service Standard.
  • Experience of leading delivery throughout the product life cycle, from discovery into live, demonstrating how agile methodologies have been applied to meet user needs and ensure value for money.
  • Evidence of in-depth understanding and experience of presenting clear, compelling, evidence-based recommendations.
  • Experience of service design and agile, incremental software development, delivering value early and iteratively, demonstrating for example use of design patterns, reuse of common components, integration with COTS software.
  • Proven experience of communicating with a range of stakeholders, advocating for user needs and GDS principles, standard and working practices.
Nice-to-have skills and experience
  • Experience with the probation and prison environment
  • Knowledge of technical and security standards aligned with the Technology Code of Practice, Digital Service Standard and HMPPS and MoJ requirements.
  • Experience of designing and delivering a referral and/or booking system.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Explain how your approach and methodology will ensure successful delivery to support CAS3 national roll out from December 2022.
  • Provide an example team structure including skills, experience, responsibilities and relevance of individuals, and explain how you will ensure the team successfully delivers the required outcomes.
  • Provide a project plan for what your team would deliver during the timescales, including how you would split the time between each delivery phase e.g. discovery, alpha, beta.
  • Provide examples of how you have identified and taken ownership of risks, issues, and dependencies and how you have managed their mitigation and resolution.
  • Demonstrate how you will deliver value for money throughout this project
  • Demonstrate how you would document your work and transfer ownership at the end of the contract
Cultural fit criteria
  • Work collaboratively with HMPPS Digital and staff in probation and prisons
  • Ability to work with a range of stakeholders with varying understanding of agile methodologies
  • Encourage new entrees to their digital professions and up-skills and develops their workforce
  • Encourages diverse representation in their workforce
Payment approach
Capped time and materials
Additional assessment methods
Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. Can you please share more information about the type of integrations with COTS software i.e. what systems and any existing integration solutions in place?
There are no existing systems or integrations - spreadsheets and email have been used for the pilot regions. We are looking for a solution that will meet the need for national roll out, can be delivered by December 2022 and is value for money. This could mean building an internal solution, buying of the shelf or a combination of both.
2. Question 1 refers to a proven track record with government agencies, can you please clarify if work with central government departments and local government would meet this requirement?
Yes we are looking for experience of successful delivery, meeting the Digital Service Standard, and this can include central and local government.
3. Please share the procurement time table?
Key dates are:
Phase 1 applications closing date - 17 March
Suppliers notified of phase 1 outcome - 29 March
Phase 2 supplier presentations - 7 April
Suppliers notified of phase 2 outcome - 25 April
Standstill period - 25 April to 10 May
Contract signed by 20 May
4. Please outline any existing user research carried out?
We are at pre-discovery stage, there is no existing user research.
5. Apart from NDelius and OASys, please advise on other systems / platforms the new CAS 3service will need to connect to and or integrate with?
Nomis, NDelius and OASys are the main systems supporting prisons and probation.
6. Will there be a requirement for GDS service assessment?
Work will need to meet the Digital Service Standard and an internal assessment will be completed.
7. Will this be T&M or an outcome based fixed price approach?
The payment approach is capped time and materials.
8. Can MOJ confirm whether it anticipates a SaaS solution for the CAS3 service and if so whether any licenses needed will be covered by additional funding?
We would consider a SaaS solution if the evidence demonstrates this as the best solution for national rollout and would separately fund any licences required
9. Can MoJ provide further clarity concerning its requirements at this stage. Does the MoJ envisage the Supplier being responsible, either jointly or interpedently, for designing the user interface, mapping the AS-IS and TO-BE processes, developing the solution’s front-end, and integrating the solution’s back-end into MoJ’s existing systems (such as Delius)? Finally, to what extent will MoJ require DevOps support (for platform development, enhancement, and/or automation?) and will MoJ require the supplier to support the solution once it has gone live?
We are looking for a supplier to complete a discovery, alpha and beta to research, prototype and deliver a solution that will support national rollout of CAS3 from December 2022. Dependent on the solution delivered there is an expectation that the supplier will also provide support and maintenance to the end of March 2023 including knowledge sharing and handover to an internal team.
10. Does MoJ’s definition of product mean building a new digital product for CAS, integrating to and using existing digital components (e.g. email NDelius and OASys) to build the overall product?
We are looking for a solution that will meet the need for national rollout, can be delivered by December 2022 and is value for money. This could mean building an internal solution (including reuse of existing common components), buying of the shelf or a combination of both.
11. Will the “integration with COTS software” requirement demand DevOps skills to create microservices between systems like nDelius and OASys and are these the only 2 systems in scope that ghe service may require integrations to?
Nomis, NDelius and OASys are the main systems supporting prisons and probation. There are no set requirements, we are looking for the supplier to provide the evidence to determine what is the best solution to support national rollout in December 2022.
12. How did MoJ estimate a £1m budget and 11 month timeframe to deliver the new solution?
CAS3 rolls our nationally in December 2022 and a solution is needed by then to support the increase volume of referrals. The contract will run into the end of the financial year, 31 March 2023, to support a period of live running before the work transitions to an internal team. We have estimated a budget of £1m based on delivery of other digital products/services however value for money will be a key consideration.
13. What is the security posture for the new service?
The data is classified as OFFICIAL-SENSITIVE and any future service would be expected to meet MoJ Security standards. More information about the MoJ Security Guidance can be found here: https://security-guidance.service.justice.gov.uk/ . If a bespoke system is built then we have standard tech and security templates, baselines and patterns when built inline with the HMPPS Digital Tech Stack.
14. Can MoJ confirm whether there is expected to be any SME input from a representative of Homelessness Prevention Teams, or, whether the successful bidder would be able to gain some user research input from the existing 5 pathfinder areas?
The successful bidder will be supported by SMEs and will be able to complete user researcher with users and stakeholders involved in the CAS3 policy and operation.
15. In the clarification question no. 3, you mention that the phase 2 of the procurement cycle will have supplier presentations on 7th April. Does this mean there will be no written responses/ITT response submission? Please clarify.
Short-listed suppliers proceeding to phase 2 will be sent additional information on 29 March to enable them to provide a written proposal on 5 April and prepare a presentation for 7 April. The criteria for assessing phase 2 is included in the published requirements.
16. Could the Authority kindly clarify the reason of mentioning the requirement as a ‘minimum viable service’, when the expectation is a full blown working appointment booking tool with live deployment and handover to an internal team
We work iteratively, using agile methodologies, so we can deliver value to users as soon as possible. We use 'minimum viable service' to define the 'must have' requirements that need to be in place for a product/service to go-live. There may be additional 'nice to have' requirements that are subsequently developed and released as part of continous improvement of a live digital service.
17. Is there an incumbent software development team that are already working on projects in the CAS3 programme?
There is no incumbent supplier working on a digital solution for CAS3. We have a separate contract for CAS1 (Approved Premises).
18. If a tool has not been identified is there scope to re-purpose or re-use existing tools that are already used in HMPPS rather than build a new one from scratch as is implied by these requirements?
Yes, we are expecting a supplier to research all options for meeting the requirements for national rollout, this could include build and reusing existing common components or buying an off the shelf system or a mix of build and buy.
19. Will partnered bids be considered for this tender?
Yes.
20. What role is it envisioned that MOJ digital will play alongside the chosen supplier?
MoJ Digital will support the supplier by, for example, ensuring timely access to SMEs and stakeholders, providing information and advice on MOJ standards and services. However this is an outcome based contract and the successful supplier will lead and direct the work.