This opportunity is closed for applications

The deadline was Friday 8 April 2022
HM Prison and Probation Service (HMPPS)

Legacy Systems Replacement

6 Incomplete applications

5 SME, 1 large

15 Completed applications

11 SME, 4 large

Important dates

Published
Friday 25 March 2022
Deadline for asking questions
Friday 1 April 2022 at 11:59pm GMT
Closing date for applications
Friday 8 April 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
We are seeking a supplier to progress our strategic ambition to remove our dependency of legacy systems. This will continue our work with calculate release dates plus sentence and offence registers allowing us to take more impactful transformations as a result.
Latest start date
Monday 27 June 2022
Expected contract length
24months
Location
No specific location, for example they can work remotely
Organisation the work is for
HM Prison and Probation Service (HMPPS)
Budget range
£5m + VAT

About the work

Why the work is being done
The MOJ has a bold strategic vision for the delivery of digital, data & technology in Her Majesty's Prison and Probation Service (HMPPS) which includes:
● Replacing prison legacy systems with simpler, clearer, faster digital services
● Capturing, storing and sharing high quality data across services leading to better and faster decision-making

The MOJ has made progress in developing user-centred design services transforming the lives of those using and interacting with them. Many of the products and services developed in the last few years are however constrained with the requirement to return data to legacy systems such as NOMIS, Delius and OASyS. MOJ is now at a critical stage where we need to replace more substantial elements of the legacy systems so that we are a) able to switch off larger pieces of the estate and b) enable more transformational development which is free from those constraints.
Problem to be solved
Our legacy estate is complex, built up and added to over the years. The operations of prisons and probation is complex with multiple dependencies on data and information that is entered for one purpose but is subsequently consumed by other downstream services.
One of the services started in 2021 which has demonstrated this is sentence calculation. The development of a calculation engine was constrained at both the start of the user journey with the need to input data into NOMIS and at the end with the need to submit data to NOMIS.
In order to remove these constraints improving services for users we need to tackle more of the legacy NOMIS estate. This would remove the need for users to make choices on the ‘right data’ to use, it would provide single sources of truth for offence types, sentences and other core data providing a benefit for a whole host of services across prison and probation.

Furthermore, removing dependency on legacy services will enable the automation of many manual processes which not only supports a reduction in errors but would in addition provide considerable time saving for staff enabling them to focus their efforts on higher value work.
Who the users are and what they need to do
● Prisoners and people on probation- they are end users and often reliant on the output of our services.
● HMPPS front line staff - they need digital services that work in order to have effective relationships with prisoners and people on probation to deliver their role.
● HMPPS administration staff - they need quick, efficient and importantly accurate digital products in order to support the day to day running of the establishment and services.
● HMPPS operational management - require confidence that the systems and activities of the staff are operating effectively, accurately and efficiently to manage the prison and achieve prison targets
● HMPPS regional & national operation teams - as per local operational management, these teams need confidence that the national prison estate and probation service is meeting its strategic targets.
● HMPPS national policy teams - need confidence that prison and probation policies and practices are being followed.
Early market engagement
Any work that’s already been done
Work completed to date can be grouped into three stages. Firstly, a service in private beta. Secondly, we have Alpha work that is actively in progress on specific core components and registers to provide single sources of the truth across HMPPS e.g. offence data. Finally, there are data sources or components which are on the legacy replacement roadmaps but no active work has progressed as yet. We are aware that in the case of the first and second scenarios there may be a requirement to conduct further research where teams uncover dependencies on other data within the legacy estate.
Existing team
A managed service team has been in place since May 2021 and will have reached the end of their contract at the end of April 2022. The team has been working with a Product/SME for Prisons providing direction and domain knowledge for the team. Additional SME support has been provided from Probation. All other delivery roles are expected to be resourced by the managed service provider. The existing teams are ensuring work to date is documented and the expectation is a handover period between the managed service teams. Priority roles would be identified with an off-boarding profile to support this.
Current phase
Beta

Work setup

Address where the work will take place
Sheffield
Working arrangements
There will be a requirement for visits to prisons, regional offices particularly for research. There may also be a requirement to travel for meetings in Sheffield or London. Outside of these visits and any meetings, there is no requirement to be office-based and individuals can work from home. The supplier costs need to be inclusive of travel and expenses.
Security clearance
A minimum of Baseline Personnel Security Standard (BPSS) standard is required. Where access to live production data is necessary, Security Clearance (SC) may also be required.

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
  • Proven track record of delivering digital services through agile methods to, and/or on behalf of Government throughout the product life cycle, meeting service standard & technology code of practice
  • Demonstrable capabilities in Kotlin-node development
  • Demonstrable capability in solving complex mathematical problems resulting in high levels of accuracy
  • Proven experience & expertise of collaborating across teams and departments, delivering products and services that facilitate significant business change and transferring ownership and knowledge to in-house teams
Nice-to-have skills and experience
  • Experience within the prison environment in particular Offender Management Unit (OMU)
  • Knowledge of the wider Criminal Justice system and systems which are part of the user and data journey

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • A recent and relevant case study of a similar project that explains your approach and methodology and how it ensured successful delivery
  • Provide examples of how you have used analytical techniques to investigate and solve complex problems and how you have identified and delivered value early and iteratively
  • Provide an example team structure including skills, experience, responsibilities, level of permanent/contractor split and relevance of individuals. Explain how you will ensure the team delivers responsibilities throughout this approach
  • Provide a project plan for what your team would deliver during the timescales, how you split the time between the project phases, private beta to live and Alpha-beta-live
  • Demonstrate how you will deliver value for money throughout this project
  • Demonstrate how you would ensure an efficient and effective hand over to the in-house team
Cultural fit criteria
  • Is responsive to the needs of the team and organisation shaping and adjusting teams to ensure the optimum performance and cohesion
  • Is innovative and forward thinking, shares knowledge, experience and honest feedback with clients and takes responsibility for the quality of their work
  • Able to demonstrate the value of their approach and understands the value of data and analytics
  • Work collaboratively with HMPPS Digital and staff in probation and prisons including stakeholders with varying understanding of agile methodologies
  • Encourages new entrees to their digital professions and upskills 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 provide further information about the existing team:
-who is the service provider?
-what roles they are providing?
-number of roles?
-what commercial framework they were appointed through?
"Supplier name - There is an incumbent in place, but HM Prison and Probation Service (HMPPS) is unable to disclose any further information about the incumbent.
what roles are they providing: Service Designer, Delivery Manager, User Researcher, Content Designer, Interaction Designer, Performance Analyst, Business Analyst, Developer, Architect.
Number of roles: 15
Commercial Framework: DOS (Digital Marketplace)

Commercial Framework: DOS (Digital Marketplace)"
2. Who is the incumbent supplier for the program ?
There is an incumbent in place, but HM Prison and Probation Service (HMPPS) is unable to disclose any further information about the incumbent.
3. The brief states that there is no required working location ie remote working is fine, but later on it state that work needs to take place in Sheffield – please can you clarify whether remote working is acceptable or how much time needs to be spent in Sheffield.
The current incumbent supplier is working remotely. We expect a remote working approach to continue. The DOS templates however require a location to be specified hence Sheffield selected as the HMPPS Digital Studio.
4. Is there an incumbent please? And if so – who is the incumbent please?
There is an incumbent in place, but HM Prison and Probation Service (HMPPS) is unable to disclose any further information about the incumbent
5. In order to give best value for money for the customer, we feel a consortium approach would be best placed to meet this requirement. Would this be acceptable to the customer?
A consortium would be acceptable if the lead supplier believes this can deliver the outcomes we are seeking and retain a sense of team.
6. Who is the incumbent supplier for the managed service team which has been in place since May 2021?
What has been agreed with the incumbent supplier for supporting transition to a new supplier if their contract runs out end April 2022 and the new supplier is only expected to be on board from 27 June 2022?
There is an incumbent in place, but HM Prison and Probation Service (HMPPS) is unable to disclose any further information about the incumbent.
Transition: We are working with the exsiting supplier to extend the team beyond April and to ensure the work is documented in a form to aid handover.
7. Will the Authority consider SME’s as part of the procurement, or where required a consortium of SME’s with one nominated as the lead?
The Authority would require one supplier nominated as the lead for a group of SMEs.
8. Can you confirm if shortlisted suppliers will have the opportunity to present?
Yes shortlisted suppliers can present.
9. Can you please advise the preferred tech stack for this opportunity?
The tech stack is Kotlin- Java
10. Given that Kotlin is a niche language and interchangeable with Java, can the Authority confirm that a strong Java capability will suffice as evidence in scoring full marks?
Yes this would be acceptable.
11. How many legacy services are being replaced, who created these and will any of the incumbents be bidding for this opportunity?
One central legacy service is being replaced with the creation of additional supporting service for which data is currently stored in legacy. We cannot confirm at this stage if the incumbent plans to bid.
12. Private Beta and Alpha work are either completed or in progress. Can you confirm who completed the Discovery?
Private Beta and Alpha work are in progress. The incumbent supplier completed the Discovery.
13. Can you please detail which legacy services are being replaced and who was involved in the original implementation?
It is a single SME that is made up of a mix of permenant employees and contractors
14. Who provides the current managed service team? Is it one organisation or a collection of contractors/smes?
It is a single SME that is made up of a mix of permenant employees and contractors
15. Demonstrable capability in solving complex mathematical problems resulting in high levels of accuracy”
As per our understanding, the calculation engine has been built by HMMPS, the current constraint is return of data from legacy system and HMPPS wants to replace legacy system.
The calculation engine is part complete. Return of data is a constraint. HMPPS wants to take a bigger slice out from the legacy system therefore data upstream of the calculation needs to be tackled.
16. As Kotlin is a niche language, would evidencing a strong Java capability be an acceptable alternative?
Java is relevant and will be scored however the criteron is Kotlin-node.
17. Has the Authority made a decision regarding technology platform to facilitate the digital experiences and workflows as well as the supporting real time management information
The technology platform is the MOJ Cloud Platform. This is an extended AWS instance and the basis of all new HMPPS services. The technology stack that the service uses within that is Node / Kotlin is based on the HMPPS template projects and User Interface is a Node/Express project. This uses the GDS and MOJ frontends.

The organisational workflow, facilitating information exchange between calculation and other microservices, is based on event-driven development using Amazon SQS.Real-time management information (RMI) comes from several sources. Most does not necessitate "Real-Time" Management Information and uses Google Analytics for understanding performance management
18. Who from your team will be scoring applications for this opportunity and what positions do they hold?
It is not the intension of the Buyer to disclose such details
19. Can you please provide an anticipated timeline for this procurement that includes dates for: 1) Shortlisting Notification for Stage Two 2) Submission Deadline for Stage Two 3) Presentation 4) Evaluation period 5) Award Notification
The dates provided below are indicative
1) 26th April 2022 (Confirm to suppliers result of Phase 1)
2) 29h April 2022 (Shortlisted suppliers prepare Phase Two responses)
3) 4th May 2022
4) 10th May 2022
5) 23 May 2022
20. Can you confirm the current managed service supplier and who provided the additional SME support?
The incumbent is Farsight Consulting. The SME support is provided by HMPPS (Prison and Probation)
21. Experience within the prison environment in particular Offender Management Unit (OMU)” – This is a specific requirement that will potentially exclude many interested suppliers from responding. Could you please advise if experience within the wider Prison and Probation service will carry the same weighting as experience of OMU during evaluation?
Relevant and applicable experience from wider Prison and Probabtion will be considered.
22. Given that Kotlin is a niche language and interchangeable with Java, can the Authority confirm that a strong Java capability will suffice as evidence in scoring full marks
Java is relevant and will be scored however the criteron is Kotlin-node.
23. Are examples of Java development acceptable as an alternative to “Kotlin-node development” to score full marks at Stage 1?
Java is relevant and will be scored however the criterion is Kotlin-node.
24. Can you please detail what evidence you’re looking for in the question “solving complex mathematical problems resulting in high levels of accuracy”?
We are seeking examples of where suppliers have delivered a solution which tackles a complex analytical/mathematical problem with 100% accuracy - this may be across design/engineering but is sufficiently complex that algorithms and calculations are necessary and repeatable.
25. There are slightly conflicting replies to the same question in Q17 and Q25, can you confirm which is correct, please?
Java is relevant and will be scored however the criteron is Kotlin-node.
26. As per DOS guidelines incumbent supplier needs to be listed ? Any specific reason why the incumbent supplier is not revealed ? What is the business impact in revealing the incumbent supplier name ?
Details of the incumbent have now been provided
27. Nice to have skills.Is the requirements meant to restrict participants who are current and previous supplier for the Buyer ? How does this align with digital marketplace
Apology we couldn't send the response yesterday due to technical issues.

No, the bid is open to all suppliers including current and previous suppliers. It is compliant. Experience is optional and we consider experience in private prisons and other relevant private sector industries. The nice to haves are criteria we would like but are not essential. You can have no evidence of nice to have criteria and still be short-listed.
28. "Regarding Nice-to-Have skills, can you please elaborate on the DOS 5 guidelines on discriminatory clause :
https://assets.crowncommercial.gov.uk/wp-content/uploads/RM1043.7-DOS-5-Buyer-webinar-how-to-create-an-opportunity-with-notes.docx

Extracts (page -8)
“It is discriminatory to suppliers to state that they must have previous experience working in the public sector or within your specific industry.
What is it about the public sector that requires specific skills or experience? Suppliers may have worked for complex commercial organisations which are highly regulated (eg financial or pharmaceutical) and could therefore demonstrate the required skills and experience within a different environment.”
"
Apology, we couldn't send the response yesterday due to technical issues

As per the extract (Page 8), this relates to 'must have' e.g. essential. For this opportunity we have listed relevant experience as 'nice to have'. Experience is therefore optional and we consider experience in private prisons and other relevant private sector industries. The nice to haves are criteria we would like but are not essential. You can have no evidence of nice to have criteria and still be short-listed.
29. Given that the Managed Service team responsible for the Alpha and Private Beta have access to, and knowledge of, data, and learning’s from both, can this please be shared so that there is a level playing field when it comes to responses?
Apology, we couldn't provide response yesterday due to technical issues.

Documentaion from the Discovery and Alpha phases will be shared with suppliers who meet the essential criteria and progressed to the second stage.
30. Is there a reason you are unable to identify the current incumbent please? I understand that this information should be a matter of public record and published on contracts finder. Please can you at least identify the original DOS procurement that this work will replace. Thank you
Apology, we couldn't provide response yesterday due to technical issues.

This was the previous DOS procurement: https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/13671