This opportunity is closed for applications

The deadline was Monday 6 June 2022
Department for Education

Data Science Services – Project Delivery and User Centred Design Services

9 Incomplete applications

8 SME, 1 large

28 Completed applications

21 SME, 7 large

Important dates

Published
Monday 23 May 2022
Deadline for asking questions
Monday 30 May 2022 at 11:59pm GMT
Closing date for applications
Monday 6 June 2022 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
We require specialist project delivery capabilities to support a mix of continuous improvement of DfE existing systems and a suite of GDS compliant digital projects. The projects are leading the digital transformation of DfE and sector improvement services for is for both legacy and new systems.
Latest start date
Monday 1 August 2022
Expected contract length
up to 2 years
Location
West Midlands
Organisation the work is for
Department for Education
Budget range
These services are to be delivered over a contract period of 2 years with an indicative contract value of £7,487,346 excluding VAT for the full 2-year contract.

Each SOW will outline the work required, associated budget and payment approach, CTM, T&M etc. Suppliers will need to provide clear costs to enable tracking.

DfE does not commit to any minimum or maximum spend at this point.

A pricing template will be provided to shortlisted suppliers at proposal stage.

About the work

Why the work is being done
The Data Science and Data Directorate service is supporting the department to become a more data led organisation and assisting further digital transformation and is looking for agile partners to assist with this delivery. The challenges will range from bringing new products to life as well as shaping mature systems to support this aim.

Users will be placed at the heart of each decision, ensuring all services and data collections are both accessible and user friendly
The continued development of Online Data collections will enable improved data quality for use throughout the department for both modelling and analysis purposes, also feeding into future policy decision making.
Problem to be solved
DfE Data Directorate are seeking a supplier to provide the required service capabilities set out above from the digital marketplace to support a variety of work on the project delivery and user centred design services including:
- Ensuring the needs of user are met so that quality and quantity of the departmental need is met.
- Ensuring that services are scalable and meet Government Digital Service standards and ensure that a great service is delivered.
The supplier will be working within Multi-disciplinary teams on multiple projects that form a programme of works, data collections that also offer end to end services for Capture, Storing, Analysing and reporting.
Who the users are and what they need to do
Our users are both external and internal (business operations, audit, support desk and policy)
As an Academy, Academy Trust, School, Sixth form, College or Local Authority (including but not exhaustive)
I need to be able to submit Mandatory and Voluntary data collections and data services to the Department for Education and ESFA.
So that I am compliant with policy, report on Assurance and access further funding.
Early market engagement
N/A
Any work that’s already been done
Data Science is supporting digital transformation across the ESFA and the wider DfE. A number of these digital projects are well advanced across the GDS spectrum (Discovery,Alpha, Private Beta, Public Beta, Live and Continuous Improvement). Along with these existing projects there a number of new and yet to be started pieces of work. Existing include Submit Learner Data, Online forms, Further Education Workforce Collection, Further Education improvement Service (ILR), Learner Records Service and Digital Data Solutions.
Existing team
Existing teams are comprised of multi-disciplinary agile delivery skills. These teams are involved in service development for providing brand new digital services, going through the standard GDS phases. Typical team size is up to 10 with a skill mix such as product/service managers, delivery managers, business analysts, user research and design professionals, developers, and testers. Architects support delivery through setting strategic technology direction as well as supporting build team decision making. Teams comprise of digital service suppliers and permanent staff. The new supplier will be expected to provide resources across delivery managers, business analysts, user research and design professionals.
Current phase
Alpha

Work setup

Address where the work will take place
The primary location is Cheylesmore House, Quinton Road, Coventry, CV1 2WT or remote working arrangements subject to agreements for in-office working which will comply with the relevant and prevailing Government guidance on restrictions to movement. Currently this is 60-80% on site per week.
Primary location will be detailed in each Statement of Work (SoW)
Working arrangements
This will be a 5 day per week (Monday to Friday) commitment and detailed working arrangements, including team location, size and make-up, will be contained within each statement of work.

Day to day delivery will be governed by standard agile delivery techniques. These could be either a Kanban or a scrum approach (depending on the work) but the standard agile ceremonies appropriate to those will be undertaken.
There is an expectation services will be delivered on-site between 60-80% of the working week in line with current government guidelines (subject to change). The requirement is for services will sit inside IR35.
Security clearance
All proposed team members must have current relevant Baseline Personnel Security clearance e.g. BPSS, DBS. Suppliers will complete a security assurance questionnaire and submit relevant supporting documents e.g. Cyber Essentials in line with DfE standards. DfE may require Security Clearance (SC) for roles with privileged access to the digital services

Additional information

Additional terms and conditions
Standard Framework and Call Off Terms and Conditions. Expenses must be pre-agreed and comply with CCS Travel and Subsistence Policy. Any expenses shall be submitted in line with DfE standard T&S policy if appropriate. Primary work location stated in SoW will not attract expenses. Contract and Vendor Management will form a key part of governance and suppliers will be expected to complete cyber security questionnaire.

Suppliers must provide sufficient guarantees to meet the requirements of GDPR in line with Procurement Policy Note 03/17 Changes to Data Protection Legislation & General Data Protection Regulation

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
  • Data Science Agile Development Demonstrate working experience in successfully delivering products/services within Public Sector or Private Sector or equivalent
  • Government Digital Service Standards • Demonstrate capability to successfully deliver digital products/services to government Digital Service standards
  • Agile Methodology • Demonstrate your experience in successfully delivering agile projects using both Kanban and scrum
  • Knowledge and Skills Transfer • Demonstrate your approach to knowledge and skills transfer
  • Team and Flex Resource • Demonstrate experience of delivering successful outcomes by working alongside clients in co-located, integrated teams and ability to scale up team and flex resource
  • Value for Money • Demonstrate how you have successfully added value where you have worked with internal teams to help improve services and systems
  • User Centered delivery Demonstrate evidence of successfully overcoming the challenges of implementing user centered design in a government agile environment or equivalent
  • Accessibility • Demonstrate evidence of successfully delivering services to GDS standards and knowledge of compliance to public sector bodies accessibility regulation
Nice-to-have skills and experience
  • Provide evidence of successfully delivering datasets and digital services or equivalent
  • Demonstrate the ability to influence and compromise working with challenging stakeholders

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Demonstrate working experience in delivering Data Science products/services within Public Sector
  • Demonstrate understanding/ability to deliver digital products/services to government Digital Service standards from Discovery through to Live
  • Technical competence in a wide range of relevant technologies including project management, research, design and development
  • Demonstrate approach to knowledge and skills transfer to enable the transition of service delivery to the business
  • Ability to promptly mobilise expertise to scale up team and flex resource when needed and to respond to fluctuating requirements
  • Ability to demonstrate good value for money for the UK tax payer
  • Demonstrate understanding of the challenges of implementing user centred design in a government agile environment
  • Demonstrate understanding of the challenges of implementing user centred design in a multi-stakeholder environment
Cultural fit criteria
  • How will your organisation engage and become part of the delivery team, but also challenge decisions from senior stakeholders who are pressuring to reduce timescales to accelerate product delivery
  • How will your organisation support educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications (e.g. , Apprenticeships, Industry placements, Traineeships) (5%)
  • Describe how your organisation encourages diverse representation of under-represented groups in the workforce, e.g. Women, Black, Asian and Minority Ethnic, Disabled, LGBTQ+ and how you monitor and measure this (5%)
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

35%

Cultural fit

15%

Price

50%

Questions asked by suppliers

1. Can you confirm which part of the DFE this requirement sits with please?
Data Science/Data Directorate
2. Who was the incumbent who did the discovery for this programme of work?
Methods Business and Digital
3. Will you consider extending the clarification and submission deadlines please, given the upcoming 2-day Bank Holiday weekend? Thank you
Unfortunately, we will not extend due to internal constraints and limitations including the expected time for the delivery of requirement.
4. The indicative budget provided is very specific. Can you please share
The indicative budget has been forecasted based on our expected resource requirements across the contract period. We do not commit to any minimum or maximum spend at this point and each statement of work will detail the requirements and agreed costs.
5. The indicative budget provided is very specific. Can you please share how this has been calculated?
The indicative budget has been forecasted based on our expected resource requirements across the contract period. We do not commit to any minimum or maximum spend at this point and each statement of work will detail the requirements and agreed costs.
6. The indicative budget provided is very specific. Can you please share how this has been calculated?
The indicative budget has been forecasted based on our expected resource requirements across the contract period. We do not commit to any minimum or maximum spend at this point and each statement of work will detail the requirements and agreed costs.
7. The indicative budget provided is very specific. Can you please share what the total number of days is that has been used to calculate this?
498 days
8. Although the existing team section mentions more roles it also states that the new supplier will be expected to provide resources across delivery managers, business analysts, user research and design professionals.
Can you please confirm that the roles will be limited to just these roles indeed and no technical roles will form part of this procurement?
No technical roles will form part of this procurement.
9. Can you please advise how much time will be available for transition from the incumbent supplier(s)?
We are looking to onboard as soon as possible, within 4 weeks from contract signature. There is currently no appetite to support different onboarding timeframes.
10. Can you please advise who is (are) the incumbent supplier(s)?
Methods Business and Digital
11. Can you clarify that Off-Payroll Rules being applied means that this work is inside IR35?
This requirement is for services that will sit inside IR35.
12. Are you able to confirm the IR35 status? The “(IR35) determination” states they would be outside however “Working arrangements” states they would be inside.
This requirement is for services that will sit inside IR35.
13. Are you able to confirm the team onboarding timeframes? A section of the team would not require SC therefore onboarding could be rapid however those in the data field SC may need to be sought requiring longer lead times. Is there an appetite to support different onboarding timeframes?
There is currently no appetite to support different onboarding timeframes.
14. Is there a view on or assumed supplier team size?
We cannot provide such details at this point but work will be within scope of the requirement in the advert
15. How many people at any one time do you anticipate you will need on this contract?
We anticipate up to 24 people (subject to change) being required on this contract over the 2-year period. This is dependent on current and future work priorities.
16. What is the format for evaluating the bid against the 50% pricing submission?
All shortlisted suppliers at stage 2 of the process would be requirement to complete a price template asking for daily rates for relevant roles (covering items including onsite/remote; inside/outside IR35 working rates).

Rates will cover minimum and maximum rates and scoring will be based on the maximum rate across each role three levels i.e. Mid-weight, Senior and Lead.

In ranking order, the supplier with the lowest average daily rate will receive the highest score against the 50% price weighting and supplier with the highest average daily rate will be awarded the lowest score.
17. Is there an incumbent provider for the service, and if so, who is it?
Methods Business and Digital
18. How will the authority ensure a fair process where data/knowledge/insights are also made available to other bidders?
The authority will ensure fairness by working in line with the CCS DOS5 framework guideline. All bidders have equal access to the information shared throughout this process.
This requirement is open and accessible to all suppliers on the DOS5 framework via the CCS Marketplace. It is up to each supplier to respond compete against each other in price and technical/quality capability.

The criteria for evaluation is clearly outlined in the advert and includes competing questions (covering essentials/nice to haves/ proposal technical/cultural fit/price criteria). Percentage weightings are also set out in the advert. Qualified experts will evaluate.
19. How many existing team will be supported through the client resources?
We cannot provide such details at this point, but work will be within scope of the requirement in the advert
20. Is there a view on or assumed supplier team size?
Reviewed Answer to Q14 above: It is expected that a team of up to 24 will be required. This is our expectation but may change.