This opportunity is closed for applications

The deadline was Tuesday 2 August 2022
Ministry of Justice Digital & Technology Team

Personal Learning Plan

7 Incomplete applications

4 SME, 3 large

40 Completed applications

24 SME, 16 large

Important dates

Published
Tuesday 19 July 2022
Deadline for asking questions
Tuesday 26 July 2022 at 11:59pm GMT
Closing date for applications
Tuesday 2 August 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
Personal Learning Plan (PLP)
Latest start date
Saturday 1 October 2022
Expected contract length
Up to 24 Months
Location
Yorkshire and the Humber
Organisation the work is for
Ministry of Justice Digital & Technology Team
Budget range
Up to £3.6 - £5.2m

About the work

Why the work is being done
The Personal Learning Plan (PLP) is core to digital work being funded by The Reducing Reoffending Programme to support greater rehabilitation. The PLP will deliver the specific Prisons Strategy White Paper commitment to ensure every prisoner has a personal learning plan.
We know employment reduces the chance of reoffending - by up to nine percentage points. The PLP will be an enabler of increasing the numbers of people leaving prison into sustainable employment.
This work will also help deliver MOJ’s vision to replace prison legacy systems with simpler, clearer, faster digital services by 2024 and ensure increasingly high quality data.
Problem to be solved
Some offenders currently have multiple digital, paper and spreadsheet-based plans which are not joined up, whilst other prisoners have no plan at all. This leads to disconnected, fragmented data, and a service that does not deliver the best outcomes for prisoners.
Who the users are and what they need to do
Learning & Skills managers
Education Staff (Careers Information and Guidance, Education providers etc.)
Wing Staff
Activity management staff
Industries Staff
Keyworkers/Prison Offender Managers (POMs), Community Offender Managers (COMs)
Offender Management Unit
Who need to:
Assess the starting points of prisoners on induction
Record the prisoner’s goals
Assess a prisoner’s potential careers pathway
Record and monitor progress
Identify potential courses and activities that may help a prisoner achieve their goals
Measure the performance of the processes & impact of the activities
See a prisoner’s progress in relation to employability skills
Prepare the prisoner for release
Early market engagement
Any work that’s already been done
Fragmented data from several systems has been joined up so staff across a prison can now see an accurate view of prisoner ESW information
Education and work history (during their time in prison)
Functional skills (English, Maths and Digital literacy levels)
Employability skills
Work and Activities
Non-attendance inc. update of the non-attendance reasons (Whereabouts)
Personal development and employment goals
Work readiness prototype
Neurodiversity support needs capture
Neurodiversity support information on DPS personal tab
Neurodiversity Indicator
Reusable API’s so the data can be used elsewhere reducing and preventing duplication of data in future
Existing team
The supplier will be working with MoJ stakeholders across the prison and probation organisation. The Reducing Reoffending service area has a service owner, senior product manager and a senior service designer who will support the managed service to ensure that it is meeting the strategic goals along with the 3 other teams of the service area. In addition, subject matter experts and a policy lead will be available to work with the team but all other delivery roles are expected to be resourced by the managed service provider.
There will be MOJ Product manager who will act as dedicated SME.
Current phase
Beta

Work setup

Address where the work will take place
UK Based. The aligned teams are based in Sheffield & London
Working arrangements
There will be a requirement for visits and interviews to prisons, regional offices and teams in London headquarters. 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 remotely.
Security clearance
● A minimum of Baseline Personnel Security Standard (BPSS) standard is required.
● Where access to live production data is necessary, Security Clearance (SC) will 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
  • Experience of leading investigative user research into problems & opportunities
  • In-depth understanding of collaboratively delivering rapid/ iterative prototyping (low to high fidelity) using design systems and approaches.
  • Experience of digital service and interaction design and agile, incremental software development that delivers value early and iteratively
  • Proven experience & expertise of collaborating across teams and departments and transferring ownership and knowledge to in-house teams
  • Proven track record of design, development, and delivery of digital services to, and/or on behalf of, Government Agencies
Nice-to-have skills and experience
  • Experience within the probation and prison environment
  • Experience of working within a complex public policy and service environment
  • Working within a government programme that requires close working with other civil service teams and managed services
  • Knowledge of current & emerging reporting technology & techniques
  • Experience of working within a complex public policy and service environment dealing with hard to reach groups of users

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 case study of a similar project that explains your approach and methodology and how it can ensure successful delivery (20%).
  • Provide examples of how you have used innovative techniques to investigate and solve problems and how you have identified and delivered value early and iteratively. (10%)
  • Provide an example team structure including skills, experience, responsibilities and the relevance of individuals. Explain how you will ensure the team delivers their responsibilities throughout this approach. (10%)
  • Provide a project plan for what your team would deliver during the timescales, how would you split the time between the project phases - e.g. discovery, alpha, beta etc (5%)
  • Demonstrate how you will deliver value for money throughout this project (10%)
  • Demonstrate how you would ensure an effective hand over to the in-house team. (5%)
Cultural fit criteria
  • Work collaboratively with HMPPS Digital and staff in probation and prisons including stakeholders with varying understanding of agile methodologies (10%)
  • Considers the needs of all users of varying backgrounds and abilities (10%)
  • Is innovative and forward thinking, shares knowledge, experience and honest feedback with clients and takes responsibility for the quality of their work (5%)
  • Able to demonstrate the value of their approach and understands the value of data and analytics (5%)
  • Has diverse representation in their workforce (5%)
  • Encourages new entrees to digital professions and upskills and develops their workforce) (5%)
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. With regard to the Nice To Have question “Experience with the probation and prison environment”, would the authority consider experience in the Enforcement area of other central government departments outside of probation and prison? And would this experience be considered relevant?
This is nice to have experience so if you regard your experience of other government departments as applicable to the prison and probation context then then this would be regarded as relevant.
2. Is there an incumbent supplier? If so, could the authority please confirm who?
There is no incumbent supplier.
3. What's the time line for the procurement process
Due to individual holiday commitments with key members of the evaluation panel, we expect a delay between concluding the outcome for stage 1 and commencing stage 2 of this exercise.
4. Proposal and Cultural criteria do not sum up to 100%
Apologies this was an error - Please see appropriate Proposal bullet point weightings:
•20%
•10%
•10%
•5%
•5%
•5%
Cultural fit bullet point weightings:
•5%
•5%
•2.5%
•2.5%
•5%
•5%
5. Did you use a contracting party/consultant for discovery, if so who?
Internal HMPPS Digital team has done work to date.
6. Did you use a contracting party/consultant for alpha, if so who?
Internal HMPPS Digital team has done work to date.
7. We note that the questions are almost identical for Personal Learning Plan & Resettlement Plan, would you expect different experience examples used in response to identical questions across the two if a bidder is responding for both opportunities?
We would expect tailored responses as the remit of the PLP and RP are distinct - so if using the same example it will need to be clear how it relates to the specifics of the brief.
8. What do you mean by ‘Work readiness prototype’? What level has the prototype been built to, can it be built upon, or is it disposable?
This a UX prototype developed for user testing and has no reusable code in it but the work is moving into development currently.
9. What does your existing tech stack look like?
Kotlin/Java, Typescript/Javascript, Postgres and Kubernetes
10. What is your expected team shape (roles) to be provided by the managed service provider?
This is an outcomes based bid so we would expect providers to propose teams that will deliver those outcomes most effectively.
11. Are the stage 1 scores for stage 2 qualification only or will the scores from Stage 1 be included in the final scoring?
Yes the stage 1 score are for stage 2 qualification only.
12. Could the Authority confirm what form the beta for this opportunity has taken?
The beta work has involved the aggregation of data from a variety of systems to provide a read only view of prisoner information that is available to multiple prison users.
13. Has an external supplier been involved in supporting the development of this beta?
We have worked with existing MOJ suppliers who provide systems that we have needed data from but the development work has been done pre-dominantly by our in house team.
14. Can you please explain why you have chosen fixed price as the payment type for this Agile development ?
Following a review of the payment approach and clarification questions received. The payment approach will be a capped T & M, however do bear in mind this is intended to be used as a primary means to assess the pricing proposals. At individual SoW level the terms do allow varying the pricing mechanism.
15. Is it just a Beta phase that is required or is it also to get to LIVE and continuously improve?
We anticipate the work would get the services into a public beta phase - if progress is faster than anticipated then taking the service into live would be decided at that point
16. In the Work done already section you mention that ‘Fragmented data from several systems has been joined up so staff across a prison can now see an accurate view of prisoner ESW information’, is this actually live or a prototype?
This work is live.
17. In the Work done already section you mention that ‘Reusable API’s so the data can be used elsewhere reducing and preventing duplication of data in future’. Have these been built and in use? Is this to take data to other systems and bring data to the ESW services?
These API's are to bring data into the service and take some data to both legacy and new services.
18. There are two questions in the “Nice-to-have skills” which are very similar, is this intentional, if so could you clarify what you are specifically looking for in each please? 1. Experience of working within a complex public policy and service environment. 2. Experience of working within a complex public policy and service environment dealing with hard to reach groups of users
The first (1.) is to understand if you have worked in a comparable context to prisons and probation. The second (2.) is to elicit if you have conducted direct user research amongst difficult to engage and/or access end users.
19. Can you please advise on the relevancy of the ‘Nice to Have’ question – ‘Knowledge of current & emerging reporting technology & techniques’ in the context of this opportunity
"All the work we are doing has data as a key consideration. This data will have multiple potential uses and an awareness of how that data can be brought to life for a variety of user groups will be key to the success of this project.
We currently use several different technologies to display reports, depending on the type of report and the age of the system. Suppliers would benefit from experience in using AWS technologies such as RedShift and QuickSight but also producing simple reports from a relational database such as Postgres via a web front end in NodeJS"
20. There is another MoJ Opportunity in a similar area, looking at the Resettlement Passport. At this stage, what is the assumed interaction between this service and that one
There is an assumption that they will share some data and that the PLP will provide a mechanism for capturing some information that is then part of the Resettlement Passport.
21. Please clarify if more than one example is required for the question ‘Proven track record of design, development, and delivery of digital services to, and/or on behalf of, Government Agencies’?
Please use your discretion and use what you think most vividly illustrates your experience.
22. Please can you share your anticipated timetable from application closing date on 2nd August for the following stages and contract completion ready to start work for 1st October? In particular, when do you expect stage 2 to be launched for proposals and when do you anticipate presentations will take place?
We are working to the following indicative timeline:
Notify short-listed suppliers for stage 2 and provide additional briefing – WC 08.08.22
Proposal Submission deadline – 30.08.22
Stage 2 Presentations – 02.09.22
Stage 2 Evaluation period – 03.09.22 to 19.09.22
Award Notification – WC 26.09.22
23. Where SC clearance is required, are you able to facilitate this for suppliers? This would help suppliers who do not have List X status to bid for this opportunity on a level playing field.
If SC clearance is required we will support a supplier in achieving this.
24. For question “Experience of leading investigative user research into problems & opportunities”, please can you elaborate on what you mean by “investigative”?
Taking assumptions and validating/disproving them with robust evidence
25. For question “Proven experience & expertise of collaborating across teams and departments and transferring ownership and knowledge to in-house teams”, please could you clarify what is meant by “departments”? Do you mean departments within your organisation rather than other Government Departments (e.g. DWP, Home Office).
The intention was to understand your experience and expertise in working within an organisation. If you have an example that includes cross government working please feel free to use it.
26. For question “Proven track record of design, development, and delivery of digital services to, and/or on behalf of, Government Agencies”, are you specifically seeking an example of experience with Executive Agencies or are Government Departments also acceptable?
Any Government work is fine.
27. Are you able to arrange access to stakeholders and users for the purposes of workshopping and user research?
We will support with relevant access and would then expect the supplier to manage the user research and workshop logistics.
28. What additional information will be provided at the next stage to enable suppliers to quote on the requested fixed price basis?
The payment approach will now be a capped T&M following internal discussions, also additional information will be provided to shortlisted suppliers.
29. Are you content for supplier to cite private sector examples if they are relevant to the question?
Yes.
30. Are you content for suppliers to include multiple examples to demonstrate breadth of experience, or do you require one example per question?
Please use your discretion and use what you think most vividly illustrates your experience.
31. Does the budget range (Up to £3.6 – £5.2m) include VAT?
Yes.
32. At what point will you require the supplier to fix a cost for the work? Will more information be provided to shortlisted supplier in order to provide detailed costing?
The payment approach will now be capped T&M following internal discussions.
33. Within our individual 100-word responses, would you like to see one, more detailed example or multiple examples with less detail?
Please use your discretion and use what you think most vividly illustrates your experience.
34. Are there any specific themes or examples you’d like to see within suppliers’ responses?
Please use the must have and nice to have requirements to inform your answers.
35. Can you provide a procurement schedule for this opportunity?
We are working to the following indicative timeline:
Notify short-listed suppliers for stage 2 and provide additional briefing – WC 08.08.22
Proposal Submission deadline – 30.08.22
Stage 2 Presentations – 02.09.22
Stage 2 Evaluation period – 03.09.22 to 19.09.22
Award Notification – WC 26.09.22
36. What work has been done to date and what stage is the PLP at currently?
Data has been aggregated from a variety of systems to create a read only view of prisoners progress that is available across prisons and the estate.
37. which suppliers were responsible for the Delivery and Alpha stages?
This has been completed by an internal team.
38. Has any external supplier been involved in the initial scoping work? If so, who?
No - the work to date has been conducted by an internal team.
39. Can you please provide an anticipated timeline for this procurement that includes dates for: 1) Shortlisting Notification for Stage 2 2) Submission Deadline for Stage 2 3) Presentation 4) Evaluation period 5) Award Notification
We are working to the following indicative timeline:
Notify short-listed suppliers for stage 2 and provide additional briefing – WC 08.08.22
Proposal Submission deadline – 30.08.22
Stage 2 Presentations – 02.09.22
Stage 2 Evaluation period – 03.09.22 to 19.09.22
Award Notification – WC 26.09.22
40. Who from your team will be scoring applications for this opportunity and what positions do they hold?
It would not be appropriate to share names but the likely roles are Service Owner, Senior Product Manager and Senior Service Designer.