This opportunity was withdrawn on Friday 12 August 2022

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Driver and Vehicle Standards Agency

K280021814 - Data Valuation and Governance Discovery

32 Incomplete applications

26 SME, 6 large

0 Completed applications

Important dates

Published
Friday 5 August 2022
Deadline for asking questions
Friday 12 August 2022 at 11:59pm GMT
Closing date for applications
Friday 19 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
DVSA requires assistance to understand what its most valuable data assets are. These are the ones that support our core business activities. DVSA also needs to understand its current maturity in managing these assets. This will enable DVSA to prioritise improvement activities.
Latest start date
Monday 7 November 2022
Expected contract length
5 months with the option to extend for a further 1 month, if required.
Location
No specific location, for example they can work remotely
Organisation the work is for
Driver and Vehicle Standards Agency
Budget range
This will be a fixed price discovery project up to the value of £315,000

About the work

Why the work is being done
DVSA has an ambition to put data enabled decision making at the heart of everything it does. DVSA is launching its 2030 vision which has a focus on the services that we provide to our customers which will help them through a lifetime of safe driving. The vision also includes activities that have a heavy data reliance such as carbon net zero and connected and autonomous vehicles. DVSA will not be able to enable such initiatives or technologies unless we start to treat data as a core strategic asset. DVSA must, therefore, make a step change in the way it collects, manages, stores and uses data. This piece of work will help DVSA understand what its most important, and valuable, activities are, and which data assets are most business critical in enabling these activities. This will help DVSA prioritise which data and information assets it needs to invest in, and manage, better.
Problem to be solved
DVSA currently does not understand its data landscape meaning we cannot manage what we do not know exists. We need to understand which data and information assets are most valuable to us and which assets we most rely upon. We also do not understand how much, and in what priority order, we need to invest in these data and information assets. We also have no way to understand the improvements we need to make in these data assets and what the return on our investments is. DVSA also needs to understand its current maturity in how it manages data assets so that improvements can be made going forward.
Who the users are and what they need to do
The DVSA Service Owner needs to understand the data their service relies upon. They also need to understand the business systems the data resides in and who, in the business, they need to have a relationship with to ensure the data relied upon is fit for purpose.

The Information Asset Owner needs to understand who has a dependency on the data they are accountable for and how that data flows across the organisation.

The Head of Data Management needs to understand the level of maturity of the organisation in how it manages data and information so that they can understand what changes need to be made to our operating model, policies or process and form these changes into a roadmap.
Early market engagement
Any work that’s already been done
DVSA has mapped the touchpoints between its services and business systems. This can be used as a springboard to create a further data layer.
Existing team
The DVSA team will include:
Senior Responsible Owner
Project Manager
Project Support
Service Owners
Subject Matter Experts
Commercial/procurement
Change Manager
Current phase
Not started

Work setup

Address where the work will take place
The DVSA is working on a ‘hybrid’ model with staff working at a combination of office locations and from other suitable locations.
Supplier staff may be able to carry out some collaborative work remotely but may also be expected to spend some time working at DVSA locations.

The DVSA key business location for this work is in Nottingham.

Travel to other locations, for example Bristol may be required.
Working arrangements
Suppliers will be available Monday to Friday during normal office hours of 9.30am to 5.00pm.
Security clearance
We would expect BPSS as a minimum but as bidders will have access to live data and/or access to key front facing systems at least one member of the team must be confirmed as holding UK Security Clearance (SC).

Security clearances will be at the supplier’s cost and time.

Additional information

Additional terms and conditions
Supplier travel and accommodation to the location where the work will take place (Nottingham) will be at the supplier’s expense. Travel, accommodation, and expenses to other sites, as required, must be pre-agreed between the parties and must be in line with the DVSA Travel and Subsistence (T&S) Policy.

Further, detailed information will be provided to shortlisted Suppliers at the relevant stage of the procurement process.

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
  • Detail your understanding of, and approach to, data valuation
  • Detail your experience of helping organisations value their data
  • Detail your experience of measuring an organisation's data maturity
  • Describe your approach of mapping complex data landscapes across an organisation in an intelligible way
  • Demonstrable experience of helping organisations understand their level of data maturity
  • Demonstrable experience of helping organisations prioritise their investments in data assets
  • Detail your experience of creating tools and materials to help share intelligence with the business
  • Detail your experience of helping organisations design or implement governance frameworks
Nice-to-have skills and experience
  • Detail your experience of working in an agile, iterative and transparent manner developing collaboratively with business teams
  • Detail your ability to communicate complex data concepts in the language of the business

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
6
Proposal criteria
  • Proposal Criteria - Demonstrate your approach and methodology to successfully deliver this outcome and achieve value for money.
  • Social Value - Demonstrate action to identify and tackle inequality in employment, skills and pay in the contract workforce.
Cultural fit criteria
  • Ability to work in an open and transparent manner.
  • Discussing risks and issues when they develop without attaching blame.
  • Experience of working across multiple, complex teams to build relationships with stakeholders at all levels in the business.
  • Detail approach to working collaboratively with teams to facilitate knowledge transfer.
Payment approach
Fixed price
Additional assessment methods
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. Please can you share your anticipated timetable from application closing date on 19th August for the following stages and contract completion ready to start work for 7th November? In particular, when do you expect stage 2 to be launched for proposals?
07/09 suppliers notified of stage 1 outcome
12/09 shortlisted suppliers will receive full statement of requirements and be invited to bid / launch of stage 2 proposal. This will be via the DfT e-sourcing portal (Jaggaer)
23/09 proposal deadline
17/10 shortlisted suppliers notified of stage 2 outcome
28/10 award contract to winning supplier, following standstill period

Please note that the timeline is subject to change at DVSA’s discretion.
2. Where SC clearance is required, are you able to facilitate this for suppliers? We note that suppliers would need to bear the cost of this, and would be grateful if you could confirm your current charges for processing SC clearance. This would help suppliers who do not have List X status to bid for this opportunity on a level playing field.
DVSA do not facilitate SC clearance, this must be arranged before entering any contract. To confirm, we do not require List X status to bid for this opportunity.
3. What additional information will be provided at the next stage to enable suppliers to quote on the requested fixed price basis?
Shortlisted suppliers will receive a full statement of requirements which will detail what the DVSA expect to see within the proposal and enable suppliers to quote accordingly.
4. Are you able to arrange access to stakeholders and users for the purposes of workshops and user research?
Yes, the internal project team will arrange meetings and interviews with relevant stakeholders and groups.
5. Are you content for supplier to cite private sector examples if they are relevant to the question?
Yes
6. Are you content for suppliers to include multiple examples to demonstrate breadth of experience, or do you require one example per question?
Suppliers can use more than one example to illustrate their experience, but should not exceed the number of words permitted for the response.
7. Does the fixed price of £315,000 cover the option to extend for an additional year or will the price be increased pro-rata if the option is taken up?
There is no option for an additional year. There is a possible one-month extension.
Budget is maximum for the total contract term including extension options.
8. 1. Approximately how many business stakeholders will be involved?
2. Approximately how many business systems are there?
3. Is there an incumbent already in place?
4. In choosing the 6 to go forward is this based solely on the shared criteria as the questions don’t quite align?
1. This is to be determined.
2. Approximately 60
3. No
4. Selection will be based on responses to the essential skills and experience and the nice-to-have skills and experience
9. For data sources within scope will there be consistent access to usage logs and query logs? i.e. will logs be accessible to Discovery that indicate the level of usage data sources and resources get, and will the queries made of them, e.g. SharePoint search logs, be available?
Access to relevant data will be provided.
10. We have noticed the questions say either “Detail your experience of” or “Demonstrable experience of”. Please can we check whether you want us to provide the standard 100 word single example response to each question, or whether for any of these you would prefer to have a response which includes shorter examples of multiple experiences?
Suppliers can use more than one example to illustrate their experience, but should not exceed the number of words permitted for the response.
11. Good morning
For the requirements 1 (essential skills), could you please clarify the term ‘data valuation’.
By data valuation, are you referring to gathering and selling data to other organisations OR gathering and valuing data crucial for the DVSA day-to-day operations?
For the context of this procurement, we define data valuation as identifying which data and information assets are most valuable in terms of business criticality, to DVSA
12. With reference to question 2, can suppliers apply for security clearance when they submit a proposal for this work or do they need to be shortlisted to apply for security clearance?
The requirement for SC clearance has been reviewed and as a result we intend to re-list the updated opportunity today (11/08/2022) and withdraw this current opportunity (12/08/2022). This will allow 24 hours for all applications to be transferred over to the updated listing.
13. Data Valuation: Do you wish to understand monetary value of your data (infonomics) or intrinsic value of data to the organisation?
For the context of this procurement, we define data valuation as identifying which data and information assets are most valuable in terms of business criticality, to DVSA
14. On clarification 2, thank you for the response “DVSA do not facilitate SC clearance, this must be arranged before entering any contract. To confirm, we do not require List X status to bid for this opportunity.”
If you are not able to facilitate SC clearance, it will make it difficult for suppliers who do not have List X status to bid as they cannot apply for clearance without a government sponsor. Might it be possible to arrange clearance through DfT?
The requirement for SC clearance has been reviewed and as a result we intend to re-list the updated opportunity today (11/08/2022) and withdraw this current opportunity tomorrow (12/08/2022). This will allow 24 hours for all applications to be transferred over to the updated listing.
15. Is there an incumbent supplier?
No, there is no incumbent supplier
16. Is there an expectation of a specific framework to be used by the supplier? DAMA, DCAM, or TOGAF?
No
17. Does DVSA maintain an up to date architectural map of business process domains and the major business assets that support them, as may have been produced for GDPR asset assessment?
This is currently in development. DVSA has a good knowledge of systems on an individual basis and also business services but not, necessarily, how they are architected together.
18. Does DVSA maintain a Configuration Management Database (CMDB) containing support contract and lifecycle information? If so, how complete is its coverage and how up to date are the contents of the CMDB?
We have a CMDB but it is still being built. As such the information contained is known to not be complete.
19. DVSA is referenced by AWS as a client moving from on site to in cloud applications. Approximately, how much of the estate has been or is currently on track to be moved to the cloud?
The vast majority of our estate is now cloud based. Only a few legacy systems remain on prem.
20. Will the provision of the consulting services prevent the selected supplier from providing products/services in any future related procurement (eg data discovery products).
No
21. Will the provision of the consulting services prevent the selected supplier from providing products/services in any future related procurement (eg data discovery products).
No
22. Does the department have or intend to purchase any discovery tooling for this consulting project.
No
23. Does the department have or intend to purchase any discovery tooling for this consulting project.
No
24. What is valuable data to DVSA?
a. Is there a list of documents / records that need to be classified?
b. Do you need to find where high risk / sensitive data is?
c. Do you need to find where confidential data is?
d. Do you need to find, clean-up or archive ROT (redundant, obsolete or trivial) data?
e. Or is a monetary value / ROI required for each document / record / classification?
For the context of this procurement, we define data valuation as identifying which data and information assets are most valuable in terms of business criticality, to DVSA
25. Is the goal of the discovery to find and classify data which is related to sustainability & autonomous vehicles?
For the context of this procurement, we define data valuation as identifying which data and information assets are most valuable in terms of business criticality, to DVSA
26. Can you confirm a list of repositories which need to be analysed? (e.g. filesystem, SharePoint, OneDrive)
a. Can you confirm how much data (TB) is in each repository type?
b. Can you confirm the total of data (TB) to be analysed?
This is an unknown
27. Can you give an estimation of the average file size of the total number of documents to be scanned
This is an unknown
28. The contract length was noted as – 5 months with the option to extend for a further 1 month, if required. What is expected during that time?
We expect the requirements, listed above, should be delivered within the five month contract period.
29. Once the discovery is complete, should the data also be remediated? (e.g. delete / move / hold)
a. If so, what action should be performed?
b. If a move is required, where should it be moved to?
The contract is to identify and understand which data and information assets are most valuable to DVSA.
30. In relation to the ‘Who the users are and what they need to do’ section;
a. Do you need to classify data based on department?
b. Or do you require a visual data flow map?
a. We would need to understand the users of the most valuable information assets
b. The best way to present the information is to be determined by the supplier and agreed as part of the onboarding process
31. Is a cloud or on-prem solution preferred?
DVSA is cloud first
32. Will the provision of the consulting services prevent the selected supplier from providing products/services in any future related procurement (eg data discovery products).
No
33. Does the department have or intend to purchase any discovery tooling for this consulting project
No
34. What is your preferred format for presenting the discovered documents/emails and do you require integration into an existing application/dashboard.
The best way to present the information is to be determined by the supplier and agreed as part of the onboarding process
35. Is the data to be classified held in clear text or is it encrypted – if encrypted can you supply details of methodology
Access to relevant data will be provided.
36. Would the offer require training to DVSA to run the discovery process themselves or are they look to MF to carry out the process and report back on the results
For the supplier to run the process themselves.
37. The budget is much larger than a typical discovery, can you provide a rationale for how you arrived at that?
The work is in two stages, discover the data that is most valuable to DVSA and to assess our maturity in managing that data.
38. Who from your team will be scoring applications for this opportunity and what positions do they hold?
Head of Data Management, Head of Data Engineering, Head of Data Science
39. Who from your team will be scoring applications for this opportunity and what positions do they hold?
Head of Data Management, Head of Data Engineering, Head of Data Science
40. Can you confirm if shortlisted suppliers will have the opportunity to present?
Shortlisted Suppliers will not be asked to deliver a presentation as part of this opportunity.
41. Has any external supplier been involved in the initial scoping work? If so, who?
No
42. • What regulations and frameworks does DVSA need to comply with?
• Is there an existing Data Classification scheme in place? If so, is it currently in use and/or enforced?
• What are the current platforms that data is stored on? On-premises file shares? SharePoint on-premises? Livelink? Other on-prem repositories? Any cloud services such as Office 365, etc.?
• Are any retention policies currently being enforced?
• What if any toolsets are currently in use to manage data lifecycle?
• What reporting, if any, is currently in place on data compliance?
Any recent breaches?
• For data and information – the public records act and the data protection act.
• No
• There are over 60 live functional systems which store data as well as O365 tools.
• Yes
• None
• We undertake data protection audit and assurance as well as IT health checks. These reports go to our Audit and Risk Committee
• None
43. When will this listing be withdrawn?
We are no longer accepting clarification questions for this listing. A new listing will be created and this one will be withdrawn on 12/08/2022