Her Majesty's Prison and Probation Service (HMPPS) (Previously NOMS)

Digital & Technical Implementation Support for HMPPS Electronic Monitoring

Incomplete applications

3
Incomplete applications
2 SME, 1 large

Completed applications

11
Completed applications
8 SME, 3 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 3 April 2017
Deadline for asking questions Monday 10 April 2017 at 11:59pm GMT
Closing date for applications Monday 17 April 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Opportunity with the high-profile, Ministerial-prioritised Electronic Monitoring Programme (EMP) delivering an improved electronic tagging system for England and Wales. EMP aims to enhance the current curfew offering with the ability to track location and to monitor exclusion and inclusion zones. This additional capability will enable sentencing reforms delivering critical savings.
Latest start date 01/05/2017
Expected contract length Up to 24 months
Location London
Organisation the work is for Her Majesty's Prison and Probation Service (HMPPS) (Previously NOMS)
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done HMPPS is working with 4 suppliers to deliver an integrated solution for the provision of Electronic Monitoring of offenders in England and Wales. As well as transitioning from legacy RF devices, the programme will deliver new GPS devices for location monitoring. We require a team to reside within our Implementation function to: -Work with the Design and Systems Assurance teams and suppliers in the implementation of various systems -Implement service management systems and processes necessary for HMPPS to support the implemented supplier solutions -Implement the transition of systems and services into the HMPPS Electronic Monitoring service.
Problem to be solved We require a team of Project Managers with a variety of specialist digital technical implementation experience to support the Implementation function in delivery of the suppliers’ systems and HMPPS services into service readiness, live launch, and ongoing support. Initially, we wish to commence the project with a Senior Project Manager and a Junior Project Manager, and scale up the team as we progress through the project/contract. We anticipate building the team to 3-4 Project Managers, with the ability to flex our team size in response to fluctuations of workload.
Who the users are and what they need to do The Programme Goals: -Replace the existing curfew tag provision with current technology which can support equivalent services at reduced costs. -Introduce new GPS monitoring capability to improve the range of subject monitoring and drive greater efficiency and effectiveness. -Introduce a new case management system and portal that is accessible to all business users. -Build a robust and scalable operational service that is able to accommodate other tags and types of electronic monitoring in the future. -Optimise the benefits to be derived from each of the four selected suppliers as well as from the collective whole.
Early market engagement
Any work that’s already been done
Existing team The Implementation team is a small team comprising of implementation specialists and project managers. The members of the team are expected to work closely together and support each other across a range of activities to be performed over the life-cycle of the programme. The Implementation team will also work closely with other HMPPS functions such as Design, standards and assurance, commercial, business change and PMO. Externally the Implementation team will build close working relationships with peer groups in the supplier organisations.
Current phase Not applicable

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Clive House, 70 Petty France, London SW1H 9EX with some travel to other sites in the UK
Working arrangements Team will operate under the direction of the Implementation Manager, to manage and coordinate the technical delivery of a number of the 3rd party suppliers and the service management function. The Implementation function is part of a programme team which also includes programme management, design, testing, commercial/legal, policy and business change functions.
Security clearance CTC/SC (or ability to have clearance to this level by June 2017)

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
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.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Working in a complex integration within public sector multi-stakeholder environment with extensive formal governance requirements.
  • Demonstrable experience of successful implementation and integration of complex and innovative technology systems using waterfall and agile approaches.
  • Experience of the delivery of system and service integration between a number of suppliers in a multi-supplier model, working effectively with Design Authority and Service Assurance teams.
  • • Come via an established provider, with experience in the areas covered in the experience section above, to provide additional advice from the organisation if required to support the individual
Nice-to-have skills and experience
  • Experience of working with justice and/or on a mixed government/private sector programme desirable.
  • Possess the ability to communicate complex technical ideas to non-technical audiences
  • Strategic influencing and negotiation skills
  • Encourage cross business and supplier collaborative working
  • Provide consultative input and support to the core governance and assurance processes deployed on the programme.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Provide relevant case studies for the proposed team, identifying the individuals to each case study. Provide contact details of the case study reference.
  • Explain the Value Proposition; value for money, how the proposal will optimise costs, and generate savings.
  • Describe how you intend to maintain quality and speed of delivery, the measures, the evaluation criteria, and the team performance ensuring continuous improvement
  • Propose your approach for ensuring knowledge transfer in conducted during project closure.
  • Provide a copy of the proposed team structure; including CVs of members.
Cultural fit criteria
  • A flexible, personable individual with the ability to work with colleagues at all levels in an organisation, including dealing with deep technical experts and with senior stakeholders.
  • An energetic “can do” attitude, able to anticipate potential risks/problems and develop and build buy-in to resolve them.
  • Strong personal presence and ability to gain credibility rapidly in a new environment.
  • Strong sense of collaboration and partnership
  • Ability to work productively with mixed teams of public and private sector staff and with suppliers, to develop consensus and building collective solutions that meet business requirements.
  • Commitment to the principles of openness, honesty and integrity, taking responsibility for their own and their teams actions, and exercising professional judgement in decision-making and escalation.
  • Strengths in engagement, persuasion and negotiation with senior stakeholders and decision makers and with suppliers at both technical and commercial level.
  • Highly resilient, able to work under sustained pressure.
  • Strong commercial, negotiation and influencing skills, with an excellent appreciation of commercial levers and how to use them.
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. *PROPOSAL DOCUMENT TEMPLATE* Please find the Proposal document template here: https://docs.google.com/document/d/1zScHQiYjIFtcHCXFaAW9NM_5_wUeyZls94siESS-Yrg/edit?usp=sharing
Submission deadline: 9am Tuesday 18th April. If you have any questions, contact kiah_rose.sheppard@justice.gsi.gov.uk
2. Hello, the opportunity states that the expected contract length is up to 24 months. Is there a minimum contract length available please? Thank you SOW001 will likely be dated for 6 months. We are willing to discuss this further during the evaluation stage.
3. Hello, please can you tell me what time the opportunity submission is due on 17th April 2017? Thank you. The online portal application deadline is Midnight Monday 17th. Please send the Proposal document to kiah_rose.sheppard@justice.gov.uk by 9am Tuesday 18th.
4. "Please also provide contact details of the case study reference"

- Is this supposed to be the contact details of the company or the individual who worked on the case study?
Please provide the contact details of the Company where the work completed during the case study took place.
5. "Identifying the individuals to each case study"

- If we have recently employed a new PM, can their case study be previous to joining the company?
Yes, that is fine. Please highlight this if so.
6. "Provide a copy of the proposed team structure, including CVs of members"

- How many pages can we submit for the CVs section?
We do not limit the length of CVs.
7. "Propose your approach for ensuring knowledge transfer in conducted during project closure"

- What is the maximum word limit?
350 words.
8. 'Up to 24 months'

- Can you clarify if we are forecasting our work for the full 24 months?
- Can we consider an initial engagement of 120 working days and provide indicative costs based on 120 days?
Our first SOW002 is likely to be six months in duration. Although we have not specified in which format we request you to provide indicative costs, it's worth noting that it is highly likely we will wish to agree prior to Contract start a set of fixed day rates, unless there is a preferable alternative.
9. We understand that the budget is capped.

- Please would you be able to provide a view of your budget for this project so we can calculate potential savings?
We are not willing to share our budget at this stage.
10. Shall we submit the template to "kiah_rose.sheppard@justice.gsi.gov.uk"?
Or respond to the questions through digital market place?
Or do both the template and questions need to be completed?
Please respond to the Skills & Evidence template via the digital marketplace application. This will be evaluated during shortlisting. The proposal sent through to kiah_rose.sheppard@justice.gov.uk will be used during evaluation.
11. "The closing date is 17/04/2017"

- When can we expect to hear feedback?
Our turnaround time for feedback shall depend on the volume of responses. Either way, we will aim to complete shortlist and evaluation, and provide feedback for both stages, as soon as possible. Once we are aware of the volume of response, we'll clarify timescales.
12. What budget range do you have in mind for the tender? We do not wish to publish our budget range at this stage.
13. Within the proposal document you have requested for cvs for Senior business analysts and business analysts; are they required to have any essential skills and experience to be considered? if yes, kindly let us know what these are. This request was made in error and has since been updated. We are focusing solely on Project Managers within this requirement.
14. Is there an incumbent supplier for this opportunity? This is a new requirement.
15. Is this inside or outside IR35? We are yet to complete an IR35 assessment, but will confirm as soon as we have.
16. We would like to understand whether the Technical Designs are completed, and whether the Business Requirements are understood. We would also like to understand whether the Programme Management, Policy and Business Change functions are already in place, and are suitably mature. The Technical Designs are completed, but there may be need for revision through a change process to accommodate changes. The Requirements were completed for the current design, and will also be subject to further change and revision. Programme Management, Policy and Business Change functions are already in place, and are suitably mature.
17. We would also like clarification whether there is any planning/support resource in the team, such as PSO's. The PSO resources are in place and provide support to the programme.
18. We would like to understand what the make up of the implementation team looks like with regards to roles and skillsets. Implementation Workstream Lead is the only role currently staffed. All Implementation roles will work under the direction of the Implementation Workstream Lead. The structure and size of the required Implementation specialists will flex to meet the programmes agile approach to delivery.
19. We would also like to understand how the team fits into the organisation structure with the Implementation Manager, The Project Manager role that was previously advertised through DOS Specialists, and what is driving the desire for a Senior PM and a Junior PM. The implementation function of the programme resides within the Implementation Workstream. This workstream requires a number of specialist roles to meet the requirements of the programme. Some of the roles will be for project managers with specialist areas of knowledge and experience, others will be for subject matter experts and other specialist to support implementation. The desire for a senior and junior role is so that appropriate skills and experience can be used for specific implementation activities maximising value for HMPPS.