The Planning Inspectorate

IWPS Project Discovery

Incomplete applications

6
Incomplete applications
5 SME, 1 large

Completed applications

14
Completed applications
11 SME, 3 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 5 April 2017
Deadline for asking questions Wednesday 12 April 2017 at 11:59pm GMT
Closing date for applications Wednesday 19 April 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Discovery Phase for the Inspector Workforce Planning and Scheduling Project
Latest start date 08/05/2017
Expected contract length 8 weeks
Location South West England
Organisation the work is for The Planning Inspectorate
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The Planning Inspectorate requires a delivery partner to undertake a Discovery phase using Agile techniques.

The IWPS Project will take forward the exploration and delivery of people, process and technology change, using Agile methods. The first stage of this is to test the topics for improvement during a Discovery phase, producing a set of outputs that will identify the high level business requirements for the IWPS project and allow the Inspectorate to tender the opportunity for alpha and beta development.

Work must be completed in 8 weeks and is part of a wider Transformation Programme.
Problem to be solved Systems are hosted physically in the Inspectorate on unsupported and ageing hardware that is at risk of failure.

Processes need to be improved.

We need to run a Discovery Phase to identify the high level requirements and outputs for the project.
Who the users are and what they need to do Users and their needs to be defined in Discovery.
Early market engagement
Any work that’s already been done The Discovery phase has already begun, with a supplier exploring the “Inspector time recording” topic. This work was completed at the end of March 2017. The successful supplier for the rest of the Discovery phase will be expected to the use the outputs from the completed topic as an input into their work. They will not be expected to work with the suppliers of the completed topic.

A set of key questions has been identified for each topic to be considered in Discovery.
Existing team A transformation team has been formed to deliver the Transformation Programme and includes (but is not limited to):

PMO
Project Assurance
Communications
Commercial
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Bristol
Working arrangements Expenses will not be paid
Security clearance

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
  • Be well placed to provide the services required and has a proven track record for delivering results
  • Have the capacity to undertake the assignment within the desired timescales
  • Explain clear deliverables
  • Clafiry the level of resource required from within PINS
  • Have robust project management and quality control arrangements
  • Be innovative
  • Ability to present findings in a clear and concise manner
Nice-to-have skills and experience

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 10
Proposal criteria
  • Approach and methodology
  • How the approach or solution meets your organisation’s goals
  • Estimated timeframes for the work
  • How they’ve identified risks and dependencies and offered approaches to manage them
  • How they will engage with stakeholders
  • How they will define users and establish their needs and user stories
  • How they will identify constraints of current systems
  • How they will define blockers
  • How they will define the feautures of the MVP
Cultural fit criteria
  • Be transparent and collaborative when making decisions
  • Share knowledge and experience with other team members
  • Challenge the status quo
  • Work as a team with our organisation
  • Take responsibility for their work
Payment approach Fixed price
Assessment methods Written proposal
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. What level of output are you expecting from this project? A functional MVP or clearly defined user needs, journeys and design requirements? This piece of work is for Discovery only and excludes Alpha work so we would not expect to see anything like an MVP. If, however, you were able to create screen mock-ups in the time available to clarify requirements, that would be very positive.
2. I’m in need of some more detail around the size of the team and the technical capabilities you are expecting. We envisage 2-3 Business Analysts and maybe some additional resource to produce mock-ups depending what application they are planning on doing that in. It is however for the supplier to determine.
3. Do you have a budget in mind and has this been signed off and agreed? Yes, we do have a defined signed off budget which we will not be sharing with suppliers at this time.
4. Will all these questions be published on the marketplace so we can be confident with transparency? Yes, all questions sent to procurement@pins.gsi.gov.uk will be answered.
5. How many topics will be explored during this discovery? There are 8 Discovery topics:

Exploration of the Inspector role
Alignment of organisational structure to demand
Allocation of cases to Inspectors
Dealing with change
Planning and forecasting improvements
Inspector time recording
Management of work queues
Cost of Travel/Subsistence

The Discovery phase has already begun, with a supplier exploring the “Inspector time recording” topic. This work was completed at the end of March 2017. The successful supplier for the rest of the Discovery phase will be expected to the use the outputs from the completed topic as an input into their work.

A set of key questions has been identified.
6. Are you happy for the supplier to work remotely and come to Bristol for the organised key events of the projects e.g. kick-off, stakeholder interviews, workshops and more? The supplier will be expected to spend the majority of their time in our headquarters in Bristol but may work remotely at times i.e. for preparation work/report writing.

Working styles will be developed over the contract period.
7. Please could you share why you are retendering for the rest of Discovery? Do you anticipate that the supplier who conducted the phase of work into exploring the "inspector time recording" topic will also be tendering for this work? We have not previously tendered the entire Discovery phase.

The successful supplier for the rest of the Discovery phase will be expected to the use the outputs from the completed topic as an input into their work. They will not be expected to work with the suppliers of the completed topic.

The supplier who undertook the initial Discovery Phase may tender for the opportunity and if they do, they will be evaluated alongside all other suppliers. Please be assured that we will ensure fairness and transparency at all stages.
8. I have submitted a question through the digital marketplace but this has not been published. Is there an issue? Yes, there seems to be a problem as no questions have filtered through to us. If you have a question please e-mail it direct to: procurement@pins.gsi.gov.uk and I will ensure it is posted with a response for all to see.
Sorry for any frustration caused.
9. Will the budget be released to shortlisted suppliers prior to the preparation of the proposals? No.
10. Please could you release a copy of the "Inspector time recording" discovery report? Not at this time.
11. Will there be a more detailed brief released to shortlisted suppliers prior to proposal preparation? Yes.
12. Please can you clarify what is meant by "Be Innovative". are you referring to ideas for solutions? or approach to the discovery phase? We encourage innovation in any form, including those referred to above.
13. Please can you clarify what MVP stands for? Minimum Viable Product. More information can be found here:

https://www.gov.uk/service-manual/agile-delivery/how-the-discovery-phase-works
14. Are you looking for a single resource to lead and manage an existing team for the discovery phase or looking for a team to deliver as a discrete work package? We are looking for a team to deliver the Discovery Phase as a package.
15. The assessment method states a proposal. Will selected suppliers be invited to submit proposals after this initial set of criteria questions? Yes, shortlisted suppliers will be invited to submit a proposal and evaluated against the criteria provided.
16. Can you give an indicative schedule on the proposal and any further stages, if any, such as presentation or interviews? Shortlisted suppliers will be invited to submit a written proposal and will be provided with 10 days to do so. We do not envisage that there will be any presentations or interviews at this stage.