Awarded to Deloitte LLP

Start date: Tuesday 30 May 2017
Value: £50,000
Company size: large
Department for Infrastructure, 11 Northern Ireland councils and Regional Property Certificate Unit.

Department for Infrastructure - New planning portal IT system – Discovery exercise

10 Incomplete applications

7 SME, 3 large

10 Completed applications

4 SME, 6 large

Important dates

Published
Friday 21 April 2017
Deadline for asking questions
Friday 28 April 2017 at 11:59pm GMT
Closing date for applications
Friday 5 May 2017 at 11:59pm GMT

Overview

Summary of the work
Please see attached link for full summary of work.

https://www.finance-ni.gov.uk/publications/pre-discovery-exercise-report-dfi-tender
Latest start date
5th June 2017
Expected contract length
8 - 12 weeks.
Location
Northern Ireland
Organisation the work is for
Department for Infrastructure, 11 Northern Ireland councils and Regional Property Certificate Unit.
Budget range
The budget for this procurement is estimated to be £200,000 (excl VAT).

Summary of the work:

The purpose of the Discovery exercise is to identify the scope of a refreshed digitised planning service for Northern Ireland, to be used by both the Department and local government.
The contractor will identify the system requirements for a refreshed digitised planning service in the form of a detailed product backlog, data migration & costs, interaction / integration with existing council systems, and consideration of key constraints.

About the work

Why the work is being done
The objective of the Northern Ireland planning system is to secure the orderly and consistent development of land whilst furthering sustainable development and improving well-being. The current Northern Ireland planning portal underpins and supports this objective. The contract for the current planning portal expires 31 March 2019. This Discovery exercise is needed to ascertain user requirements and options for a new planning portal IT system that will effectively serve the new two-tier planning system. The Discovery needs to be completed no later than the end of August 2017.
Problem to be solved
The contract for the current planning portal expires on 31 March 2019. Work needs to begin now on identifying user needs and options for any replacement portal IT system (for the Department, the 11 councils and the Regional Property Certificate Unit). Without an effective planning IT system, planning cannot operate efficiently and effectively.
Who the users are and what they need to do
As a council and Departmental member of staff I need to be able to: process planning applications and consents (including enforcement); see GIS maps and layers; run reports and monitor performance across the planning system. As a consultee I need to be able to input consultee responses to the planning system. As a planning agent and / or member of the public I need to be able to input and access planning applications online. As a member of council staff I need to be able to process property certificates for solicitors.
Early market engagement
Any work that’s already been done
A pre-discovery exercise was undertaken recently (report issued June 2016), which recommended that, in order for stakeholders to agree a way forward, councils and the Department should work collaboratively to complete a comprehensive Discovery exercise. Outputs from the pre-discovery exercise are available to all bidders by clicking on the link below.

https://www.finance-ni.gov.uk/publications/pre-discovery-exercise-report-dfi-tender
Existing team
The provider will be expected to work closely with a team within the Department for Infrastructure and staff from both councils (including the Regional Property Certificate Unit) and the Department as product owners and subject matter experts.
Current phase
Discovery

Work setup

Address where the work will take place
The provider will be expected to work on a full time basis with all other business users and stakeholders, initially, in the Department for Infrastructure, Clarence Court, Adelaide Street, Belfast. The provider will be expected to travel as required across N. Ireland in order to conduct stakeholder consultations.
Working arrangements
The Discovery team will be a cross-functional, multi-disciplinary team in order to produce a product backlog and user stories that will articulate the scope of requirements. The provider will also be required to contribute to the business case for development and implementation by providing costed delivery options and timeframe for development. The provider will be expected to work on a full time basis, 5 days a week. All necessary additional costs such as flights, day to day travel, subsistence and accommodation costs must be included to establish total cost of engagement.
Security clearance
All staff will require basic security clearance before contract award.

Additional information

Additional terms and conditions
Any and all outputs produced from the Discovery exercise will be considered to be the property of the Department for Infrastructure and must be stored in an agreed digital location, accessible at all times to the Department, during the Discovery exercise and when it is completed the access to and IP rights arising will become the sole property of the Department to reproduce or distribute at its sole discretion thereafter......

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
  • Demonstrable level of experience in delivery of successful Discovery outcomes to support complex service and technology needs, including undertaking service design (8.61%).
  • Demonstrable experience of designing an overall delivery approach from solution architecture and service design (5.88%).
  • Demonstrable experience of carrying out user research with a diverse mix of users and stakeholders (3.78%).
  • Demonstrable experience of facilitating public service teams, particularly those with no experience of the Discovery process (2.73%).
Nice-to-have skills and experience
  • Can demonstrate experience of planning-related IT projects.
  • Experience of delivering similar Discovery projects that are under time and budget constraints.
  • Demonstrates a clear understanding of the complexities of the NI planning environment and has experience of working within the NI planning environment or a similar environment.
  • The Supplier must be registered on eTendersNI (https://etendersni.gov.uk/epps/home.do).
  • Must be registered on eTendersNI under CPV codes: 48000000-Software package and information systems and

How suppliers will be evaluated

How many suppliers to evaluate
6
Proposal criteria
  • How the proposed solution will meet user requirements, including approach and methodologies (15.51%).
  • Proposed deliverables, timeline with expected activities and outputs, and clearly defined roles and responsibilities (12.21%).
  • How risks and interdependencies have been identified and how these will be managed (5.28%).
  • Detail all costs (excl VAT) to meet the project requirements, including staff rates and days. Costs must include all travel and subsistence costs (40%).
Cultural fit criteria
  • How the team will work with staff and stakeholders at all levels (2.04%).
  • How the team will encourage a collaborative approach to problem-solving (1.98%).
  • How the team will share knowledge and experience with other team members (1.98%).
Payment approach
Capped time and materials
Assessment methods
Written proposal
Evaluation weighting

Technical competence

54%

Cultural fit

6%

Price

40%

Questions asked by suppliers

1. Can you please confirm that you will be responding to clarification questions before the 4th May? Kind Regards
All clarification questions that have been received to date are with the authority for responses. They will be published in near future and this will be before the 4th May.
2. Can you confirm if you are seeking the development of a new, bespoke, open source solution?
The Department has made no decision on what the solution will be. This commission is seeking to understand user needs and the options for a new planning IT system.
3. 1. Please can you confirm whether the successful bidder for this opportunity will or will not be precluded from bidding for any follow on procurement for the actual planning portal/system.

2.Can you please advise whether the successful supplier, awarded this contract to deliver the Discovery Exercise phase, would be subsequently precluded from bidding the final tender for the New Planning Portal IT system phase when it is published.

3. Would being involved in the pre-discovery or discovery phase of the project preclude a supplier from bidding for the actual development project?
As mitigating action has already been put in place - see below - the successful bidder will not be precluded from bidding for the procurement of the actual planning portal/system.

Any and all outputs produced from the Discovery exercise will be considered to be the property of the Department for Infrastructure and must be stored in an agreed digital location, accessible at all times to the Department, during the Discovery exercise and when it is completed the access to and IP rights arising will become the sole property of the Department to reproduce or distribute at its sole discretion thereafter......
4. Why was the previous opportunity abandoned without an award?
The previous opportunity was abandoned without an award due to an issue with the transparency of information dissemination during the procurement process. This has now been rectified and a complete version of the pre-discovery exercise report with the information commercially sensitive to the Department redacted at its discretion and has been made available to all interested suppliers.
5. We assume that this discovery phase will be followed by a tender competition for the implementation of the Planning Portal IT System. Can you state whether or not the successful vendor for the Discovery Exercise will be excluded from any subsequent tender competitions for the implementation of the Portal? Thank you.
As per response in question 3.