Food Standards Agency (FSA)

FSA540 - Delivering a digital Food Standards Agency: Internal Services Transformation

Incomplete applications

12
Incomplete applications
7 SME, 5 large

Completed applications

16
Completed applications
9 SME, 7 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 19 May 2017
Deadline for asking questions Friday 26 May 2017 at 11:59pm GMT
Closing date for applications Friday 2 June 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work We would like to engage a strategic supplier to support us as we transform our internal digital services over the next two years. The supplier will need to be able to deliver at all stages, from discovery through to live.
Latest start date Monday 10 July 2017
Expected contract length This is a call-off contract for up to 24 months.
Location London
Organisation the work is for Food Standards Agency (FSA)
Budget range The budget range for this call-off contract is between £500,000 and £1.5m (excl VAT) For the purpose of evaluation, please cost against work required for Work Package 1: https://docs.google.com/document/d/1esHkfoIcE8sIUr209jtK5rLswIEnesQFswn0tSxZxtw/edit?usp=sharing

Separate day rates for each role should also be supplied. Subsequent Statements of Work will be agreed on fixed price, capped price, or T&M basis with agreed phases and deliverables

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Here at the FSA, we are working on a number of programmes to transform how we engage with and regulate the food industry, overhaul our digital services, and support our people to deliver outstanding outcomes. These programmes have already begun to identify emerging needs that will need to be addressed by changes to, or the development of, internal digital services. To be able to deliver against these at pace and scale, we would like to engage a strategic supplier to support us over the next two years.
Problem to be solved We are committed to 'Delivering a Digital FSA', seizing the opportunities that digital offers us to work more productively and efficiently, and improve the way we deliver services. We have a number of programmes exploring various areas of our work. As these programmes progress, we will need the ability to understand opportunities, identify internal user needs, and where digital can address them - deliver changes to existing or develop new digital services.

Our first Work Package under this call-off contract outlines the problem to be solved in relation to our Ways of Working. Details can be found here: https://docs.google.com/document/d/1esHkfoIcE8sIUr209jtK5rLswIEnesQFswn0tSxZxtw/edit?usp=sharing
Who the users are and what they need to do As an FSA person I need to access digital services that allow me to:

Find and access knowledge and information across the organisation and with our delivery partners

Perform tasks essential to my role as easily as possible

Carry out my work from any location, using any device

Work as productively and efficiently as my technology options do at home
Early market engagement
Any work that’s already been done We have carried out extensive discovery into the needs of our people.
This has resulted in the need to develop a digital workplace (the first work package under this call-off contract).
We have developed UI and UX protoypes for the digital workplace.
Existing team The team will be expected to work as an independent team, but will be supported by members in FSA Digital, Data, and IT teams.
Current phase Alpha

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Aviation House, London
Working arrangements We are flexible about the location of the team, however expectation is that the team will attend key meetings and sessions in FSA offices.

The team will need to work openly and collaboratively on digital channels, for example slack.
Security clearance Baseline clearance (BPSS) with the signing of a non-disclosure agreement (NDA)

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Suppliers should note that this is a two year call-off contract during which time Work Packages will be release to the successful supplier.

There is no guaranteed volume of work or minimum contract value during the operating period of the call-off contract.

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
  • Proven ability to lead and coach public sector organisations through the digital transformation process aligned with the Digital by Default standard
  • Demonstrable experience of delivering successful discovery, alpha and beta outcomes to support complex digital transformation
  • Demonstrable experience of working with users and internal and external stakeholders at all levels in complex political environments
  • Demonstrable experience of carrying out research with a diverse mix of users including those with low digital literacy and assisted digital needs
  • Demonstrable experience of carrying out user research remotely, using digital tools where appropriate
  • Demonstrable experience of delivering new innovative solutions to increase levels of digital literacy
  • Demonstrable experience of building on and maximising existing architecture and integrating it with new solutions as part of alpha and betas
  • Demonstrable experience of scaling the team to lead on further discoveries alongside alpha and beta projects if required
  • Demonstrable experience of successfully delivering full end-to-end service design from discovery to live
  • Full understanding and demonstrable experience of research methodologies and data collection techniques for complex, high-volume digital services
  • Demonstrable experience of using the outputs of Discovery, Alpha and Beta to set the appropriate scope of delivery and savings for each of the next stages
  • Able to start delivering the first work by 10 July 2017 at the latest.
Nice-to-have skills and experience
  • Strong experience of delivering projects in-line with the Government Digital Service’s Design Principles and Digital Service Standard
  • Demonstrable experience of mapping an organisation's workforce against the digital inclusion scale
  • Demonstrable experience of helping organisations navigate through change, both in technology and ways of working

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Please respond against the first package of work here: https://docs.google.com/document/d/1esHkfoIcE8sIUr209jtK5rLswIEnesQFswn0tSxZxtw/edit?usp=sharing
  • Technical Solution
  • Approach and methodology
  • How the approach taken will meet FSA people's need
  • How the technical solution will meet the OWOW objectives
  • Estimated timescales for the work
  • How you have identified risks and dependencies and offered approaches to manage them
  • Team structure and profile of proposed contributors
  • Value for money
Cultural fit criteria
  • Experience of successful collaborative working as part of a multi supplier delivery team sharing knowledge within the team and be transparent and collaborative when making decisions.
  • Able to challenge the status quo and use persuasion skills to achieve business buy-in
  • Bring agile mindset and principles into practice
  • Ability to engage with various types of stakeholders, understanding their level of technical literacy and adapting behaviour/communications accordingly.
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

55%

Cultural fit

15%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. What roles do you expect to come during this two year period? We anticipate that we will need to be able to bring a range of service delivery roles during the two years to work on specific projects as needs emerge. Teams will need to be able to deliver end to end internal services at all stages, discovery through to live. Types of roles include user researchers, service delivery managers, scrum masters, UX and UI designers, developers, technical architects, as well as people who can help advise on our strategic vision and roadmaps.
2. Could you please confirm what form of response you are looking for on Friday 2 June. Is it: - A response to the Skills and Experience questions? - A full commercial response based on Work Package 1, and if so would you be open to extending the deadline given that answers to questions may not be available until June 1st? - Something else (please specify)? For the avoidance of doubt – interested suppliers are only required to submit a completed Skills and Evidence template by the deadline of 2nd June 2017.

These templates will be evaluated, with the three highest scored suppliers being invited to submit a written proposal against the specification for the first package of work which will be evaluated against the published criteria.
3. What is your definition of 'Technical Competence' (35% of evaluation weighting)? Is it: - Based purely on competence in implementing (e.g. deploying, configuring and customising, based on work done in Discovery and Alpha) Office365 / SharePoint? - Broader than this, and if so what might you consider relevant (e.g. other technologies, broader business and cultural change, etc? ) Further to this, will this be based on the competence required for Work Package 1, or including those required for other packages that may be in the scope of the call-off contract? Under the DOS framework agreement, Technical Competence is defined as the combination of scores from the skills and evidence templates and the written proposals from the 3 shortlisted suppliers.

The evaluation criteria for the written proposals for the first package of work are listed under ‘Proposal criteria’ of the published requirements.

The two year call-off contract will be awarded to the supplier who achieves the highest overall score in relation to the first package of work.
4. Is the scope of Work Package 1 purely about technical delivery (e.g. based on delivering the user needs and designs developed during Discovery and Alpha using the technical platform of Office365 / SharePoint) or about a broader business change (e.g. delivering a technical solution, but also delivering cultural and behavioural change and ultimately the desired business outcomes)? At this stage, the scope of Work Package 1 is purely about building, testing and iterating the digital workplace ready for launch in Q3 of 2017. So yes, technical delivery based on delivering the user needs and designs developed in the Discovery and Design phases using 365. The supplier will need to be aware of and feed in into the wider cultural and change management work, where valuable, but will not be leading it.
5. What might the content and objectives of work packages subsequent to Work Package 1 but within the scope of the call-off contract be? We ask, as this might reasonably affect the approach to delivering Work Package 1 in such a way as to be aligned with them. At this stage we have not considered in detail what subsequent work packages will include. The FSA is however on the cusp of significant change, as is the industry that we regulate. We certainly anticipate that the digital workplace will not be the only internal digital service we work on.

Based on current conversations, future work might include expanding the digital workplace/developing new services to our delivery partners, for example local authorities. However, we wouldn’t seek to build a new service in the first instance. Future work packages will most certainly be discoveries into new areas.
6. Would we be correct in assuming that the budgetary envelope of £198K for Work Package 1 excludes licensing costs for Office365, SharePoint and any other relevant software packages / SaaS offerings? Yes the budget envelop excludes 365 license costs and other SaaS offerings.
7. Can the InVision UI designs for Work Package 1 be made available to bidders, in order to inform scope, approach and costs? This will be provided to the shortlisted 3 suppliers
8. Can the User Needs for Work Package 1 be made available to bidders, in order to inform scope, approach and costs? This will be provided to the shortlisted 3 suppliers
9. What do you expect the response to cover - Essential and Nice-to-have skills and experience or Proposal done according to the work package document requirements? This tool supports the first, while it seems quite hard to provide the latter through this media. Please clarify. Please see response to question 2

Suppliers are only required to complete their skills and evidence templates at this stage.

Suppliers of the top three scored skills and evidence templates will be invited to submit a written proposal against the specification for the first package of work, and present this on 28th June 2017.
10. What existing FSA personnel resources (not just IT) could be made available to actively participate; a. What skills? b. How much time could they allocate to the project? FSA Digital is a newly established team. We are currently very small, but growing quickly. While we are growing, we will need the supplier to able to provide a full service team for work package one, and individual roles to scale our team to deliver future packages. That said, we will always provide a product owner, and key FSA people working on business change, tech and digital projects. The product owner will be involved in all stand ups (physical or remote), key show and tells and sessions.
11. What is the FSA’s current mobile device and remote working capability? Mobile devices: 670 iphone and Android devices.32 tablets.
All laptops have remote working capability: 750
12. Does the FSA, in the scope of this project, anticipate a growth in the number of: a. Laptop users? b. Mobile users? Yes, we do expect the number of mobile devices to increase – could be as high as 1,100.
The laptops will increase to 790. This could, conceivably, go as high as 1,100.
In other words there is the potential for all staff to have a mobile device and laptop.
13. Will the award be to one supplier or multiple? The skill set required for Work Package 1 is different to those needed that will presumably be needed for subsequent packages, will new Work Packages be posted through DOS? The award will be for a single supplier call-off agreement.

Please see the response to Question 5 with regard to the skill sets for subsequent work packages.
14. Will the award be to one supplier or multiple? The skill set required for Work Package 1 is different to those needed that will presumably be needed for subsequent packages, will new Work Packages be posted through DOS? The award will be for a single supplier call-off agreement.

Please see the response to Question 5 with regard to the skill sets for subsequent work packages.
15. Could you pls describe your working environment in terms of digital skills & digital maturity including whether there are pockets of good practice to broaden out Within the small FSA Digital team we have lots of experience in delivery agile projects, with high levels of digital maturity. Across the FSA, we have a diverse workforce, and our people are at different points on the digital inclusion scale. Around half our people work in operations. Many staff will be new to 365, which will be rolled out in the coming months. We have pockets of good practice, with high digital maturity, that we want to expand. We have nearly 100 staff who are keen to be part of the growing digital energy in the organisation.
16. In relation to work package 1 - What is the migration scope you wish the suppliers to consider? Can you specify the volume of customised sites? The FSA currently operates its intranet on a heavily customised on-premise SharePoint 2007 environment. It is not envisaged that any existing content will needed to be migrated. We are however in the process of carrying out a content analysis across our existing infrastructure. At most, the FSA will look for the supplier to provide the tooling to assist with a selective migration of data if absolutely needed.
17. In relation to work package 1 - Can you provide more detailed requirements explaining how you expect iTrent to integrate with Office 365? Office 365 / SharePoint Online accesses user personnel data for AD. The FSA currently uses the iTrent (Payroll/HR system) as the authoritative source of personnel data. The FSA would like the supplier to assist with automating a sync of personnel data from iTrent into AD. It is not expected that this sync will need to be real-time, daily updates would suffice.
18. In relation to work package 1 - Would you expect Office 365 infrastructure to be deployed by the supplier or would this be commissioned by the FSA IT team? The FSA IT team will deliver the Office 365 infrastructure including a raw provisioning of SharePoint Online. The supplier will be required to complete the provisioning and configuration of individual SharePoint sites, integration of key services to allow a fully functioning digital workplace (people search built on AD, document collaboration, yammer, video) etc.
19. What is the look, size & shape of the FSA digital workplace aka Enterprise Business Architecture Model? 2) How will this work connect to your logical model? 3) We can help with your “employee stories” which enables them to run POCs and then scale up to operationalise? 4) Will it be ok to partner with another company? Response - Part 1

1) The digital workplace will be an FSA-wide collaborative workplace built on sharepoint online. The FSA has 1,100 employees all of whom will use it. This piece of work is for the supplier to work with us to create the appropriate architecture for the digital workplace, as part of the alpha.

2) As you can see from above, the logical model will be part of your design.
20. What is the look, size & shape of the FSA digital workplace aka Enterprise Business Architecture Model? 2) How will this work connect to your logical model? 3) We can help with your “employee stories” which enables them to run POCs and then scale up to operationalise? 4) Will it be ok to partner with another company? Response - Part 2

3) Absolutely! Rather than making all Office 365 components available in one go, which will be overwhelming to our teams, we will be using the digital workplace to hide some. We absolutely want the supplier to help with FSA people stories, identify key areas in the department that can test alphas/further components, then roll these out wider in further iterations of the digital workplace.

4) We are fine with partnering as long as the DOS supplier holds the sub-contract.
21. Hello FSA team. We don't have all the specialisms you call out in the above questions in-house. Instead, we are very strong in most of the non-technical disciplines, but have a strong network of developers and technical architects we can call upon - or we work with other agencies or client teams. Could there be a role ongoing in another DOS opportunity for us as part of helping FSA build their own skills and teams, or augmenting other suppliers? Or is this the only planned work package relating to Delivering a Digital FSA? Hello! We certainly anticipate other opportunities relating to delivering a digital FSA. These have not been fully scoped, but we are considering areas around business change and digital skills.

For this call-off contract, which is very much about the development of internal digital services, we are happy for suppliers to partner as long as a single DOS supplier holds the sub-contract/s and all contingent contractual liabilities