HM Courts and Tribunal Service (HMCTS)

HM Courts and Tribunal Service (HMCTS) - Alpha, Beta and Live RFM-TD-005

Incomplete applications

0
Incomplete applications

Completed applications

38
Completed applications
24 SME, 14 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 17 June 2016
Deadline for asking questions Friday 24 June 2016 at 11:59pm GMT
Closing date for applications Friday 1 July 2016 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work HMCTS digital transformation projects for HMCTS services and wider reform programme projects.
Latest start date 15/08/2016
Expected contract length 2 years. The first SOW will be for a 3 month duration with other SOWs developed over the term.
Location London
Organisation the work is for HM Courts and Tribunal Service (HMCTS)
Budget range Suppliers should note that proposals are assessed on DOS using the cheapest price. For this requirement we will be using this methodology but applying it against the average day rate of the roles proposed to compare bids on a like for like basis.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done HMCTS is undergoing an extensive reform programme which is being enabled by a large technology stream. Typically our current services are supported by paper based processes with large transaction volumes (+100k). The main objective of the workstream is to ensure that the products and services developed by the Programme fit within a coherent integrated architecture which maximises reuse across the services. The programme will deliver an end-to-end digital service for users enabling them to start a case/ application online, progress their case online, and for HMCTS to decide the case online where applicable.
Problem to be solved The reform service model will introduce flexible, proportionate, digital services and reduce our reliance on paper and physical hearings. It will reduce delays and provide swifter, more certain justice ensuring our civil courts are accessible and offer a quality service to all. We need a new end to end digital service to be developed in an agile method (aligned to the Government Service Design Manual). The new service must align to users needs and deliver value quickly/early. Technical components (microservices architectures) will be used on other projects and suppliers will be expected to embed their use across the reform programme.
Who the users are and what they need to do Examples include the following:
1) As an applicant I need to submit and track my case online, with an option to opt into online hearings so that the process is delivered efficiently.
2) As a HMCTS admin I need to track appeals and manage hearings so that the process is delivered efficiently
3) As a member of the Judiciary, I need to access all relevant information so that I can make an appeal judgement
4) As another government department I need to submit/transfer the relevant evidence so that HMCTS have all the relevant information
Early market engagement N/A
Any work that’s already been done Background information can be found at the following link:
https://drive.google.com/open?id=0B4eDY_xs4OAtX2loUTVVbGpjWHc
Existing team The following team is in place for Discovery and Alpha provided by multi-vendors and operating as a rainbow team:

Delivery Manager (1.0 FTE)
Service Manager (1.0 FTE)
Technical Lead/ Architect (1.0 FTE)
Business Analyst (1.0 FTE)
User Researcher (1.0 FTE)
Content Designer (1.0 FTE)
UX Designer (1.0 FTE)

For the Alpha stage the supplier will be expected to augment this team and work in a collaborative manner to deliver a high quality service. This team is only currently resourced until the end of Alpha. The Supplier should propose a team for Beta/Live from their own resources.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place 102 Petty France, London, SW1H 9AJ (the 'Base location', although some UK Travel may be expected)
Working arrangements The suppliers team will be required to work onsite at the base location working a five (5) day week.

The Service is being delivered against the GDS Service Manual (e.g. agile delivery aligned to scrum methodology).

For any work performed at a location different to that of the Base location and London (outside of the M25), all reasonable travel and expenses costs shall be met in accordance with the rates set out in the MoJ travel and subsistence policy. All expenses will require prior approval from HMCTS before being reimbursed.
Security clearance Disclosure Scotland. See www.disclosurescotland.co.uk/basicdisclosureonline/index.htm

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Any expenses shall be submitted in line with the Ministry of Justice standard Travel and Subsistence policy.

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
  • Have experience of working in blended, multi-discipline, multi-vendor team environments focused on meeting user needs using agile methodologies and delivering digital improvement outcomes
  • Have experience of successfully delivering high transaction digital services to national organisations working in complex and highly regulated environments.
  • Must have User Research, User Experience, and Content Design to deliver ongoing user needs throughout a product lifecycle.
  • Development with Full-Stack products – front-end coding (HTML5, CSS 3, SASS, Javascript) and back-end coding (SQL, Java 8, NodeJS, Java Message Service and Apache ActiveMQ), using BDD and TDD.
  • Technical expertise in integration technology (API's, protocols and standards), particularly developing and maintaining micro-services architectures.
  • Experience of agile testing strategies and automation (e.g. the agile testing pyramid) and in specific testing tools and methodology (e.g. Protractor, Capybara / Selenium, Junit, Mockito, TestNG, or Jmeter)
  • Criteria 7 Have experience of working with multiple cloud vendor technologies and tools (e.g Azure and Skyscape)
  • Experience of handing over working/live services to buyer teams and/or other supplier teams – e.g. supporting in developing buyer capability and capacity and maintaining an exit strategy/handover
  • Must have expertise operating DevOps and continuous delivery principles, in live national scale operations. Reference practices that enable safe, sustainable releases into live production, mitigating risk to existing operations
Nice-to-have skills and experience
  • Have experience of working on three or more digital by default government services with high transaction volumes (100k p/a) and meeting digital by default service standard criteria.
  • Be able to hit the ground running and deploy an effective multi-discipline team able to fulfil the required outcomes no later than mid-August 2016
  • Have experience of working on migration between different cloud vendor technologies.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Overall Technical Solution and Approach - High Level Delivery Plan, Approach and Method, Timescales, Risks and Dependencies and Quality (30%)
  • Proposed team structure (including CVs of key members) - Reference contract/ case studies examples including linked CV’s (20%)
  • Value for Money - how the proposal will optimise costs and generate savings. (10%)
Cultural fit criteria
  • Proposed approach for working with co-located, multi-vendor HMCTS team - demonstration of transparency and collaboration, inclding ability to engage and work with users at all levels (4%)
  • Proposed approach for enabling digital team and capability and delivering an exit strategy (3%)
  • Have a no-blame culture and encourage people to learn from their mistakes (3%)
Payment approach Time and materials
Assessment methods
  • Written proposal
  • Case study
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Will there be a briefing call on this? The face to face briefing is taking place on Thursday 23rd June at 4pm in Central London. If suppliers are unable to attend in person and would like to dial in they should contact Vicky Brown who details are published in the requirements.
2. I cannot see any details about the presentation at 4pm today in Central London, please can you provide these as a matter of urgency - both the meeting and the dial-in details. Please contact vicky.brown@hmcts.gsi.gov.uk to register.
3. I cannot see any details about the presentation at 4pm today in Central London, please can you provide these as a matter of urgency - both the meeting and the dial-in details. Please contact vicky.brown@hmcts.gsi.gov.uk to register.
4. Please would you clarify the steps of this procurement process? Are you simply looking for the yes/no responses and latest start date by 1st July to allow shortlisting, or do you require additional material from prospective suppliers by that date? Suppliers will be required to submit their Yes/No responses to the criteria listed in the requirements by the 01/07/2016. In the event we are unable to shortlist to 5 suppliers we will ask suppliers to provide evidence of their skills and experience criteria (100 words per criteria) against each of the criteria listed and up to 3 case studies within 5 working days (a template will be provided). The 5 suppliers that make the final sift will be required to submit a written proposal followed by a presentation.
5. There is a proposal template on the googledrive. It refers to PPT slides. Do you require a written proposal AND ppt slides? The written proposal should be in the form of a powerpoint presentation (ppt).
6. Can you clarify what actions suppliers should take by 1st July - is this just to complete the application, or do you require the Proposal template that is on the googledrive to also be completed by this date? Suppliers will be required to submit their Yes/No responses to the criteria listed in the requirements by the 01/07/2016. The 5 suppliers that make the final sift will be required to submit a written proposal in the form of a ppt document as per the instructions listed in the proposal template issued on googledocs.
7. Please would you clarify the steps of this procurement process? Are you simply looking for the yes/no responses and latest start date by 1st July to allow shortlisting, or do you require additional material from prospective suppliers by that date? Yes. This is all we are looking for at this stage. See questions 4 and 6 which provide further information on additional material required at a later stage of the process.
8. Please would you clarify the steps of this procurement process? Are you simply looking for the yes/no responses and latest start date by 1st July to allow shortlisting, or do you require additional material from prospective suppliers by that date? Yes. This is all we are looking for at this stage. See questions 4 and 6 which provide further information on additional material required at a later stage of the process.
9. What format should pricing be submitted in? The pricing is on a times and material basis therefore we would expect a day rates per role type.
10. Can you confirm when you will notify suppliers that are shortlisted to provide a response? And when will they need to submit the Written proposal, Case study, Reference and Presentation? This will depend on the volume of responses received. The initial sift will take place on 4/5 July. I refer you to question 4 and 6 which provides further detail on the process.
11. We are aware that there was a supplier event yesterday (23/6). Please can you publish any materials used and associated Q&A? We can confirm that all questions asked that the session on 23rd June will be published on the portal either this afternoon or by Monday morning.
12. AUTHORITY NOTE We would like to apologise for the technical issues for those dialling into the event hosted at our Head Quarters on 23/06/2016. This was due to an unforeseen event where our conference room was flooded which meant we had to find another room at shot notice. Q&As asked at the session will be published on the portal in due course. If you have any concerns please contact Vicky Brown.

Thank you
13. Is sub-contracting / partnering permitted? We are not opposed to this as we recognise a supplier may not have all the expertise required however we would expect that the supplier is the prime and will assume responsibility for their outcomes.
14. Do people have to be based on the Authority's site? Yes it is our strong preference that suppliers are on site as we will be working closely with the teams we bring in. This is not set in stone and we would be prepared to enter into discussions on this when preparing the Statement of Works (SoW).
15. Will materials on the Discovery materials be made available once the final five (5) suppliers to be evaluated are selected? Yes. Some material can be made available. This is likely to be (1) Microservice architecture, (2) Early thoughts around process maps, (3) transition state and possibly some UX material.
16. At what stage will the price evaluation take place? Pricing will be required for the five (5) suppliers taken through to evaluation. HMCTS will run a further session on the pricing approach for the five (5) suppliers.
17. How long will Alpha last? Dates are Indicative: Alpha is expected to last 2 months from mid August to mid October. Then the GDS assessment manual, followed by Beta for a period of 2-3 months with an estimated live phase from early 2017 onwards.
18. Is it the intention to re-use part of the Common Platform Programme (CPP) infrastructure for HMCTS reform? Yes. We will work with our sister programme with the principle of re-use of components where possible and relevant.
19. Does HMCST intend to build or buy products? This will depend on the discovery work for each project.
20. What if a proposed team member pulled out at the last minute to do something else? We would assess whether the team member is so central to the work that we could not proceed to contract. We would expect as a minimum that a replacement would be rapidly identified and that we would expect to interview them before agreeing to proceed to contract.
21. From an environment and tools perspective what do you expect suppliers to bring? We would expect you to provide your own hardware and we may ask you to install some software to use as part of your work. No official sensitive data will be permitted to go on to your own hardware.
22. What is the technical stack? This is to be decided. We are looking at what is appropriate to use and are still investigating. But some initial thoughts are outlined in the technical 'essential' criteria published in the requirements.
23. How are current team made up? The current teams are a mix of rainbow, independent contractors and civil servants.
24. Why is HMCTS choosing to use an average rate to evaluate price? This is the first procurement we are undertaking under outcomes using the DOS framework. It was considered to be the fairest way to evaluate as some suppliers will propose different team sizes and structures.
25. What is the Authority looking for in 'Value for Money' and will this form part of the price evaluation? Price will be evaluated separately. Value for money is not necessarily linked to cost but can include things such as discounts offered, IPR, free software, free resources and other best practice.
26. Does the Authority want to use the Suppliers premises? No. They will need to be based at our location as they will be required to work closely with the project team(s).
27. Authority Note: Brief description of upcoming projects on HMCTS reform The first four projects for Civil and Family courts coming up are as follows:
(1) Uncontested Divorce
(2) Money claims online (online disputes)
(3) Social Security and Child Support (tribunals)
(4) Probate
The 4 projects are all at different phases. Further projects will be coming up later this year.