The Home Office (and in support of other public sector organisations)

Home Office Biometrics (HOB) Programme Delivery Partner, multi-location IT transformation

Incomplete applications

0
Incomplete applications

Completed applications

29
Completed applications
9 SME, 20 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 27 June 2016
Deadline for asking questions Monday 4 July 2016 at 11:59pm GMT
Closing date for applications Monday 11 July 2016 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Working with the HOB Programme team to deliver a large, complex programme converging IT systems into a cohesive, cost effective, user centred service. Flexible provision of a cohesive team of experienced major IT programme delivery skills including user research, business analysis, technical design, sourcing/procurement projects, project management, data migration, PMO.
Latest start date September 2016
Expected contract length 2 years (within the context of a four year programme).
Location London
Organisation the work is for The Home Office (and in support of other public sector organisations)
Budget range Budget is expected to be greater than £15M. Team is expected to flex in size to meet requirements. Team size will vary but is expected to have a baseline of c. 30 people.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Existing contracts for the primary systems in scope end in 2019. These capabilities have been developed independently over the last 20 years and the programme now seeks to converge them into a unified service.
There is significant demand from stakeholders for enhanced quality and capability from the Home Office biometric systems.

The programme will ensure continuity of the services beyond 2019; reduce IT costs (like-for-like service); and enhance capability.
Problem to be solved The programme aims to build a unified, integrated biometric service that is effective, adaptable, efficient, proportionate and lawful.

The existing immigration and law enforcement biometrics systems are large, complex IT systems supporting thousands of users and millions of records.

Stakeholders include border force and immigration, international agencies, and all police forces (across Great Britain and Northern Ireland).

The Delivery Partner will enable this delivery by both supporting the existing team and owning specific work packages over the life of the programme.
Who the users are and what they need to do In order to support national security and public safety HOB stakeholders need to accurately, and in many cases rapidly, identify individuals of interest across many locations (e.g. custody suites, mobile locations, borders, passport office, visa application centres). This needs to be achieved in a manner which complies with policy and legislation; is simple and convenient to use; and is helpful and convenient for genuine applicants, visitors, and law abiding citizens.

These stakeholders include but are not limited to law enforcement, immigration, border force, and HMPO.
Early market engagement HOB have run two supplier days, with over 90 organisations in attendance.
Any work that’s already been done The HOB Programme has an established business case and has started on the discovery phase regarding opportunity for enhancements to operational processes across Law Enforcement Forensics and Biometrics capabilities in particular. The programme has developed the TOM, completed a broad range of high level business/requirements analysis work, carried out wide ranging stakeholder engagement activities and developed the second iteration of the technology roadmap. The programme has produced the first draft Concept of Operations across the programme and is initiating user research.

The programme now needs to ramp up work in all key areas as it transitions into delivery.
Existing team The programme is transitioning into delivery. Current work load is focussed on business analysis, technical design and commercial. The HOB team currently consists of a blend of primarily Civil Servants complemented by contractors and specialist companies. Total team size is currently just over 150 people.
Current phase Not applicable

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Supplier work will be carried out primarily at the supplier‘s own site(s). Co-location of some HOB staff at that site would be beneficial. The supplier site shall be in London/South East England and must be within 1 hours public transport travel of London Victoria and East Croydon. Potential for a second site within reasonable travel time of Sheffield. Key Home Office locations are Central London (Marsham Street), Croydon, Sheffield, and Birmingham. Customer sites are across Great Britain and Northern Ireland.
Working arrangements It is anticipated that co-location of key staff (DP and HO) will be of significant benefit.
Programme stakeholders are spread across Great Britain and NI. Staff travel is expected. User research and business analysis staff in particular will be expected to travel across GB and NI (and potentially internationally).
Supplier’s staff would be expected to be based from and work from the supplier’s (co-location) site on most days. In the region of 20-30 HOB staff are expected to co-locate.
Locations will need to be secured to handle Official-Sensitive information. Contract will use other pricing methods/combination of pricing methods.
Security clearance All staff engaged on the programme must be security cleared to SC level (or be prepared to undergo clearance process prior to being engaged). NB: initial team of 4 key personnel are expected to start immediately following contract signature and must be SC cleared at that point.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions •Provision of own (Supplier) working space and co-location space for in the region of 20-30 HOB staff.
•Working at varied locations (travel throughout UK and potentially abroad)
•Volume and type of resources will fluctuate over time in line with programme demands to achieve the desired outcomes.
•Rate card and Travel & Subsistence.
•Conflict of Interest/Ethical Walls safeguards (applies to all sub-programme and ‘spin off’ activities whether procured via DOS or other contracting route). The delivery partner should have appropriate safeguards in place should they wish to bid for any of the sub-level contracts.
•Performance Management, Service Levels, and Reporting

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
  • Experience of providing a multi-disciplinary team for solution design through to implementation of large scale workflow projects and associated data migration
  • Experience of creating architectures including Enterprise, Information, Security and Solution Architectures for large, complex, resilient, secure, high availability systems.
  • Have experience of identifying and planning for integration with back-end systems and legacy applications and with other government departments
  • Have proven experience of working successfully with incumbent legacy suppliers to support service and technology transformation
  • Experience of leading large-scale technology projects within a complex IT transformation programme or portfolio.
  • Experience of creating effective public sector regulation compliant procurement documentation including OJEU notices, PQQs, ITTs and Framework Opportunities for large-scale procurements (in excess of £1m)
  • Experience of providing cohesive and coherent Business Analysis, including creating products such as requirements catalogues, process maps, requirements traceability matrices and benefits maps
  • Experience of providing Business Architecture and Design services including creation of Target Operating Models, Organisational Designs, Concept of Operations moving from definition into implementation
  • Capability to provide the skills required in the supplier’s own secure location capable of handling documentation up to OFFICIAL-SENSITIVE
  • To be able to efficiently and successfully co-locate with the customer as part of a blended multi-disciplinary team in the supplier’s secure offices
  • Experience of performing User Research
  • Experience of providing PMO services on a large IT transformation programme including finance, change control, RAID, planning, resource management, and provision of guidance/facilitation with a team of senior project managers.
Nice-to-have skills and experience
  • Provision of a cohesive team with experience of delivering Government Major Project Portfolio (GMPP) programmes, with significant IT transformation and a programme budget in excess of £100m
  • Experience of delivering large, complex, IT convergence/transformation programmes in the private sector relating to high availability, high volume, resilient, transactional systems with stringent security requirements.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Team structure, organisational make-up and quality of submitted CVs.
  • Value for money of the proposed solution
  • Innovation (any alternative proposals to deliver the services or to improve the quality of the services delivered).
  • Essential skills and experience
  • Nice-to-have skills and experience
Cultural fit criteria Proposed approach and methodology including how the supplier will work as part of the HOB programme team.
Payment approach Time and materials
Assessment methods
  • Written proposal
  • Case study
  • Presentation
Evaluation weighting

Technical competence

55%

Cultural fit

20%

Price

25%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. If the budget is estimated at £15 million, why is a nice to have, "Provision of a cohesive team with experience of delivering Government Major Project Portfolio (GMPP) programmes, with significant IT transformation abudget in excess of £100m"? The budget stated in the requirement is an approximate expected contract value for the Delivery Partner. The £100m number stated is for the size of a whole programme that the Delivery Partner has previous experience of delivering. This is because the HOB Programme as a whole is in excess of £100m, but will be made up of a number of different contracts of which the contract with the Delivery Partner is only one.
2. You state that, "Team size will vary but is expected to have a baseline of c. 30 people", while also adding "In the region of 20-30 HOB staff are expected to co-locate." Please can you clarify - HOB staff / Supplier staff? The baseline number stated is for the Delivery Partner’s staff and therefore team size. The HOB staff number is for existing employees on the programme. As such the Delivery Partner should expect to have space for in the region of 60 people on their own premises (30 of their own and 30 HOB staff).
3. Given the size of this piece of work, please could you provide a briefing or any additional background information? This is an initial process to shortlist potential suppliers for the Delivery Partner requirement. Following the shortlisting process against the essential and, if necessary, nice-to-have requirements, more information will be provided to the shortlisted suppliers under appropriate obligations of confidentiality.
4. If we choose not to bid for this procurement, will we be precluded from bidding from future HOB procurements? No. We will not preclude suppliers who choose not to bid for this procurement from bidding for future HOB procurements. On the contrary, we expect most suppliers will choose to bid for some parts of HOB and not for others. We expect HOB to have multiple contracts with a number of different suppliers.
5. Will the Home Office pay expenses for supplier office space being made available? As published in the opportunity, there will be additional terms and conditions. These will include terms relating to working space and co-location; and the rate card, including travel and subsistence.

Also noted in the opportunity publication is that the contract will use “other pricing methods/combination of pricing methods”.
6. By what method will the authority down select interested suppliers in order to identify the five suppliers to take forward for further evaluation? HOB is following the DOS assessment process for short listing. Following the short listing process against the essential and then nice-to-have skills and experience.

If there are still more than 5 suppliers, we will request evidence to support the short listing process prior to the further evaluation stage.
7. Are you able to provide further information about future projects to be procured under this HOB programme? The HOB Programme continues to conduct market engagement activity to determine how it can best meet its requirements, and reach out to the supply market.

The Programme will continue to publish opportunities through different procurement routes, which may include Digital Marketplace, when they arise.

Also please see response to question 3 regarding further information.
8. What are the timeframes and steps for the procurement up to and including contract award? Specifically, when will suppliers be notified of their progression to the next round, and what are the intended timings for this next phase? Timescales for the next step depend upon the outcome of the initial process step, described in the answer to question 6.

If a further step is required bidders will have one week to provide evidence. Evaluation of this evidence will take in the region of one week. Following this we will issue the documentation to short list bidders for the next stage; and anticipate in the region of 28 calendar days for responses.
9. You state that “in the region of 20-30 HOB staff are expected to co-locate” whilst adding that " Locations will need to be secured to handle Official-Sensitive information”. Please can you clarify the secure network connectivity requirements that you expect to specify for the Supplier’s premises that will enable the working arrangements described? The handling of OFFICIAL information (which includes OFFICIAL-SENSITIVE) is detailed at: www.gov.uk/government/publications/government-security-classifications
10. Could the Authority please advise the evaluation criteria which will be used for the down select to the 5 suppliers following the 11th July submission? If there are more than 5 suppliers who have met both the essential and nice to have requirements, can the Authority please advise what assessment criteria would apply? Please see response to question 6.
11. What information do you require by the closing date for applications? When will you be releasing the full tender documents and what are the associated timescales? The information that can be provided by the closing date for applications is determined by the Digital Marketplace tool. The information that can be submitted is the email address of your contact for this opportunity, a series of yes/no responses to questions and when you could start work. See answer to question 8 for further information.
12. The evaluation contains a weighting of 20% against cultural fit; please define what you mean by 'cultural fit' Please see the cultural fit criteria on our requirements under ‘How Suppliers will be Evaluated’.
13. Where work is detailed as already done are you able to share whether external support was provided to the Authority, i.e. Is there an incumbent supplier? HOB is a multi-sourced programme and has used a combination of internal staff and external support (from a number of organisations) to produce work so far. There is no incumbent as this is a new requirement being placed as the programme leaves the initiation phase and enters the delivery phase.
14. Could the Authority please confirm whether JFBS (Joint Forensics and Biometrics Service) will be part of the Biometrics Delivery Partner requirement, or a separate DOS call off?
[Edited for publication]
Question has been edited for publication. This opportunity includes early requirements support and feasibility for the Joint Forensic and Biometric Service.

NB: This is a question posted against the opportunity "Home Office Biometrics (HOB) – Application Development" but is phrased quoting text from this opportunity.
15. Does the Authority anticipate if the 20-30 HOB staff that are expected to co-locate would all require co-location from Contract Start, or if there would be a 'ramp-up' in the team size? We anticipate this to be a ramp up. The supplier is expected to ramp up within their own location faster than the rate of existing HOB staff co-locating. This is likely to be less than 10 HOB staff co-located in 2016 with a steady ramp up from January 2017. We anticipate full co-location capacity being made available by 1st April 2017.

NB: This is a question posted against the opportunity "Home Office Biometrics (HOB) – Application Development" but is phrased quoting text from this opportunity.
16. Assuming more than 5 suppliers meet the criteria when would the Authority expect to issue the skills, experience and evidence document to suppliers? We will evaluate the response to the initial stage the next working day and expect, if there is a need to do so, to issue the evidence template to prospective bidders on the same day (Tuesday 12th July).
17. Does the Authority intend to issue the skills, experience and evidence document using the DOS framework template as is or does it intend to tailor it and if so how? If there is a need for a further evidence step in the evaluation of bidder responses, we shall issue a template for completion by bidders. This will be a tailored template but will follow the format of evidence provided against each Skills & Experience point individually. This will be limited to no more than 500 words per point.
18. When completing the skills, experience and evidence document, does the Authority intend to request suppliers to provide evidence for the specific people who will be doing the work? At this stage we expect bidders to provide evidence based on their organisational capability
19. When does the Authority expect to issue the detailed scoring and evaluation criteria for the Delivery Partner for the proposal and case studies phase and how will the facilities element be evaluated? Please see response to question 8, which relates to further information.
20. Are the written proposal and case studies likely to be issued by the Authority together or separately and if separately what are the timelines for each? There will be a single requirements pack issued for those bidders on the shortlist. This will include details of what is expected in terms of proposal and case studies.
21. Can the Authority state the roles of the 4 individuals required to start work in September? The 4 key personnel are expected to head up the supplier's services in the areas of Programme Delivery, Business Design, Technical Design and Sourcing/Procurement Design.
22. Does the Authority plan to use the standard DOS proposal template or use a different one and will the Authority restrict the response to 2000 words? We will use a custom template. Full details will be issued to shortlisted bidders, which will set out the limitations per section in the proposal, case studies and CVs. The full written proposal will not be limited to 2000 words.
23. Does the Authority plan to use the standard DOS case study template or use a different one and will each case study be restricted to 350 words? We will issue a header document that sets out limitations on responses. This will be custom for this procurement. This will not be limited to 350 words per case study.
24. Does the Authority expect the case studies to show the skills and experience of the specific people who will be working on the Delivery Partner work scope? Case Studies should demonstrate how the organisation has delivered the requirements set out in the opportunity. Where possible the contributions of specific people proposed should be articulated within the case studies.
25. Are each of the yes / no responses scored equally and can the Authority confirm it is looking for a single supplier who can provision capability in all 14 question areas? There are 12 Essential Skills & Experience points and 2 Nice-to-have Skills & Experience points. The shortlisting is based upon the Essential points first and if there are more than the maximum bidders to be taken forward to the next stage, the Nice-to-have points are then evaluated. All Essential requirements are weighted equally at the Yes/No stage. Nice-to-have requirements are listed in priority order.

As part of this procurement, we will award to a single supplier. We reserve the right as part of a non-exclusive award to also subsequently obtain certain services from other routes.
26. Does the Authority expect to award the Delivery Partner role to more than 1 supplier and if so how many? As part of this procurement, we will award to a single supplier. We reserve the right as part of a non-exclusive award to also subsequently obtain certain services from other routes.
27. [Please can you confirm that in the context of...] conflict of Interest/Ethical Walls safeguards (applies to all sub-programme and ‘spin off’ activities whether procured via DOS or other) [the] Delivery Partner should have appropriate safeguards in place should they wish to bid for any of the sub-level contracts". Does this therefore mean [...] the Delivery Partner will be able to bid for future lots?

[Question edited for publication]
We may exclude suppliers from a future procurement where permitted under the Public Contract Regulations 2015, including, but not only, where there is a conflict or interest or prior involvement that cannot be effectively remedied by other measures.
28. "Conflict of Interest/Ethical Walls safeguards (applies to all sub-programme and ‘spin off’ activities whether procured via DOS or other contracting route). The delivery partner should have appropriate safeguards in place should they wish to bid for any of the sub-level contracts." - please can you provide the Home Office's definition of 'Conflict of Interest/Ethical Walls safeguards. We may exclude suppliers from a future procurement where permitted under the Public Contract Regulations 2015, including, but not only, where there is a conflict or interest or prior involvement that cannot be effectively remedied by other measures.
29. This project was referred to in the scope of other projects. Is this being let as a stand alone project? Is there an incumbent supplier that will be bidding in this DOS process? This appears to be a question referencing the DOS opportunity "Home Office Biometrics (HOB) - Application Development". The answer is posted against that opportunity.
30. Do you expect to separate out the projects or services into separate lots further into the process? Do you envisage one supplier for the whole opportunity? Do you envisage a single supplier per 'service' within this opportunity? How do you envisage the 20 (to 40) developers to be spread around suppliers? This appears to be a question referencing the DOS opportunity "Home Office Biometrics (HOB) - Application Development". The answer is posted against that opportunity.
31. Could you please clarify whether you would expect hot desking provisions to apply? If so what ratio of desks to people? We understand 85% is often used in the Civil Service. Please see answer to question 15. For HOB staff co-locating on the suppliers premises we have already taken hot-desking into account, so the number of staff indicated equates to the number of hot-desks for HOB staff that we expect.
32. What expectations do you have for meeting rooms and accommodating visitors – would it be acceptable to use our main offices for these if the project office is nearby? We will request bidders to provide details of their facilities as part of their proposals after the short listing stage is complete. This will be in response to questions asked at that stage.
33. We understand you do not expect the full Delivery partner team from Day One - is a phased delivery of the accommodation allowable? If so, over what period and what is the minimum Day 1 requirement? Please see response to question 15. In addition to this response, we do not expect the day 1 requirement to be for 10 desks but anticipate this being in place within 1 month of contract start.
34. Do the four staff, who need to join upon contract signature, require prior SC clearance or will the Home Office clear these staff? The 4 staff must be security clearable but do not need to hold an existing clearance. If they hold an existing clearance, this should be articulated as part of the proposal by shortlisted bidders.

The Home Office will commence the security clearance process for the 4 key personnel identified for each shortlisted bidder at the point of receipt of bids. This is to accelerate the availability of those staff in anticipation of the contract start date.
35. Can a Supplier state Yes to any of the 14 DP down select questions if their offering on the DOS framework is currently No, but they can provide suitable evidence of that capability? For example a Supplier may have said No to User Research on their framework submission but now has the capability to offer it for this opportunity. Your answer should be in the context of this requirement and relates to your organisational capability. This is an outcomes (Lot 1) call off. Any bids you may have made relating to other Lots within the overall DOS Framework have no bearing.