Awarded to Deloitte LLP

Start date: Monday 9 October 2017
Value: £106,130
Company size: large
Department for Transport, Aviation Security – International Operations (ASIO) Division

Discovery Phase – Aviation Security International Operations Information Management System

3 Incomplete applications

1 SME, 2 large

8 Completed applications

3 SME, 5 large

Important dates

Published
Friday 11 August 2017
Deadline for asking questions
Friday 18 August 2017 at 11:59pm GMT
Closing date for applications
Friday 25 August 2017 at 11:59pm GMT

Overview

Summary of the work
Detailed review of current IM systems to determine specific user requirements.
Create a product specification/solution package, including but not limited to, data analytics/visualisation tools, scheduling, reporting and effective fieldware that meet significant HMG operational demands. Includes software, hardware and architecture/ infrastructure solutions.
For additional information please follow the link;
https://docs.google.com/document/d/1xb7f1L_2AtZ-yqoC7Df9IXM9HDYXeFevJeMucLExGm0/edit?usp=sharing
Latest start date
Monday 2 October 2017
Expected contract length
Project delivery will be within 6-8 weeks, ideally within 6 weeks.
Location
London
Organisation the work is for
Department for Transport, Aviation Security – International Operations (ASIO) Division
Budget range
Capped at £115,000.

About the work

Why the work is being done
There has been an increased focus on international aviation security. The government announced a doubling of aviation security resources and, as a consequence, the Aviation Security Division rapidly expanded. We require advanced information management systems to complement these structural changes and which will capture, relate, collate & report on observations conducted through overseas engagement; the data will cover contacts management, resource & event scheduling/ planning and completion, and enable the input of findings to be analysed, consolidated and compared.
Problem to be solved
Our current database is primarily used as an information repository and is an adapted version of a system designed for a different business area – an Excel-based database used in conjunction with Microsoft Office. This has meant that compromises on key requirements have been required and consequent workaround have been developed to enable the Division to perform key tasks. Issues include, time-consuming, manual data analysis processes, resource-intensive and inconsistent report generation processes, inflexible and unreliable IT, a reliance on separate manual scheduling, and the inability to connect all areas of the Division through one single source to ensure conjoined working.
Who the users are and what they need to do
Aviation Officers – both UK and overseas - require intelligent reporting functions and data capture functionality across different IT platforms.

Manager/Policy Officer - require a system which captures and stores accurate information to inform our operational strategy and supports key decision-making.

Data Analyst–require advanced analytics (including automated functions) and data visualisation tools to enable me to develop greater trend analysis and other analytical products.

Project Manager–require a central register of all equipment and capacity development training, activities and project spend delivered overseas.

Deployments Officer - require more intelligent automated/and manual scheduling functions to assist in our planned overseas deployments.
Early market engagement
None.
Any work that’s already been done
DfT commissioned consultants in mid-2016 to review and provide recommendations on how to better structure the expanding organisation, with the increased demands being placed on it. Part of this review focused on the current Information Management (IM) systems. A high-level requirements specification was produced alongside a report that presented the ‘As-Is’, along with recommendations. An internal review of this specification was conducted in early 2017 towards of the end of the Divisional restructure and expansion in order to update the document and provide lower-level detail alongside the high-level requirements. Copies will be made available to the successful supplier.
Existing team
Dedicated support and subject matter expertise provided by Head of Information Management, Data Analysis, Standards and Reporting Team along with support from 1 x SEO (part-time) and 2x HEO team members (alongside their other roles); subject matter expertise and support from Deputy Head, ASIO. Deputy Director, Head of ASIO will act as SRO for the project. Discovery phase will also be supported by subject matter experts from all sub-teams within the Division to assist the successful supplier with the user requirements identification processes. Support staff members are not dedicated to the project.
Current phase
Discovery

Work setup

Address where the work will take place
Department for Transport, 1st Floor, Sanctuary Buildings, Great Smith Street, London, SW1P 3BT as well as at the Suppliers own offices.
Working arrangements
The supplier would be expected to engage closely with the Division/external stakeholders(e.g.other HMG stakeholders,IT Security,internal Developers) on a frequent basis to fully meet the requirements.This is a full-time,5 days a week arrangement based at DfT offices(unless the supplier can provide assurances and evidence to support a reduced schedule)but also including time at their own offices to produce the relevant supporting documentation and develop the solution and product proposals.There are no expenses allowances associated with this work.Any adhoc or overseas expenses will require prior approval from DfT and will be treated on a case-by-case basis in compliance with DfT Expenses policy.
Security clearance
All contractors’ personnel should be cleared to the Authority security clearance level of SC as a minimum and must be available to begin work with immediate effect following contract award. Supporting evidence to be submitted with Full Proposals.

Additional information

Additional terms and conditions
Following Discovery, there will be a separate procurement exercise to progress the chosen Discovery option, looking to implement new system/s through Alpha and into Beta (subject to successful delivery of Alpha). There is potential that the successful Discovery supplier will remain on-board for a period to assist in providing client side support and subject matter expertise through the transition into Alpha. This is subject to satisfactory completion of Discovery, a successful evaluation of the skill-set required and business needs.

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
  • Proven experience conducting and documenting user research with a diverse mix of users, iterating project work accordingly
  • Proven experience delivering projects using the agile project management methodology
  • Proven ability to support a flexible way of working, making late changes to plans and re-formulating to maintain project progress against timelines
  • Have demonstrable experience of delivering successful Discovery outcomes to support and shape system developments
  • Have demonstrable experience of complex technical investigation to inform future project stage
  • Proven track record of delivering projects at speed with clearly identified deliverables and timescales.
  • Demonstrable evidence of excellent planning, coordination, communication and project management skills.
  • Demonstrable evidence of incorporating latest technologies to enhance product specifications, resulting in increased functionality and improved user experience
  • Demonstrable evidence of using clear development methodologies, outlining how this would work in conjunction with a client’s internal development team.
  • Demonstrable evidence of a robust risk management process, including risk identification, mitigations and governance.
  • The system will need to comply appropriately with NCSC cyber security principles using a risk-based approach and also assess compliance against one HMG platform(overseas)demonstrable knowledge of the above is required.
Nice-to-have skills and experience
  • Experience of working across multiple government departments, including data-sharing protocol.
  • Demonstrable evidence where innovative solutions have been applied to assist in project delivery.
  • Demonstrable evidence of adhering with Customer’s relevant policies and standards.
  • Demonstrable experience of utilising Open source technologies to affect change.
  • Demonstrate understanding and ability to deliver digital services/products to the Government Digital Service standards.
  • Demonstrable evidence of successfully managing/assisting in delivering IT projects within public sector organisations.

How suppliers will be evaluated

How many suppliers to evaluate
5
Proposal criteria
  • Identify the approach and methodology to the Discovery project planning and delivery, identifying the main stages and activities proposed at each stage. (15%)
  • Detailed resource plan – demonstrating how in-house, supplier and external resource will be used and at what stage (8%)
  • How the approach or solution meets user needs (7%)
  • How they’ve identified risks and dependencies and offered approaches to manage them (5%)
  • Estimated timeframes for the work (5%)
  • Demonstrate value for money (5%)
  • To protect Governmental information,with the classification of the data in question being up-to and including OFFICIAL-SENSITIVE,Suppliers must provide security measures/safeguards appropriate to the nature and use of the information,to NCSC-standards(5%)
Cultural fit criteria
  • Experience of working as a team with our organisation and other suppliers (2.5%)
  • Experience of transparent and collaborative decision making (2.5%)
  • Experience of taking responsibility for their work and resolving problems effectively (2.5%)
  • Evidence where status quo has been challenged resulting in an improved final outcome (2.5%)
  • Demonstrable evidence of working with clients with low technical expertise (2.5%)
  • Experience of working with Government departments (2.5%)
  • Evidence demonstrating an ability to transfer knowledge & skills to Civil Servant team members (2.5%)
  • Evidence of strategic thinking striving to deliver best possible solution/concept possible. (2.5%)
Payment approach
Capped time and materials
Assessment methods
Written proposal
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

1. In regards to Question 2- what Agile project management methodology are you referring to; or do you not have a preference?
Suppliers should be familiar with and have experience of the Government Digital Service (GDS) Service Manual (https://www.gov.uk/service-manual/agile-delivery/how-the-discovery-phase-works) and of delivery with agile teams (https://www.gov.uk/service-manual/agile-delivery)

Suppliers should provide details of the approach they propose to take and their reason for doing so. The department doesn’t require a specific Agile methodology to be followed.
2. In regards to Q4 - do you want more than one 'Discovery outcome' example?
The supplier should provide sufficient evidence to enable an evaluation and adhering to the word and page limits.
3. In regards to Q8 - do you have a specific technology in mind?
You should demonstrate how new technologies have been incorporated into products to deliver increased functionality and improved user experience. The evaluation is for capability to leverage technology for improved outcomes rather than use of a specific technology.
4. Re NCSC principles and the need for 'HMG platform (overseas)' references. Would non-HMG examples where UK NCSC principles are being applied globally suffice?
Suppliers should provide the evidence to support the capability to meet the requirement
5. Please can you clarify the types of policies and standards you are thinking of; at the moment it could include possibilities as diverse as: safety, security, coding, project/risk management and governance policies/standards.
Tenderer’s are required to evidence how they have been in a position where they have had to consider customer policies and standards and explain how they’ve adhered and amended their approach to compensate for the policies and have aligned work processes to meet the requirements.