Driver and Vehicle Standards Agency - DVSA

Enterprise Workforce Scheduling - Discovery

Incomplete applications

3
Incomplete applications
1 SME, 2 large

Completed applications

7
Completed applications
5 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Tuesday 5 December 2017
Deadline for asking questions Tuesday 12 December 2017 at 11:59pm GMT
Closing date for applications Tuesday 19 December 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Discovery and produce business requirements for an EWS solution or solutions which will feed into an OBC. Options appraisal for delivery of the proposed service, consider risks and potential constraints for the delivery of the service and implementation approach taking into consideration the impact on staff and business operations.
Latest start date Thursday 1 February 2018
Expected contract length 3 months
Location South West England
Organisation the work is for Driver and Vehicle Standards Agency - DVSA
Budget range £50,000 - £100,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The agency currently operates two systems for staff deployment (Driver – TARs and Vehicle – WMS and has no system for Enforcement staff.

Vision
To create approach(es) to staff deployment that allocates staff to the work, efficiently, flexible, provides visibility to users, provides MI and can interacts with DVSA forecasting models.

Outcome
The outcome desired is a set of business objectives and requirements to inform an OBC to enable DVSA to create an approach to workforce planning and deployment. The solution should integrate/interface with existing line of business systems (including SAP) to enable seamless transfer of data between systems.
Problem to be solved The Agency uses three different approaches to deploying its staff and this varied approach is unlikely to be the most efficient or effective approach to matching resource to demand. The systems are built on legacy technology approaching end of life.
Who the users are and what they need to do There are two national deployment teams deploying staffs – Driver services in Newcastle and Vehicle services in Swansea.

Separate specialist testing and planning teams, plan and manage demand as well as allocate specialist testing staff to testing events – various locations. They need to allocate staff to work move staff to fill gaps.

Operational and Local DMs – base at 20 sectors at various locations over a National network across GB who manage operational delivery and local customer interface. They need to know where their staff are and be able to make short notice changes.
Early market engagement None
Any work that’s already been done None
Existing team The existing team includes the Project Executive, Project Manager, Project Assurance Lead and Project Sponsor. Project support will be provided by the Client to assist in setting up workshops/meetings
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Primary sites are in Bristol, Nottingham, Newcastle, & Swansea
Some travel will also be required to interview staff in field locations such as Wrexham(North Wales) & Yeading (west London)
Working arrangements On Client site. Monday to Friday
Security clearance BPSS and DS

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions

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
  • Demonstrate experience of delivering successful requirements research for workforce planning and deployment (10 points)
  • Demonstrable experience of working with users, specifiers and stakeholders at all levels in complex workforce planning and delivery (5 points)
  • Demonstrable experience of preparing for large scale business change projects and re-engineering business processes (5 points)
  • Full understanding and demonstrable experience of research methodologies and data collection techniques for complex, high volume and complex workforce planning and scheduling.(5 points)
  • Experience of carrying out workshops, site visits, document analysis, stakeholder and user interviews to create requirements and business process descriptions (5 points)
  • Experience of business requirements research with small, medium, large companies and complex organisations, in the UK and overseas; (5 points)
  • Proven experience in using robust metrics, analytics, search data and user and stakeholder feedback to audit and define key content and services; (5 points)
Nice-to-have skills and experience Deep understanding of the implementation of deployment solutions and knowledge of existing “off the shelf” systems. 5 points

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Technical solution 15%
  • Approach and methodology 15%
  • Estimated timeframes for the work 10%
  • How they’ve identified risks and dependencies and offered approaches to manage them 5%
  • Team structure 5%
Cultural fit criteria
  • Work as a team with our organisation and other suppliers; 5 %
  • Demonstrate experience of working in public sector teams 5%
  • Share knowledge and experience with other team members; 5 %
  • Be transparent and collaborative when making decisions 5%
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Work history
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Can you confirm that this bid falls outside of the retained supplier list and is open for ‘non-preferred suppliers’ to bid? Yes, this opportunity is open to all vendors on the DoS framework.
2. You mention that knowledge of existing off-the-shelf solutions is attractive, are you looking to purchase and integrate an off-the-shelf solution? This is dependent on the research findings, however, DVSAs current preference is for a commercially off the shelf available solution.
3. Which department within DVSA will own this piece of work? Finance & Corporate Services Directorate
4. You mention that this piece of work has an SRO, who is this? The SRO,is the business lead who takes total responsibility of project.
5. You mention a number of primary sites, of those listed which are the preferred sites? Bristol is the preferred location, however regular travel will be required to attend all other sites listed as a minimum
6. Does the DVSA support working with SME suppliers? DVSA works with a range of suppliers. During a procurement exercise all suppliers are judged against the evaluation criteria set out.
7. Please confirm if the budget range indicated is inclusive or exclusive of expenses at primary sites? This is inclusive.
8. Please advise what experience DVSA has with research methodologies and data collection techniques? What methodologies and techniques are used within DVSA today? DVSA uses a mix of Agile and Waterfall approaches. User needs research has been used for recent Discovery exercises. It is expected that this piece of research will use GDS style user interviews as well as workshops with stakeholders to help determine objectives, requirements, constraints and risks to support an Outline Business Case.
9. Please confirm if DVSA has identified any 'off the shelf' EWS solutions for consideration? DVSA has not yet identified any specific off the shelf solutions.
10. How does DVSA expect the business objectives and requirements to be delivered e.g. user stories defining wants and needs? DVSA intends to provide further details within the ITT. However, the work needs to consider wider than user needs and also include areas such as business objectives, constraints and risks. A proposed operating model for scheduling within the Agency is required.
11. Please confirm if DVSA is following GDS for user interviews? It is expected that this research will use GDS style user interviews as well as workshops with stakeholders to help determine objectives, requirements, constraints and risks.
12. Demonstrable experience of preparing for large scale business change projects and re-engineering business processes... Please confirm if any business process maps already exist, and to what level of detail e.g. APQC Level 3? Some high level process maps exist and will be shared with the eventual supplier.
13. "inform an obc" - please confirm this means 'outline business case' in your terminology? Yes, this is Outline Business Case.
14. Are there any specific committed timescales or dependencies for delivery of this phase that we should be aware of? No.
15. Given the approaching Christmas period, what timescales do you anticipate for the phase 2 of the DOS selection for down-selected bidders? The original intention was to issue the Invitation To Tender in early January (8th January). This date has been reviewed and the current earliest date for issue of ITT has been reset to 15th January. DVSA will advise if this changes.
16. Has the Agency determined that a single solution is required/desirable across all 3 use cases, or is this open to the output of the discovery depending on the user needs? The working assumption is that a single solution covering all 3 use cases is preferable for reasons of cost and efficiency but this is not pre determined. It is the output of this work which will help determine the final solution(s).
17. Given the limited scope and budget, can we presume that a detailed systems functional discovery and/or software specification and selection is not in scope for this phase? Correct, the objective of this phase is to gather requirements and material to support an Outline Business Case.
18. Can you confirm that the objective of this phase is effectively an exploration to align the business objectives, understand the user needs and the overall technology solutions available? Yes, DVSA wants to understand the business requirements and objections and any risks and constraints (for example, existing working practices, employee contracts) to inform an Outline Business Case. An appraisal of the existing business solutions is also expected.
19. Is there a specific reason why this is being procured separately to the existing DOS Digital supplier arrangements already in place at DVSA? From time to time DVSA may use the DOS II framework rather than Digital Partners.
20. Will DVSA support any vendor personnel to achieve BPSS and DS security clearance? Security level for this is BPSS and it is up to the personnel/supplier to obtain.