Department of Work and Pensions (DWP)

DWP Video Conferencing Facility - Discovery, Design and Implementation support

Incomplete applications

Incomplete applications
0 SME, 2 large

Completed applications

Completed applications
2 SME, 1 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 24 January 2018
Deadline for asking questions Wednesday 31 January 2018 at 11:59pm GMT
Closing date for applications Wednesday 7 February 2018 at 11:59pm GMT


Opportunity attribute name Opportunity attribute value
Summary of the work To provide Discovery and Design for a new Collaborative Video Conferencing solution to DWP based on a Microsoft Skype for Business incorporating Skype Room Systems and Surface Hub solution.
Latest start date Monday 26 February 2018
Expected contract length 2 to 3 months
Location North East England
Organisation the work is for Department of Work and Pensions (DWP)
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done DWP have a requirement to replace their existing Video Conferencing solution with a modern and fit for purpose ‘Video Conferencing Room Collaboration’ service.
The current Video Conferencing contract will expire June 2018, the technology is now reaching its ‘end of life’ point and requires replacing.

DWP would like to go to procure ‘design and discovery service'

This service would design and prove a replacement solution for the legacy technology, based on a Microsoft Skype for Business incorporating Skype Room System solution and Surface Hub. It is anticipated that some sort of connection technology will also be required for the solution.
Problem to be solved There is a business need for DWP staff to collaborate and communicate using audio and video technology with internal or external colleagues and customers based outside their premises.
This will allow for more efficient communication and prevents staff having to travel to other sites as frequently.
Moreover, purchasing video conferencing technology allows DWP staff the ability to hold confidential meetings with DWP colleagues from offices around the country.
This initial design and delivery stage will provide the groundwork for improving how DWP staff communicate.
Who the users are and what they need to do As a DWP user I need to engage with colleagues and customers more collaboratively so that I am able to provide better outcomes for customers.
Early market engagement Evaluation of different Video Conferencing and Collaboration services has taken place and a decision has been made to use a Skype Room Service and Surface Hub collaboration room strategy.
Any work that’s already been done a small Proof of Concept has taken place
Existing team Suppliers will be working with the DWP Technology team based in Newcastle and will be required to work on a DWP site alongside DWP colleagues.
Current phase Not started

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Newcastle, England
Working arrangements The supplier will be required to work alongside DWP colleagues at the site in Newcastle in an Agile working environment
Security clearance All resources must be BPSS compliant or equivalent, and must be prepared to undergo the clearance process to at least Security Check level.

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
  • Have experience of successfully delivering AV/Collaboration solutions using Agile delivery principles and methods, outline how you would apply these methods and principles to this contract. 3%
  • Be able to fully base a team in Newcastle upon Tyne to undertake all design and prove activity (Discovery and Alpha) : 3%
  • Have Microsoft Engineering resources available for this work who hold a Skype for Business certification : 3%
  • Have previously implemented Skype Room Service and Surface Hub solution in a commercial or governmental organisation : 3%
  • Have previous experience of successsfully designing room AV Collaboration technology based on Skype for Business/Lync to organisations with more than 150 end-points: 3%
  • have previous experience of successfully designing AV Collaboration solutions within large organisations encompassing technology to bridge standards based VC with Skype for Business/Lync: 3%
Nice-to-have skills and experience

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Have previously undertaken sucessful Discovery and Design for room AVCollaborationTechnology based on SkypeforBusiness/Lync to organisations with more than 150end-points? Evidence how you would provide this service to DWP:10%
  • Experience of successful Design and Delivery AVCollaboration solutions within large organisations encompassing technology to bridge standards based VC with SkypeforBusiness/Lync? Evidence how you would provide this service to DWP: 10%
  • Demonstrate previous experience of delivering user education, communication and change management activity which supported successful adoption of a Collaboration AV solution.:4%
  • Demonstrate the capability to deliver innovative and fit for purpose collaboration room designs/blueprints 2%
  • Please evidence the capability to efficicently identify network requirements and design appropriately to support a large implementation of Skype Room System including the need for Quality of Service 2%
  • Please demonstrate the capability to undertake robust security design delivering the DWP Security Principles whilst not degrading the user experience 2%
  • Please demonstrate the capability to deliver a solution with a high quality user experience through user research and design principles 2%
  • Demonstrate previous experience of designing solutions using a connection technology such as Pexip:10%
Cultural fit criteria
  • Demonstrate the ability to plan and execute a robust transfer of knowledge to identified individuals and take pride in helping to develop the skills and capability of others
  • Demonstrate simplicity (e.g. take simple steps to goals, do less but better, mitigate failures, talk straight with respect)
  • Demonstrate excellence (e.g. set challenging targets, know users, deliver cost-effective high level customer satisfaction)
  • Demonstrate enthusiasm (e.g. bring whole self to work, celebrate success, share passion and energy with others)
Payment approach Time and materials
Assessment methods
  • Written proposal
  • Work history
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Can this project be delivered Via the Specialist route or G-Cloud? This requirement cannot be fulfilled via the Specialist or G Cloud route, the requirements do not fit the criteria for either of these CCS Frameworks.
2. Can you please provide details of the current network connectivity between sites (bandwidth,latency etc) which will be used to support this AV / Collaboration Platform ? The current estate has QOS for the VC endpoints, but any detailed network assessment and design will be part of the Discovery phase
3. Please can you confirm the anticipated budget for this initial 3 month piece of T&M work, and what is DWP looking for as an outcome at the end of it ? There is no set budget for this work. We will take a view on the proposals when they are returned and will select a preferred supplier based on the stated evaluation weighting.
We are looking to work with a partner to develop a technical architecture and delivery plan for the full Video Conferencing Room deployment across DWP
4. It is mentioned that a POC has already been delivered. Please provide details on the scope and size of that POC including any findings/ recommendations The initial PoC is very small and was set up to evaluate a range of solution types and endpoints. It resulted in us making a decision to use Skype Room Service and Surface Hub
5. Please can you confirm the anticipated budget for organisational deployment of Skype for Business, End-User Adoption & Training, and whether you are looking for this to be delivered on a T&M basis? There is currently no set budget for the longer term.
The Discovery and Design exercise will inform us of the scope of the work and subsequent costs.
6. Please can you confirm the size and scope for this piece of work, as we understand that DWP employs nearly 100k people, however no information has been provided to date to confirm if the entire organisation is in scope or just those based in Newcastle. Should we assume that the architecture being designed needs to scale to that level. The scope of the work will be nationwide. We currently have approximately 280 legacy VC endpoints across approximately 160 locations which will be retired. We need to establish how many of those need to be replaced with a new solution, so the extent of the deployment of new devices is still to be determined and will inform of the final design