Driver and Vehicle Standards Agency (DVSA)

Discovery Team for DVSA

Incomplete applications

0
Incomplete applications

Completed applications

33
Completed applications
19 SME, 14 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 11 May 2016
Deadline for asking questions Wednesday 18 May 2016 at 11:59pm GMT
Closing date for applications Wednesday 25 May 2016 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work DVSA require a supplier with specialist capability and experience in transforming large scale, complex legacy technology and services into efficient modern solutions, to provide a team for Two Discovery phases, aligned to the Digital By Default Service Standard. The supplier must be able to start on 27/06/16 at the latest.
Latest start date 27/06/2016
Expected contract length 2 Discoveries. 8 weeks each. 1 after the other. 1 week gap between.
Location East Midlands
Organisation the work is for Driver and Vehicle Standards Agency (DVSA)
Budget range The requirement is for two Discovery phases. Each Discovery has a maximum 8 week window (elapsed), and they will run one after the other with a 1 to 2 week pause in between. The approved budget in total covering both Discovery phases is around £650K ex VAT. This takes into account understanding the complexity of retiring legacy technology and modernising key solution components. It is essential that the chosen supplier can provide a suitable team that fits within this budget and meets all requirements.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done DVSA require a specialist team to support Discovery work for two new Digital Service requirements. We need to understand transformation opportunities in the context of:

1. Retiring legacy technology and contracts, in favour of digital by default and cloud based alternatives.
2. Designing efficient digital by default services that meet researched user needs and agency policy and strategy objectives.
3. Aligning with DVSA technology modernisation strategy.
Problem to be solved The background for this requirement is the DVSA IT Modernisation Programme, that will replace legacy systems and contracts with modern, flexible digital by default alternatives; and transform our services to meet researched user and agency needs.

DVSA has an in house Digital Team, but it does not yet have the necessary skills and capacity to meet the demands of the Programme over the next two years. This procurement exercise will address this shortfall by commissioning delivery capability for two Discoveries from a specialist vendor.

Any follow on Alpha phase will be subject to another procurement exercise using the DOS framework.
Who the users are and what they need to do As a Commercial Vehicle Tester I need to capture and store vehicle data; so that I can measure compliance.

As a Service Manager I need to understand user needs; so that I can design and operate efficient digital services that meet user needs and satisfy business requirements.

As a Driving Examiner I need to manage my schedule, input and store data; so that I can work more efficiently and safely.

As Head of Digital I need modern services that deliver value in terms of being efficient to operate, support and improve; so that I can meet user and business needs.
Early market engagement No early market engagement is planned. Clarification questions may be submitted as per the normal DOS framework process.
Any work that’s already been done No previous work has been done on either of the projects that the Discoveries are required for. However, DVSA does have a growing understanding and appreciation of the scope and management of Discovery phases, and follows GDS best practice. DVSA has a blended team of internal and external staff in a maturing Digital team.
Existing team The supplier will work with blended, multi-discipline in-house DVSA teams and people, including Service Managers, Product Managers, Business Analysts, Solution Architects, Project Managers, Delivery Managers and Service users. There may be instances where the supplier will need to work with other DVSA suppliers.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place DVSA has offices all over the UK. The vast majority of the work will be carried out using the Nottingham office as a base, with occasional visits to the Bristol Office - addresses below. There may be a need to visit other offices in Swansea and Newcastle as required. Expenses will be paid on standard DfT T&S terms.

Driver and Vehicle Standards Agency,
Berkeley House,
Croydon Street
Bristol. BS5 0DA.

Driver and Vehicle Standards Agency,
The Axis,
112 Upper Parliament Street,
Nottingham. NG1 6LP.
Working arrangements Team shall work full time 5 days pw with business, suppliers and service users; on-site for at least 4 days pw, with scope for remote working (subject to agreement) for one day.

Deliverables/work summary:

Research & Summarise User Needs, Map User journeys (Digital & Non).
Research & Summarise Legacy (Technology & Contracts).
Consider & Plan for Digital Inclusion & Assisted Digital needs.
Define Initial Value/Benefit Estimates.
Produce Outline Business Case (using DVSA template).
Acquire & analyse legacy data & MI.
Produce output portfolio view (workstreams & capability)
Estimates for Alpha & Beta.
Comply with DVSA governance.

DfT T&S policy applies.
Security clearance Basic

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions No changes to standard terms. Expenses as per DfT T&S 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 delivering successful discovery outcomes to support complex service and technology transformation
  • Have experience of digital service design and delivery in the context of modernising legacy technology and services
  • Have experience in user research for complex transactional service transformation with a diverse mix of users including those with low digital literacy
  • Have experience of sharing knowledge and experience with in-house teams so as to build sustainable capability
  • Have experience of designing a target architecture as an output of discovery, ensuring alignment with the architecture strategy/roadmap of Government departments
  • Have experience of effectively planning for new digital services which incrementally, safely and securely transition from legacy estates
  • Have experience of identifying and planning for integration with backend and legacy applications, and with other Government departments
  • Have proven experience of working succesfully with incumbent legacy vendors as part of Discoveries to support service and technology transformation
  • Be able to efficiently and successfully co-locate with the Customer as part of a blended multi-discipline team in the Customer's offices in Nottingham and Bristol
  • Proven ability to lead and coach government departments through the digital transformation process aligned to the Digital by Default standard
  • Be able to deploy an effective team ready to hit the ground running no later than 27th June 2016
Nice-to-have skills and experience
  • Demonstrate experience of successful delivery of complex service transformation projects from Discovery to Live involving retirement of legacy services
  • Demonstrate experience of successful delivery of knowledge transfer to Customer staff
  • Experience of working with DfT data sets and services

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Proposed approach and methodology - 10 %.
  • Proposed Team Structure including CV's - 10 %
  • Proposed deliverables and timeline for both Discoveries - 5 %
  • Value for Money justification - 15 %
  • Similar Contract Examples or Case Study (5) - 10 %
  • On site (Nottingham) presentation of all above (Up to 1 hr.) - 10%
Cultural fit criteria
  • Approach for working with co-located, multi-vendor, DVSA team - 10%
  • Team scalability, flexibility, deployment time, and pause capability - 10%
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. After a supplier has applied for this opportunity, will the client just select 3 suppliers to provide a written submission and presentation? Or will the client be requesting written submissions from all suppliers who apply for this opportunity and then select 3 suppliers to present? Due to urgent nature of the requirement there is a limited time window for DVSA to seek responses, evaluate, and award ready for a contract start date of 27th June. Therefore we require any applicant to submit a written response to the Shortlist Requirements as well as all the Evaluation Questions as part of their application. The closing date is 25/05/16. If there are more than three applications, DVSA will select a shortlist ( max 3) from all the applications. We will then evaluate the 3 shortlisted applications which will include a presentation from each of the 3 shortlisted applicants.
2. We are based in Bristol. Would it be possible to reverse the weighting of located working. Using your Bristol as a base and working 1 or 2 days per week in Nottingham? Our main Digital Team is based in Nottingham and logistically and from a practical perspective it is our preference that suppliers on this assignment are located in Nottingham as the base. We may be able to accommodate some working from Bristol, with 2 days a week in Nottingham as a minimum, but we would have to monitor how that worked out, and if necessary revert to Nottingham as the base.
3. Based on this statement in the Q&A "we require any applicant to submit a written response to the Shortlist Requirements as well as all the Evaluation Questions as part of their application" are you looking for a written response now, i.e. prior to the 25th May deadline? If so, are you looking for us to treat the shortlist requirements as a brief for that response? There are templates on the Digital Marketplace, that you can use for your response templates. Here is a link to various templates.

https://www.gov.uk/guidance/digital-outcomes-and-specialists-templates-and-legal-documents.

Use Skills Experience Evidence Template to respond to shortlist criteria, shown in Skills & Experience (Technical Competence: Essential Skills & Experience) and (Technical Competence: Nice to Have Skills & Experience) sections.

Use Proposal Template and Case Study Template to respond to the Technical Competence: Proposal Criteria, and Cultural Fit criteria, in the How Suppliers will be evaluated section of the Published Requirement.

Submit your Fixed Price as part of your submission.
4. With the requirement to deliver two discoveries, is DVSA looking for two suppliers, one for each Discovery? No. We require one supplier to complete both Discoveries. The reason is that we believe there will be some overlap in the customer processes and people in both Discovery exercises and therefore synergies to be gained by using single supplier for both.
5. In the answer to question 1, it is stated you require any applicant to submit a written response to the Shortlist Requirements as well as all the Evaluation Questions as part of their application. In what format and how should we submit this response? Many thanks. There are templates on the Digital Marketplace, that you can use for your response templates. Here is a link to various templates. https://www.gov.uk/guidance/digital-outcomes-and-specialists-templates-and-legal-documents. Use Skills Experience Evidence Template to respond to shortlist criteria, shown in Skills & Experience (Technical Competence: Essential Skills & Experience) and (Technical Competence: Nice to Have Skills & Experience) sections. Use Proposal Template and Case Study Template to respond to the Technical Competence: Proposal Criteria, and Cultural Fit criteria, in the How Suppliers will be evaluated section of the Published Requirement. Submit your Fixed Price as part of your submission.
6. Are we able to offer a collaborative pitch to DVSA as we believe that Affinity and one other approved Digital Marketplace supplier would be the ideal Discovery Team for this project? There would still be a single supplier agreement. DVSA will accept a collaborative approach as long as the contractual arrangement is via a 'lead' supplier that takes full ownership/risk of the delivery and contractual obligations.
7. We have applied for the above opportunity. Can you please tell us what the next steps are and by when will we be required to submit a written response? Written response required by 25th May.
There are templates on the Digital Marketplace, that you can use for your response templates. Here is a link to various templates. https://www.gov.uk/guidance/digital-outcomes-and-specialists-templates-and-legal-documents. Use Skills Experience Evidence Template to respond to shortlist criteria, shown in Skills & Experience (Technical Competence: Essential Skills & Experience) and (Technical Competence: Nice to Have Skills & Experience) sections. Use Proposal Template and Case Study Template to respond to the Technical Competence: Proposal Criteria, and Cultural Fit criteria, in the How Suppliers will be evaluated section of the Published Requirement. Submit your Fixed Price as part of your submission.
8. Are you accepting partnerships between multiple suppliers to apply to carry out the discovery work outlined in this opportunity? DVSA will accept a collaborative approach as long as the contractual arrangement is via a 'lead' supplier that takes full ownership/risk of the delivery and contractual obligations.
9. Your response to an earlier question indicates you want to receive a proposal in parallel with the short-listing questions being answered. Can you confirm how this proposal should be sent or submitted? I don't see any options to submit this via the Digital Marketplace webpage - or am I missing something? Written response required by 25th May. There are templates on the Digital Marketplace, that you can use for your response templates. Here is a link to various templates. https://www.gov.uk/guidance/digital-outcomes-and-specialists-templates-and-legal-documents. Use Skills Experience Evidence Template to respond to shortlist criteria, shown in Skills & Experience (Technical Competence: Essential Skills & Experience) and (Technical Competence: Nice to Have Skills & Experience) sections. Use Proposal Template and Case Study Template to respond to the Technical Competence: Proposal Criteria, and Cultural Fit criteria, in the How Suppliers will be evaluated section of the Published Requirement. Submit your Fixed Price as part of your submission.
10. We have applied, but received no confirmation as yet. How and who to would you like the written clarification sent to ? The Digital Marketplace is where all the information/requirements/clarifications are published. There is a Q&A facility on the DOS web portal where the requirement is published. Any questions can be raised there by end of 18th May. We will respond by 24th, but more likely well before that. We have answered some questions already that you should be able to see here.
11. We have submitted our application, but did not see any option to add a written response. The application now shows as 'Submitted' and we cannot view or edit it. 1. Did we miss detail about how to add a written response? 2. Is there a set format for the response? 3. At which point do we add our price? 4. Are there any further documents regarding your requirement, or is all information provided within the form on the Digital Marketplace? It seems we are all learning to use this new framework portal !
With regard to submitting written responses, see guidance in answers 3, 5 and 7 to use templates provided on the DOS website. I now realise there is no facility for you to upload your written response, so please submit written responses (using those templates) along with fixed price as MS Office (Word/Excel) attachments on a covering email to: procurement.branch@dsa.gsi.gov.uk by 25th May 5pm. You will have to cut and paste our requirements/questions into the appropriate places on the templates and then enter your own text to respond.
12. Our understanding of the previous answer is that every applicant submitting evaluation question responses will also submit a written response/proposal before the close date of 25th May - and that after these written responses are received, three companies will then be shortlisted to present. Our question then is; if our interpretation is correct, what is the mechanism by which we submit the written proposal? e.g. is there an email address to send it to? Thanks. With regard to submitting written responses, see guidance in answers 3, 5 and 7 to use templates provided on the DOS website. I now realise there is no facility for you to upload your written response, so please submit written responses (using those templates) along with fixed price as MS Office (Word/Excel) attachments on a covering email to: procurement.branch@dsa.gsi.gov.uk by 25th May 5pm. You will have to cut and paste our requirements/questions into the appropriate places on the templates and then enter your own text to respond.
13. The Proposal Template states: Maximum 2000 words including drawings, graphs and any attachments. Is this 2000 in total, or 2000 words per question? 2000 words max per question please.
14. How do we submit the written response? There is no option to attach documents in the Digital Marketplace portal. See responses to similar questions such as 11, 12 & 13. Apologies for the confusion, we ourselves are learning about this framework portal and how it works. Hopefully our answers are helping to address your questions.
15. Is there a pre-defined or prefered technology stack? -Will you use the same core tech stack as the pre-existing Apps Mod programme? -Will the application be delivered into / supported by the same core infrastructure as the existing Apps Mod programme? -Is it anticipated to host on AWS? Have any decisions been taken around the existing tools and processes? Who will be responsible for standing up and maintaining the development and test environments? DVSA? The development supplier? A third party? i.e. Will the team need any WebOps capacity? This is a Discovery phase - as such, many of the questions you raise would normally be asked during the Discovery. If we answered the questions you raise it would be a pre-judgement ahead of consulting users and stakeholders that may have alternative views. Certainly re-use of existing infrastructure would have to be considered if appropriate. It is for potential suppliers to demonstrate their experience to us as part of their response as to the make up of any team they propose - based on the requirements we have set out.
16. Our question is; What does each Discovery Phase cover? Previous experience of the most successful Discovery phases e.g. The Parliamentary Digital Service and FCO, getting started in a timely manner requires research participants to be identified and secured early. Delays can be caused when research participants are hard to reach, or need to be booked far in advance - and so understanding that ahead of time can be helpful in accelerating the process and making best use of time. It also helps us build a picture of what types of research activities would be most appropriate for each user group. 1. If we want to be specific we can say that the Discoveries will focus on ‘Commercial Vehicle Testing’ and ‘Driver and Rider Service Transformation’
2. User groups vary – some are within the Agency, some are external in trade bodies, other government agencies or public. The DVSA Service Team will work with the vendor to define specific user and stakeholder groups so as to identify and recruit representative users for research. We already have strong engagement in the required areas through our Service Teams, and expect no significant delays in accessing representative users
17. We note that supplier X has recently delivered a migration of some services to Supplier Y. Will the successful supplier be required to work with Supplier X on this discovery? As stated in the requirements, any potential supplier working with DVSA in the Agile Development life cycle, be it - Discovery, Alpha, Beta etc will have to demonstrate that they are capable of working collaboratively and productively in a blended, multi-disciplinery, multi-vendor environment.
18. Can we ask how DVSA would like us to submit the fixed price? In the case study template, it asks for a maximum of 3 case studies. Can we confirm how many case studies are required? Thanks 1. DVSA have asked for a Total Fixed Price to cover both Discoveries. It is for the potential supplier to estimate the make up, type and level of team they would consider appropriate for the assignment. DVSA have supplied information about the elapsed time for each Discovery. DVSA have also asked potential suppliers to respond to how they will ensure Value For Money - so there is a chance to explain why you think your proposal represents VFM. 2. Five case studies please. (template can be modified).
19. Is there any further information available on the subject/service(s) to be examined under the two Discovery Phases? See answer to Q16. Duplicated here for reference. 1. If we want to be specific we can say that the Discoveries will focus on ‘Commercial Vehicle Testing’ and ‘Driver and Rider Service Transformation’
20. Is there any information on the scale of the transactions handled by the services? This will need to be analysed and verified during Discovery.
21. Is it envisaged the Supplier will be providing the entire Discovery Team or will it be a blended team with roles provided by DVSA, if so which roles? Potential Suppliers should respond on the basis of providing the full team they think DVSA would need to run a full Discovery to produce the outcomes described in the requirements. DVSA will assist as much as possible in terms of providing access to personnel, stakeholders, vendors, but the actual 'doing' part of the Discovery is very much the responsibility of the selected supplier.
22. IMPORTANT ANNOUNCEMENT - SEE ADJACENT COMMENTS. In consultation with GDS and Crown Commercial Service we have agreed to postpone the request for written submissions to shortlist questions and evaluation questions until we have assessed the initial applications on the portal. This is in fact how the process is set up to work. We apologise for the confusion and inconvenience this may cause. The process going forward after we review the initial applications based on Yes/No answers to Shortlist and Nice to Have questions will be that DVSA will contact those that say they can meet the Shortlist criteria and request written evidence to support those claims.
23. Please could we request a copy of the DfT T&S terms? The portal does not cater for attachments, so I cannot load the full policy. Expenses may be claimed in certain circumstances. The full policy will be made available to shortlisted suppliers in due course. Here is the key information.

Public Transport rate 25p per mile
One meal indicative level (Five hour rate) up to £5.00
Hotel indicative level London up to £115 per night
Hotel indicative level elsewhere up to £90 per night
Overnight stay evening meal indicative level up to £15.00
24. There doesn’t appear to be any questions in the Proposal Template for Cultural Fit – should there be questions to cover this criteria in the Proposal Template? I would also be grateful if you could provide guidance on word length for the answers to Technical Competence: Essential Skills & Experience and Technical Competence: Nice to Have Skills & Experience. Many thanks See "Important Announcement" in previous clarification question. DVSA will distribute customised templates for shortlisted suppliers in due course that will address your comments.
25. Would a successful supplier be eligible to bid for follow up business? All new requirements will be advertised via the DOS framework portal. Potential suppliers will make their own judgement on whether to bid. DVSA cannot influence this.
26. Please can we request an extension to the deadline for questions to the end of Monday (23rd May) to allow for follow-up questions to the answers provided? Thanks No - as we have lined up resources specifically this week to answer queries as efficiently as possible and some resources will not be available next week to do this. Apologies. DVSA feel there is enough information on the portal now for suppliers to be able to answer the shortlist questions, and further questions and answers will be of limited value, particularly as we are no longer seeking full bids at this point - purely shortlist applications via the portal application process. (See "Important Announcement" above).
27. Is there any further information on the legacy systems to enable better sizing of the technical aspects? The successful supplier will be expected to uncover this information as a part of the discoveries themselves. DVSA will provide access to information that currently exists, and access to relevant staff/agencies/vendors, during early stages of engagement to facilitate this. For now to assist with giving a very high level picture of the legacy estate we can say that the existing applications (in scope) across both Discoveries are based on a mixture of the following Technical Groupings: Java/Oracle, MS Access, Oracle, .Net, Notes, LAMP. Obviously, this will not necessarily determine the future technology landscape.
28. Is there further information available about your legacy estate (e.g. list of technologies and the size and scope) and the digital services you wish to develop? The successful supplier will be expected to uncover this information as a part of the discoveries themselves. DVSA will provide access to information that currently exists, and access to relevant staff/agencies/vendors, during early stages of engagement to facilitate this. For now to assist with giving a very high level picture of the legacy estate we can say that the existing applications (in scope) across both Discoveries are based on a mixture of the following Technical Groupings: Java/Oracle, MS Access, Oracle, .Net, Notes, LAMP. Obviously, this will not necessarily determine the future technology landscape.
29. The duration and budget for these two discoveries is higher than most (successful) Discoveries we have been engaged in. We understand part of the reason to be the need to understand the legacy applications. Are there any specific identified reasons for this, or is it the upper end of the GDS suggestion? -Can you confirm the whether budget is for the supplier only or the overall Discovery including DVSA and third parties? Can you confirm the technologies that the legacy systems are based on -Could you confirm that the project will require GDS Assessments or just run to those guidelines. Duration is in line with GDS Digital By Default standards. Budget is for guidance only and covers supplier costs. Price is part of evaluation (20%) weighting, so it is for the supplier to submit a competitive bid based on our requirements and their experience – not based on what our budget is. See previous answers regarding technology and legacy. GDS Spend approval will be required prior to progressing to Alpha. Alpha will be procured in a separate procurement exercise – using DOS framework.
30. Please could you clarify the data sources in scope e.g. Oracle DB, spreadsheet etc. and in particular could you say whether these include any significant amount of SAP or ERP systems? If there are source files rather than databases, please could you give an indication of the volume of the former and the size of the latter. Thank you. The data sources in scope are varied and include (but are not limited to) Oracle DB, Microsoft SQL Server, unstructured data sources and third party feeds, it is expected that greater detail will be uncovered as a part of the discoveries themselves; There are a number of inputs which include some further detailed analysis of data sources - these will be shared with the successful supplier at the start of the discovery work.
31. Important Announcement: See Adjacent Comment. Crown Commercial have advised that the weighting structure of the Technical aspects should cover the Essential and Nice to Have criteria as well as the Technical Competence Proposal Criteria section. Therefore please note the revised weightings below. All Essential and Nice to Have requirements will be allocated 1% of technical weighting. (14% in total). Value for Money is reduced from 15% to 10%. Proposed Team Structure is reduced from 10% to 6 %. Similar Contract Examples is reduced from 10% to 5%. Total weighting across whole of Technical remains at 60%. Cultural Fit remains at 20%. Price remains at 20%.
32. Important Announcement: See Adjacent Comment. The latest Start Date for this contract is now 1st August 2016. Not 27th June as previously advertised.