Awarded to Engine Partners UK LLP (The Engine Group)

Start date: Wednesday 1 August 2018
Value: £4,500,000
Company size: large
Marine Management Organisation

MMO Digital Transformation and compliance services covering Discovery, Alpha and Beta stages

7 Incomplete applications

5 SME, 2 large

23 Completed applications

10 SME, 13 large

Important dates

Published
Friday 11 May 2018
Deadline for asking questions
Friday 18 May 2018 at 11:59pm GMT
Closing date for applications
Friday 25 May 2018 at 11:59pm GMT

Overview

Summary of the work
The Marine Management Organisation (MMO) (part of the Defra Group) require a delivery partner that has the capability and flexibility to support the end to end delivery of digital products associated with fisheries control and in line with, for example, Defra/GDS digital standards/design patterns/technology standards and principles.
Latest start date
Friday 31 August 2018
Expected contract length
2 years with the option to extend by up to a further 6 months
Location
North East England
Organisation the work is for
Marine Management Organisation
Budget range
The call off contract will have a value of up to £4.5 million.

This estimate does not include travel and subsistence payments where allowed.

About the work

Why the work is being done
To ensure compliance with the Common Fisheries Policy (CFP) and associated interdependencies.

A programme of work has been initiated to review fisheries management services and associated dependencies with the aim to enable transition and/or continued compliance whilst delivering better services to both internal and external users.
Problem to be solved
Within the MMO programme a number of projects have been identified. The Discovery stage for 2 of these has been completed and now need to progress to Alpha and Beta stages.

As other projects are identified they will need to go through the Discovery stage and potentially Alpha and Beta stages.

MMO now requires a supplier capable of providing these services in a Digital and Agile manner to enable improved systems and compliance within the CFP.
Who the users are and what they need to do
The users fall into 2 main groups :

(i) External users within the fishing industry. They need to produce and maintain records (for example, obtaining licenses, catch records, landing, selling and transport notices) so that they can trade in fishery products and comply with the regulations (CFP and IUU).

(ii) Internal user (including MMO and partners such as CEFAS, IFCA's and Devolved Administrations). They need to be able to review information and perform activities including inspections and data reporting so that they can monitor and enforce compliance with regulation.
Early market engagement
N/A
Any work that’s already been done
Discovery has been completed on 2 services.

Discovery reports will be made available to shortlisted suppliers.

Further work is underway to identify further services requiring transition or compliance work and are suitable for inclusion in Discovery, Alpha and/or Beta stages.

The architectural approach has been established, data models and standards now in development.

Outputs from the previous Discovery phases will be provided to shortlisted bidders only under NDA's.
Existing team
There is an established programme and project management team as well as head of service design, business analysts, data analysts and architects (enterprise, solution and data). SME's from across Defra and the MMO are available. It will also be necessary to liaise with the current provider of fisheries management IT - Cefas (part of the Defra group) and other suppliers.
Current phase
Alpha

Work setup

Address where the work will take place
Mainly Newcastle, but with some need to attend London, Peterborough, York, Lowestoft, other Coastal offices and other user localities as appropriate. Remote working is allowed where appropriate and agreed with MMO.

The Newcastle location is Marine Management Organisation, Lancaster House, Hampshire Court, Newcastle upon Tyne, NE4 7YH.
Working arrangements
The supplier will be responsible for all costs relating to travel, accommodation and subsistence to Newcastle which is the main office location.

The supplier is expected to work collaboratively with the existing team and therefore a core team is expected to be co-located as appropriate.

The appropriate approach will be agreed with the successful supplier as each SoW is agreed throughout the life of the contract.

In the event that any expenses are applicable this will be in accordance with Defra Group Travel and Subsistence rules.
Security clearance
All supplier resources must meet the Baseline Personnel Security Standard (BPSS) but suppliers should note there may be a requirement for certain individuals to have "SC clearance".

Additional information

Additional terms and conditions
All materials produced as part of this contract shall become the property of the Buyer.

May include collaboration with third parties and other suppliers.
Work will be undertaken under individual SOW's and subject to the Buyer's internal approvals processes.

The Buyer reserve the right to contract with the supplier for any or all of the different stages (Discovery, Alpha, Beta).

The Buyer reserve the right to instruct other third party suppliers to undertake different stages (Discovery, Alpha, Beta) which will be at the Buyer's sole discretion.

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
  • Experience in the planning and delivery of a user centred (external and internal) agile services. (5%)
  • Experience in conducting user research, identify personas, deliver user journey mapping, and deliver evidenced prioritised user stories (3%)
  • Experience of transitioning enterprise scale legacy data estates to international adopted industry standard data models (4%)
  • Experience in the delivery of workflow management solutions (open and non open source) (3%)
  • Experience in the delivery of data analytics, BI services and information exchange solutions in a complex environment utilising industry best practice. (2%)
  • Experience in working in a complex stakeholder and technical environment (integration with legacy systems/infrastructure, re-platforming, open source, identity management, payments and integrating with common COTS components) (3%)
  • Experience of following the Government Digital Service Manual and corresponding service assessment process and the Technology Code of Practice. (3%)
  • Experience of an established supplier team with good working relationships which support meeting the objectives. (2%)
  • Demonstrate ability to manage and prioritise activity within multiple teams running at the same time. (1%)
Nice-to-have skills and experience
  • Experience of working with Central Government and/or Arms Length Bodies (1%)
  • Demonstrate experience of designing services for users that may demonstrate aversion to change (1%)
  • Demonstrate knowledge of and willingness to recommend, creative, innovative solutions which offer longevity and flexibility to respond to future changes (1%)

How suppliers will be evaluated

How many suppliers to evaluate
3
Proposal criteria
  • Approach and methodology to delivery to include, discovery, alpha and beta (must include approach in relation to DevOps) (12%)
  • Approach and methodology in transferring services to live support suppliers (4%)
  • Multi-disciplinary team structure including roles and CV's of the people delivering the work (5%)
  • Estimated resources/timeframes for the next phases of the discovery projects (4%)
  • Ability to scale resources up or down to the demands of the activities associated with fisheries management services (3%)
  • How the approach to service design will ensure user needs are met particularly with reference to hard to reach users (3%)
  • How the approach to service design will ensure organisation or Government policies/goals are met (2%)
  • How risks and dependencies will be identified and managed (2%)
  • How you plan to transfer knowledge to permanent staff within the client organisation (point 3 of the Service Standard) (2%)
  • How value for money will be achieved for the duration of the contract (4%)
Cultural fit criteria
  • Experience of working with an organisation which is at the beginning of changing the culture to a more agile way of working. (2%)
  • Experience of challenging the status quo in a constructive and inclusive manner. (2%)
  • Experience of collaboration with multiple governments with the aim to achieve a single objective. (2%)
  • Experience of transferring knowledge to permanent staff within client organisation. (2%)
  • Experience of transparency in decision making (2%)
Payment approach
Time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

1. "require a delivery partner that has the capability and flexibility to support end to end delivery" - can you please elaborate on this statement; how much flexibility does MMO envisage requiring and what will this look like in a real-world setting e.g. ramping up/down resources on a week by week or SOW basis?
MMO require a prospective supplier to be able to respond to new pieces of work on a SOW by SOW basis. Multiple workstreams may be undertaken in parallel.
2. "in line, for example, Defra/GDS digital standards/design patterns/technology standards and principles" - please confirm any other standards and principles that are used within MMO today or you perceive will be required in the future?
At this moment in time this refers to the existing GDS guidance. This encapsulated the standards and principles followed. No others are anticipated at present but bidders are required to demonstrate they are and will be alert to any changes emerging . As a minimum the supplier will be expected to comply with:
https://www.gov.uk/service-manual
https://www.gov.uk/service-manual/service-standard
https://www.gov.uk/government/publications/technology-code-of-practice
3. "The call off contract will have a value of up to £4.5 million" - is a two-year contract really required for this capability; this seems to discourage smaller innovators from responding. Is MMO committed to working with SME's on this requirement and if so, how do you propose to mitigate the financial risk of providing such a large work order to a smaller provider?
The digital spend anticipated across the suite of work expected over the 2 years is estimated to be circa £4.5M. MMO are committed to working with whichever supplier is best placed to have the ability and capacity to support this range of work, this includes SME's where this can be demonstrated to provide the best service.
4. "To ensure compliance with [CFP] and associated interdependencies - please elaborate; what associated interdependencies do you envisage?
There are possible linkages to work arising from EU Exit and other fisheries management activities as well as compliance with the CFP.
5. "The Discovery stage for 2 of these has been completed" - Did MMO engage with a supplier to complete this work? If so, who is the incumbent supplier?
The discoveries were completed by Transform, part of the Engine Group. This work has completed so it is inaccurate to describe them as the "incumbent supplier".
6. "The Discovery stage for 2 of these has been completed" - Please confirm the budgets for these discovery phases for context on future work.
Circa £200k.
7. "providing these services in a Digital and Agile manner" - in our experience, every organisation will have a different interpretation of what digital and agile manner means. Please can you provide examples of how MMO has delivered services in a digital and agile manner previously? What does 'Digital and Agile manner' mean to you?
MMO define Digital and Agile as described by GDS. https://www.gov.uk/service-manual/agile-delivery. MMO has a number of projects which have completed discovery and alpha. Discovery reports for the 2 referred to will be shared with shortlisted bidders. Bidders are asked to make representations as to what Digital and Agile mean to them.
8. "Discovery has been completed on 2 services" - as part of this work, has detailed process mapping been completed to obtain Voice of the Process, as well as Voice of the Customer/Voice of the Business?
Yes. Discovery reports will be shared with the shortlisted bidders.
9. "Further work is underway to identify further services requiring transition" - how is this work being completed i.e. internal business analysts or external suppliers? What scoring is being used is identify prioritised services?
This work is being progressed by a mixture of internal Business analysts and resources (both permanent civil servants, contractors and suppliers) provided by Defra Digital Transformation Services. Prioritisation will be agreed on a SOW by SOW basis.
10. "The architectural approach has been established, data models and standards now in development" - is a copy of the architectural approach available online or will you share a copy with shortlisted suppliers?
No. Architectural approach etc. will be shared with the successful bidder. The preferred standard is to use the TOGAF standard.
11. "The architectural approach has been established, data models and standards now in development" - is a copy of the data models and standards available online or will you share a copy with shortlisted suppliers?
No. Architectural approach etc. will be shared with the successful bidder. The preferred standard is to use the TOGAF standard.
12. "Experience in the planning and delivery of user-centred (external and internal) agile services" - what user-centred standards and principles do MMO use today?
Those defined by GDS. https://www.gov.uk/service-manual/service-standard
13. "Experience in the planning and delivery of user-centred (external and internal) agile services" - please provide examples of how MMO has implemented user-centred design previously?
MMO define Digital and Agile as described by GDS. https://www.gov.uk/service-manual/service-standard. MMO has a number of projects which have completed discovery and alpha. Discovery reports for the 2 referred to will be shared with shortlisted bidders.
14. "Experience of…internationally adopted industry standard data models" - does MMO have a preference for which standards are adopted?
The preferred standard is to use the TOGAF standard.
15. "Experience in…workflow management solutions (open and non open source)" - does MMO have a preferential or strategic relationship with any particular solution vendor today? Please confirm what solutions MMO is using for workflow management today.
MMO does not use a workflow management tool at present. No strategic relationship exists at present. Bidders are anticipated to make representations.
16. "Experience in…data analytics, BI services and information exchange solutions" - does MMO have a preferential or strategic relationship with any particular solution vendor today? Please confirm what solutions MMO is using for these today.
MMO does not have any strategic vendor preferences at present.
17. "…complex stakeholder and technical environment" - we have worked with public sector organisations ranging from several hundred to several tens of thousand employees. What does 'complex stakeholder and technical environment' mean to MMO? Please provide examples of why this is important to this particular requirement.
We work in a context where Inshore Fisheries Conservation Authorities, Devolved Administrations, enduring legacy suppliers, HM Treasury, Defra Digital Transformation Services and the Marine and Fisheries system and the Department for Exiting the European Union are all interested parties. This requirement will involve working with all these groups. We also work with a mixed estate of enduring legacy IT. The Fishing industry also covers a diverse range of business's from sole operators to large companies.
18. "Multi-disciplinary team structure including roles and CV's" - does MMO have a preference/agreed resourcing model for completing digital work i.e. onshore/offshore/blended model?
No.
19. Will you be providing a Q&A session for prospective suppliers?  If so, when will this take place?
No.
20. "The Supplier may be required to run two or more Discovery phases simultaneously in the next couple of months".   Do you suggest these Discoveries run in parallel or concurrently, with each Discovery building on the last?
MMO require a prospective supplier to be able to respond to new pieces of work on a SOW by SOW basis. Multiple workstreams may be undertaken in parallel.
21. How long is each discovery phase expected to last?
This will depend upon requirements.
22. Has any work been completed to map the required processes for the digital services?  Similarly, can you please explain what methods and techniques have been used and the level of details completed e.g. processes mapped to APQC level 3?
MMO has a number of projects which have completed discovery and alpha. Discovery reports for the 2 referred to will be shared with shortlisted bidders.
23. How does MMO currently evaluate the digital health tools it develops - is this a manual process?
On a case by case basis.
24. Please can you clarify what will be the controlling scope that determines the completion against Discovery scope?
These will be agreed on a case by case basis.
25. Have existing third party suppliers been working with MMO to help shape your thinking on this project? If so, who has been involved to date?
Work has been progressed by a mixture of Business analysts and resources (both permanent civil servants, contractors and suppliers - including Transform) resourced through both MMO and Defra Digital Transformation Services.
26. Will a GDS compliance assessment be undertaken during the project?
Yes.
27. If appropriate, what support will MMO provide to identify and source user research participants?
We have a list of engaged stakeholders and users which will be shared with the successful bidder.
28. Could you please confirm whether the opportunity is inside or outside IR35?
It is outside of IR35.
29. You mention having a core team onsite. Can you please explain in more detail what you mean by core team? Do you have any specific roles / number of roles in mind?
This will be agreed on a case by casis basis depending on the work.
30. Would you want the core team onsite permanently or would you consider other hybrid onsite / offsite models to maintain the collaboration and offer best value for money?
This will be agreed on a case by case basis depending on the work.
31. What is the target architecture? In particular the workflow management systems you have in mind?
Architectural approach etc. will be shared with the successful bidder. MMO does not use a workflow management tool at present. No strategic relationship exists at present. Bidders are anticipated to make representations.
32. With regards to the MMO Digital Transformation procurement on DoS 2, MMO references that Discovery has been completed on 2 services. Can you please clarify what these 2 services are and who carried out the Discovery work?
Discovery was completed by Transform on Catch Recording and Transport Documents. Discovery reports will be shared with shortlisted candidates.
33. Are there any constraints on the MMOs office space, such that it would be useful for the supplier to be able to use their own office space?
There is space at MMO offices for bidders to work on site and this is anticipated. It is however also antipated that some work will continue off site. Arrangements will be agreed on a case by case basis.
34. Do the MMO envisage all or the majority of the SoWs asking the supplier to take responsibility for delivering an outcome or providing specific skills and capacity into a team where the MMO takes responsibility for delivery?
We anticipate the SOW's will define outcomes and the suppliers responsibility for delivering those.
35. Can you provide any more details on the skills and experience you are looking for in question 3 “Experience of transitioning enterprise scale legacy data estates to international adopted industry standard data models”?
No.
36. “The architectural approach has been established” - will this be provided to shortlisted bidders alongside the Discovery report?
No.
37. Is there an agreed enterprise/digital architecture available for MMO that we can review?
No.
38. Please advise if an official project plan is available with indicative timescales for delivery?
No.
39. As part of this process, will we be allowed to meet MMO stakeholders to understand what key decision makers see as a successful outcome for this engagement and how to best approach the project – both technically and commercially?
No.
40. "The buyer reserves the right to instruct other third party suppliers to undertake different stages" - under what circumstances would you instruct other third party suppliers?
Where it is felt other parties (e.g. Defra's Digital, Data and Technology Services team) may be best placed to take individual items or work forwards.
41. Are you planning to appoint a single supplier across all stages?
This will result in a contract with a single supplier. The buyer reserves the right to instruct other third party suppliers to undertake different stages where it is felt other parties (e.g. Defra's Digital, Data and Technology Services team) may be best placed to take individual items or work forwards.
42. Who did the Discovery work? Is the some of / all of the work subject to GDS assessments?
Discovery was completed by Transform. Yes it will be subject to GDS assessments where required.
43. Please advise what is the anticipated/expected size and composition of the supplier's team for this project
Supplier size will be expected to vary as determined by the SOW’s being undertaken. Shortlisted bidders will be asked to propose the size of team needed for a specific proposal as part of the second stage of selection.
44. "Experience of working with Central Government and/or Arms Length Bodies" - please confirm what ABL's are acceptable to MMO. For example, if we have experience working with Central Government AND an ALB for NHS England, is this an acceptable level of experience working with ALB for MMO?
Yes.