Awarded to Ernst & Young LLP (EY)

Start date: Wednesday 31 July 2019
Value: £43,168
Company size: large
College of Policing

College of Policing: wireframes UX design for candidate assessment/administration system

7 Incomplete applications

6 SME, 1 large

17 Completed applications

11 SME, 6 large

Important dates

Published
Friday 18 May 2018
Deadline for asking questions
Friday 25 May 2018 at 11:59pm GMT
Closing date for applications
Friday 1 June 2018 at 11:59pm GMT

Overview

Summary of the work
Wireframe UX design for the replacement of the College’s candidate assessment/administration system. This will deliver examinations/assessments and manage candidate admin for recruit assessment centres and national promotion exams.
Latest start date
Monday 18 June 2018
Expected contract length
8-10 weeks
Location
No specific location, eg they can work remotely
Organisation the work is for
College of Policing
Budget range

About the work

Why the work is being done
The College is replacing its candidate assessment/administration system. This will deliver examinations/assessments and manage candidate admin for recruit assessment centres and national promotion exams.

The vision is to provide an efficient and flexible national system for managing assessments within the police service that will give confidence to candidates, police forces and the College of Policing and enable the delivery of excellence.

Wireframes for the new system require UX design for admin from the business and candidate facing sides and exam/assessment delivery. This should deliver a smooth and intuitive user journey requiring minimal training.

Work must be completed by 24/08/2018.
Problem to be solved
UX Design solutions for new assessment and administration system to be implemented:

• Registration for assessments – self-service to book assessment centres, mandatory fields to capture essential information, ability to identify as requiring reasonable adjustments, ability to view results.

• Assessment – support and deliver assessment/examinations online, manage multiple exam types and assessment centres across multiple locations, identify assessment centre requirements including number and type of assessors, book assessors, make changes to bookings, notify assessors and candidates, manage reasonable adjustments for candidates (additional needs).

• Reporting – download reports easily, search candidate applications.
Who the users are and what they need to do
Applicants to police forces.
Members of police forces undertaking knowledge based exams.
Members of police forces undertaking assessment centres.
Force and college administrators
Super user administrators
Assessors

User stories:
Candidate: I want to choose and book assessment centre spaces online.
Candidate: I want to access my assessment record to view results and feedback.
Administrator: I want to manage a number of different exams and assessment centres.
Administrator: I want results to be automatically sent to candidates.
Assessor: I want to book onto assessment centres myself.
As designs are developed we want the supplier to lead and facilitate user research sessions.
Early market engagement
We have conducted user workshops and have identified the user stories for Alpha prototyping, as well as speaking to other public sector organisations.
Any work that’s already been done
User engagement workshops undertaken, vision and user stories/personas created.
Existing team
The current project team includes: Senior Responsible Owner, Project Lead, Senior Product Owner, Applications Specialist and Occupational Psychologists.
Current phase
Alpha

Work setup

Address where the work will take place
The project team are based in London and Harrogate. The supplier may be expected to spend some time at these locations.
Working arrangements
Full-Time, Monday to Friday, 36 Hours per week - Flexible Working Patterns allowed.

Any travel expenses will be reimbursed in line with the College of Policing travel and subsistence policy.
Security clearance
Minimum basic or NPPV1

Additional information

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.

Essential skills and experience
  • Digital Design Experience: Extensive experience in producing creative and innovative visual solutions in a complex online environment, demonstrating the ability to think in challenging situations.
  • Ability to think creatively and deliver appropriate UX concepts.
  • Proven understanding of accessibility issues relevant to online design.
  • Thorough working knowledge and understanding of HTML5 and CSS.
  • Specialist Software: Extensive experience as an interactive designer using, for example, Adobe Photoshop, Illustrator, InDesign and Sketchup Professional.
Nice-to-have skills and experience
  • Knowledge across the digital design sector applying research in new design technologies to the benefit of the team, projects and services.
  • Ability to present creative ideas, concepts and treatments to production team and clients.
  • Strong experience of applying College of Policing UX Design standards against branding guidelines and style guide.
  • Understanding of College of Policing products and services.

How suppliers will be evaluated

How many suppliers to evaluate
3
Proposal criteria
  • Value for Money
  • Ability to deliver design solution on time
  • Work as a team with our organisation
  • Estimated timeframes for the work
Cultural fit criteria
  • Strong team working experience with the ability to think and problem solve independently.
  • Strong experience working as part of an agile team participating in daily stand up and retrospectives.
  • Engaging with team to create an environment for knowledge sharing and handover of completed products with knowledge transfer.
  • Excellent written and communication skills with the ability to translate complex issues to a non-technical audience.
  • Strong ownership and commitment to delivery.
  • Good collaboration skills and ability to share skills and information among team members.
  • Ability to build and develop good working relationships with staff and stakeholders.
Payment approach
Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
Evaluation weighting

Technical competence

55%

Cultural fit

20%

Price

25%

Questions asked by suppliers

1. "Strong experience of applying College of Policing UX Design standards against branding guidelines and style guide." which presumably relatively very few suppliers have experience of. Can you please clarify if this opportunity is realistically open to those that haven't, and are you able to provide the design standards?
Working with a supplier already familiar with College branding and UX design concepts is an advantage but not essential and we welcome bids from suppliers able to meet essential requirements. Not having experience with College of Policing UX design standards will not prevent a successful bid and suppliers will receive fair consideration across their proposal to decide the most appropriate fit for the work.

Shortlisted suppliers can be provided with CoP design standards.
2. please can you confirm the budget for the project? And how our commercial offering will be evaluated? is it possible to provide a full list of requirements?
We are not able to release the budget at present. The commercial offering will be evaluated in weightings: Technical competence 55%, Cultural fit 20%, Price 25%.
Following shortlisting we will hold a supplier day to fully evaluate potential suppliers.
Requirements are being developed based on user stories and will be developed in collaboration with the chosen supplier.
3. We have BPSS clearance, will this satisfy the requirement for basic clearance? If not are you willing to sponsor us to get NPPV?
We will accept Baseline Personnel Security Standard or NPPV1 as a minimum.
4. Can you give an indication of budget?
We are not able to release the budget at present. We can share user stories with shortlisted suppliers to assist in developing a full bid.
5. Taking into account the timeframe available for delivery, have their been provisional plans made for user research attendees? (people, venues and potential dates of availability).
We have already held a number of user workshops. We would work with the supplier to plan appropriate further workshops.
6. Will this UX work be aligned to the functional scope of an existing (planned) solution, or is it geared towards a green-field software project to be delivered at a later stage? (I.e. are we rethinking an existing (planned) solution or creating the groundwork for something entirely new?)
The existing system is reaching the end of its life and requires replacing so this is a green-field project.
7. Are there quantifiable measures for 'efficient' and 'flexible' for the existing solution? If so, can you share them? We'd anticipate the 'new' UX to be evaluated against similar or the same metrics as a measure of success.
This is the vision for the project that we are looking to achieve. These will be detailed in the user stories which will be shared with shortlisted suppliers.
8. Based on the requirement for "Thorough working knowledge and understanding of HTML5 and CSS." are you expecting an interactive prototype developed in the browser or using a specific prototyping tool such as InVision?
Yes.
9. The project description seems to suggest that the alpha prototype we would be working on will be a clickable wireframe. However, the required skills suggest a more hi-fidelity design exercise (you’re looking for experience with Photoshop, Illustrator, HTML/CSS etc). We do both, but we’d like some steer on what you are expecting as the approach to the alpha prototype?
The chosen supplier can choose the appropriate tool to deliver wireframes, in agreement with the college.
10. On a related note, assuming that we are working on a wireframe prototype, do you have a strong preference for which tool is used to develop it, or are we free to suggest an approach? We typically use a variety of tools for wireframing such as Axure, Sketch/InVision, Balsamiq, OmniGraffle or Visio (depending on client needs) There is reference to needing experience with SketchUp Professional, which is a CAD modelling package. We are just wondering if this perhaps should say ‘Sketch’ instead, or whether 3D modelling is likely to feature in the alpha prototype?
We expect UX designs with good graphical representations, rather than a sketch. Suppliers would be free to choose the appropriate tool, in agreement with the college.
11. Will the project be assessed against the GDS Digital Service Standard, and if so, is this being done internally, or by the Home Office or GDS? How do you see the team working – are you looking for a dedicated person(s) to come and join a team that you are managing, or would we be managing our own team and meeting with your staff throughout the project as necessary? Can you give us any estimate of the proportion of time that would be required to be onsite in the two locations (London and Harrogate)?
No. This is being done internally by the College of Policing.
We would prefer that the supplier consults with the College rather than basing themselves onsite.
We would expect the supplier to meet with the college for around 2 hours every fortnight, in either London, Harrogate or Coventry.
12. Is there an existing UR on the project to support user testing?
As designs are developed we want the supplier to lead and facilitate user research sessions, this includes providing user researchers supported by an internal team.
13. Is there existing Discovery outputs available for consumption?  -Browsers that need supporting  -Accessibility issues that need to be addressed?
Follow GDS Service Design Manual – Criteria 10 – Testing the End to End Service – full browser list available - https://www.gov.uk/service-manual/service-standard/test-the-end-to-end-service
For Accessibility, it must meet Government Accessibility Requirements described in the GDS Service Manual - https://www.gov.uk/service-manual/helping-people-to-use-your-service/making-your-service-accessible-an-introduction
14. There is no mention of responsive design or tech stack, has this been decided yet as this can have an impact on design through technical constraints?
We expect our users choice of device / technology to vary and expect designs to be completed for responsiveness to accommodate different screen / size and resolutions; this is standard across all Government systems.
This is covered in the GDS Service Manual under Point 10 – Designing for different browsers and devices - https://www.gov.uk/service-manual/service-standard#criterion-10