Awarded to Methods Business and Digital Technology Limited

Start date: Monday 2 July 2018
Value: £200,000
Company size: SME
Department for Business, Energy and Industrial Strategy

BEIS – Digital Delivery Analysis, User Research and Design requirements

6 Incomplete applications

4 SME, 2 large

29 Completed applications

21 SME, 8 large

Important dates

Published
Tuesday 22 May 2018
Deadline for asking questions
Tuesday 29 May 2018 at 11:59pm GMT
Closing date for applications
Tuesday 5 June 2018 at 11:59pm GMT

Overview

Summary of the work
Scoping and design of internal and external facing digital services in line with GDS services standards, including:
-Identifying user/business needs, skills requirements, proposing design and delivery approaches and writing business cases
-Capturing synergies across internal and external services.

We expect the following roles covered:
Business Analyst
User Researcher
Service Designer
Latest start date
Wednesday 20 June 2018
Expected contract length
2 years
Location
London
Organisation the work is for
Department for Business, Energy and Industrial Strategy
Budget range
The life of the contract is expected to be 2 years and the overall budget in this requirement is estimated to be £200,000. This may be adjusted due to business need and the requirement to support policy driven change. This estimate does not include travel and subsistence payments.
There will be Statements of Work broken down into periods.

About the work

Why the work is being done
The department has committed to delivering an ambitious three year strategy to transform digital, data and technology. Our objective is to harness opportunities to deliver innovative solutions that will make us more internally efficient, open up Government data and services and uptake of services by UK consumers and businesses. We have recently moved to Office 365. As we build our internal capability we are looking for a delivery partner to provide us with specialist support in business analysis, user research and user centred design for scoping, design and delivery, whilst upskilling staff.
Problem to be solved
BEIS require a partner to deliver user research, business analysis and user-centred design aspects of new internal and external facing digital services, meeting internal service and technology standards and where applicable Government Digital Service Standards.

Through outcome based statements of work this will include:
- conducting discoveries and analysing the outputs in order to identify synergies between projects and work required on the subsequent phases.
- Identifying if the scope of future work should be limited to an internal service or expand to consider an external facing digital service.
- business process mapping
Who the users are and what they need to do
There will typically be 3 types of user groups. (1) BEIS Staff for internal solutions for more efficient ways of working and collaboration (2) BEIS Partner Organisations and Other Government/Public bodies (3) External consumers of services delivered by BEIS policies, typically citizens and businesses.
Early market engagement
Any work that’s already been done
Existing team
The existing central digital services team is small but growing with a User Researcher, Content Designer, Technical Architect and Delivery Manager supplemented by Digital, Data and Technology Fast Streamers and Apprentices. A part of the role of the supplier will be to assist BEIS in growing its own capability and we will expect a level of support for our staff who come at all levels from apprentice through to senior management.
Current phase
Not applicable

Work setup

Address where the work will take place
1 Victoria Street, London
Working arrangements
Specialists assigned to a work package expected to be on-site at least 4 days a week in order to promote quick collaboration and team interaction across the varied services.
Security clearance
The supplier must ensure each individual supplied to us has BPSS security clearance and that an IR35 determination is obtained for each specialist prior to engagement. There may be projects instances where we would request SC cleared specialists.

Additional information

Additional terms and conditions
Travel and subsistence expenses subject to internal policy.

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
  • Demonstrate experience of providing relevant skills, roles and resources against a variety of business analysis, design and user research roles required in an agile Scrum Team. (3%)
  • Demonstrate expertise working with the Business Owners, Developers and Testers, elaborate Epics into User Stories that are deliverable and testable and that provide business benefit. (3%)
  • Demonstrate expertise of early project scoping, developing roadmaps and translating these into high level themes, epics and user stories. (2%)
  • Have demonstrable adjusting the team to accommodate changes within the delivery pipeline. (3%)
  • Demonstrate expertise in maintaining the product backlog using appropriate tools, ensuring it is prioritised accordingly with Business Owners. (2%)
Nice-to-have skills and experience
Have demonstrable experience of collaborative working with a client's ‘in-house’ teams, including coaching and mentoring, and knowledge sharing (2%)

How suppliers will be evaluated

How many suppliers to evaluate
3
Proposal criteria
  • Technical capability as demonstrated in the essential and nice and to have skills and expertise (10%)
  • Service quality - how do you ensure you are providing the right resources for a specific outcome based statement of work (10%)
  • Service quality - how do you assure quality of delivery during both the overarching delivery partnership and specific outcome based statement of work (10%)
  • Breadth of services provision - ability to flex levels, numbers, and skillsets of resources (10%)
Cultural fit criteria
  • Collaborate with Civil Servants and other suppliers (3%)
  • Demonstrate a flexible approach (3%)
  • Transfer skills to the customer team (3%)
  • Can work with clients with mixed skills and experience of digital, technology and agile (3%)
  • The individuals will be able to work under pressure, juggle multiple projects, using own initiative and motivation to meet deadlines and set priorities (3%)
Payment approach
Time and materials
Assessment methods
  • Written proposal
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

55%

Cultural fit

15%

Price

30%

Questions asked by suppliers

1. This opportunity looks the same as 6848, which you withdrew today on its closing day. Could you explain the extension, please?
This opportunity replaces 6848 "BEIS - Delivery Partner for Business Analysis & User Research services copy"
2. Essential Skills and Experience asks for demonstrable [experience] "adjusting the team to accommodate changes within the delivery pipeline, can you provide some context to this?" In our experience delivery pipeline could refer to an implementation in code of a delivery pipeline to production infrastructure, to a roadmap of iterations (project plan), to a programme wide delivery plan.
This refers to to the ability of the supplier to scale up or down specialist resources in the team to reflect the workload during the discovery phase
3. Can you confirm the budget?
Up to £200,000
4. The budget would, at a glance, seem insufficient for three resources over two years, even if they were working part time. Could you shed more light on how you have estimated your resource requirements?
We estimate that the outcome could be delivered over the course of 5-7 months.
5. How flexible is the onsite working arrangement?
Essentially, it will be up to the supplier to indicate how they plan to manage the outcome, however, given current ways of working it would be preferable for on-site presence 4 days a week.
6. Within the tender it mentions 'opening up government data’. Will the chosen supplier be required to provide a data specialist?
A data specialist is now required, however, it would be beneficial for the supplier to have an appreciation.
7. How much experience do your User Researcher, Content Designer, Technical Architect and Delivery Manager have and what will their roles be in the project?
All listed roles with exception to the Delivery Manager are highly skilled specialists. The Delivery Manager role is currently filled by a generalist.
These roles form part of the central digital services team and will be available to the outsourced team at a consultancy level but not actively working on the project, with the exception of the Delivery Manager who will be available to the outcomes team.
8. Can you explain a bit more about the role and experience level of the Digital, Data and Technology Fast Streamers and Apprentices?
Please find more information on the scheme the Fast Streamers in our team are on here https://www.faststream.gov.uk/digital-data-technology/

The Apprentice is on a Level 4 Software Development apprenticeship.
9. *QUESTION 6 RESPONSE TYPO CORRECTION*
6. Within the tender it mentions 'opening up government data’. Will the chosen supplier be required to provide a data specialist? A data specialist is now required, however, it would be beneficial for the supplier to have an appreciation.
*QUESTION 6 RESPONSE TYPO CORRECTION*
A data specialist is *NOT* required, however, it would be beneficial for the supplier to have an appreciation.
10. You say that the outcome of this project is ”to deliver innovative solutions that will make us more internally efficient, open up Government data and services and uptake of services by UK consumers and businesses.” Can you confirm whether this initial phase is purely a Discovery piece to highlight problem areas and to define potential solutions, as opposed to delivering them?
The outcome we are seeking from a supplier is discovery, problem definition and analysis of outputs, to inform the subsequent phases. The ultimate goal is to "deliver innovate solutions..." but this is outside the scope of the requirement for this particular outcome.
11. What are the digital services/projects that are in the future roadmap? Are they internal services or public facing ones? Will any of the activities in this contract require a GDS assessment?
The projects have a common theme of complex INTERNAL data flows.
One project does capture data and publish data externally through a manual process so there may be a requirement for GDS assessment in the future, however, until the discovery is conducted we will not be in a position to confirm.
12. How much time do you anticipate will be needed to upskill members of staff?
We envisage this to be an on-going process, though it is up to the supplier to propose how they can balance it with meeting demands of discovery and analysis.

On a day-to-day basis, at a minimum this will be being mindful of the level of digital literacy individuals have and explaining what processes you are implementing and why, coupled with explaining technical language.
13. Are we upskilling the team listed or will wider members of staff also need upskilling?
The wider staff, specifically policy colleagues, many of whom this will be their first time working with digital specialists.
The Delivery Manager will benefit from feedback from the outcomes team to improve their own performance.
14. You have changed the budget from £500,000 to £200,000. The information regarding the expected structure of the team has also been removed, could you tell us what the expectation for the team is? You mentioned baseline of two people which flexes up and down depending on requirements, will the amount of flex be smaller now?
The first statement of work will be for the supplier to conduct a scoping exercise which will entail mapping as-is processes and data flows and defining objectives. This will inform if the next statements of work will be for a large discovery or a group of smaller discoveries and enable the supplier to propose the profile of the team. We estimate the first statement of work will last 3-4 weeks and that a BA could be a suitable specialist to undertake, depending on rate of progress the subsequent statements of could be issued within that period.
15. Do you envision that all roles (business analyst, user research, service design) will be required for the full duration of each project or will certain projects have a reduced resource profile.
The first statement of work will likely require a Business Analyst for 3-4 weeks and will inform the profile of the subsequent discover(y)ies. It is difficult to comment ahead of the outputs of the 1st statement of work but early thoughts would be that latter. We would be looking for the supplier to be able to manage the work in a flexible way that delivers value for money.
16. Are you able to share details on your requirements for the proposal such as the structure and work limit.
The successfully shortlisted suppliers will be asked to complete a written proposal. A good way to structure the proposal would be to address each of the 4 criteria in turn under a heading. We would ask the successfully shortlisted suppliers to use many words or diagrams as necessary to convey how they would propose meeting each of the criteria.
17. Are you able to share the statement of work for this contract? I not, are you able to provide a date of when this can be shared?
The first statement of work will be for the supplier to conduct a scoping exercise which will entail mapping as-is processes and data flows and defining objectives. This will inform if the next statements of work will be for a large discovery or a group of smaller discoveries and enable the supplier to propose the profile of the team. We estimate the first statement of work will last 3-4 weeks and that a BA could be a suitable specialist to undertake, depending on rate of progress the subsequent statements of could be issued within that period.
18. What are the key dates for this procurement process? (Informing successful suppliers at each phase, proposal submission date, likely dates for presentations).
7th June - Shortlisted suppliers informed and briefed on what we expect to see for the evaluation stage
14th June - Shortlisted suppliers to submit all requested written documents by 10am.
15th June - Presentations

We aim to notify the successful supplier on 15th June.