Awarded to Ernst & Young LLP (EY)

Start date: Wednesday 1 August 2018
Value: £51,802
Company size: large
College of Policing

College of Policing: wireframe/UX design for candidate assessment/administration/ATS copy

12 Incomplete applications

8 SME, 4 large

19 Completed applications

15 SME, 4 large

Important dates

Friday 29 June 2018
Deadline for asking questions
Friday 6 July 2018 at 11:59pm GMT
Closing date for applications
Friday 13 July 2018 at 11:59pm GMT


Summary of the work
Wireframe UX design for replacement of the College's candidate assessment/administration system. This will deliver examinations/assessments/ATS and manage candidate admin for recruit assessment centres and national promotion exams.

Tender Timeline

Milestone Date
Issue Tender 29/06/18
Deadline for Clarification Submission 06/07/18
Tender Submission Deadline 13/07/18
Contract Award 26/07/18
Commence Commission 31/07/18
Latest start date
Tuesday 31 July 2018
Expected contract length
8 Weeks
No specific location, eg they can work remotely
Organisation the work is for
College of Policing
Budget range
The total budget allocation for this project is £53,000 inclusive of vat. Bidders must ensure that their price submission does not exceed this amount and is fully inclusive of expenses

About the work

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

The vision is a national system for managing assessments within the police service, giving confidence to candidates, police forces and the College and enable the delivery of excellence.

Wireframe design is required to map out the business and candidate facing sides to begin developing the new system for exam/assessment delivery. Wireframes for the new system require UX design for admin from the business and candidate facing sides and exam/assessment delivery.

Work to completed by 25.09.18.
Problem to be solved
Wireframe/UX Design - System to be implemented:

• Registration– 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/ type of assessors, book assessors, make booking changes, notify assessors and candidates, manage reasonable adjustments for candidates (additional needs).

• Reporting – generate/download reports easily, search candidate applications.

Online delivery of promotions exams – ability to deliver, monitor and assess examinations using an online system
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

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: to manage a number of different exams and assessment centres.
Administrator: results to be automatically sent to candidates .
Assessor: to book onto assessment centres myself.
As designs are developed wWe want the supplier to work with us to lead and facilitate further user research sessions.
Early market engagement
We have conducted discovery work and 4 user workshops and have prioritised 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. User stories will be shared with shortlisted suppliers.
Existing team
The current project team includes: Senior Responsible Owner, Project Lead, Senior Product Owner, Applications Specialist and Occupational Psychologists.
Current phase

Work setup

Address where the work will take place
The project team are based in London and Harrogate. It is anticipated that bi weekly meetings (4 in total) will be held at these locations .
Working arrangements
Full-Time, Monday to Friday, 36 Hours per week - Flexible Working Patterns allowed.
Security clearance
Minimum basic or NPPV1

Additional information

Additional terms and conditions
IMPORTANT NOTICE: Bidders must contact the College of Police IT Commercial Manager Roy Bean via email on to confirm interest in participating in this tender and to obtain a tender questionnaire and guidance document.

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
  • • Wireframe design: extensive experience in producing appropriate solutions .
  • • 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.

How suppliers will be evaluated

How many suppliers to evaluate
Proposal criteria
This iInvitation to tender shall be evaluated on Most Economically Advantageous Tender basis. The price/ quality split is 75% quality and 25% price.
Cultural fit criteria
• Cultural fit weighting 15%
Payment approach
Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Question 1
Has an audit been completed for the UX work? If so, what are the outcomes? - Who will be responsible for making a decision on our suggested solution, if no audit has been completed? - Are you looking to improve brand presence and recognition as part of scope? - Will the College be making a decision as a board? - Will decisions regarding UX be made within our specified timeframes to meet the deadline?
Answer 1
There has not been an audit of the UX for this work. Acceptance criteria has been developed for each user story. The solution will be reviewed against the acceptance criteria during the wireframe contract timeline. Improving brand presence is not a key component of this work. We have a project team in place and the project lead and Senior Responsible Officer will have responsibility for decision making and sign off.
2. Question 2.
Online delivery of promotions exams – ability to deliver, monitor and assess examinations using an online system” in the problem to be solved section, please can you confirm whether you already have a system in place and what exactly you need regarding that in this state?
Exams are currently paper based and not currently delivered online therefore a new system would need to have the capability to deliver this. However, this could be designed as a component to be ‘switched on’ later down the line as online exams delivery is further down the list of priority areas for development. Exact requirements for this module will be outlined at the supplier start up stage.
3. Question 3
Does the UI/UX need to follow the standard design components? because for a TAs / Admin ?Examination system, there might be new components needed? This question is to asses do we have a green-field scope on creative UI/UX or follow the GDS design components only?
Answer 3
The College of Policing is not required to follow GDS/ components only so this is a greenfield project. It will, however, need to follow the same accessibility guidelines (WCAG 2.1).
4. Answer 4
3. Price Evaluation Process

Prices submitted by Potential Providers’ in the Price Schedule will be recorded and evaluated in accordance with the following process.
Potential Providers’ are required to provide a completed pricing schedule against the ‘Price’ Questionnaire within the e-Sourcing event.
1.3 Tenderers must submit their tender price on the Digital Market place portal.
As there is no facility on Digital Marketplace for this, nor have we been provided with a pricing schedule, please can you advise?
Thank you for highlighting this error. Bidders are now required to submit their tender price via email to Roy Bean ( prior to the tender submission deadline.
It should be noted that the budget allocation for this tender is £53k inclusive of VAT. Therefore, tender price submissions should not exceed that value and must be fully inclusive of expenses.
5. Question 5
Can we submit a PDF (converted from a PPT) as our Tender submission document (adhering to word limits to questions)?
This is because there will be some images of the Gantt chart, Org structure etc.
Answer 5
Yes, Bidders are permitted to submit a PDF (converted from a PPT)
6. Question 6
Could you please confirm the approach being taken for procuring this service? GDS usually requires that we submit a PQQ then go on to full RFP, is this the case in this instance or are you expecting the two submissions to be made in parallel?
Correct, the two submissions are to be made in parallel and must be completed before the tender response deadline. Bidders will be evaluated based on responses to the questions detailed in the tender questionnaire.
7. Question 7
Is this a different opportunity to the one previously posted at: or is the same?
Answer 7
This is the same opportunity.
8. Question 8
Please could you confirm how you would like suppliers to respond, in particular:
a. There is a new DOS contract notice released. Do you require an updated evidence submission in addition to completion in addition to a proposal that answers the questions in the “Tender Questionnaire” section?
b. The “Tender Questionnaire” states “Bidders should refer to the specification when answering these questions”. Please could you supply a copy of the specification?
c. Are we correct in our understanding that there is no longer a presentation as part of the assessment process?
Answer 8
Correct, an updated evidence submission in addition to completion in addition to a proposal that answers the questions in the “Tender Questionnaire” section is required.
b. The scope of services is stated in the 'Why the work is being done and 'problem to be solved' section on the Digital Marketplace. In addition a user stories
c. Correct, presentation will not form part assessment process