Awarded to Convivio

Start date: Monday 29 October 2018
Value: £64,800
Company size: SME
Hackney Council

Prototype and build a production ready MVP Directory of Services

9 Incomplete applications

7 SME, 2 large

20 Completed applications

20 SME, 0 large

Important dates

Published
Tuesday 21 August 2018
Deadline for asking questions
Tuesday 28 August 2018 at 11:59pm GMT
Closing date for applications
Tuesday 4 September 2018 at 11:59pm GMT

Overview

Summary of the work
Prototype and develop a production ready MVP Directory of Services which allows data to be entered and maintained in a central repository, which we can test and get feedback from.
Latest start date
Sunday 30 September 2018
Expected contract length
Location
London
Organisation the work is for
Hackney Council
Budget range
£55,000-£65,000 exc.VAT

About the work

Why the work is being done
Hackney Council and its health and voluntary sector partners have various needs and obligations to maintain directories of services. This is currently done manually reducing the value of the directories and fragmenting the experience for users. Discovery explored the scope for a single source directory of services which relies predominantly on automatic updates.
Problem to be solved
Recent work has highlighted the value of an up to date directory of services, signposting to similar community groups and local services, in support of health and wellbeing of local people. The Council has statutory obligations to maintain a directory of care services for adults and a Local Offer for families with a child who has special educational needs or disabilities. It also provides signposting for people in housing need. There are opportunities to improve governance, accuracy, communication and collaboration across health and social care to better meet the needs of the service users.
Who the users are and what they need to do
As a service user, I need an easy to use directory that provides reliable information about local services.

As a service provider, I need to provide a directory of services so that service users can benefit from non-statutory services.

As a service provider, I need to understand local demand and any gaps in service provision to better inform strategy and commissioning.

As a service provider I need to easily check and update my details so that local people can access my service.

As a third party developer, I need easily to connect to services to add value to those services.
Early market engagement
Any work that’s already been done
The Council provides hackneyicare.org.uk - a directory of local services, whilst the GP Confederation has developed an app to support people with mental health needs, which requires a directory of local services. A Discovery phase to understand user needs and develop concepts for a new Directory of Services has been completed. Recommendations for next steps among others include for example to test and refine data model and taxonomy required to enable efficient matching of services to user needs and to explore an automated prompt for data verification and update.
Existing team
A working group comprising Hackney Council, NHS and voluntary organisations has been established and the project will be facilitated by a part time project manager.
Current phase
Alpha

Work setup

Address where the work will take place
Hackney Council offices in Mare Street, E8
Working arrangements
We would expect the supplier to be onsite for sprint planning and show & tells and to visit other locations where required for the user research and testing.
Security clearance

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
  • Provide a multi-disciplinary team, including user research, service design and front-end developer
  • Adopt user-centred design and Agile approaches, consistent with the government's service design manual
  • Have experience of designing a directory that consumes third party APIs and provides API endpoints
  • Be agnostic of any particular software, enabling us to consider a range of options to meet user needs
  • Share their work freely and openly with the Council and the wider community
Nice-to-have skills and experience
  • Be able to meet the Local Government Digital Service Standard
  • Experience of a similar project

How suppliers will be evaluated

How many suppliers to evaluate
3
Proposal criteria
  • Understanding of user needs from the service
  • Clarity of the approach
  • Experience from an analogous project
  • Team structure, including skills, experiences and relevance of individuals
  • Identification of risks and plan to mitigate them
Cultural fit criteria
  • Work as a team with our organisation and other suppliers
  • Be transparent and collaborative when making decisions
  • Share knowledge and experience with team members and the wider service
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Reference
Evaluation weighting

Technical competence

60%

Cultural fit

5%

Price

35%

Questions asked by suppliers

1. Is the output from the Discovery available to review before submitting an application?
The Discovery phase was run with support from FutureGov. The findings from the discovery phase are available here: https://drive.google.com/file/d/1i_D66YvZfWJAuS7VP72uPf0PnJeOR8_h/view?usp=sharing
2. How many stakeholder groups are you looking for us to engage with?
We prefer conducting small amounts of user research frequently rather than pre-determining the number or nature of research participants to be engaged.
3. The definition of “Capped time and materials” is that any outstanding deliverables which cannot be delivered within the value of the SoW must be completed at the supplier’s costs. Is this your intention? If it is then (taking into account the desire for an agile approach) to what degree is the scope for each deliverable flexible?
We would expect to review and agree the scope of work iteratively and collaboratively through the Agile sprint rhythms.
4. Will the chosen supplier be expected to include user recruitment, testing and other costs such as lab hire within the allocated budget?
Yes
5. What are some example use-cases for a third party developer integrating with this directory?
A developer of a mental health or homelessness advice app may wish to signpost users to services that benefit people in those circumstances.
6. Will this be the sole project for the part time project manager, or will they also be running other projects?
They will be working on other projects.
7. Did discovery include research with assisted digital and users with accessibility needs?
Research with assisted digital and users with accessibility needs was done alongside this discovery work, looking at improving HackneyiCare.
8. Please could you give a breakdown of the overall project roadmap, including timelines and milestones?
The phase is envisaged to run over 10-12 weeks. Scoping and sprint planning will inform the project roadmap and overall length of the phase. Fortnightly show and tells will mark the milestones.
9. Please could you outline the project team roles that will be working on this project alongside the part time project manager?
The team should contain a Project Sponsor, a product owner, a delivery manager, a service designer, a user researcher, a developer and subject matter experts.
10. Does the MVP include the detail verification cycle e.g. sending requests to service providers to confirm that details are still correct?
The iterative design process will test and validate the assumptions and findings from the discovery phase including the questions around 'how might we verify and maintain up to date data?' through prototyping and user testing.
11. Does the MVP include a new front end for a directory of services? To what extent will front end design / prototyping / build be a part of this project?
We do not envisage the project to include the design of a new front end directory of services.
12. Please may we ask you to elaborate on the following two sentences: "Discovery explored the scope for a single source directory of services which relies predominantly on automatic updates." "As a third party developer, I need easily to connect to services to add value to those services." Welcome a clear explanation of these sentences please.
The discovery looked at best practice around maintaining single data sources and at other data models and schemas. It also looked at the current processes in place to maintain and validate the datasets and sought to explore opportunities to proactively prompt for data verification and update.

An example of a third party developer could be a developer of a mental health or homelessness advice app wishing to signpost users to services that benefit people in those circumstances.

These concepts are expanded upon throughout the discovery recommendation report previously posted.
13. One of the recommendations is to review existing products/prices. Would it be wise to do that before commissioning your own MVP? We have a product that addresses all the elements covered in this Discovery (they are shared by many other LA's and have been addressed already). Our product is priced considerably lower than your available budget envelope but the current wording of this procurement precludes us responding as it requires us to be software agnostic.
We are conducting a review of the existing products which you can contribute to here: https://docs.google.com/document/d/1FX9pD4vrrqdkSfnfmXlSmXQ6_hrPGxAxtzlZxOVx7lI/edit?usp=sharing

We are procuring up to the potential value so that the project can continue momentum if we need to develop an alternative solution.
14. Please could you describe any research work already completed directly with users?
Interviews to build on understanding of user needs. Participants included Hackney CVS, LBH Social Care and Public Health, City of London, GP Confederation .
15. Have you documented personas and user journeys as part of the work to inform this Alpha phase?
User stories and personas have been documented. We would expect these user stories to be prioritised and validated in this phase.