Awarded to Actica Consulting

Start date: Monday 12 November 2018
Value: £136,850
Company size: SME
Maritime & Coastguard Agency, Southampton

SMarT Scheme Discovery Phase User Research and Procurement Process Activities

7 Incomplete applications

5 SME, 2 large

8 Completed applications

6 SME, 2 large

Important dates

Published
Tuesday 2 October 2018
Deadline for asking questions
Tuesday 9 October 2018 at 11:59pm GMT
Closing date for applications
Tuesday 16 October 2018 at 11:59pm GMT

Overview

Summary of the work
A multi-disciplinary team is required to undertake the procurement process to award a management contract for SMarT and SMarT Plus claims. The team must undertake research on users of the current SMarT claims system to generate a report/recommendation on user requirements to identify features for a new claims system.
Latest start date
Monday 12 November 2018
Expected contract length
31st March 2019
Location
South East England
Organisation the work is for
Maritime & Coastguard Agency, Southampton
Budget range

About the work

Why the work is being done
The current Administering Body (AB) contract for managing claims for SMarT is due to expire on 31 March 2019 and needs to be re-tendered. A new funding scheme called SMarT Plus has been introduced this year and needs to be incorporated into the new AB contract to manage claims for both SMarT and SMarT Plus from 1 April 2019. The current database is designed for SMarT claims only. It is no longer fit for purpose and is unable to cope with the demands of both schemes. Options need to be identified for an alternative claims system.
Problem to be solved
The supplier will be responsible for managing the entire commercial process (including drafting business case, Invitation to Tender documentation, technical specification and requirements gathering, supplier evaluation, etc) including the award of the new SMarT AB contract by 31 March 2019. They must undertake user research in parallel with contract tender work to obtain user feedback/experience. They will put forward proposals for potential alternative user friendly models of delivery to manage claims for both schemes that meet Government Digital Services (GDS) requirements. The outcomes/recommendations from the user research will be used to inform the AB contract.
Who the users are and what they need to do
The users include the AB, MCA, Support for Maritime Training (SMarT) Training Providers (TPs) (sponsoring companies), DFT and are predominantly based within the UK.
As a TP I need to be able to submit accurate claims using a unique reference number for each of my trainees and client companies and upload supporting evidence.
As the AB I need to be able to check/validate the claims to reimburse the TPs and run reports.
As the MCA/DfT I need to be able to track trainees progress, obtain accurate management Information, ensure Government funding is claimed correctly and monitor expenditure by running reports.
Early market engagement
Any work that’s already been done
Existing team
The team will be working with several members of the MCA SMarT Team as well as a range of senior stakeholders within the MCA (seeking clearances and approvals to contract award); several sponsoring/training companies and possibly the existing Administering Body (AB) contractor.
Current phase
Not started

Work setup

Address where the work will take place
MCA Southampton SO15 1EG
Working arrangements
Will report to SMarT Manager.
Remote working with onsite days when required liaising with SMarT Team in Southampton. Office is open five days a week Mon-Fri.
Some travel to other regions of the country may be required to visit sponsoring/training companies.
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
  • Demonstrate your extensive experience of providing procurement skills including assisting with the defining of requirements and evaluation of tenders in accordance with EU and public sector procurement policies and procedures.
  • Extensive experience of all aspects of Government tendering/procurement processes for goods and services, and GDS spend controls.
  • Proven ability to maintain strong contract management and drafting skills with the aptitude to confidently collaborate at all levels with current internal and external stakeholders at all levels.
  • Proven track record of delivering projects at speed and balancing priorities using project management methodology with clearly identified deliverables and timescales.
  • Experience in other common digital roles such as business analyst, user researcher, developer, design, sharing knowledge and working in a multi-disciplinary team whilst gathering user requirements for web-based services.
  • Full understanding and demonstrable experience of a wide range of research and design methodologies. Strong experience of delivering discovery work to government service standards and through GDS assessment.
  • Demonstrable experience of using outputs of discovery to set scope of next stages. Proven experience conducting, analysing and documenting user research with a diverse mix of users, iterating project work.
Nice-to-have skills and experience
Member of the Chartered Institute of Procurement and Supply (MCIPS)

How suppliers will be evaluated

How many suppliers to evaluate
4
Proposal criteria
  • Describe your team experiences, capabilities plus set up (including roles and CV’s) and how you would adapt the team to changing priorities during the course of the project phases.
  • Detailed resource plan – demonstrating resources will be used and at what stage
  • Estimated timeframes for the work to be completed and how they will meet project milestones
  • How the approach or solution meets business/user needs: detail how you will ensure these are understood and met in the development
  • Identify the approach and methodology to the project planning and delivery, identifying the main stages and activities proposed at each stage.
  • How you have identified risks and dependencies and offered approaches to manage them
  • Demonstrate value for money
Cultural fit criteria
  • Experience of working as a team with our organisation and other suppliers
  • Experience of transparent and collaborative decision making
  • Experience of taking responsibility for their work and resolving problems effectively
  • Experience of sharing approach, knowledge and skills with other team members
Payment approach
Fixed price
Assessment methods
  • Written proposal
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

1. 1. Please can you give some indication of the budget / fixed price for this opportunity.
We are using a zero budget basis for scoping this work. Bidders must use their knowledge and experience of similar projects to calculate the estimated costs for their offer. Preferred bidders will be invited to present their offer. Bids must be based on a series of outcomes being met not day rates.
2. 2. Is there an existing procurement team within the MCA that the consultancy that is successful in this procurement will be expected to work with? Are there any reporting lines with the existing procurement team and any divisions of work that the consultancy should consider as part of the work they will be expected to do?
Procurement activities through Crown Commercial Services frameworks or otherwise will be conducted by the successful supplier. Our contracts team oversee all procurement activities conducted within the MCA. The winning bidder must work closely with our internal contracts team to ensure compliance.
3. What is the expected budget range for the consultancy work under this engagement?
We are using a zero budget basis for scoping this work. Bidders must use their knowledge and experience of similar projects to calculate the estimated costs for their offer. Preferred bidders will be invited to present their offer. Bids must be based on a series of outcomes being met not day rates.
4. What is the expected contract value for the contract opportunity to be tendered?
We are using a zero budget basis for scoping this work. Bidders must use their knowledge and experience of similar projects to calculate the estimated costs for their offer. Preferred bidders will be invited to present their offer. Bids must be based on a series of outcomes being met not day rates.
5. Will the consultancy be expected to commence the development of requirements from day one or has any work been done prior to the engagement with the successful consultancy?
The consultancy will be expected to commence the development of requirements from day one as no work been done prior to the engagement.
6. The opportunity describes the current contract expiring in March 2019. Are there any contingency arrangements in place should the procurement not achieve contract award in March 2019? (E.g. optional extension to current contract).
Please present commercial offers designed to meet the requirement of having a solution in place by 31st March 2019. Include any customer dependencies that you may have in order to meet this requirement. Do not include assumptions as these must be resolved by asking further questions.
7. Is there a current consultancy provider engaged on this project?
No
8. Given the GDS Service Standard what is your understanding of how a ‘technical specification’ would be compliant with GDS’s expected deliverables for Discovery?
Technical specifications must support the GDS technology code of practice:

https://www.gov.uk/government/publications/technology-code-of-practice/technology-code-of-practice
9. As there is no GDS Assessment of Discovery what type of experience are you looking for to fulfil the requirement ‘ Strong experience of delivering discovery work to government service standards and through GDS assessment.’?
Please describe experience of supporting the GDS technology code of practice:

https://www.gov.uk/government/publications/technology-code-of-practice/technology-code-of-practice
10. Do you expect the commercial work to begin after discovery has completed or will it occur in parallel?
Suppliers will be expected to undertake user research in parallel with the commercial work.
11. Given the planned services need to be delivered to achieve contract award by the end of March could the MCA confirm their assumptions with regards to when they expect each phase to be completed by, in particular 1. Discovery; 2. Business Case Approvals; 3. Procurement; 4. Contract Award. We understand that Suppliers are expected to form proposals that set out these timescales however an understanding of the MCA's anticipated planning for achievement of the project would provide essential planning assumptions and anticipated delivery dependencies for the consultancy.
The business case approvals must be achieved by January 2019 at the latest. All other deliverables can be run in parallel. Findings from Discovery phase will be used to inform the contract.