This opportunity is closed for applications

The deadline was Monday 3 October 2016
National Probation Service, Ministry of Justice

Workload Management Tool - E3 Programme

0 Incomplete applications

61 Completed applications

39 SME, 22 large

Important dates

Published
Monday 19 September 2016
Deadline for asking questions
Monday 26 September 2016 at 11:59pm GMT
Closing date for applications
Monday 3 October 2016 at 11:59pm GMT

Overview

Summary of the work
Working with NOMS/NPS on one of the four priority projects in the E3 Programme, improving the quality, effectiveness and efficiency of the Probation Service. This project is to develop a Workload Management Tool for use by Offender Managers across the Probation Service.
Latest start date
30/10/2016
Expected contract length
2 years, break option at 12 months
Location
No specific location, eg they can work remotely
Organisation the work is for
National Probation Service, Ministry of Justice
Budget range

About the work

Why the work is being done
The E3 Programme is an NPS initiative to define, develop and achieve a more consistent way of working by identifying new IT products and implementing changes to existing IT systems. WMT is a key system for Operational and Strategic Managers in allocating cases to Offender Managers, identifying and responding to changes in workload demand and providing staff's health and capability information to support managers. This Project is one of four of the E3 Programme's priorities.
Problem to be solved
The main issues with the current system are
- The standard MI reporting functionality doesn't work, staff are unable to produce the required reports.
- Existing system is slow, particularly during data import
- Existing system does not support case management support functionality other than through a workaround.
The existing WMT is running on a platform due to be replaced in the coming months, and with the introduction of the E3 Programme to improve efficiency within Probation, there is a need for a modern and up to date replacement.
Who the users are and what they need to do
A Discovery phase has identified the high level user requirements for this project and these are available in document format - please email kiah_rose.sheppard@justice.gsi.gov.uk
Early market engagement
Any work that’s already been done
The E3 Programme has performed a Discovery phase which has identified the business problem and the detailed business functional requirements. A summary document is available - please email kiah_rose.sheppard@justice.gsi.gov.uk
Existing team
Julie Brett - Head of PMO, NPS Fergus Alexander - NOMS Digital & Change Demand Manager, Jay Ganatra - Senior Business Analyst, MoJ Technology, Diamond Gaddhu - E3 Programme Manager, Stefan Gieler - NPS Efficiency Lead, Jay Wright - Divisional Manager NPS South East & Eastern Region
Current phase
Discovery

Work setup

Address where the work will take place
• Planning based in London or other suitable location
• Testing in London and probation office locations to be agreed
• Users based throughout England and Wales
• Hosting dependant on solution provided
Working arrangements
The supplier will be expected to work in an Agile fashion, working with appropriate users to develop, pilot, agree and implement requirements. This could be in NPS HQ London, and individual probation sites.
Security clearance
Appropriate security clearance up to enhanced basic will be required.

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
  • Be capable of delivering in an Agile Iterative manner and have awareness of/worked to GDS design principals.
  • Have knowledge and experience of API integration, web based hosting and application design
  • Have knowledge and experience of database configuration and integration
  • Understanding of network integration and hosting environments including thin client environments.
  • Onboarding, Implementation and training skills
Nice-to-have skills and experience
  • Have knowledge of Database, design, hosting, implementation and development and open source products.
  • Detailed knowledge of digital design and security standards

How suppliers will be evaluated

How many suppliers to evaluate
3
Proposal criteria
  • The proposed technical solution, and how it meets the defined requirements
  • The proposed support aspect of the solution
  • Maintenance, training and systems administration arrangements, data back-up and recovery
  • The proposed approach and methodology, with clear definition of the delivery stages
  • How the approach or solution meets NOMS/MOJ policies and goals, relating specifically to Probation and Prison business areas and operations
  • Estimated timeframes for work
  • How they've identified risks and dependences, and the offered approaches to manage them- including public sector ICT needs, staff availability, communicating progress
  • Team structure
  • Value for money
Cultural fit criteria
  • Have knowledge of Database, design, hosting, implementation and development and open source products.
  • Detailed knowledge of digital design and security standards
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

5%

Price

35%

Questions asked by suppliers

1. * Q&A CONFERENCE CALL *
Question & Answer teleconference session will be held Friday 23rd September at 11:00. If you would like to submit any questions before hand you are welcome to. CONFERENCE CALL DETAILS | 0800 917 1956 | Participant Number: 66237841#
2. Can you please outline the procurement process for this project?
Suppliers must apply online and respond 'yes/no' to the must have and nice to have criteria by Monday 3rd October. We will go straight out to suppliers who have applied online and ask for them to provide a Work History (more details in another QA) by 12.00 Friday 7th October. We will select our shortlist from the Suppliers that provided this, and invite them for presentations on the 17th October (tentative date). Shortlisted suppliers will then be evaluated and a winning supplier chosen.
3. Work History request?
A request for Work History will be made on Tuesday morning to Suppliers that have applied for this opportunity online. This will be due by 12.00 Friday 7th October. A Work History template will be sent out via email on Tuesday, but if you would like a copy of this early you are welcome to ask for it via kiah_rose.sheppard@justice.gsi.gov.uk
4. What is your budget for this project?
We are not currently in a position to publish our budget for this project. We may share a budget range of some sort with our shortlisted suppliers, however this is still up for discussion internally.
5. Are you open to the Supplier team being based at their own UK/EU offices?
The supplier will be expected to work in an Agile fashion, working with appropriate users to develop, pilot, agree and implement requirements. This could be in NPS HQ London, and individual probation sites. When not on-site, we are happy for Suppliers to be based remotely/at their own offices.
6. Is the latest start date fixed?
We are looking for Suppliers to start work with us as soon as possible. The published start date (end of October) is when we imagine we will be in the final stages of writing/agreeing the contract with the final supplier. It is ideal that suppliers can start work as early on as possible and this will be evaluated, however suppliers will not be discounted if they are unable to make the start date published.
7. Was the Discovery phase run by an in-house team?
Yes.
8. What project roles will be filled by NPS / NOMS during project delivery? Will they be full-time? In particular, will there be a Project Sponsor, a Business Owner, and a Product Owner / Business Ambassador?
We plan on having a dedicated project sponsor, business owner and project owner for the project, who each will not be full time in this role but available when needed.
9. Will the project follow an Agile method? Is there a preference for a specific method at NPS / NOMS?
Yes, we would like the project to follow Agile. We would rather not dictate a specific method but rather prefer for Suppliers to assess and propose what method they believe is the ideal fit.
10. What collaboration tools are available at NPS / NOMS to support distributed project teams? For example telephone / video conferencing, tools such as Jira, Trello, etc.
Teleconferencing. Some video conferencing ability.
11. Are you anticipating an incremental delivery approach? Can subsets of features be released as separate increments?
We are not specifying one correct approach to delivery - we would rather Suppliers assess and propose what they feel is most suitable. We would be happy for a Supplier to propose an incremental delivery approach.
12. Do you anticipate a Beta / Pilot phase with a subset of users?
Yes.
13. How are you planning to obtain user feedback to support evolutionary development and / or continuous improvement after initial launch? How will this be managed?
We have not yet assessed development post live - Suppliers should include this in their proposals.
14. Is there a target technical operating environment for users - e.g. operating system, web browsers (if browser-based solution), etc?
IE8+, FireFox ESR 31.1.1
15. Is there a preferred system operating environment that the system should be be built for? If so, please can you advise on details (e.g. operating system, databases, middleware, etc)?
No.
16. Does this contract include ongoing support services? If so, will NPS / NOMS operate first-line support? Please could you provide additional information on current service management processes and organisations that suppliers will be expected to link with?
Details in requirement document.
17. What did the discovery phase entail? Was any user research conducted?
No. The discovery phase identified user requirements through stakeholder interviews/workshops.
18. If we are shortlisted, will we be given access to the existing system? (either logins or at least screenshots?)
We will provide screenshots of the existing system to all shortlisted suppliers. Some screenshots have already been provided (annexes)
19. Have personas been created for the different user types to outline their distinct goals (i.e. senior staff and managers)? If so, what research informed them and will we be given access to them if we are shortlisted?
No.
20. Will the system feature a new front-end look and feel or are there existing brand guidelines to follow? Will it follow gov.uk guidelines?
Yes, should follow gov.uk guidelines. There are no existing brand guidelines - this is not currently a requirement.
21. Will NPS recruit and schedule users for usability testing?
Usability testing can be arranged.
22. how complex do you imagine the CMS to be?
The requirement isn't for a CMS - we are downloading data from a CMS. This system is a work management tool which downloads data from a case management system.
23. Is this a replacement system?
Yes.
24. what phase do you expect suppliers to pick up?
Discovery has been conducted internally. As this project will be handed over to an external supplier, post-discovery evaluation is necessary for knowledge transfer. This may be as a standalone post-discovery phase or included in alpha - suppliers are to assess what is best for the project and respond accordingly.
25. shortlist number?
We have chosen a shortlist number of 3. However this may increase if we are unable to identify the top 3 suppliers during shortlist stage (which is quite possible)
26. remote working?
The supplier will be expected to work in an Agile fashion, working with appropriate users to develop, pilot, agree and implement requirements. This could be in NPS HQ London, and individual probation sites. When not on-site, we are happy for Suppliers to be based remotely/at their own offices.
27. What are your timescales for implementation (e.g. the commencement of the Live phase in particular, and the completion of any other phases) and what is driving them?
Ideally want an MVP by end of January/February. Can be more flexible if timescales are unrealistic.
28. Has a business case for the development of the WMT application (service) been submitted to the Cabinet Office and signed off with GDS involvement, and if so can a sanitised version (e.g. without commercials and any other sensitive information) be made available?
Business Case was not required to be sent to Cabinet Office.
29. Is the scope of the bid for the Alpha, Beta and Live phases, as defined in the GDS Government Service Design Manual?
Yes.
30. in either case, are there any technical constraints, other than those outlined in section 3.8 (Design) of the WMT Detailed Requirements document, imposed on the solution (e.g. Must a .Net technology stack be used?)?
No. We do not have a preference to .net - we are not wedded to taking inherited tools forward in any way.
31. In either case, will some detail of the current WMT system be available (either at bid or implementation stage), for example:
o Requirements?
o Source code?
o Technical documentation?
o User documentation?
o Technical and project management contacts at the incumbent supplier?
o Contact with users, managers and operational staff currently using the existing system?
Requirements shared. Additional info will be shared to winning supplier if needed and available.
32. Is integration required (besides data import from nDelius) between the four applications in the scope of the E3 programme (1. WMT, 2. Approved Premises Staff Resource Rota Management, 3. National Approved Premises (AP) Referrals/Vacancy Database, 4. Effective Proposal Framework (EPF) System), and if so what is its scope?
No.
33. Will any legacy systems and / or infrastructure need to form part of the solution, and if so will this be required in the long term or will they be phased out during the lifetime of the new application(s)?
o If they are to be phased out, will they be replaced by new systems / components as delivered as part of the E3 programme, and if so how will the scope for each application be determined?
Access to nDelius via a specified server
34. Should bidders include hosting of the new application / system in their responses (this seems implicit in many of the business requirements, but does not appear to have been explicitly stated)?
The MoJ have a large number of Hosting agreements already in place, and we will be looking into hosting the application through one of our own agreements as an option. We require all Suppliers to provide Hosting as an option when pricing their proposal.
35. Why are some services (applications) being procured through GCloud, and others through DOS (e.g. are the 2. Approved Premises Staff Resource Rota Management, 3. National Approved Premises (AP) Referrals/Vacancy Database applications / services being procured as Cloud services?)?
The selection of a route to market for all four projects was a commercial decision based on the business requirements. We have chosen the DOS route to market for the WMT and EPF projects as we have concluded that the requirements cannot be met entirely by a COTS package (wihtout development), and due to limited resource we cannot develop the service in-house. The requirements for the remaining two projects we believe can be met by a COTS package, and so we have chosen the G-Cloud route to market.
36. Is the ‘E3 Programme – IT systems Validation Paper’ referred to in the WMT Detailed Requirements document available to potential suppliers?
no. relevant info is included in requirement doc.
37. Do you have more detailed descriptions of the types of user for the application, their characteristics and needs (e.g. existing roles (NPS Offender Management staff), Administration staff, court staff, accredited programme staff, victim liaison staff, etc)
o When will detailed requirements for the additional roles (Administration staff, court staff, accredited programme staff, victim liaison staff) be available?
user stories weren't written so we do not have user personas.
38. GUI/UI: Is the delivery of the UI (e.g. graphic designs) to the application in scope?
Yes, if possible. Highly desirable.
39. Will the authority be able to provide the supplier with source codes of the existing application? This may prove useful in re-using of report queries, evaluation formulas, etc.
This will be decided with the final supplier.
40. In order to assist with effort estimation, is it possible to provide sample output from nDelius as part of reference material for this tender?
This will be shared with the Shortlist.
41. Is it possible to get data schema of the current database?
There is only a limited amount of technical documentation available, which doesn't include schema.
42. What are the requirements regarding responsiveness (responsive web design)?
Defined in 3.18 of the requirements.
43. To be certain, are there any multi-language requirements?
Defined in LEG003 of the requirements.
44. In order to assist with effort estimation, is it possible to provide sample a requirements summary based on current running system?
The requirements shared are in enough detail.
45. Is there a definition of the properties of a case? (i.e. fields, attributes, relationships, etc.).
Defined in the requirements.
46. What are the expected indexes (look-up values, code books) used in the system and what is expected way to manage them (e.g. property file, adminstratable via GUI, etc.)?
We don't have technical documentation. Will provide screenshots to shortlist.
47. Can you confirm the level of involvement MOJ Digital will have in this engagement and whether they are considered a stakeholder in the project?
MoJ Digital do not have the resource to run/be heavily involved in this project. They will be available for support/advice.
48. Can you elaborate on the evaluation criteria that you will use for shortlisting – for Skills and Evidence as well as at the proposal stage?
We will ask for a Work History to be provided, which will be evaluated against the 'must have' and 'nice to have' criteria. This will decide shortlist. Evaluation criteria of shortlisted suppliers will be provided at that stage.
49. We missed the conference call on Friday, will it be possible for you to issue the Q&A covered in this call?
We don't have a transcript. All Q&A are published, including those discussed on the call.
50. The daily import from nDelius is currently in an MS Excel format: Is this a manual process currently (user actively has to move the file into the WMT)? Or, is it automatically imported into the existing system? If currently manual, should the new system automate this process? Is there any requirement to change this import process (change frequency and/or delivery method)?
Automatic import currently, which is also a requirement for the replacement system.
51. We are a specialist developer and provider of a COTS case management platform. Would you accept a bid to develop the WMT solution on such a platform?
We are happy to receive proposals with a solution that involves development of a COTS package.