This opportunity is closed for applications

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

Effective Proposal Framework - E3 Programme

0 Incomplete applications

38 Completed applications

19 SME, 19 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 an EPF for use by Probation Officers, and aid the delivery of consistent and effective intervention proposals in court.
Latest start date
31/10/2016
Expected contract length
2 years, with 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. NPS are in need of a system to enable a consistent approach to the presentation of evidence based interventions proposals in courts, and to operate a consistent method of monitoring their effectiveness. EPF is currently a prototype standalone system which needs to be re-developed on a supportable technical platform with sufficient robustness and centralised for national NPS use.
Problem to be solved
- There is no consistency within courts in relation to which intervention proposals are made. - There is no consistent method of monitoring these intervention proposals, therefore it is difficult to ascertain their effectiveness. - There is no process in place for using evidence based proposals.
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, Other NPS Stakeholders
Current phase
Discovery

Work setup

Address where the work will take place
• Planning based in London or other suitable location
• Testing in London and court 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 or awareness of Government systems, for example the Prison Service, Probation service, Justice, DWP etc.
  • Ability to work with users at all level
  • Ability to deliver in an Agile manner to GDS principals
  • Ability to work with co-located teams in multiple locations
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 11:30. 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. Could you please outline the computers used by the court staff (e.g., typical operating system, laptops/tablets, desktops).
Windows based laptops and desktops. May include tablets in the future.
9. Regarding EPF010, is it possible to see example proposals the system should produce?
Yes - these will be shared to shortlist.
10. What is the source of RM2000, SARA and RSR? Are these values entered by the users of the EPF system (e.g., from some other tools)?
All user inputted.
11. Would it be possible to see the existing prototype? E.g., screengrabs or examples of user workflow.
Yes - will be published to shortlist.
12. Was the Discovery phase run by an in-house team? If any external organisations were involved, please could you name them?
Yes - in-house
13. 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.
14. 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.
15. 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.
16. 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.
17. Do you anticipate a Beta / Pilot phase with a subset of users?
Yes.
18. 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.
19. 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
20. 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
21. 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?
See requirements.
22. Will any data migration from existing systems be required (e.g. current pilot system or any others in use)?
No.
23. Will the system operate at an elevated level of Information Security Classification - i.e. above OFFICIAL?
This is being confirmed and will be published ASAP.