The Arts Council of England

Digital Export Licensing Discover Phase

Incomplete applications

7
Incomplete applications
6 SME, 1 large

Completed applications

14
Completed applications
13 SME, 1 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 12 December 2018
Deadline for asking questions Wednesday 19 December 2018 at 11:59pm GMT
Closing date for applications Wednesday 26 December 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Discovery research and analysis to inform the delivery of a fully electronic export licensing system for cultural goods.
Latest start date Monday 4 February 2019
Expected contract length 6 weeks
Location No specific location, eg they can work remotely
Organisation the work is for The Arts Council of England
Budget range £50,000 Inclusive of all VAT and expenses.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done To inform the delivery of a fully digital export licensing system for UK cultural goods. The Discovery project will result in a report on key user needs, technical barriers and some prototyping. The report will provide recommendations on how the most appropriate product can be achieved, options to consider and an outline specification for the procurement of a fully digital export licensing system.

The project must be completed no later than March 29nd 2019.
Problem to be solved We wish to provide an efficient and improved digital service to exporters of cultural goods.

Currently, the systems and processes that underpin the issuing, assessment and reporting of licensing are highly manual and do not allow for applications, managing and reporting in the most efficient manner or to interact with key external stakeholders in the most effective way.
Who the users are and what they need to do As export license applicants and as Arts Council of England and other key stakeholders, we need to have access to a fully digital export licensing system for cultural goods so that we can have an improved service for users and an effective end to end electronic process for application, management and issuing of licenses and reporting.
Early market engagement
Any work that’s already been done
Existing team The supplier will be expected to work with and report to:

- 0.1 FTE Director (ACE) acting as contract manager]

The existing Export Licensing Unit (‘ELU’) is part of the Collections and Cultural Property Team at Arts Council England and has a staff complement of 5.6,FTE with additional guidance provided by 0.3 of a Senior Policy Adviser and oversight provided by 0.1 of a Director.

The supplier will work with a Project Board including representative(s) from ACE, DCMS (on whose behalf ACE delivers their statutory responsibility for export controls) and other colleagues as appropriate.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Arts Council England envisage that work will be completed remotely and at various locations in London including the Arts Council’s offices at 21 Bloomsbury Street, London, WC1B 3HF.
Working arrangements Within London for meetings with stakeholders and you can work remotely on agreement with the Arts Council of England.

The supplier would be expected to work 5 days a week for the duration of the contract. Suppliers will be expected to provide milestone information as part of the "estimated timeframes" section of their full proposal submissions
Security clearance Security Check (SC) minimum.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
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.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Experience in delivering evidence-based research to inform a user-centred design, focused on user needs, end-to-end user journeys, motivations and goals;
  • Experience of designing and developing services that meet identified user needs and business objectives;
  • Experience of prototyping, testing and iterating with users;
  • Demonstrate experience of working in public sector teams, particularly those with no/limited experience of Agile, in Discovery and iterative development;
  • Experience of user research with small, medium, large companies and complex organisations, in the UK and overseas;
  • Proven experience in using robust metrics, analytics, and user feedback to audit and define key content and services;
  • Experience or understanding of working to Government Digital Standards (GDS), including GDS Service Design Manual; the Digital Service Standard Assessment; Technology Code of Practice; and wider industry standards;
  • Experience of leading Discovery phases within the public sector;
  • Experience of delivering the expected outcomes for the Discovery phases;
Nice-to-have skills and experience
  • Experience of working with large and small historic organisations that place a high premium on discretion;
  • Experience of designing services for users that may demonstrate aversion to change; Demonstrable evidence where innovative solutions have been applied to assist in project delivery;
  • Experience of working with both central government and arms-length bodies;
  • An understanding of the policy and approach the government and the data community are taking with data and open data and of the benefits this provides;
  • Experience of taking a service through the GDS Service Assessment;
  • Experience of delivering the expected outcomes for Alpha and Beta phases.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Technical Solution
  • Value for Money
  • Approach and Methodology
  • Estimated timeframes for the work.
Cultural fit criteria
  • Work as a team with our organisation and other suppliers
  • Take responsibility for their work
  • Can work with clients with low technical expertise
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Presentation
Evaluation weighting

Technical competence

75%

Cultural fit

5%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Will the Arts Council of England assist with Security Clearance? If not, which parts of the engagement require clearance? The Arts Council of England will not be assisting suppliers with obtaining security clearance. Suppliers must hold security clearance for all parts of the engagement. Please note that after consideration we have decided SC level clearance is a nice to have requirement and we may consider other levels of clearance such as BPSS.
2. Hi
I have a question to ask but your timeline for answering is totally unworkable.
The deadline for asking questions is 19 Dec.
You state you will answers questions by Dec 25 (xmas day) and the deadline is 26 Dec (boxing day).
Are you sure you've thought this through?
We are unable to change the dates as they are pre populated by the digital marketplace.
3. As the deadline for application is Boxing Day, suppliers have a much shorter amount of working days to respond than advised on the framework. Would ACE consider moving the deadline into the new year to increase the chances of receiving responses of a higher quality? We are unable to change the dates as they are pre populated by the digital marketplace
4. Can you confirm if the budget is only for the Discovery phase of this project? The budget is only for the Discovery Phase
5. The budget appears to be quite low for a GDS Discovery phase. Are ACE able to provide a) the basis for the budget and b) any element of a normal GDS Discovery that you do not see being necessary here? The budget is as stated and based on the experience of other Discovery phases for similar projects within Government departments.
6. What roles are ACE expecting suppliers to provide? ACE expects that the shorlisted suppliers witl provide the roles that they consider necessary to deliver the required service.
7. In order to compare suppliers like for like, how will price be evaluated? Further information on how suppliers are evaluated is available via this link:
https://www.gov.uk/guidance/how-to-score-digital-outcomes-and-specialists-suppliers
8. Will the scores from the evidencing round be taken through to final evaluation? Or will they only be used for the purposes of shortlisting suppliers? They will be used for shortlisting suppliers only
9. Would ACE accept proposals that offer a different commercial that may not carry the risk premium that comes with Fixed Price? Eg Time and Materials No
10. Can we check whether SC clearance is necessary for all team members on day one of the project? If so, what is the reason for this? Current valid SC Security Clearance - This is due to the nature and type of information the winning suppliers will have access to. Please note after consideration we have decided this is a nice to have requirement and we may consider other levels of clearance such as BPSS.
11. "The project must be completed not later than March 29th 2019" – does this mean the Discovery phase or Alpha and Beta as well? Discovery only
12. Is this service expected to be provided on GOV.uk? Please note that this is a discovery phase. Future phases of the project may provide further information regarding where the service would be provided.
13. Has any work been completed on this project so far and can outputs be shared if so? No
14. Has any other supplier been engaged with this project so far? No
15. What are the current volumes of applications and users of the service? This information will be shared with shortlisted suppliers. You may find it helpful to look at the Annual Report on the Export of Object of Cultural Interest - particularly the section 'Operation of the Control', which gives a sense of the volumes of licenses. See https://www.artscouncil.org.uk/publication/export-objects-cultural-interest-201617
16. Do ACE have access to users for user research during Discovery and can you organise this? We will be able to put the successful supplier in contact with our service users as necessary.
17. By stating SC Clearance, are you referring to the level of SC Clearance described on GOV.uk and are ACE willing to sponsor this clearance as described? Website here – https://www.gov.uk/guidance/security-vetting-and-clearance Yes we are referring to SC Clearance as described on GOV.uk.. No we are not sponsoring sponsoring, but please note that after consideration we have decided SC level clearance is a nice to have requirement and we may consider other levels of clearance such as BPSS.
18. You are stating that SC clearance is required. Can you confirm that? If so, is it required pre initiation of work, or can staff be SC cleared on the project? This is required before the work commences. Please note that after consideration we have decided SC level clearance is a nice to have requirement and we may consider other levels of clearance such as BPSS.
19. You have stipulated Security Check (SC) as a minimum security clearance requirement. Does this requirement apply to the whole project team? Our entire team is BPSS cleared but do not hold Security Check (SC). If this is a fixed requirement, could we still apply for this opportunity then gain the clearances upon award? Please note that after consideration we have decided SC level clearance is a nice to have requirement and we may consider other levels of clearance such as BPSS.
20. Within the opportunity you have mentioned key external stakeholders. Who are those stakeholders and would we be able to engage with a selection of these stakeholders during the Discovery? These will be provided to the winning bidder. We will be able to put the successful supplier in contact with our service users as necessary.
21. Can you host a call with suppliers about this opportunity where we can have a live Q&A and the discussion notes are shared on this tender ad? This has proven helpful on other DM opportunities. No
22. Please can you provide details of the next steps are following this initial application i.e. deadlines for the written proposal/if there will be an interview and when This will be confirmed with the shortlisted suppliers.
23. Who from your team will be scoring applications for this opportunity and what positions do they hold at The Arts Council of England? We will not be providing this information.
24. Can you please confirm you will sponsor SC clearance for the successful supplier in accordance with.gov guidance? It is not possible for companies to submit for SC clearance without a sponsor. Would BPSS be a suitable substitute? Please note that after consideration we have decided SC level clearance is a nice to have requirement and we may consider other levels of clearance such as BPSS.
25. Is this service expecting to go through the GDS Service Assessment? It's not yet known whether the work would go through a GDS Service Assessment, but it would be good practice to design a service that would meet necessary service requirements set out in the GDS Service Assessment. Please note that experience of taking a service through the GDS Service Assessment is included in the 'nice to have' section of the tender notice.