HM Courts and Tribunals Service (HMCTS) Digital Change Programme

HMCTS Reform - Delivery of professional application User Interfaces

Incomplete applications

14
Incomplete applications
7 SME, 7 large

Completed applications

11
Completed applications
6 SME, 5 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 7 December 2018
Deadline for asking questions Friday 14 December 2018 at 11:59pm GMT
Closing date for applications Friday 21 December 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Provision of business applications and application components for professional users to enable them to manage and progress cases and other data across multiple jurisdications and services. Provision of teams to deliver the applications including BAs, user research, UX, development, management, QA and deployment aligned to Reform Architecture and engineering standards.
Latest start date Thursday 21 February 2019
Expected contract length 2 years, managed via statements of work, typically between 90 to 180 days
Location London
Organisation the work is for HM Courts and Tribunals Service (HMCTS) Digital Change Programme
Budget range To be defined to Short listed Bidders.

Please be aware all T&M based SOWs exceeding £750/day for a resource to HMCTS will require HMCTS CFO approval prior to commercial sign off.

Contract rates will be compared to Digital Marketplace SFIA rates, only in exceptional circumstances will levels 6 or 7 type rates be accepted.
Bidders should be cognizant of the additional governance period.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done HMCTS is undergoing an extensive reform transformation enabled by a technology work stream. Civil, Family and Tribunals (CFT) is one of the programmes of work enabling the transformation. Current HMCTS services are typically supported by high-volume, paper based processes. The CFT Programme’s main technology objective is to develop efficient, proportionate and accessible digital services delivering access to justice via appropriate modern channels. These digital services are being developed within a coherent architecture which maximises reuse across the services.
Problem to be solved As part of Reform, HMCTS needs to provide professional users with a business application to enable them to create, retrieve and progress cases and manage other data across multiple jurisdictions and services - for example Divorce, Probate and Civil Money Claims.
Who the users are and what they need to do There are a range of users whose partcipation in cases workflow is essential to the Reform programme. These include Judges, Solicitors, Local Authorities, Case Workers, Magistrates and others. Typical use cases include:
As as Judge, I need to view a casefile, make decisions and produce Orders, so that cases can be progressed or decided without in-person hearings, where possible.
As a Legal Professional I need to Create new cases, progress Cases, Check Account balance, manage other professional users within my Firm etc. so that cases can be progressed or decided without in-person hearings, where possible.
Early market engagement Yes please see following link:
https://drive.google.com/open?id=1mPTR7a5zMklljrflMckriKiwgZqweRUK
Any work that’s already been done Initial discovery, design and early MVPs have been created for judicial, professional and internal users. At the point this contract is awarded, these MVPs will have been developed, ready for further functional enhancement and rollout to support new services and additional user groups.
Existing team A core team is currently in place including Business Analysts, all 3 UX roles, developers and Quality Assurance.
Current phase Beta

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The programme is currently based in London, but we are looking to build a capability in MOJ office at 54 Hagley Road Birmingham. The team may be located in Birmingham.
Working arrangements The technology programme uses a delivery approach based on scaled agile, aligned to GDS standards. However, this is within a change portfolio operating an overarching Waterfall approach. Statements of Work will be issued to define the outcomes of each project phase. Supplier teams will initially be required to work onsite at the base location 5 days/week. Reasonable expenses will only be paid when pre-approved works are performed at non-Base locations (outside of the M25 for London, or Birmingham perimeter), in accordance with the rates set out in the MoJ travel/subsistence policy and require prior approval from HMCTS.
Security clearance DBS Basic Certificate plus BPSS background check. SC clearance is required for staff identified to support live services. Each team is expected to provide up to 3 SC cleared staff when supporting live services.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Due to Christmas, Bidders are expected to meet the following timeline:
7th December Launch
2nd January 2019 Stage 1 evaluations submitted to DOS portal, or Buyer's email address shahriya.rahman@justice.gov.uk if portal closed. Excel to be used to confirm word count.
8th January Stage 1 short list
22nd January Stage 2 Proposals to be submitted to Buyer. This deadline is FIXED.
29-31st January Presentations
7th February Contract Award

Standard DOS3 framework T&C will not be amended/altered.

Transparent-pricing: Suppliers are expected to provide transparent pricing to enable HMCTS full visibility of charges and costs including overheads and profit-margin in an auditable form.

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
  • Providing references, demonstrate where you have planned and delivered Agile Projects within multi-supplier teams, managing cross stream dependencies with extensive common component integration in a microservices architecture, including system integration.(3%)
  • Providing references, demonstrate your ability to deliver capability within an existing enterprise governance framework (including pre-existing architecture, engineering practices, CI/CD pipeline, QA and UX approval processes)(3%)
  • Providing references, show your experience of UX Research & Content Designers preparing a range of user research activities, incl recruiting participants, preparing discussion guides and moderating research sessions.(3%)
  • Providing references, demonstrate your agile testing/QA capability; strategies, automation tools, building unit, integration, functional, non-functional tests.(3%)
  • Using references, describe how your organisation has successfully delivered customer specific business applications that integrate functionality from multiple micro-services provided by other suppliers. Detail how the delivery was governed.(6%)
  • Explain how you would manage your team's dependencies on multiple other suppliers providing the micro-services on which your product will rely. Detail where you have used this method including references.(5%)
  • Describe how you will manage relationships with multiple projects that will need to use your product but will have minimal input to its design and specification.(5%)
  • Providing references, demonstrate how you will provide a team with relevent skills for delivery of Angular-based solutions including including scrum master, tech lead, devs, QA, UX, BAs and Content Designers.(3%)
Nice-to-have skills and experience

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Outline your understanding of the context, challenge, provide an overview of your approach to fulfilling our needs. Explain how you would organise and manage your team to deliver the requirements.(6%)
  • Describe how you will deliver our customer specific business applications integrating functionality from multiple micro-services provided by other suppliers using case studies of relevant previous engagements, articulate lessons learnt/avoidable challenges.(6%)
  • Explain how you would manage your team's dependencies on multiple other suppliers providing the micro-services on which your product will rely.(4%)
  • Describe how you will manage relationships with multiple projects that will need to use your product but will have minimal input to its design and specification.(3%)
  • Explain your proposed delivery model, how this would align with the programme's, including our federated delivery model. Describe key challenges you forsee and how you propose to overcome them.(3%)
  • Provide the proposed people's resumes, identifying which case study,Q2, they worked on. Describe how you will source appropriately skilled specialists, whilst minimising HMCTS's effort in screening the proposed team members.(4%)
  • Describe how you would incorporate existing team members (from varied suppliers) into your delivery team to retain and exploit expertise and knowledge gained from work to date.(2%)
  • Describe your ability to flex your service offering to meet rapid demand/technology change, including resource rotation/replacement within a 2 week notice period without reducing the teams velocity.(2%)
  • Explain the Value Proposition; Value for Money, how the proposal will optimise costs, and generate savings. Demonstrate how discounts will be linked to volume and duration.(4%)
Cultural fit criteria
  • Explain how you’ll ensure collaboration at all levels of the project and programme delivery between users, team members and management. Give examples of where you have taken this approach. (1%)
  • Explain how you would maintain a no-blame culture and encourage people to learn from their mistakes and provide examples of this. (1%)
  • Explain how the team intend to create/enhance a DevOps culture. (1%)
  • Explain how the supplier will coach, mentor and support the civil service apprenticeship scheme. (1%)
  • Provide evidence on how the supplier has worked closely with partner suppliers to provide a comprehensive, successful federated service. (1%)
Payment approach Time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

5%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Can you please clarify what you mean by "provide references"... it this "we did ABC for XYZ company/body/department" or, "we did ABC for Anne Other (an.other@gov.​uk) at XYZ"? We require sufficient information to substantiate any claim that the supplier makes to the fulfilment of the requirements criteria. This may be, but not limited to, Client name, project, contact details. It is essential we understand the Client Project (Similarities), relevant company and individual consultant expertise to demonstrate the quality and value of the proposed team. Any reference that cannot be substantiated will result in the supplier being removed from the process.
Suppliers can send a single A4 sheet, Arial 10, to the Buyer: shahriya.rahman@justice.gov.uk. Please ensure the email is appropriately sign posted with tender name.
2. Would HMCTS accept bids from Supplier Consortiums/Partnerships to bid for this work? HMCTS are content to accept Consortiums/Partnerships, however we will only engage with a single supplier, therefore you must identify the Primary Supplier that will be responsible and accountable for the contract.
3. What roles are you foresee needing to augment the existing team? We require all roles to deliver the Outcome, typical guidance can be found in slide 11 of the supporting document. It is for you to decide what roles are needed, if you wish to continue using the "Discovery Team", or you wish to phase them out. As part of your proposal we would expect you to present a detailed plan outlining the team structure and the phasing, explaining how you intend to retain knowledge and people expertise, and how you would maintain team velocity.
4. The essential questions state "Providing references" however suppliers only have 100 words to answer each question. Can you confirm exactly what you are expecting us to provide within the 100 word limit (i.e. one example or multiple?) We require sufficient information to substantiate any claim that the supplier makes to the fulfilment of the requirements criteria. This may be, but not limited to, Client name, project, contact details. It is essential we understand the Client Project (Similarities), relevant company and individual consultant expertise to demonstrate the quality and value of the proposed team. Any reference that cannot be substantiated will result in the supplier being removed from the process.
Suppliers can send a single A4 sheet, Arial 10, to the Buyer: shahriya.rahman@justice.gov.uk. Please ensure the email is appropriately sign posted with tender name.
5. Who provides the current core team? Will this procurement replace all of the roles, or would you expect some to remain as part of the team provided by the successful supplier? The team is currently made up of consultants from multiple suppliers. It is our intension with this tender to move from a Rainbow team to a single supplier.
It is for you to decide what roles are needed, if you wish to continue using the "Discovery Team", or you wish to phase them out. As part of your proposal we would expect you to present a detailed plan outlining the team structure and the phasing.
6. How will you ensure that potential new suppliers have access to the same level of detail on current solutions and delivery model as the incumbents to maintain a level playing field? The current team consists of consultants from many suppliers.
HMCTS have published a document that provides background information to the programme and the project https://drive.google.com/open?id=1mPTR7a5zMklljrflMckriKiwgZqweRUK

If you're unable to access the link, please request a copy from the buyer: shahriya.rahman@justice.gov.uk
7. The Google Drive link to the "Early market engagement" is not working for us, is there anywhere else where we can access this information? If you're unable to access the link, please request a copy from the buyer: shahriya.rahman@justice.gov.uk
8. Will the buyer be willing to consider an option where part of the team will be located remotely with key resources available in the mentioned locations? It is essential the team are located together to ensure velocity and quality is maintained within the very complex programme. Due to the size of the programme, 500 technical consultants, we are considering splitting the teams between Birmingham and London MOJ offices but would not consider other locations.
9. Each team is expected to provide up to 3 SC cleared staff when supporting live services", Can you please provide more details the envisioned roles (as in support manager, Technical Architect, Business Analyst, Tester etc) for the 3 SC cleared staff members mentioned for a typical team that you would require? During the BETA phase of the project, the supplier will be responsible for maintaining the service until the service is fully transitioned to the Civil Service BAU function. It is up to the supplier to propose a suitable team that will provide the service. All proposals will be considered in comparison to the anticipated operating model and financial forecast.
10. Contract rates will be compared to Digital Marketplace SFIA rates, only in exceptional circumstances will levels 6 or 7 type rates be accepted." – however there is no concept of SFIA based rates under DOS, could you please explain what you are referring to? To provide a level playing field we will be using the Digital Marketplace SFIA definitions and grades to compare each suppliers range of resources. Therefore we would expect the Bidder to review the SFIA digital marketplace guidelines when defining their proposed consultant structure; Junior, intermediate, senior etc. If you have any doubts then please submit another question and we will put the guidelines into a separate document for everyone to access.
11. Could you please detail how many suppliers provide the existing service Although the programme has been running for >2 years with > 20 suppliers, the project is very new. For this new project we have created a rainbow team from legitimate programme source, 6 different suppliers, to undertake the initial "discovery" whilst we run this tender.
12. Who are the incumbent suppliers? The suppliers for the HMCTS Reform programme can be found in the public domain. For this "discovery" we are using a rainbow of 6 suppliers. We do not believe any of the suppliers will have an advantage.
13. You state that "Transparent-pricing: Suppliers are expected to provide transparent pricing to enable HMCTS full visibility of charges and costs including overheads and profit-margin in an auditable form" – what are you seeking to achieve through this? HMCTS are under budget constraints and therefore need to understand the full costs in delivering the Programme . Whilst HMCTS acknowledge suppliers need to make a profit to remain in business, HMCTS wish to ensure they are receiving value for tax payers money and the suppliers are operating efficiently.
14. A number of the stage 1 questions are forwarding looking i.e. "Explain how" and "Describe how". This is not consistent with DOS guidance which states that you should be looking for evidence of experience. Have CCS been consulted about this non conformance? The DOS Guidance is not Mandatory but is in fact "Guidance" and therefore it is not in anyway an obligation nor "Non Conforming".
Most of the questions commence "Providing references, demonstrate", "Using references, describe how your organisation has successfully". The programme believe the questions raised are fair for all suppliers. If the supplier does not feel comfortable they should not feel obligated to submit a proposal.
15. A number of the stage 1 questions state "Providing References" – are you looking for client contact details to be included? We require sufficient information to substantiate any claim that the supplier makes to the fulfilment of the requirements criteria. This may be, but not limited to, Client name, project, contact details. Any reference that cannot be substantiated will result in the supplier being removed from the process.
We will accept a single A4 sheet, Arial 10, sent directly to the Buyer: shahriya.rahman@justice.gov.uk. Please ensure the email is appropriately sign posted; company name, title, tender I/D.
16. Please can you confirm which of the current core team roles are filled by civil servants, contractors, or supplier staff? Where team members are from a supplier, which supplier? The team is currently made up of consultants from multiple suppliers. It is our intention with this tender to move from a Rainbow team to a single supplier.
It is for you to decide what roles are needed, if you wish to continue using the "Discovery Team", or you wish to phase them out. As part of your proposal we would expect you to present a detailed plan outlining the team structure and the phasing.
17. For the stage one responses you are asking for more than one reference for a number of the questions. CCS guidance is that responses should be built around a single example. Have you discussed your approach with CCS and are they comfortable with this? What scoring mechanism will you use given the non-compliant nature of the questions? The DOS Guidance is not Mandatory but is in fact "Guidance" and therefore it is not in anyway an obligation nor a question of Compliance.
The programme require assurance that the suppliers have a thorough track record of successful delivery and as such we request that bidders provide sufficient referenceable projects/clients to demonstrate their capability.
The programme believe the questions raised are fair for all suppliers. If the supplier does not feel comfortable they should not feel obligated to submit a proposal.
18. Please could you clarify exactly what format of response you are expecting? Are you looking for 100 word responses to be submitted through the Digital Marketplace accompanied by a single separate single A4 sheet with references, or are you expecting an A4 sheet case study with references to be emailed back for each question? Please submit 100 word responses on the Digital Marketplace portal, and include references and any other additional information on a separate single A4 sheet and email this directly to the buyer.
19. Given that your requirement is for an output based arrangement and thus we assume delivery risk would rest with the Supplier, could you clarify the extent to which HMCTS expects to be involved in screening new team members please? Whilst HMCTS would like to focus on Outcomes the risk remains with HMCTS due to the complexities and interdependencies of the projects. Fixed price models or T&M/Bonus models might be of interest to HMCTS, however HMCTS would need to be assured of the financial benefits given the supplier would not control all the inputs/interdependencies.

HMCTS need assurance that the People Quality match the Contracted Rate Card, therefore until HMCTS have confidence the supplier delivers the required skill/expertise, HMCTS will review their experience and skills of new team members.
20. Could you provide a list of what the project team currently identifies as its dependencies on other projects and micro services please? The HMCTS Reform programme is highly complex and is dependent on a multitude of new and legacy systems, such as; Core Case Data, Identity Access Management, Reference Data, Fees & Payments, Workflow/Rules, Common Component Services to name a few.
21. Could we have some additional clarification about providing references; you say we can additionally send one side of A4. This could be interpreted as one A4 per reference so giving an opportunity to expand on the 100 word answers; is this what you intend? Or are you expecting one page of A4 to cover the references for all examples to all questions? For Clarity, you are to use the portal, 100 word response, to respond to the question. The additional "SINGLE" "ONE SHEET" of A4 is to assist you in providing the reference contact details, i.e. name of reference, company reference, phone number, email address, project, delivery dates.
22. Could you confirm the composition by role and number of the existing core team please? The purpose of this tender is to replace the discovery "Rainbow Team" and suppliers should not assume the same roles and volume are required. The team currently consists of Delivery Manager, Service Manager, Business Analysts (3), Technical team (11), UX team (4).
23. Could you also confirm that you are expecting an incoming Supplier to take responsibility for these people with their contracts moved across to the new Supplier please? We expect the winner to manage the resources of the subcontractors, but not the commercial or financial arrangements. The Programme operate a federated delivery model where costs and contracts remain with HMCTS.
24. What organisations currently supply these people to you? The team is currently made up of consultants from multiple suppliers; .Capgemini, Solirius, Kainos, Transform, ATOS, PA, Agilesphere.
The winning supplier is expected to move from this Rainbow team to a single supplier interface. It is for you to decide if you wish to continue using the "Discovery Team", or you wish to phase them out, but you will be responsible for their outputs. As part of your proposal we would expect you to present a detailed plan outlining the team structure and the phasing.
25. Could you provide a list of what the project team currently identifies as its dependencies on other projects and micro services please? The HMCTS Reform programme is highly complex and is dependent on a multitude of new and legacy systems, such as; Core Case Data, Identity Access Management, Reference Data, Fees & Payments, Workflow/Rules, Common Component Services to name a few.
26. Please may I also ask for confirmation of the closing date for this opportunity? The DOS portal lists the closing date as 21/12, but in the text it says “2nd January 2019 Stage 1 evaluations submitted to DOS portal, or Buyer's email address shahriya.rahman@justice.gov.uk if portal closed. Excel to be used to confirm word count.”

We will not be able to submit to the DOS portal after 21/12 if that is the close date listed – would it be possible to change the close date to 2/1 on the DOS portal please?
The DOS Portal will close on 21 December 2018, this is an automatic mechanism that we cannot control. Due to the availability of people over the Christmas period, the programme have elected to extend the submission period to 2nd January 2019. As the portal is locked, the submissions will have to be sent to the buyer directly. We have contacted CCS who have advised they are content for the programme to adopt this process as all bidders will be given the same opportunity.
27. I ask merely because if you are planning to respond to additional clarification questions in the next few days – currently the submission date for this opportunity is this Friday – 3 days away…..and we would much appreciate any opportunity to make use of clarification information that you intend to provide us with. The period to ask questions has closed. This question is only being answered as it should provide clarity to all bidders about the stage one submission deadline.