Department for Education

Digital Solution for Integrated Multi-Academy Trust (MAT) Information - Discovery

Incomplete applications

2
Incomplete applications
2 SME, 0 large

Completed applications

22
Completed applications
18 SME, 4 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 27 December 2018
Deadline for asking questions Thursday 3 January 2019 at 11:59pm GMT
Closing date for applications Thursday 10 January 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work DfE is seeking a supplier to deliver a discovery project (in accordance with GDS standard) to explore how to make best use of pubicly available information about MATs to facilitate a common understanding of the role trusts play in the education sector.
Latest start date Monday 11 February 2019
Expected contract length 4-6 weeks for discovery
Location London
Organisation the work is for Department for Education
Budget range Up to £100k including VAT and expenses.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Multi-Academy Trusts are playing an increasingly important role in the education system. There is a wide range of information about MATs published in the public domain, but to ensure this keeps pace with the role of MATs the department needs to facilitate a common understanding of the role trusts play and provide assurance to the public that its system of oversight is robust.
Problem to be solved To ensure the Department is making best use of the transparency of information about MATs already available to have maximum impact in increasing understanding of the role trusts play and give the public confidence that oversight of MATs is robust. This discovery seeks to find the best solution for doing that.
Who the users are and what they need to do - As a trust CEO I need to demonstrate I am accountable so the public has assurance I am held to a high standard.

- As a parent of a child attending an Ofsted inadequate school I need to know information about the MAT the school is joining so that I have confidence my child will receive the best education possible.

- As a school thinking about joining a MAT I need impartial information about its performance to help me make an informed choice on whether to join.
Early market engagement
Any work that’s already been done We have engaged over 120 MATs to gather user insights about how the Department can facilitate a common understanding of the role trusts play in the education system using publicly available information. This found that DfE already publishes a wide range of information about MATs, but this is in different places, published in different ways. Bringing MAT information together in one place would:

• support trusts to develop and improve by providing clearer information about performance.

• make it easier for parents and the public to identify MATs that are performing well, or poorly, acting as a spur for improvements
Existing team Two existing DfE staff with limited experience in digital/agile methodologies.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Department for Education, Sanctuary Buildings, London. Co-locating with existing DfE team.
Working arrangements The discovery team should work according to agile methodology, in line with the GDS Service Manual; daily stand-ups, sprint planning, sprints, retrospectives, show and tells.

The discovery team should work 5 days per week, based on-site in DfE offices. The supplier should provide their own IT equipment. DfE will provide access to DfE systems and assets as required.

The supplier will need to collaborate with the DfE team and invest time in knowledge sharing and coaching to increase DfE staff capability.

All expenses will be included in the contract price and made in accordance with the DfE expenses policy
Security clearance BPSS clearance is required for all team members.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions All expenses should comply with DfE Travel & Subsistence Policy, which will be provided at the proposal stage of the process.

All title to and all rights and interest in the IPR’s in the Services delivered by the Supplier for the Customer under this Call-Off Contract (or by a third party on behalf of the Supplier), and all updates and amendments of these items, shall vest in the Customer.

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
  • Recent and demonstrable experience of managing and delivering discovery projects, meeting all requirements and successfully delivering outcomes within specified timescales. (12)
  • Recent demonstrable experience delivering discovery agile projects according to Government Digital Standards (GDS), including GDS Service Design Manual; the Digital Service Standard Assessment; Technology Code of Practice; wider industry standards.(5)
  • Recent and demonstrable experience in delivering evidence-based research to inform a user-centred design, focus on user needs (including accessibility), end-to-end user journeys, motivations and goals. (3)
  • Recent and demonstrable experience of understanding digital services that meet identified user needs and business objectives. (3)
  • Recent and demonstrable experience in defining sets of functional and non-functional requirements and criteria that can be used to inform tool selection. (3)
  • Proven experience of defining data transformation and migration strategies and architecture for data collection and manipulation solutions. (2)
  • Be agnostic of any particular digital ways and software, enabling us to consider a range of options to meet user needs. (1)
Nice-to-have skills and experience
  • Recent and demonstrable experience of working with in-house teams with limited agile experience and sharing knowledge, coaching, mentoring and upskilling to develop in-house team capability (4)
  • Recent and demonstrable experience of evolving the most appropriate solution/data/technical architecture to meet user’s requirements, fully integrating across different environments and technologies (3)
  • Knowledge of the UK education system, including accountability of MATs. (2)
  • Demonstrable evidence of working successfully with users in the school/education system (3)

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 4
Proposal criteria
  • Proposed plan of activities with clear deliverables and dates demonstrating the ability to complete the delivery of the discovery project within the required challenging timescales.(6)
  • Evidence of how the proposal represents value for money for DfE. (6)
  • Proposed supplier team structure, with evidence to demonstrate a strong team and how their skills and experience will deliver the required outcome. (5)
  • Evidence that the proposed approach and methodology for discovery will successfully ascertain user needs and meet specififed objectives for the discovery. (4)
  • Evidence that the supplier has an appreciation of the role MATs play in the education system (1)
  • Identification of key options, assumptions, dependencies, risk and issues, with robust approaches to addressing them. (3)
  • Demonstration of appropriate approach to working with in-house teams with limited technical and agile expertise. (3)
  • Proposed workable and flexible approach to co-location of the team within DfE. (1)
Cultural fit criteria
  • Demonstrate understanding of DfE's need to deliver the best value for money solution. (6)
  • Demonstrate how you will work transparently, collaboratively and share your approach with the DfE MAT accountability Team, as well as other policy teams (e.g. assessment), and seek actionable feedback.(4)
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Does the SRO for this opportunity have the capacity to attend/partake in agile ceremonies? e.g. show and tells, retrospectives etc. We anticipate that the SRO will have capacity to attend/partake in show and tells, retrospectives etc, but this is dependent on other work commitments.
2. Can you please confirm who the people on your selection panel are, and / or, their individual roles and responsibilities? Three evaluators will assess applications: two policy officials currently working on MAT accountability and a digital information services lead
3. What do you see as the identified risks around the delivery of this work? It is imperative that the discovery be completed within the 4-6 week timescale as stated on the advert.

We expect, however, suppliers to identify risks and mitigations and to include these in their proposal.
4. Can you please provide details of how much of your teams time is assigned to this project and whether they will be ready to start, full time, on the expected start date? Two DfE officials are assigned to this project. This project will be their main work priority and they will be available to start on the expected start date.
5. Would you be prepared to do this at a purpose-built Agile development Lab in London (Old Street)? This would help accelerate the discovery and framing process using state of the art tools and processes? We would be prepared for some of the discovery work to be undertaken outside of Sanctuary Buildings. This is on condition that: the supplier spends a minimum of 2 days per week in Sanctuary Buildings, the supplier’s office is located within the central London area and the two DfE officials working on the project were able to visit and work at the supplier’s site.
6. Please can you provide details of what the next steps are following this initial application i.e. deadlines for the written proposal/if there will be an interview and when? Our intended timeline is as follows:

• 16 January - shortlisted suppliers provided with brief
• 30 January - deadline for written proposals,
• 7 February - successful supplier notified,
• 11 February – discovery to commence.

PLEASE NOTE: the above is indicative and subject to change.
7. 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. We will not hold a Q&A before submission.
8. Who from your team will be scoring applications for this opportunity and what positions do they hold at DfE? Three evaluators will assess applications: two policy officials currently working on MAT accountability and a digital information services lead.
9. You’ve stated “we have engaged over 120 MATs to gather user insights…” How was this undertaken? Was this done in-house or with an incumbent supplier? Is there a report of these insights that you can share at this stage? And if a supplier was involved, who are they? We engaged with MATs via a series of roundtables with CEOs and chairs of MAT governing boards. This work was undertaken in house, without the use of a supplier.

A report with relevant findings from these engagement sessions will be available to shortlisted candidates.
10. Are you working with any existing suppliers in relation to this tender opportunity? If you are, who are they? We are not working with any other supplier in relation to this opportunity.
11. Do you want this Discovery to aim to evaluate potential technical solutions as well as identifying user needs? Normally a Discovery would remain agnostic to technology and focus on understanding if there is a need for a service rather than to explore technical options for delivering it. This Discovery phase will aim to identify user needs and user stories, but not aim to evaluate potential technical solutions.
12. Why do you require the supplier team to be on-site for 5 days a week? Many discovery activities no doubt need to be done where the users are and many activities can be done remotely. Is there a specific reason for this decision? We would be prepared for some of the discovery work to be undertaken outside of Sanctuary Buildings. This is on condition that: the supplier spends a minimum of 2 days per week in Sanctuary Buildings, the supplier’s office is located within the central London area and the two DfE officials working on the project were able to visit and work at the supplier’s site.
13. Will there be permanent desks set up for supplier teams for the full duration of the project and will they sit co-located with the internal delivery team? There will be permanent desks co-located with the internal delivery team available for the duration of the project.
14. Can you confirm the associated commercial timelines for this opportunity beyond Stage 1? Our intended timeline is as follows:

• 16 January - shortlisted suppliers provided with brief
• 30 January - deadline for written proposals,
• 7 February - successful supplier notified,
• 11 February – discovery to commence.

PLEASE NOTE: the above is indicative and subject to change.
15. Aside from the 2 existing DfE staff, are there third party suppliers expected to work on this engagement? No
16. Is this opportunity an extension or build on a previous phase of work or is it a new area of work? This is new area of work.
17. What directorate and team within the department is leading with this piece of work? The MAT Accountability team within the Schools, Quality and Safeguarding directorate are leading on this piece of work.
18. The information provided states that the supplier should both be onsite and provide their own equipment. Is the DfE able to ensure appropriate building access and network access to ensure work can be undertaken effectively (we have experience in other government departments where this has been difficult). We will ensure appropriate building access and network access. We would, however, be prepared for some of the discovery work to be undertaken outside of Sanctuary Buildings. This is on condition that: the supplier spends a minimum of 2 days per week in Sanctuary Buildings, the supplier’s office is located within the central London area and the two DfE officials working on the project were able to visit and work at the supplier’s site.