HM Courts and Tribunals Service (HMCTS) Digital Change Programme

HMCTS Reform - Delivery of Special Components (Java capabilities) to the Reform programme

Incomplete applications

12
Incomplete applications
7 SME, 5 large

Completed applications

7
Completed applications
4 SME, 3 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 14 December 2018
Deadline for asking questions Friday 21 December 2018 at 11:59pm GMT
Closing date for applications Friday 28 December 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Provision of back-end common components, mainly written as Java micro-services, to be consumed by user facing business applications written by other teams, enabling users to manage and progress cases. Provision of teams to deliver the applications including BAs, architecture, design, development, management and QA aligned to Reform standards.
Latest start date Monday 4 March 2019
Expected contract length 2 years,a rapid mobilisation to a peak of development activity during the first 6-9 months
Location London
Organisation the work is for HM Courts and Tribunals Service (HMCTS) Digital Change Programme
Budget range 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 a range of back-end services - exposed as common functionality and components - to support Citizen and Professional applications. This Tender is for the provision of technical services to support the delivery of many of those components.
Who the users are and what they need to do Users 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.
Work under this tender only provides back end capabilities to meet these use cases.
Early market engagement Early market engagement material is available as follows
https://drive.google.com/open?id=1mPTR7a5zMklljrflMckriKiwgZqweRUK
Any work that’s already been done Initial discovery, design and early MVPs for some back end components have been created. At the point this contract is awarded, some components will be ready for further enhancement whilst others will be in the early stages of discovery. All components will require further functional enhancement and rollout to support new services and additional user groups.
Existing team A number of rainbow teams consisting of consultants from multiple suppliers have provided the capability to deliver the programme's common components.
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 locate some of the teams in Birmingham.
Working arrangements The technology programme uses a delivery approach based on on scaled agile, aligned to GDS standards. However, this is within a change portolfio 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. Works performed at a non-Base locations (or the supplier's own premises) and London (outside of the M25), all reasonable travel expenses costs shall be met 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 for non developers. The Developers are expected to have SC clearance at the point of Presentation to ensure the team are fully capable of supporting live service as well as undertake development

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:
Launch: 14th December
Stage 1 evaluations submitted DOS portal 28th December, or Buyer's email address Michael.Ede@justice.gov.uk by 5th January 2019 using excel to confirm word count.
Stage 1 short list: 12th January
Stage 2 Proposals to be submitted to Buyer 25th January. This deadline is FIXED.
Presentations: 4th - 7th February
Contract Award: 18th February

Standard DOS T&C apply and 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 how you have planned and delivered Agile projects, within complex transformation programmes, adopting waterfall methods for tracking and reporting progress alongside Roadmap based planning.(5%)
  • Providing references, demonstrate how you have designed and delivered microservice based products; including system integration, where there are teams from multiple suppliers, managing multiple cross stream dependencies.(6%)
  • Providing references, demonstrate your ability in implementing software using the following development practices and processes; domain-driven design (DDD), Behaviour-driven development (BDD) and Test-driven development (TDD).(5%)
  • Providing references, demonstrate your ability to deliver capability within an existing enterprise governance framework (including pre-existing architecture, engineering practices, CI/CD pipeline and QA approval processes)(4%)
  • Providing references, demonstrate your ability to provide close knit, technically led JAVA development teams. It is essential you can demonstrate they have experience of successful efficient delivery as pre-existing teams.(6%)
  • Providing references, demonstrate your approach to agile testing and QA including automation tools, unit, integration, functional, non-functional tests.(4%)
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 challenge. Provide an overview of your approach to fulfilling our needs. Explain how you would organise and manage your team to deliver the requirements.(4%)
  • Using references, describe where and how you successfully delivered microservice application services that integrate functionality from multiple projects/suppliers. Show how collaboratively you consumed and delivered these services, explain the governance.(5%)
  • Describe how you would incorporate existing team members (from various suppliers) into your delivery team to retain and exploit expertise and knowledge gained from work to date (federated delivery model).(4%)
  • Explain your proposed delivery model, how this would align with the programme's, including our federated delivery model. Describe solutions to key challenges and present the resumes for the proposed team.(5%)
  • Explain how you would manage dependencies between components and from the business applications that will be dependent upon the components you deliver.(4%)
  • Provide case studies of relevant previous engagements articulating lessons learnt and avoidable challenges for similar service development/support Identify the relevant team members that worked on the service development. (6%)
  • 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.(5%)
  • Providing references, evidence where you have delivered outcome based solutions. Describe the KPIs you contracted against, the governance to manage the delivery and associated penalties/resulting actions for non delivery.(4%)
  • 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. (3%)
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 you would work with us to create andenhance a DevOps culture across the workstream. (1%)
  • Explain how you will coach, mentor and support the civil service apprenticeship scheme. (1%)
  • Explain how will work closely in partnership with other suppliers and HMCTS to deliver solutions in a collaborative and efficient manner. (1%)
Payment approach Time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

5%

Price

25%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. In the tender posting you state, "The Developers are expected to have SC clearance at the point of Presentation to ensure the team are fully capable of supporting live service as well as undertake development.". Will all developers that join the team need to have SC Clearance or only those that will be supporting Live Services? HMCTS recognise there was an error in the publication, the wording should read "There should be at least one (1) SC cleared developer within the team at point of presentation, and one per development team within three months of contract commencement".
2. Will HMCTS sponsor (Successful) supplier team members to achieve SC Clearance? HMCTS are content to sponsor the consultants to obtain SC clearance, but HMCTS will Not pay for the security clearance
3. In the tender posting you state, "The Developers are expected to have SC clearance at the point of Presentation to ensure the team are fully capable of supporting live service as well as undertake development.". Will all developers that join the team need to have SC Clearance or only those that will be supporting Live Services? HMCTS recognise there was an error in the publication, the wording should read "There should be at least one (1) SC cleared developer within the team at point of presentation, and one per development team within three months of contract commencement".
4. Which Live Services will the appointed supplier need to support at the start of the contract? The CFT Components that are already live and supporting business services include Fees and Payments, Reference Data Management, bulk scanning integration, possibly Access Management. There are a number of other components that are in live use but these are not covered by this tender.
5. Is there the potential to use member of the existing Rainbow teams to support and transition the services. It is for the bidders to determine the content of the team. Where there are viable contracts, the supplier may wish to retain members of the rainbow team in a federated operating model. HMCTS cannot get involved in discussions between suppliers when contracts cease. As part of your proposal we would expect you to present a detailed plan outlining the team structure and the phasing.
6. Could you please give an indication for how many scrum teams (or developers) you would need on site from day 1 and at the peak?
We have 10 Integration/Java Scrum Teams available but only a limited number of developers are SC cleared.
HMCTS are expecting three teams on site on day 1. Peak capacity is not yet known as new capabilities will be delivered via the winning supplier.
7. Which Live Services will the appointed supplier need to support at the start of the contract? Is there the potential to use member of the existing Rainbow teams to support and transition the services. The CFT Components that are already live and supporting business services include Fees and Payments, Reference Data Management, bulk scanning integration, possibly Access Management. There are a number of other components that are in live use but these are not covered by this tender.
8. Will HMCTS sponsor (Successful) supplier team members to achieve SC Clearance? HMCTS are content to sponsor the consultants to obtain SC clearance, but HMCTS will Not pay for the security clearance
9. Would you consider a fixed price, based on Story Points, payment approach; rather than T&Ms based on a rate card? Whilst HMCTS are interested in alternative proposals, until the supplier fully understands the interdependencies of the programme then HMCTS do not believe it possible to define a fixed price or story point outcome. Once the supplier has understood fully the transformation challenges then HMCTS would consider alternative pricing structures, however these must be to the benefit to HMCTS. HMCTS expect full price transparency so would be open to alternative options such as Cost plus arrangements etc, however for tender evaluation you will be required to submit a rate card according to SFIA role definitions
10. Please could you elaborate on what you mean by "Providing references"
Do you mean:
a) Contact details for a client who can attest to work performed?
b) An example client site and project where the work was performed?
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: Michael.ede@justice.gov.uk Please ensure the email is appropriately sign posted with tender name.
11. It mentions in the notice text that Stage 1 evaluations should be submitted via the DOS portal 28th December, (The DOS closing Date) or to the Buyer's email by 5th January 2019.
Does this mean that submissions are permitted outside the DOS portal?
How will such submissions be evaluated and progressed if successfully down selected to the next stage?
To facilitate Christmas and allow suppliers longer to write and obtain approvals for their submission HMCTS have obtained approval from CCS to extend the submission date to the new year, 5th January. The responses should be sent to the buyer in an excel spreadsheet; to enable the word count to match the portal submission. The evaluations will be conducted as per standard DOS guidelines as all submissions are extracted and put into a spreadsheet for the evaluators to mark
12. In mentions in the Notice Text that 'Developers are expected to have SC clearance at the point of Presentation to ensure the team are fully capable of supporting live service as well as undertake development'
For clarity, does that mean that MOJ will not sponsor SC clearances for successful bidders once the contract is agreed? And that SC clearances must be in place already before the presentation stage of the tendering process?
HMCTS recognise there was an error in the publication, the wording should read "There should be at least one (1) SC cleared developer within the team at point of presentation, and one per development team within three months of contract commencement". HMCTS are content to sponsor the consultants to obtain SC clearance, but HMCTS will Not pay for the security clearance
13. It mentions in the Notice Text that 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.
For Clarity, please confirm this means the expectation is for the successful Supplier to give MOJ full open-book access to its proposal including costs, margins and profits?
And if confirmed, please explain why an open-book cost-basis proposal is required?
Such details are usually of the utmost commercial sensitivity, and surely the chargeable cost to MOJ through the lifespan of the contract is what should best define the value proposition?
HMCTS can confirm the expectation is for the successful Supplier to give MOJ full open-book access to ALL CHARGES pertaining to this contract including costs, margins and profits. If the supplier is not willing to engage in an open-book cost-basis model then please do not submit a proposal
14. Could you clarify the situation regarding Security Clearance please? Are you expecting that all of the Developers or all of the whole team require SC clearance by the time of the presentation or just a number of them? HMCTS recognise there was an error in the publication, the wording should read "There should be at least one (1) SC cleared developer within the team at point of presentation, and one per development team within three months of contract commencement".
15. Could you provide some more information about the composition of the current team please? How many people are there in the current team and what roles do they fulfil? HMCTS have a small team of developers and BA's delivering Fees and Payments, a number of developers working on Access Management. Both teams have Delivery Managers at the moment but the supplier could consolidate these roles.
16. Please may we ask if the close date could be clarified? The DOS portal states 28/12 but in the text of this DOS notice, it states ‘Stage 1 evaluations submitted DOS portal 28th December, or Buyer's email address Michael.Ede@justice.gov.uk by 5th January 2019 using excel to confirm word count.’ Would it be possible please to ask for the portal close date to also be the 5th of January to avoid confusion? 5th January 2019 to buyer email address Michael.ede@justice.gov.uk please ensure the file is signposted with the name of the tender and suppliers name/contact details
17. The deadline to respond is challenging given the time of year and the absence of key contributors over this period (not least that we will have to seek client approval for use of references). Would it be possible to extend the deadline to the 11th January please? HMCTS have escalated this request to the Programme Sponsor, however unfortunately due to the velocity of the programme and the high number of tenders that need to be commenced during the next 3 months the commercial team have been requested to maintain the stage 1 deadline of 5th January.
18. What existing common components exist already and how mature are they (e.g. man hours of development, in production)? The CFT Components that are already live and supporting business services include Fees and Payments, Reference Data Management, bulk scanning integration, possibly Access Management. There are a number of other components that are in live use but these are not covered by this tender.
19. What is the count of defects across major categories and severity for each component? Bulk scanning:
14 defects in total
1 High / 13 Medium

Fees & Pay:
8 Medium Defects
20. What size of supplier teams is expected ? The size of the teams will depend on the deliverables required for each team. We currently have a small team of developers and BA's delivering Fees and Payments, a number of developers working on Access Management. Both teams have Delivery Managers at the moment but the supplier could consolidate these roles.
21. How many concurrent SOWs are expected as an average? The number of concurrent SOWs will be dependent on the Sprint plans and deliverables. HMCTS will work wit the wining supplier to optimise the number of SOWS, minimising administration whilst maintaining control of the deliverables and costs
22. Can you confirm if the submission date for this tender is the 28th December or the 5th January? 5th January 2019 to buyer email address Michael.ede@justice.gov.uk, please ensure the file is signposted with the name of the tender and suppliers name/contact details
23. Please can you clarify the rough size of the additional team required to start in March in London, over and above existing people working on common component delivery? HMCTS are unable to define the compliment of the teams. HMCTS are expecting three teams on site on day 1. Peak capacity is not yet known as new capabilities will be delivered via the winning supplier.
24. Will you consider a COTS solution? Is the intent for the successful supplier to design and develop the solution (building on the Discovery already completed and HMCTS's requirements)? Based on the components identified to date, only workflow/case allocation has a COTS solution already identified (Kamunda).

HMCTS do follow a build/buy evaluation process for any new components as they emerge
25. Please can you indicate how many teams do you expect to have? HMCTS are expecting three teams on site on day 1. Peak capacity is not yet known as new capabilities will be delivered via the winning supplier.
26. Please can you advise what roles are in the current team(s). We have a small team of developers and BA's delivering Fees and Payments, a number of developers working on Access Management. Both teams have Delivery Managers at the moment but the supplier could consolidate these roles.
27. Do you have any specific back ground information please? Please see document at link
https://drive.google.com/open?id=1lCE1P2twrLxgYoz-9IAk5kaMc-Te7-Cg