The Cabinet Office

Portal to coordinate readiness for project implementation across 360+ customers

Incomplete applications

22
Incomplete applications
20 SME, 2 large

Completed applications

18
Completed applications
18 SME, 0 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 10 January 2019
Deadline for asking questions Thursday 17 January 2019 at 11:59pm GMT
Closing date for applications Thursday 24 January 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Provide a secure web based monitoring portal that enables us to monitor the progress of local authorities against activities that need to be completed during the implementation of electoral Canvass Reform Testing and full roll out of electoral Canvass Reform in 2019/2020.
Latest start date Friday 15 February 2019
Expected contract length The product will be needed from March 2019 till December 2020
Location No specific location, eg they can work remotely
Organisation the work is for The Cabinet Office
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done This work is part of the Canvass Reform Programme which is looking at improvements that can be made to the current annual electoral canvass process to make it a more efficient and flexible process.
Problem to be solved Changes to the current Canvass process will require all Local Authorities in England, Scotland and Wales to have completed a number of readiness activities to ensure they are in a prepared state to participate in both a test of the process and for the full rollout of the process.
We need to coordinate progress against these activities for all 360+ Local Authorities centrally.
Product must be made at pace to be live in March 2019.
Who the users are and what they need to do As a Project Manager (Cabinet Office) I need to communicate activities to be completed to all Local Authorities and be able to track progress against them, so I can monitor progress on readiness for all Local Authorities.
As an Electoral Administrator (in a Local Authority) I need to access the portal securely through the internet, so that I do not need special software to access the system. I need to see what I need to update my progress against tasks, so I can see what needs to be done and inform the Project Manager of my progress against the tasks.
Early market engagement We have formed a project group which has representation from key stakeholders in the Electoral community as well as project specialists.
We have a set of key requirements that have been prioritised ready to discuss with the supplier.
Any work that’s already been done
Existing team The Implementation and Business Change team is part of the Modernising Registration Division and is located in the Cabinet Office (CO) which forms part of the Constitution Group. It comprises of a Project Manager, Project Delivery Manager, Digital Delivery team and project support team. The supplier may interact with other digital and information management professionals in government.
Current phase Not applicable

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The supplier can work from their own premises or remotely. Interactions with the client team and partner government departments will be mainly in central London.
Working arrangements The client team will provide a product owner who could participate in meetings as required in person in London or via telephone.
Security clearance The supplier team will need to be escorted when on the premises for meetings.

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
  • Demonstrating an understanding of our requirements (10 points)
  • Appropriate solution approach and methodology (10 points)
  • Placing emphasis on user needs (5 points)
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 3
Proposal criteria
  • Demonstrating value for money (10 points)
  • Credible timeframes for the work (5 points)
  • Identifying risks and dependencies, and offering approaches to manage them (5 points)
Cultural fit criteria Work as a team with our organisation
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Presentation
Evaluation weighting

Technical competence

55%

Cultural fit

5%

Price

40%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Do you have a budget in mind for this project? Also, are you looking for a supplier to use a specific technology, or are you open to options? We have a budget of £30k. We are open to options for technology that meets our requirements.
2. Do you have an indicative budget cap? We have a budget of £30k
3. Are you looking for an existing product for this project, or is this a software development project? We would consider both an existing product or a specific software that met our requirements.
4. Do you envisage this solution to be a configured off-shelf product, or doe the requirement suggest a more bespoke approach? We would consider both an off-the-shelf or bespoke product if it met our requirements.
5. What is the budget and duration of the project? We have a budget of £30k. The product will be needed to be ready for mid February 2019 to be used from March 2019 till December 2020.
6. Is there a support requirement? We will need to be able to contact the supplier for any help that may be required when the portal is being used.
7. Please could you provide more details about the types of data involved in the process and type of visualisation of progress you envisage? The data involved will be tasks that need to be completed by certain dates and document templates that can be used.
Visualisation of progress needs to be able to show progression of the participants against the tasks so that we can track who has completed what by the set deadlines. This can be in the form of a graphic and text.
8. Do you have a view on the numbers of users of the system (both internally and at the Local authorities) and could you draw us a rough profile of them? Internally there would be approximately 2-4 users at the Cabinet Office and externally we would need at least one user access at each of the 360+ Local Authorities that are based throughout England, Scotland and Wales.
9. Can you give us a little bit more background information about the work you have conducted thus far, and how that has influenced your thinking for this next stage? We have run a series of pilots where the project was done on a smaller scale with 24 Local Authorities. This has influenced the full roll out of this project. As the project will be coordinating all of the Local Authorities throughout England, Scotland and Wales a portal is needed to coordinate readiness for such a large number of users.
10. Is the portal going to be hosted by The Cabinet Office / HMG or will the supplier be responsible for this? We would like the supplier to be responsible for this.
11. What is the estimated budget for this project? We have a budget of £30k.
12. Are you able to share the budget for this project? We have a budget of £30k.
13. Can you give us some guidance on any security considerations and the required levels of auditability of the required systems? The portal will need to be accessed securely by all users. The portal will not be processing personal data, it will be used to monitor and track progress against project tasks.
14. Will there be any differences in user type/input/tasks? Of the 2-4 Cabinet Office Users, will they be “admins” or equivalent requiring full system access? Of the LA users will they all require to do the same thing ie report on progress/status?
Do you have any idea of the average number of expected logins per Local Authority per month? Will if be multiple times every day or just an handful of occasions per month, or even less frequently?
Do you have any particular reporting requirements?
Does the £30k budget incl VAT?
There will not be differences in the user type/input/tasks for the Cabinet Office users. They will need to have admin rights.
All LA users will be required to report on status/progress and do the same things.
The LAs will need to log in as required which could be daily or weekly depending on where we are in the project and what they need to do.
Reporting requirements - we would like to see who has updated progress against tasks.
The £30k is inclusive of VAT.
15. Please confirm if the £30k budget is supposed include the support costs up until December 2020, or just the delivery of the portal itself. The £30k budget is to include the support costs as well.
16. Can you explain in a little more detail the steps/deadlines that Local Authorities will need to show they have completed their responsibilities? What content in/out of the system is envisaged? Local Authorities will need to tck off they have completed certain tasks that are required for them to be able to progress to the next stage of the project. This will include completing certain bits of work for example, having their data transferred into the required format.
Content in/out of the system from the Cabinet Office will be project tasks and templates and being able to see where Local Authorities are with their tasks. The content in/out from the Local Authorities will be confirming what tasks have been completed and accessing and downloading documents.
17. Will there be any need to reverse or edit any tasks previously marked as complete? Not necessarily. If any such edit is made the Cabinet office will need to receive some form of notification telling them that a reverse/edit on a task previously marked as completed has taken place.
18. Can you explain what reporting functions are needed for administrators? Administrators need to be able to see which Local Authorities have completed tasks by the required dates and which have not. This will need to be filtered by regions/areas.
19. Is the budget a fixed limit or may there be flexibility? The budget is fixed at £30k.
20. Does the budget include hosting and maintenance of the system? Yes.
21. Are there current systems used to track task progression within the organisations? Meaning, could the portal connect to existing in-house task management solutions? We currently do not have in-house task management solutions set up. We would consider doing this.
22. What level of training is expected for local authorities using the system? Does training need to be delivered within the budget also? We do not envisage this to be a complicated system and would like a run through and training to be given to the Cabinet Office who will be the admin function on how to use it, with a helpsheet for us to explain to the Local Authorities how to operate the system.
23. What level of training is expected for local authorities using the system? Does training need to be delivered within the budget also? We do not envisage this to be a complicated system and would like a run through and training to be given to the Cabinet Office who will be the admin function on how to use it, with a helpsheet for us to explain to the Local Authorities how to operate the system. This would be expected to be included in the budget.
24. The notice says latest start 21 Feb year one if your clarification answers says the system needs to be ready in mid Feb.
Can you please clarify? Mid Feb is surely a mistake?
We would like the system to be ready for the middle of Feb so that it can be used from the start of March 2019.
25. Some constructive feedback if I may...

The £25k budget (£30k inc VAT) seems extremely low for the ask -
you would like a supplier to be immediately available to rapidly design, develop, test, deploy, host and support a new central government system for almost 2 years for this cost.

This system will need to be available to over 360 users, be designed and developed to be secure and presumably resilient in nature.

It feels as though an extra zero is missing off the end of the budget!
The budget has been set after benchmarking similar systems that have been procured in other areas .
We are envisaging a basic system of being able to monitor and track against project tasks and share document templates. The portal does not necessarily need to be bespoke and an off the shelf system would also be welcomed.
26. Is it possible to share a step-by-step details of the process right from task creation, to assignment, to status update and its conclusion? Also, is it possible to share a sample document for each step. Unfortunately we do not have these details, an example would be;
- Cabinet Office access portal and upload a list of 10 tasks that Local Authorities need to complete by 30th June 2019 and upload a document template that needs to be completed for one of these tasks.
- Local Authorities access portal and mark tasks as done as they are completed.
- Local Authorities download document template and complete it and upload it back into portal.
- Cabinet Office access the portal and can see which Local Authorities have completed which tasks and also download the completed document templates.
27. You mention that the system needs to be ‘secure’. Can you give some guidance on the level of security that the system needs to achieve? Users and Admin would need to be able to access the system securely through an email login (such as email address) and a password that individuals have set.

We do not envisage the portal being used for the sharing of sensitive or personal data. It will be used for project tasks to be communicated and progress tracked against these tasks.