Awarded to Bentley Systems (UK) Limited

Start date: Monday 11 November 2019
Value: £99,930
Company size: SME

The Office of Government Property, Cabinet Office

The Digital National Asset Register Proof of Concept - Bespoke Solution

13 Incomplete applications

8 SME, 5 large

15 Completed applications

10 SME, 5 large

• Published: Tuesday 27 August 2019
• Deadline for asking questions: Tuesday 3 September 2019 at 11:59pm GMT
• Closing date for applications: Tuesday 10 September 2019 at 11:59pm GMT

Overview

• Summary of the work: Design, build and operate of a proof-of-concept (PoC) for a cross-public sector property data solution. ; ; The PoC will demonstrate ; - Automated collection data from a designated government database and 3rd party sources. ; - Use of this data to create dashboards, reports and analytics using Business Intelligence and Geospatial tools.
• Latest start date: Monday 21 October 2019
• Expected contract length: 8 months
• Location: No specific location, eg they can work remotely
• Organisation the work is for: The Office of Government Property, Cabinet Office
• Budget range: Budget is £100,000 to include; • Project management and scrum lead; • Solution and data architect; • Developer (portal, GIS, reporting); • Service hosting; ; Service availability and management per supplier standard

About the work

• Why the work is being done: The Authority is the only body in central government with existing access to estates data across multiple public bodies and plans to extend this access further.; ; By 2021, UK strategic building and property data for nearly all government and public sector bodies will be available to the Cabinet Office, offering a single, trusted view of all public estate assets.; ; A cloud-based system to collect, manage and analyse this data will provide insight on the public estate to Departments, cross-Departmental programmes, Parliament and the public, leading to greater public transparency. Additional analytics capability will also support better strategic property decision-making.
• Problem to be solved: OGP’s electronic property information mapping service (e-PIMS) is used extensively across government with data, for the vast majority, manually updated. Analytics and upgrade potential are limited. ; ; The Authority requires greater self-service capability to:; • import data from multiple sources automatically; • ensure input data accuracy ; • create dashboards, reports and geo-spatial outputs; • manage user access to the data and views; ; The Authority requires a cloud-based Proof of Concept that uses software components that are readily available Commercial-Off-The-Shelf products integrated to meet the requirements. Solutions based on pre-integrated components in a single offering will be procured in a separate exercise.
• Who the users are and what they need to do: As a Department analyst, I need to view available properties and associated information on a map/ dashboard so that I can decide on the best location for my Department.; ; As an OGP analyst, I need to access socioeconomic data myself and create a private overlay on a map so that I can understand the impact on local communities of relocating staff.; ; As a Public Sector Property Manager, I need integration with my property management system to automatically extract information at periodic intervals, in addition to manual entry capability, so that reporting commitments are met without manually re-entering data each time.
• Early market engagement: An RFI was issued in October 2018 (CCS Ref 00343874; Strategic Property Analytics Platform) to conduct a soft market test for the functional and non-functional requirements of a new system. ; ; The exercise concluded, within the limits of the responses received, that; • There was sufficient market interest from system integrators and specialist Business Intelligence and Geospatial service providers ; • From a technical perspective, the business requirements could be met by existing, or combinations of existing, products. ; • There was a mix of pre-integrated solutions using in-house developed technology as well as bespoke technology stacks; • There were sufficient case studies of property data aggregation from multiple sources, the use of GIS tools for display and analysis and dashboarding to conclude that the Authority’s requirements were achievable
• Any work that’s already been done: Use cases, functional and non-functional requirements for the full system have been defined. These were issued in the RFI, CCS Ref 00343874 and have undergone minor changes only since. The existing system is also explained in the RFI document.; ; The subset of use cases and requirements for the PoC stage has been defined.
• Existing team: The OGP programme team comprises 3 main work groups (Programme Strategy, Digi-Tech and Property Data Standards and Governance). ; ; The work described in this specification will managed by the Digi-Tech workgroup lead, Graeme Thomson, who is also the Programme Manager. The supplier project manager will report directly to Graeme but will work with members of the other workgroups, for example in defining the data sources. ; ; 3rd party consultants, mainly providing specialist technology advice or reviewing technical designs, may also be part of the team.
• Current phase: Alpha

Work setup

• Address where the work will take place: 1 Horse Guards Road, London
• Working arrangements: Space in the Authority offices is constrained. Therefore, activities here should be restricted to kick-off meetings, requirements meetings, project progress review meetings (weekly) and system demonstrations. ; ; System design, configuration and testing should be carried out on the Supplier’s own premises unless a specific operational advantage in co-location is identified. Travel and living expenses to London should form part of the supplier’s price. ; ; The Authority uses Google Hangouts, Trello and Slack for collaboration and remote discussion.; ; Review sessions should be scheduled at least 2 weeks in advance to ensure that rooms and attendance can be secured.
• Security clearance: All supplier staff should be Baseline Personnel Security Standard cleared. CTC cleared is desirable.

Additional information

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

• Essential skills and experience:
  • Potential Bidders must confirm they are already or will sign up to the CCS e-Sourcing Suite for the Evaluation Stage before the Shortlisting Stage submission deadline (Y/N)
  • Potential Bidders must agree to abide by Crown Commercial Service’s Process for the Evaluation Stage (Y/N)
  • Bidder has successfully implemented production-level property data or portfolio systems at a government or corporate international level. (Minimum of 3 named recent projects) (20%)
  • Bidder has successfully implemented production-level Business Intelligence and GIS projects at a government or corporate international level. (Minimum of 3 named recent projects) (20%)
  • Bidder has successfully integrated and managed multiple internal and external data sources (>15) on a single production-level platform. (Minimum of named 3 recent projects) (20%)
  • Bidder must evidence current staff with experience of delivering work of the type listed in 3-5 above (20%)
• Nice-to-have skills and experience:
  • Bidder has experience of delivering projects in a public sector context (10%)
  • Bidder has experience of delivering projects using an agile methodology from requirements to operation (10%)

How suppliers will be evaluated

• How many suppliers to evaluate: 5
• Proposal criteria:
  • Approach to providing the Technical Solution (35%)
  • Provision of Accessibility Functionality (10%)
  • Risk, Project and Account Management (15%)
• Cultural fit criteria: Team Working and Knowledge Sharing (10%)
• Payment approach: Fixed price
• Assessment methods:
  • Written proposal
  • Case study
  • Work history
  • Reference
• Evaluation weighting:

  Technical competence

  60%

  Cultural fit

  10%

  Price

  30%

Questions asked by suppliers

• 1. Please can you confirm the URL for the CCS E sourcing suite?: It is: https://crowncommercialservice.bravosolution.co.uk/web/login.html
• 2. Please can you explain the significance of weighting the responses in the first round? Thanks: Focus on the Essential skills and experience with 80% weighting, which is then equally spread across the 4 detailed requirements. Then 20% for the Nice-to-have skills and experience which is again spread equally between the two requirements.
• 3. Are there already GIS tools in place that there is a preference to use?: OGPs current mapping capability is based on ESRI software. We are not setting a preference as to products. There is scope to utilise current OGP licensed software in developing the POC, more detail will be made available in the second phase of the procurement process.
• 4. Do you require dedicated GIS components?: We would expect the GIS use cases and requirements to be delivered as part of the POC, this is most likely delivered through a dedicated GIS component but we are open to innovative approaches. Spatial analysis and presentation of data is a key aspect of the desired capability. The mapping capability would be required for a number of difference audiences with different requirements and capabilities, from OGP analysts to cross government mapping functionality.
• 5. What data will is to be used for the PoC?: It will be utilising a subset of the current government property data. More detail will be made available in the second phase of the procurement process.
• 6. Are the data sources in question 5 – Data Warehouse and Others integrated to a BI platform or Source Systems integrated to a data warehouse?: d-NAR will be getting input from source systems both within OGP and other government property systems. In addition, data may also be sourced from publicly available sites, such as the ONS, Land Registry. This data will be organised within d-NAR for reporting and analytics. The purpose of the question is for the supplier to demonstrate experience in data integration in this context.
• 7. One of the questions refers to " production-level property data or portfolio systems at a government or corporate international level" – please can you advise if this question is seeking a response which refers specifically to property portfolio systems, or more broadly to more general portfolio systems?: This refers specifically to property portfolio systems.
• 8. Do you have an expected launch date for the POC?: We expect a design and build phase of up to 8 weeks.
• 9. Is there the expectation that the POC will be developed once, launched and feedback gathered for the remainder of the contract or that the POC will be iterated throughout the contract term?: We would expect the POC to be developed with a number of distinct sprints within the scope defined here (circa 8 weeks). However, there may be further iterations through the operations period of the contract term; these will be changes to the contract.
• 10. Are there defined KPI’s against which success of the POC will be measured?: The key criteria will be the delivery of the use cases to be advised in the full tendering stage.
• 11. Who will be responsible for the gathering of feedback throughout the POC and the compilation of a closing report at the end of the contract?: The authority will be responsible for gathering feedback throughout the POC and the completion of a closing report.
• 12. Will you be awarding both procurements (i.e. running two parallel proofs of concept)?: Yes, we will be implementing two separate proof of concepts.
• 13. Could you envisage a scenario where a single company could win both PoCs?: Both procurements will be run and evaluated independently, therefore it is entirely feasible.
• 14. Please clarify your criteria for taking one of these forward into implementation.: The proposal criteria is as follows:; ; Cultural fit: 10%; Price: 30%; Technical competence: 60% - see listing for further detail.