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Procurement details

Procurement details: Technical, digital and data services for Department for Education Capital directorate. v.2.0

19

Applications submitted

£5000000

Indicative Budget

Potentially in scope

Off-payroll status

15 February 2023

Application Closing Date

1. Context and requirements

About adding context and requirements: test
Work done so far: Some of our services including those with application cycles are in public beta, for example: our internal services for managing construction projects and programmes and the connectivity programme, the condition improvement fund, products to facilitate Land and Transactions, and the Net Capacity Assessment. Others are yet to start including infrastructure improvements and a pipeline of work to support Capital priorities. Discoveries and alphas have been completed for some services.
Which phase the project is in: Not applicable
Existing team: There are two existing suppliers in place working alongside an internal team based across DfE sites with a common purpose to deliver user centred and value for money projects and services. Existing civil service roles include: Delivery Managers, Product Managers, Service Owners, Senior Responsible Owners, Dynamics 365 and power application developers, and Programme Management Office roles. You may also be required to work alongside other vendors who may provide additional services, collaborating to deliver whilst owning your outcomes. The successful supplier will provide flexible capability to achieve outcomes. Which may include part-time, short-term or longer-term partial needs.
Address where the work will be done: Supplier staff will primarily collaborate remotely, with some time expected in DfE offices nationwide. The primary location of work will be specified in each Statement of Work (SoW) and expenses cannot be claimed for travel to that location. Expenses can be claimed for travel to any secondary location of work. The primary location of work is likely to be London, Coventry or Manchester but the contract will cover all DfE offices. Expenses are capped to the value specified in the SoW.
Working arrangements: A SoW will be completed for each engagement, identifying primary location, working arrangements, and the expected deliverables. Collaboration is important for an inter-organisational team. We use tools including Microsoft Teams, DevOps and GitHub. All work to be delivered to GDS service standard principles and meet DfE technical standards. Delivery will be governed by standard agile delivery techniques. IR35 determinations will be made for each SoW. Most requirements will fall inside of scope of IR35. Determination will be assessed on the working practices required for each SOW
Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS)
Provide more information about your security requirements (optional): DfE requires everyone to have baseline personnel security standard clearance (BPSS). There may be a requirement to gain higher security clearance / enhanced DBS checks. This will be detailed in the SOW. The supplier will need to be compliant with the DfE's Security Standards and respond to a security questionnaire.
Latest start date: 2023-05-02
Enter the expected contract length: 2 years
Extension period: 1 year
Special terms and conditions: Bidders must respond to the opportunity using the response template found within the project attachments. Only essential and nice to have criteria require responses at stage 1.
Special terms and conditions: In order to participate in this opportunity, DOS6 awarded suppliers should have followed all necessary registration steps through the Public Procurement Gateway, operated by Crown Commercial Service (CCS). Please follow instructions sent to you at the email address supplied during the DOS6 application process.
Special terms and conditions: All Supplier Staff working on services in relation to this Contract will need to undertake, as a minimum, a BPSS security check. Security checks relevant to supplier staff will be indicated clearly through each Statement of Work issued under this Call-Off Contract. Any enhanced security requirements (e.g., SC etc) will be detailed in the Statements of Work' The Supplier shall ensure that no Supplier Staff who discloses that they have a Relevant Conviction, or who is found to have any Relevant Convictions (whether as a result of a police check or through the vetting procedure of HMG Baseline Personnel Security Standard or through the Disclosure and Barring Service (DBS) or otherwise), is employed or engaged in any part of the provision of the Services without the prior written approval of the Buyer. Subject to the Data Protection Legislation, the Supplier shall disclose the results of their vetting process, immediately to the Buyer. The decision as to whether any of the Supplier’s Staff are allowed to perform activities in relation to the Call Off Contract, is entirely at the Buyer’s sole discretion. The Supplier shall be required to undertake annual periodic checks during the Call Off Contract Period of its Staff, in accordance with HMG Baseline Personnel Security Standard so as to determine the Supplier Staff suitability to continue to Framework Schedule 6 (Order Form Template, Statement of Work Template and Call-Off Schedules) 5 provide Services under the Call Off Contract. The Supplier shall ensure that any Supplier Staff who discloses a Relevant Conviction (either spent or unspent) or is found by the Supplier to have a Relevant Conviction through standard national vetting procedures or otherwise, is immediately disclosed to the Buyer. The Supplier shall ensure that the individual staff member immediately ceases all activity in relation to the Call Off Contract, until the Buyer has reviewed the case, on an individual basis, and has made a final decision. Where the Buyer decides that a Supplier Staff should be removed from performing activities, as a result of obtaining information in relation to the Call Off Contract, or for any other reason, the Supplier shall promptly and diligently replace any individual identified.
Special terms and conditions: The location will be specified in the Statement of Work (Primary Location). Expenses cannot be claimed for travel to the Primary Location of work when in-office working is required. Some work may be UK wide, and travel may be required to other DfE offices. When travel to other DfE sites is required, all costs incurred must comply with the prevailing DfE Travel and Subsistence policy. Parking is not available on DfE sites. Should base location vary it will be outlined and agreed upon the individual statements of work.
Special terms and conditions: The latest start date will be outlined in each individual statement of work. Except for in exceptional circumstances, and as agreed with the buyer
Special terms and conditions: Service provider resources must work within the United Kingdom unless agreed by the Department on an individual basis. Departmental equipment must not be taken abroad or access the departmental network whilst outside the United Kingdom unless agreed by the Department on an individual basis
Special terms and conditions: The Department’s standard approach to pricing mechanism will be ‘Capped Time and Materials’ (CTM) however we reserve the right to use any of the other approaches as listed in the call-off charges section
Special terms and conditions: General Information Standard Framework and Call Off Terms and Conditions will apply Suppliers must agree to all DFE security clearance policies and processes. Suppliers must comply with the Regulation (GDPR) Regulation May 2018; the (DPA) Act 2018, the Law Enforcement Directive and any subsequent amendments/changes to date including providing sufficient guarantees to meet the requirements of GDPR in line with Procurement Policy Note (PPN) 02/18 May 2018 which updates PPN 03/17 All Project-Specific IPRs (as defined) and the Deliverables shall vest in the Buyer unconditionally and immediately upon their creation.
Write the term or acronym
Explain the term or acronym
Are you prepared to show your budget details?: Yes
Indicative maximum: 5000000
Indicative minimum: 0
Provide further information: A pipeline of activity is foreseen over the next 24 months, with an indicative budget against the requirements of £5m exclusive of VAT. Budget approval is subject to Cabinet Office spending controls, service assessments and DfE governance. Each SOW will outline the work required, associated budget and payment approach for each SoW will be capped time and materials. Suppliers will need to provide clear costs to enable tracking. DfE does not commit to any minimum spend on this contract. A pricing template will be provided to shortlisted suppliers at proposal stage
Confirm if you require a contracted out service or supply of resource: Supply of resource: the off-payroll rules may apply
Summary of work: We’re looking for a pragmatic technical, digital and data services partner to work alongside DfE Capital. This will be working on joined-up digital and data services for priority needs, including school and college building, internet connectivity, building condition and bid-based funding programmes. The partner will work with us using ‘configure first’ Microsoft technologies.
Where the supplied staff will work: No specific location (for example they can work remotely)
Why the work is being done: This opportunity is to collaborate on DfE Capital’s portfolio of digital, data and system priorities. DfE commissions the building and refurbishment of school buildings as well as monitoring condition, improving internet connectivity and administering funding rounds with the objective to improve education settings. We aim to provide strategic, joined-up and interoperable user-centred services alongside trustworthy data for reporting, governance, project management and analysis. By reusing patterns and implementing strategic projects we will deliver consistently and achieve value for money. We need a single source of truth of Capital data linked to wider DfE data sources and systems. For our products in beta, we require a focus on responding to user needs, reducing risk and continuous improvement. For our cyclical external user facing services we need to ensure they are adapted and continuously improved to meet evolving user and business needs. Our primary users are DfE employees, employees of construction partner organisations, surveyors, solicitors, users at schools, colleges and responsible bodies. We want to move towards a model of self-service and automation where tasks and governance become easier. The work is primarily for Capital but may also include needs elsewhere in DfE
The business problem you need to solve: We have a pipeline of digital, data and technology projects to deliver as part of our business cycle. We want to enable business change and improved efficiencies, governance, risk management, decision making and solve data and technology problems through improvements, delivering new services and by decommissioning legacy services. We are using Microsoft’s technologies; Dataverse, Azure stack, Dynamics 365, Dynamics 365 PowerApps portal, Power Apps, DevOps, CICD framework, Azure Data Factory 2.0, Project Operations and restful APIs. We are seeking an experienced and flexible Microsoft solution accredited partner to provide capability to work with our team to problem solve, deliver and help us continuously improve our services. We work in an agile way and our work is high volume and fast paced. We pride ourselves on delivering ‘agile’ pragmatically and with high efficiency to achieve great value for money for the public purse. We require a pragmatic mentality when delivering against outcomes which may, for example, require working across two projects or being flexible and multi-disciplined in a team to make the most of limited funding.
First user type: Programme Management Office Analyst
First user type: Construction Contractor
First user type: School
First user type: DfE Finance Officer
First user type: School Lead Contact
First user type: Case Worker
Enter more details about this user type: I need to be able to analyse and report on trusted 'one version of the truth' data and information so that I can effectively manage construction projects.
Enter more details about this user type: As a construction contractor I need to be able to inform DfE of the progress of a building project against spend, quality and time so that DfE can monitor progress of a project.
Enter more details about this user type: As a school, I need to be able to apply for funding via an accessible and easy to use digital service so that my application for school refurbishment can be accessed by the DfE.
Enter more details about this user type: As a DfE finance officer, I need to be able to monitor programme spend and inflation factors so that I can forecast programme finances in year, and for future years against Cabinet Office spend controls
Enter more details about this user type: As a school lead contact, I need to be able to respond quickly to DfE requests on school condition. So that I can assist on safety issues.
Enter more details about this user type: As a case worker, I need to be able to progress a case so that there is clear audit history, and a school gets a timely decision.

2. Assessment Criteria
About assessment criteria: test
Select your pricing model: Capped time and materials
Additional assessment methods: Presentation
Describe the question and answer session: N/A
Create your scoring criteria: 3
How many suppliers to evaluate: 5
Technical competence: 45
Cultural fit: 10
Social value: 10
Price: 35
Essential skills and experience: 17
Nice-to-have skills and experience (optional): 3
Technical questions: 80
Describe the essential skill or experience:: Evidence of Microsoft solutions partner accreditation or equivalent, preferably for Business Applications, Data & AI, Digital & App Innovation, Infrastructure and Security designations.
Enter a weighting for this skill or experience in whole numbers, for example 30: 5
Describe the essential skill or experience:: Proven and demonstrable experience of successfully delivering and improving Microsoft Dynamics 365 Power Apps portals connected to D365 CRM as used by a large number of external users.
Enter a weighting for this skill or experience in whole numbers, for example 30: 15
Describe the essential skill or experience:: Demonstrable experience of end-to-end 'configure first’ Microsoft suite Azure and Dynamics 365 centred delivery and improvement with native components which could include Dataverse, Project Operations and PowerApps.
Enter a weighting for this skill or experience in whole numbers, for example 30: 15
Describe the essential skill or experience:: Experience of solving problems using industry standard patterns and practices through delivering robust and sustainable technical architecture and solutions meeting technology code of practices, security standards and IT Health Checks.
Enter a weighting for this skill or experience in whole numbers, for example 30: 10
Describe the essential skill or experience:: Evidence of skills and experience of user research and user experience capability to deliver great user centred outcomes.
Enter a weighting for this skill or experience in whole numbers, for example 30: 10
Describe the essential skill or experience:: Experience of providing flexible services (e.g. via URs, architects, functional consultants, developers, data engineers) to multiple projects including ability to scale up and down as part of a project lifecycle.
Enter a weighting for this skill or experience in whole numbers, for example 30: 10
Describe the essential skill or experience:: Demonstrable strength in data engineering and data architecture disciplines utilising the Microsoft suite including data compliance (including GDPR), data transformation and data migration
Enter a weighting for this skill or experience in whole numbers, for example 30: 15
Describe the essential skill or experience:: Demonstrable experience of responsive and proactive support in improvement of services and systems in beta
Enter a weighting for this skill or experience in whole numbers, for example 30: 10
Describe the essential skill or experience:: Evidence of proven pragmatic agile delivery approach and philosophy that drives great value for money.
Enter a weighting for this skill or experience in whole numbers, for example 30: 10
Describe the nice-to-have skill or experience:: Experience and/or understanding of delivering digital outcomes in large organisations, across organisational boundaries, for example in public sector or with multi-agency departments or similar environments
Enter a weighting for this skill or experience in whole numbers, for example 30: 40
Describe the nice-to-have skill or experience:: Evidence and understanding of working as a team to deliver to GDS standards and to pass stage gates to GDS assessments or similar for external services including preparing and presenting work for assessment panels
Enter a weighting for this skill or experience in whole numbers, for example 30: 40
Describe the nice-to-have skill or experience:: Demonstrable experience of knowledge transfer to the buyer’s organisation to build permanent backend capability
Enter a weighting for this skill or experience in whole numbers, for example 30: 20
Explain the technical question:: Demonstrate your approach to project and programme functionality implementation for D365 using ‘configure first’ methodology including external users viewing and updating project data.
Enter a weighting for this technical question in whole numbers, for example 30: 10
Explain the technical question:: Demonstrate your approach to delivering data outcomes within infrastructure including Azure Data Factory 2.0 and Dataverse and connecting to data sources including Business Central, Sharepoint lists and SQL.
Enter a weighting for this technical question in whole numbers, for example 30: 15
Explain the technical question:: Demonstrate skills and approach in delivering user research and user experience digital capability working to deliver outcomes
Enter a weighting for this technical question in whole numbers, for example 30: 15
Explain the technical question:: Demonstrate your approach using PowerApps to effectively solve user problems including reporting needs
Enter a weighting for this technical question in whole numbers, for example 30: 10
Explain the technical question:: Demonstrate your approach, with examples , to consolidating multiple existing external Microsoft D365 Power Apps user portals into a single harmonious portal to simplify and improve user journeys and to reduce administration
Enter a weighting for this technical question in whole numbers, for example 30: 10
Explain the technical question:: Demonstrate how you would collaborate with a host team to design and deliver to technical design authority (TDA) approval to meet shared goals.
Enter a weighting for this technical question in whole numbers, for example 30: 10
Explain the technical question:: Demonstrate your approach to delivering external user products that are GDS design system compliant with gov.uk look and feel that interface seamlessly with Dynamics 365.
Enter a weighting for this technical question in whole numbers, for example 30: 15
Explain the technical question:: Demonstrate your administration, integration and configuration approach within Azure to connect applications to the D365 Dataverse within complex organisations
Enter a weighting for this technical question in whole numbers, for example 30: 15
Your question: Demonstrate how knowledge and experience will be shared with the host team to build capability for sustainable outcomes with examples of where you’ve done this successfully previously, the challenges faced and overcome, and the mechanisms used
Enter a weighting for this question: 25
Your question: Demonstrate ability to successfully and quickly mobilise expertise on contract initiation and when needs arise; including ability to scale up teams and flex resource in response to agile requirements
Enter a weighting for this question: 25
Your question: Provide evidence of your ability to manage project team well-being to support team health and achievement of deliverables and outcomes
Enter a weighting for this question: 25
Your question: Define your approach to remedy any deficiencies that you or the Buyer identify in the skills, capability, experience and/or delivery performance of the resources deployed in the services
Enter a weighting for this question: 25
Explain the social value question: Social value (Mac 2.3) Support educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications. Describe the commitment your organisation will make to ensure that opportunities under the contract deliver the Policy Outcome and Award Criteria. Please include: ● your ‘Method Statement’, stating how you will achieve this and how your commitment meets the Award Criteria, and ● a timed project plan and process, including how you will implement your commitment and by when. Also, how you will monitor, measure and report on your commitments/the impact of your proposals. You should include but not be limited to: ○ timed action plan ○ use of metrics ○ tools/processes used to gather data ○ reporting ○ feedback and improvement ○ transparency ● how you will influence staff, suppliers, customers and communities through the delivery of the contract to support the Policy Outcome, e.g. engagement, co-design/creation, training and education, partnering/collaborating, volunteering.
Enter a weighting for this question: 100

3. Timeline
Publication of stage 1: January 30, 2023, 12:00 AM
Clarification period closes: February 9, 2023, 5:00 PM
Deadline for suppliers to submit their stage 1 responses: February 15, 2023, 5:00 PM

Clarification questions and responses

There are no questions and clarifications relating to this opportunity.

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