Procurement details: Prison Case Management Functionality

• Summary of work:

  Provision of one or more multidisciplinary digital teams to build new digital services to replace discrete functionality in a legacy system. May also involve the purchase of an off the shelf finance product which will require integration.

• Where the supplied staff will work:

  Yorkshire and the Humber

• Where the supplied staff will work:

  London

• Where the supplied staff will work:

  No specific location (for example they can work remotely)

• Who the organisation using the products or services is:

  Ministry of Justice, Justice Digital Team

• Why the work is being done:

  The MOJ has a bold strategic vision for the delivery of digital, data and technology in His Majesty's Prison and Probation Service (HMPPS) which includes: ● replacing prison legacy systems with simpler, clearer, faster digital services ● capturing, storing and sharing high quality data across services leading to better and faster decision-making The MOJ Digital and Technology Strategy for 2025 has three themes, all of which provide a clear association and support for this work. These themes comprise: Theme 1: Data: We need to have access to more of our data, understand what data is most important to us, have one source of the truth for that data and have the capabilities in place to be able to leverage that data. Theme 2: Organisational Flexibility: We need to be less reliant on legacy systems and paper-based processes to be more nimble and efficient as an organisation. The ultimate goal is to be able to respond to policy or process change quickly, and effectively. Theme 3: Orientating around our users: We need to break the cycle of creating complex policy then complex processes to deliver that policy and then complex systems to support those processes. We want to work in a truly multidisciplinary way with policy and operational colleagues from the inception of a policy idea, to fundamentally change the way that we are operating as an organisation. The MOJ has made progress in developing user-centred design services, transforming the lives of those using and interacting with them. Many of the products and services developed in the last few years are however constrained with the requirement to return data to legacy systems such as NOMIS, Delius and OASyS. MOJ is now at a critical stage where we need to replace more substantial elements of the legacy systems so that we are a) able to switch off larger pieces of the estate and b) enable more transformational development which is free from those constraints.

• The business problem:

  In the 2025 Justice Digital Strategy we committed to deliver digital prison services that replace legacy systems and support rehabilitation. Prison legacy systems are not fit for purpose, difficult to change and result in staff inefficiencies and inflexible, duplicated data. Our goal is to replace the core case management legacy prison systems with a suite of modern, digital services that have a simple, consistent user interface, are interoperable and easy to change. This work is well underway but we do not have the internal capacity to deliver all the work required to meet this goal. As a result we wish to procure a supplier who can provide one or more multidisciplinary digital teams to build new digital services to replace discrete functionality in the legacy system. The supplier teams will be focused on functionality which does not require significant process transformation. The supplier will help us to replace various elements of functionality in the legacy core case management system (NOMIS), the first one being Financials. We envisage some of this will be build, and some integration of a commercial off the shelf finance product, which the supplier will research and source. Financial transactions within the prison service such as fines, payment for work or sending money to family in prison, are currently processed via a ledger in NOMIS, which we will be replacing. Financials will be the first initiative taken forward in the initial period of the contract, followed by other areas of functionality as the work progresses.

• User type:

  Prisoners and people on probation

• Definition:

  These are our end users and often reliant on the output of our services.

• User type:

  HMPPS operational front line staff

• Definition:

  Prison officers and support staff who need efficient tools that enable them to deliver prison operations and have effective relationships with prisoners and people on probation.

• User type:

  HMPPS administration staff

• Definition:

  Prison administration staff who need quick, efficient and more importantly accurate systems and data to support the day to day running of the establishment.

• User type:

  HMPPS operational management

• Definition:

  Prison management require confidence that the systems and activities of the staff are operating effectively, accurately and efficiently to manage the prison and achieve prison targets.

• User type:

  HMPPS national and regional operation teams

• Definition:

  Prison management require confidence that the systems and activities of the staff are operating effectively, accurately and efficiently to manage the prison and achieve prison targets.

• User type:

  HMPPS National Policy teams

• Definition:

  Need confidence that prison policies and practices are being followed.

• Any pre-market engagement done:

  N/A

• Work done so far:

  We have a good understanding of our legacy prison systems and an agreed product and technical strategy for how that will replace it. We have already delivered several digital services to the operational front line and have started to switch off legacy systems.

• Which phase the project is in:

  Not started

• Existing team:

  There is no existing team. The supplier will be working with MoJ stakeholders across the prison and probation organisation. Subject matter experts will be available to work with the team but all other delivery roles are expected to be resourced by the managed service provider.

• Address where the work will be done:

  UK Based. Prisons Digital teams are based mainly in Sheffield and London, however we are also building our presence in Leeds, Birmingham and Cardiff (moving towards co-located teams, out of London).

• Working arrangements:

  There will be a requirement for visits to prisons, regional offices particularly for research. There may also be a requirement to travel for meetings in Sheffield or London. Outside of these visits and any meetings, there is no requirement to be office-based and individuals can work from home. The supplier costs need to be inclusive of travel and expenses.

• Security and vetting requirements:

  Baseline Personnel Security Standard (BPSS)

• Security and vetting requirements:

  Security Check (SC)

• More information about the Security requirements:

  A minimum of Baseline Personnel Security Standard (BPSS) standard is required. Where access to live production data is necessary, Security Clearance (SC) will also be required.

• Latest start date:

  1 November 2024

• Contract length:

  2 years 0 months 0 days

• Optional extension:

  1 years 0 months 0 days

• special term or condition:

  Deliverables are expected to align to the HMPPS Architecture Blueprint The supplier may initially be required to provide a level of 3rd-line product support for the products they build. This support will ultimately be handed over to an internal HMPPS-Digital team however it is important that products are built using the standard HMPPS technology stack. Broadly speaking, this is: For user-interface focussed components: ● TypeScript ● Javascript ● Node JS ● gov.uk design system Template application repo for a front end service For data-management focussed components: ● Kotlin ● Spring Boot ● AWS RDS for PostgreSQL Template application repo for a back end service Other technologies in use: ● Source Code Repository : Github ● Automated deployment pipeline: CircleCI ● Docker Container management: Kubernetes ● Hosting: MOJ’s Cloud Platform Many products built using these technologies are already in production - the supplier will have many examples to refer to on how to build products the “HMPPS way”.

• Indicative maximum:

  £7000000

• Indicative minimum:

  The contract value is not specified by the buyer

• Further information:

  Up to £6m - £7m

• Contracted out service or supply of resource?:

  Contracted out service: the off-payroll rules do not apply

• How many suppliers to evaluate:

  3

• Technical Competence:

  60%

• Cultural fit:

  10%

• Social values:

  10%

• Price:

  20%

• Essential skills and experience:

  20%

• Nice-to-have skills and experience:

  20%

• Technical questions:

  60%

• Description:

  Proven track record of delivering digital services to, and/or on behalf of, Government Agencies throughout the product life cycle (discovery, alpha, beta, live) and meeting the government digital service standard and the technology code of practice.

• Weighting:

  20%

• Description:

  Delivering significant operational impact by improving, rationalising and/or standardising reporting services and processes within an organisation.

• Weighting:

  20%

• Description:

  Experience of leading investigative user research into problems & opportunities, gathering & analysing information and producing clear, compelling, evidence-based recommendations.

• Weighting:

  20%

• Description:

  Experience of service design and agile, incremental digital delivery that delivers value early and iteratively.

• Weighting:

  20%

• Description:

  Proven experience & expertise of collaborating across teams and departments and transferring ownership and knowledge to in-house teams.

• Weighting:

  20%

• Description:

  Experience within the prisons and probation environment.

• Weighting:

  20%

• Description:

  Knowledge of the wider Criminal Justice system and the systems which are part of the user and data journey.

• Weighting:

  20%

• Description:

  Experience of working within a complex public policy and service environment

• Weighting:

  20%

• Description:

  Working within a government programme that requires close working with other civil service teams and managed services.

• Weighting:

  20%

• Description:

  Knowledge of current and emerging finance technology.

• Weighting:

  10%

• Description:

  Experience of evaluating and integrating off the shelf products.

• Weighting:

  10%

• Question:

  A recent case study of a similar project, using similar technologies, that explains your approach and methodology and how it can ensure successful delivery.

• Weighting:

  30%

• Question:

  Provide examples of how you have used innovative techniques to investigate and solve problems and how you have identified and delivered value early and iteratively.

• Weighting:

  20%

• Question:

  Provide an example team structure including skills, experience, responsibilities and the relevance of individuals. Explain how you will ensure the team delivers their responsibilities throughout this approach.

• Weighting:

  20%

• Question:

  Provide a project plan for what your team would deliver during the timescales, how would you split the time between the project phases - e.g. discovery, alpha, beta etc.

• Weighting:

  10%

• Question:

  Demonstrate how you will deliver value for money throughout this project.

• Weighting:

  10%

• Question:

  Demonstrate how you would ensure an effective hand over of the services to the in-house team.

• Weighting:

  10%

• Question:

  Work collaboratively with Justice Digital colleagues, including stakeholders with varying understanding of agile methodologies.

• Weighting:

  25%

• Question:

  Consider the needs of all users of varying backgrounds and abilities when designing, building and implementing digital services.

• Weighting:

  25%

• Question:

  Is innovative and forward thinking, shares knowledge, experience and honest feedback with clients and takes responsibility for the quality of their work.

• Weighting:

  25%

• Question:

  Able to demonstrate the value of their approach and understands the value of data and analytics.

• Weighting:

  25%

• Question:

  Encourages new entrees to their digital professions and upskills and develops their workforce.

• Weighting:

  50%

• Question:

  Encourages diverse representation in their workforce.

• Weighting:

  50%

• Pricing model:

  Capped time and materials

• Additional assessment methods:

  Presentation

  Case study

• Level:

  Not met

• Score:

  0

• Description:

  The response does not meet any of the requirements or no response has been provided. An unacceptable and / or non-compliant response with serious reservations, demonstrating no understanding of the requirement.

• Level:

  Partially met

• Score:

  1

• Description:

  The response has met some, but not all elements of the requirement, which poses risk that the proposal will not meet the deliverables required. The response does not demonstrate a full understanding of the requirement posing major concerns.

• Level:

  Met

• Score:

  2

• Description:

  The response is acceptable and meets all the basic requirements. However, the response is not sufficiently detailed to minimise risk and / or the proposed approach may require additional support (in addition to that outlined in the Statement of Requirements) from the Contracting Authority to meet its deliverables.

• Level:

  Exceeded

• Score:

  3

• Description:

  The response exceeds requirements, providing detail that minimises risks to delivery. The response is comprehensive and unambiguous, demonstrating a thorough understanding of the requirements and providing details of how the requirement will be met in full without additional support from the Contracting Authority, other than that outlined within the Statement of Requirements.

• Publication of stage 1:

  25/07/2024

• Clarification period closes:

  30/07/2024 16:00

• Deadline for suppliers to submit their stage 1 responses:

  12/08/2024 16:00

Return to Prison Case Management Functionality

Help

You can contact us by email, phone or using the enquiry form .

Email:

info@crowncommercial.gov.uk

Telephone:

0345 410 2222

CCS customer services team is available Monday to Friday, 9am to 5pm.