Honours Database

Description

Summary of the work Summary ● support the work of the Honours Team ● automate and improve the workflow - including production of multiple lists/reports ● comply with Government Digital Service design/standards ● be compliant with DCMS IT policies e.g GDPR and security ● ensure the database is easy to use and to maintain. Expected Contract Length 1 year with optional extension Latest start date Monday 10 January 2022 Budget Range N/A Why the Work is Being Done The key objectives of this procurement are to engage a supplier to provide a nomination and awards system. Improve the business processes and workflows in the Honours Team Improve business intelligence with useful data visualisation(Reports) Integrate better with technologies and services already on the DCMS IT estate and future proof against service developments which complies with DCMS IT GDPR requirements (including data storage in the UK) Problem to Be Solved The DCMS Honours Team processes about 2000 nominations each year and submits between 550-600 nominations for consideration by five Honours Committees twice a year (New Year and Queen’s Birthday Honours rounds). These nominations include those from the public, stakeholders, DCMS policy teams and Ministerial suggestions. The final list for each round is approved by the Permanent Secretary. The Honours Team also briefs and supports the Permanent Secretary for her attendance at four Honours Committees twice a year. The number of nominations has grown rapidly with the department's expansion and the current manual system for processing and tracking these is therefore now no longer fit for purpose. Hence the requirement to procure a database to improve efficiency and accuracy. Who Are the Users The honours system recognises people who have: made achievements in public life; committed themselves to serving and helping Britain. They’ll usually have made life better for other people or be outstanding at what they do. Whether someone gets an honour - and the honour they get - is decided by an independent honours committee who review nominations that are sent to it. The committee’s recommendations go to the Prime Minister and then to the Queen, who awards the honour. Anyone can nominate an individual for an honour. All nominees will be checked by various government departments to make sure they’re suitable for an honour. This may include checks by HM Revenue and Customs (HMRC). Early Market Engagement None Work Already Done None Existing Team N/A Current Phase Not started Skills & Experience • Have demonstrable experience of project management, taking an agile approach to the design and delivery of services • Provide an explanation of a proposed Agile plan/roadmap to meet the 31st March MVP deadline (Ask for prioritised requirements) • Have demonstrable skills and expertise within your organisation/staff, to undertake the delivery of this solution. Google Cloud experience is desirable. • Provide evidence of experience working on similar projects relating to case management, database, application solutions. • Provide an explanation on how the proposed solution will comply with Governments minimum cyber security standard and provide evidence of Cyber Essentials accreditation • Provide an explanation on how the proposed solution will comply with ALL points within the Technology code of practice. • Provide an explanation on the data migration approach, as well as previous evidence on moving data from legacy systems to new solutions. • Provide an explanation on how the service will incorporate data visualisation tools to improve business intelligence (preferably google offerings, for example looker, studio) • Detail any challenges that may arise in meeting technical requirements of the proposed service and solution(s). (Ask for technical requirements) • Demonstrate experience and proposed approach to service design and WCAG 2.1 AA Accessibility Guidelines Work Location Office is based in London but work can be completed remotely Working Arrangments No expenses will be paid, the supplier will be remote although the kick off meetings could be in person. Security Clearance BPSS is preferred Additional T&Cs We will use Standard Terms No. of Suppliers to Evaluate 3 Proposal Criteria • technical solution • approach and methodology • how the approach or solution meets user needs • how the approach or solution meets your organisation’s policy or goal • estimated timeframes for the work • how they’ve identified risks and dependencies and offered approaches to manage them • team structure • value for money Cultural Fit Criteria Provide an explanation on how service management to include for example, training, change management and continuous improvement will be approached throughout the delivery of the project. Payment Approach Fixed price Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. Do you have a preference for an open source solution? Yes, ideally the solution should be Open Source. 2. Has a discovery been conducted, or will it be included in this tender? Yes, this has previously been conducted 3. Please can you confirm whether the department would consider a T&M commercial model for this opportunity rather than Fixed Price as detailed in the opportunity? No, it would not be considered 4. What’s the budget for this please? The estimated contract value for a maximum of 4 years including all extension options, is £126,000. £70,000 is for database development, £8000 for penetration testing and £12,000 covers the annual licence or service management fee. 5. Please can you confirm if this opportunity is specifically a migration or if it is building a new system? New SaaS System 6. Please can you confirm if this opportunity will follow the GDS process? It will follow the GDS Process 7. Is there an email address in order to get the technical requirements mentioned? commercial@dcms.gov.uk 8. Please could the department confirm what is driving the delivery date of the MVP (31/03/2022)? There is a business need for it to be completed by this date