Electronic Monitoring Digital Delivery Partner

Description

Work done so far "Designed the Electronic Monitoring Future Service and developed a target operating model. Assured from a security, stability, and data protection point of view the supplier case management system and technology. Migrated data from the previous historic suppliers into the new EM Data Store. Built pipelines to receive live feeds from EM suppliers Built MVP for Create an EM Order and the EM Data Store, both due to go live in November 2024. We are currently running a discovery to understand how to leverage EM data to generate insights for Probation Officers and other stakeholders." Which phase the project is in Not applicable Existing team We have a small internal team made of Senior Service Designer, Technical Architect, Service Owner, Senior Product Manager. Address where the work will be done London: 102 Petty France, SW1H 9AJ Sheffield: 32 Scotland St, Sheffield S3 7BS Working arrangements The supplier will be working mostly remotely, but the teams will be expected to meet twice a month in the London or Leeds office. The supplier staff will be working Monday to Friday from 9.00 am for 7,5 hours per day + lunch time. Expenses will be paid inline with the MoJ Travel and Subsistence policy. Official travel covered in the ""Travel & Subsistence"" policy means travel for the purpose of official business, including, attendance at a different location from your permanent base. This contract considers the permanent bases as 102 Petty France, SW1H 9AJ and 32 Scotland St, Sheffield S3 7BS, supplier travel to any other office other than other stated would be eligible for expenses inline with with the MoJ Travel and Subsistence policy. Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS) Provide more information about your security requirements: Security Check (SC) Provide more information about your security requirements (optional): Baseline Personnel Security Standard (BPSS) for User Centred Design (UCD) staff. Security Check (SC) for engineers and technical architects Latest start date 2025-03-01 Enter the expected contract length: 2 years Extension period: 1 year Write the term or acronym: EM = Electronic Monitoring HMPPS = His Majesty Prisons and Probation Service MVP = Minimal Viable Product UCD=User Centred Design Are you prepared to show your budget details?: Yes Indicative maximum: Total contract value is £6,000,000 excluding VAT and is for the total proposed contract length of 2 years + a 1 year extension option. Confirm if you require a contracted out service or supply of resource Contracted out service: the off-payroll rules do not apply Summary of work Electronic monitoring (EM) is used in England and Wales to monitor compliance with the conditions of a court or prison order. The service is currently operated by two primary providers. One operates the monitoring centre and field service, while the other provides the monitoring devices and other technology needed to operate the service. We require a Digital Delivery Partner to deliver products and services to complement the offers of the EM suppliers, this include completion of technical assurance activities, mapping up end-to-end service design, and complete discovery, alpha and beta work to adress new or unmet user needs We require a team with good knowledge of: - system integration - data migration - cloud services, in particular AWS - best practices in the gov.uk service manual for all delivery phases (from discovery to live) - live support of digital services - introduction of AI engines into existing services, and general good understand on how AI can be leveraged to deliver automation and efficiency - technical assurance of third party digital service provider 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 His Majesty's Prison and Probation Service Why the work is being done EM is used in England and Wales to monitor compliance with the conditions of a court or prison order. The service is currently operated by two primary providers. One operates the monitoring centre and field service, while the other provides the monitoring devices and other technology needed to operate the service. The current digital partners is currently supporting with data migration from old EM suppliers to new EM suppliers, delivering digital service to store, manage and query EM data and to raise EM orders, and supporting with suppliers' technical assurance. This support will be required beyond March as we need to iterate and improve the current offer. We need a team to: - identify opportunities to improve the end-to-end journey, from order creation to manage clarifications and changes, data management and analysis and to order termination. The team will deliver efficiency by complementing the suppliers' offer. This could include identifying pain points and working with suppliers to address them by introducing automation of existing processes, new services to improve the overall offer, streamline the user journey. - provide technical assurance on the systems managed by the suppliers, in particular when suppliers introduce changes to the systems, to ensure all cyber, security, data and operational risks are captured and managed. - provide live support and iterate on the services delivered in house, such us the Create an EM Order service, used by notifying organisation to create EM orders and send them to the supplier. - delivery solutions to exploit EM data to gather insight to support Ministry of Justice policy and provide better tools to HMPPS staff managing offenders in the community. - streamline the user journey for Probation users who needs access to EM service and Data and currently do so by accessing different and disjointed systems and tools -support the Probation Strategy work to implement consistent designs across our services used by Probation The business problem you need to solve Historically HMPPS had limited access to EM data, as data was held on suppliers' systems and only available via data extract. From the EM data the department can drive insights on the effectiveness of EM and can inform policy on sentencing. More information on our ambition can be find in the EM Data Improvement Plan, published in August 2023. Link here: https://www.gov.uk/government/publications/electronic-monitoring-in-the-criminal-justice-system/electronic-monitoring-in-the-criminal-justice-system#data-improvement-plan HMPPS Digital has recently launched two services to complement the EM suppliers' offer: the EM Data Store, used to ingest, store and manage live data from suppliers. And Create an EM Order, used by users in HMPPS and Home Office to submit EM Orders. We need support from a Digital Delivery partner to: - work with the EM suppliers to provide police forces and the Probation Service with timely access to the tagging information they need to effectively supervise offenders and protect the public. - maintain and iterate on the MVP launched to improve user experience, introduce automation, integrate with other HMPPS and MoJ services when appropriate and needed. - ensure the EM digital delivery offer aligns with HMPPS Digital Strategy and wider Justice Digital Strategy and MoJ Strategy -develop and implement an assurance regime to ensure that systems and data are well managed, meet user needs, and appropriately secured by the service providers in-line with MoJ standards - build, implement and support digital products that enable the realisation of improvements within the EM Service contracts and are aligned with the MoJ’s wider Digital Strategy First user type: Our services are used internally by Prisons and Probation staff, and externally by the Home Office and the Police. The EM Data Store is used by Service Managers in HMPPS to monitor supplier performance, respond to subject access requests, and support any audits that might be needed. The Data Store is also used by internal data science teams to generate insights for policy makers and for Probation staff working in sentence management. Create an EM Order is used by notifying organisations to EM submit oders, manage variation and clarifications. At a very high level, the user needs are: As a probation officer, I need to have confidence that the systems I need for my work will be high performing, reliable and easily accessible wherever I am working and provide access to the information I need to . As a senior leader, I need to be able to trust that the technology used to deliver Electronic Monitoring is robust, reliable and secure, and will enable the change and transformation needed to meet ministerial ambitions. As a member of the security team, I need to have assurance that the Electronic Monitoring systems and data are protected against cyber threats. As a citizen, I need to have confidence in the MoJ’s ability to operate its services efficiently and provide user focused services. As a citizen, I need to have confidence that the Ministry of Justice are managing my data securely and in line with relevant legislation. Questions and Clarifications 0. The Statement of Requirements states the Closing date for applications as 15-11-2024 16:00 but the message in the portal says 21/11 – please can you confirm which is correct The correct closing date for supplier stage 1 submissions is 21 November 2024, 16:00 Due to an error on the platform the statement of requirement timeline was incorrect. A separate correct timeline has been shared as a document and sent on a message. Last Updated: <strong>2024-11-07T14:24:36.013618Z</strong> 1. The deadline for clarifications is shown as Sunday 10th. Should this be Monday 11th? Due to a system error the timeline was incorrect. The corrected timeline was sent out via message and as a attachment. The correct timeline is below. Ref Activity Completion/closing Date 1 Publication of stage 1 06/11/2024 2 Clarification period closes 12/11/2024 3 Deadline to publish your responses to clarification questions 15/11/2024 4 Deadline for suppliers to submit their stage 1 responses 21/11/2024 5 Evaluation of stage 1 04/12/2024 6 Publication of stage 2 05/12/2024 7 Deadline for suppliers to submit their stage 2 responses 20/12/2024 9 Evaluation of stage 2 10/01/2025 10 Standstill period starts (if you have requested this) 19/01/2025 11 When you plan to award the contract 30/01/2025 12 When you expect the contract to be signed 13/02/2025 13 When you expect the supplier to start 19/02/2025 Last Updated: <strong>2024-11-08T15:04:17.663711Z</strong> 2. Nice to have Q1 asks for suppliers to "Demonstrate your experience in implementing modern technology such us Artificial Intelligence to deliver efficiency for front line staff and increase automation." Could you define what is meant by front line staff? Front Line staff are Probation and Prisons Officers working in operations and using the services we build in Justice Digital. Last Updated: <strong>2024-11-14T09:23:59.066709Z</strong> 3. Essential Q4 asks for suppliers to "Demonstrate and explain your experience of solution architecture within a broader organisational framework to achieve security, resilience and value for money." Please can you define what you mean by ‘broader organisational framework’? EM Digital Service are only part of the overall landscape of digital and legacy systems in the Ministry of Justice. We need a team that can design systems taking into account the wider landscape, consider opportunities for integration and reuse, and not designing systems in isolation. Last Updated: <strong>2024-11-14T09:26:18.019733Z</strong> 4. Essential Q3 has asked suppliers to "Demonstrate at least 5 years expertise". Can you advise how you would like suppliers to demonstrate this in their responses? Full question in Statement of Requirements: Demonstrate at least 5 years expertise in iteratively, prototyping, designing and building services which meet both user needs and the GOV.UK guidelines for content design, service design and accessibility. Experience a long track record of delivering digital services in the public sector. This can be demonstrated by showcasing/listing some of the recent successes but also talking about the history of the company when it comes to delivering digital and data products. Last Updated: <strong>2024-11-14T09:28:45.030261Z</strong> 5. Stage 1 Question 2 (Essential skills and experience) states that the supplier should demonstrate substantial cyber-security expertise and leadership. Could you please clarify what you mean by "cyber security expertise"? Are you looking for Cyber Security Analysts with pure information security skills, or are you seeking cyber security skills within the delivery team, such as in architecture? We require suppliers to be able to provide a security evaluation of supplier systems by analysing their designs, suggest security checks and analyse results of this. Last Updated: <strong>2024-11-14T09:30:08.848Z</strong> 6. There is a big emphasis on integration and interoperability. Could you please confirm if you currently have an iPaaS solution (e.g. Mulesoft, Informatica, Boomi, Tibco, etc) that is anticipated to be used in this solution? Our systems are in the HMPPS Cloud Platform and we expect suppliers to adopt MoJ standards and follow the Tech Code of Practice. https://www.gov.uk/guidance/the-technology-code-of-practice Last Updated: <strong>2024-11-14T14:32:02.389216Z</strong> 7. Stage 1 Question 5 (Essential skills and experience) states the the supplier demonstrate and explain their experience of working with external providers delivering technology services on behalf of government. Could you please clarify what you mean by external providers? Are you referring to a BPO company or another digital company with which we have collaborated to achieve an outcome for the government?" I am referring to another company or more than one (digital or non digital) you have collaborated to deliver a joint outcome. Last Updated: <strong>2024-11-14T14:33:47.337268Z</strong> 8. Could you please provide a copy of your Tech Stack? We are using Kotlin for our backend service and NodeJS TypeScript for our front end. Both services are hosted in HMPPS CloudPlatform Kubernetes. We also have a Postgres DB to store EM orders. Last Updated: <strong>2024-11-14T14:35:19.055393Z</strong> 9. Would the authority be able to disclose the name of any incumbents for this opportunity? Information can be found regarding the current contract by searching on contracts finder for "Electronic Monitoring Digital Delivery Partner" - https://www.gov.uk/contracts-finder Last Updated: <strong>2024-11-14T14:37:53.53666Z</strong> 10. For the stage 1 response, please can you confirm that the max. character count of 750 is for the response to each question individually as opposed to max. 750 characters for Essential Skills and Experience in totality? the 750 maximum character count is for each question individually. Last Updated: <strong>2024-11-14T14:48:29.744762Z</strong> 11. Could you please let us know who are the current suppliers responsible for operating the monitoring centre and field service, as well as those providing monitoring devices and technologies? Information can be found regarding the current contract by searching on contracts finder for "Electronic Monitoring Field and Monitoring Service (FMS)" and "Electronic Monitoring - MDSS"- https://www.gov.uk/contracts-finder Last Updated: <strong>2024-11-14T14:54:50.759502Z</strong> 12. Who is the current Digital Partner incumbent? Information can be found regarding the current contract by searching on contracts finder for "Electronic Monitoring Digital Delivery Partner" - https://www.gov.uk/contracts-finder Last Updated: <strong>2024-11-14T14:56:22.928739Z</strong> 13. We understand that the historical data migration has been completed and new pipelines have been established for live feeds. a. Will there be any incremental data migration from the previous suppliers? b. Additionally, is there any scope for integrating new data sources into the Data Store? c. Could you elaborate on the data migration process from the previous EM suppliers to the new ones? d. Are there currently two separate Data Stores being maintained, or will the old Data Store be decommissioned once the migration is complete? a) Previous systems will be decommissioned early next year, before decommissioning we will take one final copy of the historic data. b) It could be in case of changes on how the service is currently delivered. There is no immediate plan for doing it now. c) Data from previous suppliers has been moved into the Probation Cloud and made temporarily available to the new supplier to get a copy. The new suppliers has no continuous access to our databases. d) There will be only one Data Store for EM data Last Updated: <strong>2024-11-14T14:57:50.576951Z</strong> 14. What specific roles are covered by the frontline operatives (e.g., probation officers, case workers, field officers, call centre staff)? Could you elaborate on this function please? Front line have a variety of responsibilities. Probation officers can raise and variate orders, and they manage people on probation in the community, hence they consume EM data. Case workers in the supplier’s offices are responsible for processing new orders and variations, and ensure installation takes place within SLAs. Field officers are responsible for installation and equipment check and replacement if needed. Last Updated: <strong>2024-11-14T14:59:08.139174Z</strong> 15. What are the timelines for completing the discovery phase to understand how to leverage EM data to generate insights for probation officers and other stakeholders? In MoJ we aim to complete discovery in 8 weeks Last Updated: <strong>2024-11-14T15:01:09.348547Z</strong> 16. Is live support expected to be provided only during standard working hours (Monday to Friday)? Correct, only during standard working hours. Last Updated: <strong>2024-11-14T15:02:55.752883Z</strong> 17. Can you please provide clarity on the digital system within the scope for this procurement and how it overlaps with the EM providers The digital systems currently developed by Probation Digital using the EM Digital Delivery Partner contract are the Create an EM Order (CEMO) and the EM Data Store. CEMO integrates to the supplier’s service now system used to manage cases. CEMO sends data on new orders directly to the supplier’s system via an API. The other product, EM Data Store, gets live feeds data from suppliers’ system via pipelines. Last Updated: <strong>2024-11-14T15:04:53.898835Z</strong> 18. Please could you clarify what is meant by "designing end-to-end services" for Q4 in the nice to have criteria? Design the EM journey/service end-to-end means mapping out activities from when an order is created, to when it's processed and installed, and all the way to the end of the order. Some activities of the journey are managed by MoJ, but others are managed by the suppliers. It is important to understand the whole journey to identify opportunities for improvement. Last Updated: <strong>2024-11-14T15:19:10.537077Z</strong> 19. Please can you provide clarifications re the following points: In Q4: can you confirm what is meant by "broader organisational framework"? In Q5: will you accept examples from the wider public sector and not just government? EM Digital Service are only part of the overall landscape of digital and legacy systems in the Ministry of Justice. We need a team that can design systems taking into account the wider landscape, consider opportunities for integration and reuse, and not designing systems in isolation. Last Updated: <strong>2024-11-14T15:21:39.368183Z</strong> 20. Please can you confirm who the current incumbent(s) is/are? Information can be found regarding the current contract by searching on contracts finder for "Electronic Monitoring Digital Delivery Partner" - https://www.gov.uk/contracts-finder Last Updated: <strong>2024-11-14T15:24:08.443406Z</strong> 21. Please can you provide further information on the current tech stack, including the current CRM or any supply chain products? Additionally is AI already agreed on the service's roadmap, or does it need to be explored further before implementation Tech Stack: We are using Kotlin for our backend service and NodeJS TypeScript for our front end. Both services are hosted in HMPPS CloudPlatform Kubernetes. We also have a Postgres DB to store EM orders. Re AI, we haven't done any explorations yet, so discovery is needed before implementation. Last Updated: <strong>2024-11-14T15:27:29.781507Z</strong>