PRJ_11860 HMCTS MI and SDP Development

Description

Summary of work To support the HMCTS Data Strategy Programme, a managed service provider is required to outsource data engineering and technical development services to a timescale as defined by the requirements. It will deliver the objectives of the 2021 HMCTS Data Strategy and bring the programme of work to a close. This includes: • Supporting services to manage backlogs in different jurisdictions. • Support delivery of the final stages of the HMCTS Reform Programme, which is planned to end in 2025. • Securing the benefits of the SDP by enabling the completion of migration and decommissioning of legacy data assets, delivering associated savings. • Improving our processes so that HMCTS can deliver a consistently good data service, and our staff can focus their creativity on further value-add. The service is currently being provided by 2 managed service suppliers. Where the supplied staff will work North East England Where the supplied staff will work North West England Where the supplied staff will work Yorkshire and the Humber Where the supplied staff will work East Midlands Where the supplied staff will work West Midlands Where the supplied staff will work East of England Where the supplied staff will work London Where the supplied staff will work South East England Where the supplied staff will work South West England Where the supplied staff will work Scotland Where the supplied staff will work Wales Where the supplied staff will work Northern Ireland Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is HMCTS Why the work is being done Data is an important asset in the delivery of justice. It helps support an independent judiciary in upholding the rule of law, provide access to justice for all, drive efficiencies and improve performance across the organisation. The HMCTS Reform Programme and response to the COVID-19 pandemic has enabled HMCTS to gradually become a more data-driven organisation. The 2021 HMCTS Data Strategy takes a programmatic approach to the delivery of outputs and brings together all the work and efforts in improving data within HMCTS. We are building a data function that can provide management information (MI) and support the development of more advanced analytics. This includes the development of enabling products and technical solutions such as data cataloguing, master data management and analytics engineering. A robust central repository of data covering all services and jurisdictions will enable users to extract meaningful and reliable MI. The HMCTS Reform Programme has built a central repository of data, the Strategic Data Platform (SDP), but more development work is required to fully utilise and realise the benefits of the SDP and MI. Also, to enable robust reporting, consistent business rules and metrics need to be developed as part of this programme of work. The business problem HMCTS is seeking a managed service provider to reprocure an existing service that is due to expire on 31 March 2025. The managed service provider will be responsible for delivering the outcomes as specified in the contract and individual Statement of Works (SoW). It will deliver the objectives of the 2021 HMCTS Data Strategy and bring the programme of work to a close. This includes: • Supporting services to manage backlogs in different jurisdictions. • Support delivery of the final stages of the HMCTS Reform Programme, which is planned to end in 2025. • Securing the benefits of the SDP by enabling the completion of migration and decommissioning of legacy data assets, delivering associated savings. • Improving our processes so that HMCTS can deliver a consistently good data service, and our staff can focus their creativity on further value-add. The people who will use the product or service User type: HMCTS Staff and Other Government Departments Definition: Professional/Expert Users Any pre-market engagement done None Work done so far The current MI and SDP Technical Build managed service contracts are due to expire on 31 March 2025. In order to continue delivering MI and SDP development services, HMCTS are looking to reprocure the contract. The HMCTS Reform Programme has built a central repository of data, the SDP, but further development work is required to fully utilise and realise the benefits of the SDP and MI by improving its data and enabling users to extract meaningful and reliable management information. Which phase the project is in Not applicable Existing team The current development is supplied by 2 existing managed service providers. The team consists of management functions and developers but the exact make up and numbers will be decided by the bidders. Address where the work will be done Nationwide and remote working (within the UK only). Working arrangements HMCTS services are built to government service standards using a Scaled Agile Framework (SAFe) essential. SoWs will be issued to define the development outcomes of each project phase and typically span between two to six months. For any work performed at a non-base location and outside London (outside of the M25), all reasonable travel and expenses costs shall be met in accordance with the rates set out in the MoJ travel and subsistence policy. All expenses will require prior approval from HMCTS before being reimbursed. Security and vetting requirements Baseline Personnel Security Standard (BPSS) Security and vetting requirements Security Check (SC) More information about the Security requirements: All supplier resources must have a Baseline Personnel Security Check (BPSS) which must be dated within three months of the start date. Any development work that requires access to production areas within HMCTS IT systems will require SC clearance which the supplier should provide. For further guidance see: https://www.gov.uk/government/publications/government-baseline-personnel-security-standard Latest start date 6 January 2025 Expected contract length Contract length: 2 years 0 months 0 days Optional extension: 1 years 0 months 0 days Special terms and conditions special term or condition: The initial Statement-of-Work (SOW) will be Capped Time & Materials but the Buyer reserves the right to use alternative payment mechanisms such as Fixed-Price, Incremental Fixed Price or Time & Materials for future SOWs. special term or condition: Suppliers shall provide transparency on the rates paid to resources and third-parties in the supply-chain on request enabling full visibility of charges and costs including overheads and profit-margin in an auditable form. special term or condition: There will be a 12-week transition period working in conjunction with existing service providers. Budget Indicative maximum: £7000000 Indicative minimum: The contract value is not specified by the buyer Further information: The budget range of the contract is approximately £2m for year 1, £4m for year 2 and if required £1m for year 3 totalling £7m. HMCTS does not guarantee volume or duration of work for the winning bidder. Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply Questions and Clarifications 1. What is the size of the current SDP data? The SDP processes up to 100GB of data Last Updated : <strong>13/09/2024</strong> 2. Has the scope of work changed from what the incumbent provided? No the scope of work has not changed. Last Updated : <strong>10/09/2024</strong> 3. Does the scope of the MI & SDP Development work cover Crime and/or Civil, Family & Tribunals? Yes Last Updated : <strong>13/09/2024</strong> 4. What technologies do HMCTS use in the CI/CD pipelines? This will be discussed with the winning supplier. Last Updated : <strong>13/09/2024</strong> 5. What is the HMCTS Data technology stack? HMCTS Digital Technology Service - it is a directorate within HMCTS. Last Updated : <strong>13/09/2024</strong> 6. What Data Warehousing and data lake technologies do HMCTS use? SQL Last Updated : <strong>13/09/2024</strong> 7. What technology is HMCTS using for ETL/ELT? This will be discussed with the winning supplier. Last Updated : <strong>13/09/2024</strong> 8. Are HMCTS using specific automated testing tools? No Last Updated : <strong>13/09/2024</strong> 9. What are the reasons for replacing the incumbent? Both contract's are due to expire on the 31st March 2025. Last Updated : <strong>10/09/2024</strong> 10. Are there any identified risks or pain points in the current operation? HMCTS does not see how disclosing this information would be beneficial to the procurement process. Last Updated : <strong>10/09/2024</strong> 11. How is the relationship with the incumbent managed currently? HMCTS does not see how disclosing this information would be beneficial to the procurement process. Last Updated : <strong>10/09/2024</strong> 12. Payment Terms and Mechanisms: Are there any penalties or incentives related to early delivery, quality of deliverables, or cost savings achieved during the contract? Payment shall be linked to the completion of Deliverables as outlined in each SoW. Last Updated : <strong>11/09/2024</strong> 13. Payment Terms and Mechanisms: How will travel and subsistence costs for supplier personnel working on non-base locations be managed and approved? All reasonable travel and expenses need to be reviewed and approved by HMCTS prior to the event happening. Last Updated : <strong>11/09/2024</strong> 14. Hi Team, Can you please share who the current incumbent is ? Thanks HMCTS will not be advising the name of the incumbent suppliers. However, the current development is supplied by 2 existing managed service providers. Last Updated : <strong>05/09/2024</strong> 15. Hi Team, Can you please share who the current incumbent is ? Thanks HMCTS will not be advising the name of the incumbent suppliers. However, the current development is supplied by 2 existing managed service providers. Last Updated : <strong>10/09/2024</strong> 16. "Please provide answers to the following questions of clarification: 1) Any development work that requires access to production areas within HMCTS IT systems will require SC clearance which the supplier should provide. Does the above imply that UK residency hires are required? 2) Personnel Security Check (BPSS) Does the above imply that UK residency hires are required? Thank you." With regards to what is required for each security level, please refer to National security vetting: clearance levels - GOV.UK (www.gov.uk) "" National security vetting: clearance levels Last Updated : <strong>10/09/2024</strong> 17. "Good morning, Please provide clarification on the following points: Q14 (Essentials): What is meant by 'the service' in this context please? Q7 (Nice to Have): The questions asks for HMCTS, or equiv courts experience, which is a narrow scope and favorable to suppliers who have worked/work in HMCTS - would the Authority widen this out to accept wider justice experience? Which suppliers to date have been involved with designing and building the SDP? Many thanks" In response to question 14 (Essentials) - The Service in this context is the Authority (HMCTS) and can be specific to a court jurisdiction, such as crime, family, etc. In response to question 7 (Nice to Have) - Yes, we welcome wider justice experience. In response to the third question regarding the suppliers - HMCTS will not be advising on information about the incumbent suppliers. Last Updated : <strong>10/09/2024</strong> 18. Good afternoon, There is no weighting against the "nice to haves" in the overall % weightings, please can you confirm what this is? Many thanks There are no weightings on the Nice to have criteria. They are scored using the Digital Marketplace scoring table. Last Updated : <strong>10/09/2024</strong> 19. What MDM tooling are you currently using as its referenced multiple times in the bidding documents? Thank you We do not have MDM tooling. Last Updated : <strong>10/09/2024</strong> 20. Will the incumbent team be invited to re-bid? The incumbent suppliers may bid on this procurement if they choose to do so. Last Updated : <strong>10/09/2024</strong> 21. What lessons have been learned from the incumbent’s performance? HMCTS does not see how disclosing this information would be beneficial to the procurement process. Last Updated : <strong>10/09/2024</strong> 22. Can you provide specific details or metrics for performance expectations? This will be discussed with the winning supplier at the time of contract award. Last Updated : <strong>10/09/2024</strong> 23. Will there be a transition period between the incumbent and the new contractor? Yes there will be a transition period between the incumbent and the winning supplier. Last Updated : <strong>10/09/2024</strong> 24. Will the new contractor have access to incumbent staff or documentation during the transition? There will be an opportunity for knowledge transfer during the transition period. Last Updated : <strong>10/09/2024</strong> 25. Have there been any formal complaints or disputes with the incumbent? HMCTS does not see how disclosing this information would be beneficial to the procurement process. Last Updated : <strong>10/09/2024</strong> 26. Is this procurement intended to appoint a single supplier to replace the existing legacy service currently being delivered by two suppliers, or will the Authority appoint two suppliers at the end of this exercise? HMCTS are intending to appoint a single supplier. Last Updated : <strong>10/09/2024</strong> 27. Payment Terms and Mechanisms: Could you clarify the payment mechanisms HMCTS may use throughout the contract, and under what circumstances the payment structure might change from Time & Materials to Fixed-Price? The initial Statement-of-Work (SOW) will be Capped Time & Materials but the Buyer reserves the right to use alternative payment mechanisms such as Fixed-Price, Incremental Fixed Price or Time & Materials for future SOWs. Last Updated : <strong>11/09/2024</strong> 28. Who are the consumers of SDP? The business (HMCTS). The outputs are consumed internally and externally. Last Updated : <strong>13/09/2024</strong> 29. Could you please provide the current team structure? As HMCTS are procuring a managed service, it would be the supplier's responsibility to determine the shape of the service, the teams and job roles. Last Updated : <strong>11/09/2024</strong> 30. Can you please confirm the primary work location? The Requirement document states 12 different locations across UK Nationwide and remote working (within the UK only) Last Updated : <strong>11/09/2024</strong> 31. In the attachment - 1 SoR document, under Technical Competence, the % of Nice to have skills and experience seems to be missing, can you please clarify the weightage % for "Nice to have skills and experience There are no weightings on the Nice to have criteria. They are scored using the Digital Marketplace scoring table. Last Updated : <strong>11/09/2024</strong> 32. Regarding question 9, please confirm you are asking for numbers and availability of BPSS and SC cleared people? Many thanks, HMCTS are asking to maintain the current velocity that supplier's staff will have the adequate security clearance in time for the anticipated contract start date. Last Updated : <strong>11/09/2024</strong> 33. Scope of Work: Could you clarify what specific responsibilities will be handed over during the transition period with the existing service providers? This will be discussed with the winning supplier at the time of contract award. Last Updated : <strong>11/09/2024</strong> 34. Scope of Work: What are the primary challenges and complexities HMCTS is facing with the current MI and SDP systems that the new supplier will need to address? HMCTS does not see how disclosing this information would be beneficial to the procurement process. Last Updated : <strong>11/09/2024</strong> 35. Scope of Work: Could you elaborate on the expected interaction and coordination with existing managed service providers during the transition phase? This will be discussed with the winning supplier at the time of contract award. Last Updated : <strong>11/09/2024</strong> 36. Resource and Security Clearance: Is there a requirement for all supplier personnel to have UK residency, or is there flexibility for some roles to be fulfilled by non-UK residents? All supplier resources that will be involved with this contract must have BPSS or SC which must be dated within three months of the start date. For further guidance see: https://www.gov.uk/government/publications/government-baseline-personnel-security-standard Last Updated : <strong>11/09/2024</strong> 37. Evaluation and Success Criteria: How will HMCTS measure the success of the development services provided, and are there specific outcomes that will be prioritised during the contract period? The managed service provider will be responsible for delivering the outcomes as specified in the contract and individual Statement of Works (SoW) Last Updated : <strong>11/09/2024</strong> 38. Evaluation and Success Criteria: Will HMCTS provide detailed feedback and performance reviews throughout the contract, or will this be focused on specific milestones? This will be discussed with the winning supplier at contract award. Last Updated : <strong>11/09/2024</strong> 39. Evaluation and Success Criteria: Will HMCTS provide access to internal project teams or stakeholders to assist with performance evaluation and ensure project success? Yes the winning supplier will have access to the relevant project teams and stakeholders. Last Updated : <strong>11/09/2024</strong> 40. Workplace Setup and Collaboration: Are there any geographical restrictions or preferences regarding where the supplier’s team must be based? The Supplier's team must be based within the UK. Last Updated : <strong>11/09/2024</strong> 41. Workplace Setup and Collaboration: What is the expected level of collaboration between the supplier’s team and HMCTS’s internal teams, and how will this collaboration be managed? This will be discussed with the winning supplier at the time of contract award. Last Updated : <strong>11/09/2024</strong> 42. Is there any requirement for a MI Reporting dashboard? Yes, the winning supplier is expected to have capability in reporting and building dashboards. Last Updated : <strong>13/09/2024</strong> 43. Payment Terms and Mechanisms: Will there be flexibility in the payment mechanisms used for different Statements of Work (SoWs), depending on the scope and complexity of each phase? The initial Statement-of-Work (SOW) will be Capped Time & Materials. For future SoW's, the pricing mechanism will remain the same unless agreed between the Buyer and the winning Supplier. Last Updated : <strong>11/09/2024</strong> 44. Existing Team: Will the existing providers be bidding for continuation of work? The incumbent supplier may bid on this procurement if they choose to do so. Last Updated : <strong>11/09/2024</strong> 45. Who is the incumbent supplier? HMCTS will not be advising the name of the incumbent suppliers. However, the current development is supplied by 2 existing managed service providers. Last Updated : <strong>11/09/2024</strong> 46. Scope of Work: Can you provide further details on the specific objectives of the HMCTS Data Strategy Programme and how this project fits into the wider programme? "The HMCTS Data Strategy can be accessed via this link: https://assets.publishing.service.gov.uk/media/643fc22e22ef3b000c66f4f3/HMCTS626_Data_Strategy_v3.pdf Specific project outputs will be discussed with the winning supplier." Last Updated : <strong>13/09/2024</strong> 47. Scope of Work: Are there any specific legacy systems that present particular challenges in terms of data migration or decommissioning, and how should these be approached? No Last Updated : <strong>13/09/2024</strong> 48. Service Requirements: What are the expected deliverables during the first six months of the contract, and how will progress be measured? Please see the draft SoW for the scope of work required - the deliverables will be agreed between HMCTS and the winning Supplier Last Updated : <strong>13/09/2024</strong> 49. Service Requirements: Are there any non-negotiable service standards or frameworks that bidders must comply with to meet HMCTS's expectations? These will be set out in SoWs where applicable Last Updated : <strong>13/09/2024</strong> 50. Service Requirements: What processes are currently in place for managing backlogs in different jurisdictions, and how does HMCTS expect the new supplier to improve these processes? This will be discussed with the winning supplier. Last Updated : <strong>13/09/2024</strong> 51. Service Requirements: Can you provide more detail on the scope of the support needed for completing the final stages of the HMCTS Reform Programme? Not Applicable Last Updated : <strong>13/09/2024</strong> 52. Technology Stack: Could you confirm the specific technologies and platforms currently being used by HMCTS, and clarify which of these the bidder is expected to continue supporting? Microsoft Azure, SQL, PowerBI, R and Python Last Updated : <strong>13/09/2024</strong> 53. Service Requirements: Will there be specific key performance indicators (KPIs) or success metrics that the supplier must meet, particularly around data migration and service improvement? Yes, these will be specified in the individual Statements of Work (SoW). Last Updated : <strong>13/09/2024</strong> 54. Technology Stack: Is there flexibility for the supplier to propose alternative technologies or frameworks, or must the supplier strictly adhere to the existing technology stack (e.g., SparkSQL, PySpark)? HMCTS is open to alternative technologies that benefit the organisation. Last Updated : <strong>13/09/2024</strong> 55. Technology Stack: Are there any planned technology upgrades or developments within the scope of this contract that the supplier should be aware of? No Last Updated : <strong>13/09/2024</strong> 56. Technology Stack: What cloud platforms or data infrastructure are currently used by HMCTS, and are there any preferences for continuing or expanding their usage? HMCTS uses different technologies, but the main one for this contract is Microsoft Azure. Last Updated : <strong>13/09/2024</strong> 57. Technology Stack: Will the supplier be expected to support future integrations or new tool adoption, or is the focus strictly on maintaining and improving existing tools? The supplier is expected to have capability in both. Last Updated : <strong>13/09/2024</strong> 58. Data Migration and Management: What is the current status of the Strategic Data Platform (SDP) in terms of its development, and what specific work is still required? Ths SDP has been built. More data is being migrated to the SDP. HMCTS is open to making more use of the SDP and building more functionality in the platform. Last Updated : <strong>13/09/2024</strong> 59. Data Migration and Management: What are the risks associated with the migration and decommissioning of legacy data assets, and how does HMCTS expect the supplier to mitigate these risks? Changes in decommissioning plans and timelines. The supplier to expected to react quickly to change. Last Updated : <strong>13/09/2024</strong> 60. Data Migration and Management: Could you clarify the expected volume and complexity of data migration tasks that need to be completed, and the timelines for these tasks? The volume of data is large and the work is expected to take place during the whole duration of the contract. Last Updated : <strong>13/09/2024</strong> 61. Data Migration and Management: Are there specific tools or methodologies that HMCTS prefers or has used for data migration and management that the supplier should continue with? The tools mentioned in the documentation are the ones HMCTS is interested in Last Updated : <strong>13/09/2024</strong> 62. Data Migration and Management: What are the criteria for success when it comes to ensuring the accuracy, consistency, and reliability of data post-migration? These are expected to be developed with the project team prior to implementation to enable post-migration evaluation. Last Updated : <strong>13/09/2024</strong> 63. Evaluation and Success Criteria: Are there predefined success metrics or evaluation criteria for each phase of the project, or will these be developed collaboratively with the supplier? The managed service provider will be responsible for delivering the outcomes as specified in the contract and individual Statement of Works (SoW) Last Updated : <strong>13/09/2024</strong> 64. Evaluation and Success Criteria: How will HMCTS evaluate the quality of data migration, system integration, and service improvement efforts? A number of KPIs will be measured against. For data migration, system integration and service improvement efforts, the supplier is generally expected to achieve thresholds of no more than 5%. The thresholds for outputs and requirements are specified in the individual Statement of Work. Last Updated : <strong>13/09/2024</strong> 65. Workplace Setup and Collaboration: Will the supplier be expected to provide on-site personnel for certain phases of the project, or can all work be conducted remotely? The supplier may be asked to provide on-site personnel for certain phases of the project, but this is negotiable. Remote working is acceptable. Last Updated : <strong>13/09/2024</strong> 66. Workplace Setup and Collaboration: Will HMCTS provide any tools or platforms for managing remote collaboration and communication, or will the supplier need to propose their own solutions? Yes, HMCTS will provide the tools and equipment to carry out the work. Last Updated : <strong>13/09/2024</strong> 67. Workplace Setup and Collaboration: Can you provide more detail on HMCTS’s working practices, such as Agile or Scaled Agile Framework (SAFe), and how the supplier is expected to fit into these practices? The project teams are familiar with Agile ways of working. Last Updated : <strong>13/09/2024</strong> 68. Existing Team: Can you provide some further information on the work carried out by the two current suppliers and their split of responsibility? HMCTS does not see how disclosing this information would be beneficial to the procurement process. Last Updated : <strong>13/09/2024</strong> 69. How many staff members with Security Clearance (SC) are present in the current team? HMCTS does not see how disclosing this information would be beneficial to the procurement process. Last Updated : <strong>13/09/2024</strong> 70. It is stated that HMCTS intends to reproduce an existing data service expiring in March 2025. Could you provide a detailed architecture of the existing services to guide the reprocuring process? HMCTS does not see how disclosing this information would be beneficial to the procurement process. Last Updated : <strong>13/09/2024</strong> 71. What services are currently being provided as part of the Management Information (MI) and Service Delivery Platform (SDP) Technical Build managed service? A variety of services, such as data engineering, technical build and governance, reporting and analysis, etc. Last Updated : <strong>13/09/2024</strong> 72. What are the various data sources that needs to be considered for SDP? All datasets held on courts and tribunals Last Updated : <strong>13/09/2024</strong> 73. What are the different internal & external integration points for the SDP? This will be discussed with the winning supplier. Last Updated : <strong>13/09/2024</strong> 74. Could you please provide an overview of the current as-is legacy system? This will be discussed with the winning supplier. Last Updated : <strong>13/09/2024</strong> 75. What are the current data curation practices and the associated data governance around it? This will be discussed with the winning supplier. Last Updated : <strong>13/09/2024</strong> 76. Could you let us know whether the target architect be in Azure/Fabric? And please let us know any preferred tools/service for this program? Expertise in Azure and/or Fabric is welcomed. Last Updated : <strong>13/09/2024</strong> 77. What technology is HMCTS using for Master Data Management? This is still in development, and will be discussed with the winning supplier. Last Updated : <strong>13/09/2024</strong> 78. What Microsoft Low Code PowerPlatform technologies are HMCTS using? Thanks This will be discussed with the winning supplier. Last Updated : <strong>13/09/2024</strong> 79. Q14 – Do you have any examples of expected Data Outputs to help focus the response? It varies depending on the individual Statement of Work (e.g. a dashboard) Last Updated : <strong>13/09/2024</strong> 80. "Q15: - Please explain what the current DevOps Framework is. – Please can you provide the current technical stack is in place for functional and non-functional testing? - Please can you provide the current test coverage of automation for both functional and non-functional testing? " This will be discussed with the winning supplier. Last Updated : <strong>13/09/2024</strong> 81. Q15 – Please can you provide details of what the current test coverage is for both functional and non-functional automated tests? This will be discussed with the winning supplier. Last Updated : <strong>13/09/2024</strong> 82. Hello, With regards to “Nice-to-have skills and experience – Question 6: What AI skills in coding and documentation can you bring?” Does this mean coding AI or using AI to develop code and/or documentation? Thanks HMCTS welcomes skills and experience in both areas. Last Updated : <strong>13/09/2024</strong> 83. Dear all, We have just received 46 individual notifications this morning that your clarification log has been updated. Please can you review your system so that we are not inundated with notifications. Thanks This is something that will need to be changed within your account settings or you will need to speak to CCS to look into. HMCTS have no control over Suppliers accounts. Last Updated : <strong>13/09/2024</strong>