Electronic Monitoring - Digital Delivery Partner

Description

Summary of the work The Electronic Monitoring portfolio is looking for a Digital Delivery Partner to support its transition to new contracts for provision of the service and monitoring technologies. The partner will help ensure service continuity through the transition and realise improvement opportunities created by the new arrangements. Expected Contract Length Up to 24 Months Latest start date Wednesday 1 March 2023 Budget Range Up to £6m including VAT Why the Work is Being Done Electronic monitoring (EM) is used in England and Wales to monitor compliance with the conditions of a court or prison order. The current service manages around 13,500 device wearers daily, with a ministerial ambition to reach 25,000 by 2025 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. These contracts expire in January 2024 and the work needed to go to market is already well advanced. The transition to the new contractual arrangements is planned to begin mid-2023 in readiness for the anticipated go-live on 1st February 2024. There have been limited opportunities for transformation and digital innovation within the current contracts, although a number of new initiatives have been launched over the past two years. We have identified opportunities to deliver service improvements through modernisation and better use of data, which have been recognised in the requirements for the future service and aim to realise these via the new contractual arrangements. Problem to Be Solved We’re looking for a Digital Delivery Partner to collaborate with both current and future Electronic Monitoring providers and support us through this critical period of change to: • assure the performance, resilience, and security of the current providers’ systems to ensure they continue to meet the needs of the service until they can be decommissioned in 2024. • support the implementation of the new Future Service contracts and the transition into service, ensuring that service continuity is maintained • actively contribute to decommissioning the current providers’ systems once the transition to the new arrangements is complete, including provision of support to the data migration process. • develop and implement an assurance regime to ensure that systems and data are well managed, meet user needs, and appropriately secured by Future Service providers in-line with MoJ standards • build, implement and support digital products that enable the realisation of improvements within the Future Service contracts and are aligned with the MoJ’s wider Digital Strategy • Support the development of appropriate documentation to support and build knowledge across MOJ staff to support contract management of the Future Service Who Are the Users 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. Early Market Engagement N/A Work Already Done Migrating current service technology from a traditional ‘on-premise’ platform to utilise cloud services. Designed the Electronic Monitoring Future Service and developed a target operating model. Developed our requirements for the new Field and Monitoring Service and Monitoring Devices and Systems Service contracts. Developed a data improvement plan to help meet our ambitions to develop our evidence base to support the efficacy of Electronic Monitoring. Identified opportunities where modernisation and better use of data could deliver service improvements. Established a new partnering arrangement with Justice Digital to better align EM with MOJ digital strategy. Existing Team A small embedded digital team has recently been established within Electronic Monitoring, with the following roles: Service Owner, Business Analyst and Service Designer. The Digital Delivery partner will be expected to collaborate with the existing team to augment the DDaT capabilities available to Electronic Monitoring with a particular focus on the provision of technical expertise (technical architects, enterprise architects, data architects, data engineers and Cloud engineers), security assurance and agile delivery and product expertise. Current Phase Live Skills & Experience • Demonstrate extensive expertise in modern, cloud technologies and their application in a large business environment. • Demonstrate substantial cyber-security expertise and leadership. • Demonstrate a track record of user-centred design and Agile approaches to delivery. • Experience of solution architecture within a broader organisational framework to achieve security, resilience and value for money. • Experience of working with external providers delivering technology services on behalf of government Nice to Haves • Experience of developing ‘in the open’ - using tools such as Github and openly sharing learnings on the service with colleagues as they emerge. • Demonstrate an understanding of Government Digital Service approach to managing technology and data. • • Experience delivering within legislative and policy constraints Work Location Ministry of Justice 102 Petty France Westminster London SW1H 9AJ Working Arrangments The MoJ has adopted hybrid working arrangements, with staff working in our offices for 2 days / week and from home on other days. This will vary by service need and the nature of people's roles. We expect that this engagement will be delivered in line with our hybrid working arrangements, with some of the work located in our offices and other work carried out remotely Security Clearance 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. Additional T&Cs Additional terms and conditions No. of Suppliers to Evaluate 5 Proposal Criteria • Provide an example team structure including skills, experience, responsibilities, and relevance of individuals, and explain how you will ensure the team successfully delivers the required outcomes • Explain your approach and methodology for working with stakeholders to successful design, create and maintain live digital products – particularly those which rely on third party supplier integrations • Explain your exit strategy to successfully handover to an internal team at the end of the contract. • Value for money Cultural Fit Criteria • We expect suppliers to share MoJ’s commitment to diversity and describe how they would successfully work with EM portfolio and other suppliers in a diverse environment and actively promote diversity. • Work as a team with our organisation and other suppliers. • Be transparent and collaborative when making decisions. • Share knowledge and experience with team members and the wider service to help build internal capability. • Demonstrate sustained commitment to building in-house skills, knowledge and capacity. Payment Approach Time and materials Assessment Method Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Who from your team will be scoring applications for this opportunity and what positions do they hold? The panel is not yet confirmed but will include a blend of MOJ Justice Digital colleagues (likely the Service Owner and Business Analyst or Service Designer) and Electronic Monitoring Programme colleagues (likely the Head of Implementation and Transition and Head of EM Change). 2. As previous procurements are a matter of public record, and as per DOS guidance, could you please advise who the incumbent supplier(s) are, and / or provide a link to the original procurement. This is the first time we have used the Digital Outcomes Specialist framework to procure a digital delivery partner in this way. 3. Can you please provide an anticipated timeline for this procurement that includes dates for: 1) Shortlisting Notification for Stage 2 2) Submission Deadline for Stage 2 3) Presentation 4) Evaluation period 5) Award Notification Current TimelineI) Shortlisting Notification for Stage 2 – 12/12/2022II) Submission Deadline for Stage 2 – 10/01/2023III) Presentation – 17/01/2023IV) Evaluation period – 18/01/2023 - 25/01/2023V) Award Notification – 13/02/2023 4. Can you confirm if shortlisted suppliers will have the opportunity to present? Yes - we will be asking all shortlisted providers to meet with us and present. 5. Can you please advise the preferred tech stack for this opportunity? Our new digital partner will be expected to work closely with external providers of EM equipment and monitoring services (which is developed by third parties) and also to support development of some internal products. Our strategic tech stack is JavaScript/Typescript on the frontend, and Java/Kotlin on the backend. Our high-level technical principles can be viewed here: https://docs.google.com/document/d/1y9PVmWq7J7oKtKOql7U6YIIjVkzsKrQIx8fLCmME-r8/edit#heading=h.wcjqhgei1x7h 6. Has any external supplier been involved in the initial scoping work? If so, who? No 7. Considering the 6 bullet points listed under “Problem to be solved”, please could you indicate the likely work split between these activities? In particular, we’re keen to understand if “build, implement and support digital products that enable the realisation of improvements within the Future Service contracts and are aligned with the MoJ’s wider Digital Strategy” is the primary focus, with the other elements being supporting activities. It remains incredibly important for us to support our existing live service provided by our incumbent EM suppliers and this will form a significant part of the work of our digital partner. There are at least two digital products we need to spin up a team to support asap and we expect, as the EM FS procurement proceeds, to wind up more teams to support the digital product and integration development required to support transition. 8. Can the MoJ confirm if there is an incumbent supplier(s) currently delivering services that are being procured through this DOS tender? E.g., assuring the performance / resilience / security of the current system etc. Yes, there is an incumbent provider. 9. 1st March 2023 is listed as the ‘latest start date’ for this contract. Can the MoJ confirm if this is when it expects the supplier to sign a contract? If it is, can the MoJ outline the reasons for not starting this contract sooner? We would expect 1st March 2023 to be the date a supplier would begin working with us but we will endeavour to begin the contract sooner if this is at all possible. Our existing timelines are generous to take account of the Christmas period. 10. Is there a requirement for the winner of this opportunity to influence or assure the requirements or solution for the future service? Many of the requirements for the future service have already been determined as this procurement is currently underway. However, how those requirements are met will very much be determined by who is successful in winning that work and how they operate their business. As such, we anticipate the winner of the opportunity will be involved in sense checking how suppliers implement those requirements and assuring that this taking place as we transition to the future service. 11. Concerning “The Digital Delivery partner will be expected to collaborate with the existing team to augment the DDaT capabilities available...”, please can the Ministry confirm which DDaT capabilities the successful supplier will be expected to provide. Thank you. We expect the majority of these capabilities to fall within the technical, product and deliver and user centred design job families:- Technical job family (Data Architect; Frontend Developer; Software Developer; Enterprise Architect; DevOps Engineer; Technical Architect)- Product and delivery job family (Product Manager; Delivery Manager; Programme Delivery Manager)- User centred design job family (User Researcher; Accessibility Specialist) 12. If we were to act as a consortium that this be declared at the next stage in the process? We welcome interest from companies working in partnership but would be keen to understand this as early in the process as possible in order to assess how the consortium could meet our needs. 13. Can you provide any further information about the current technology architecture that supports the programme, and have you defined any future target architecture? The existing contractual arrangements have resulted in the technology architecture being sub-optimal, with one provider delivering the majority but not all technology used.We are attempting to address these issues within the new contracts by having the one supplier providing all the monitoring technologies and another providing the technology needed to support the service they are contracted to deliver.The MoJ will be responsible for assuring these technologies are being well managed and its data is appropriately protected. We will also be responsible for any interfaces that are needed between its systems and those supported by the new providers. 14. Please clarify exactly what you mean by developing “in the open”? We would expect to work with a provider is comfortable using tools such as Github and openly sharing learnings on the service with colleagues as they emerge – we are keen to ensure our internally developed products meet user need and that users understand how products are being shaped by their involvement throughout the development process. 15. Hi Team, Hope you are keeping well! Could you give more insight on the current cloud technologies used? Cloud technology is only just being introduced by our incumbent EM providers, but we expect this to be at the core of future service provision. We are currently operating our MOJ EM Cloud environment in AWS. 16. Is the current provider of the service being decommissioned still providing services or support currently or until 2024 and if so, are they obligated to providing documentation & handover support? The incumbent suppliers of Electronic Monitoring devices and technology are still providing services and will do so until transition to the future service model. Some level of documentation and handover will be included as part of this transition. 17. Can you provide details of the tech stack of the current system including coding languages and hosting platforms or infrastructure? We currently have no internally developed EM digital products but are keen to progress with a couple of key products over the coming 12 months – please refer to our high-level tech principles for more info on how we build and manage our services. 18. Can you provide details of the tech stack of the current system including coding languages and hosting platforms or infrastructure? We currently have no internally developed EM digital products but are keen to progress with a couple of key products over the coming 12 months – please refer to our high level tech principles for more info on how we build and manage our services.Our incumbent suppliers are responsible for managing their own tech stack, infrastructure and hosting and we are not in a position to share more on this at this stage. 19. Can you clarify if in relation to this question: Experience of working with external providers delivering technology services on behalf of government, whether you mean working with external parties to deliver a new service as part of a wider programme or working with 3rd parties who are delivering services that may require supporting by the successful party? The latter – experience of working in a system where a large proportion of the service is managed by a third-party provider would be beneficial in this instance.