RM1043.8-1-Crown Commercial Service Spend Analysis Service Alpha/Beta

Description

Summary of work CCS require a delivery partner with good knowledge of Ruby on Rails (a server-side web application framework) to develop a Spend Analysis service from initial build (alpha phase) to beta within a 6 month period. The project objectives and problem we are seeking to resolve are as follows: (1) To enable service users to quickly and accurately prepare and submit different types of spend data. (2) To provide users with a simple and user friendly login process to input quality data using a government IDAM provider. (3) To enable an efficient validation service that clearly communicate error feedback to users. (4) To ensure users can interact with the service with intuitive filtering and data export features. (5) The service should align with the Transforming Public Procurement ambition on spend data reporting transparency. For example, the service should enable central government departments, NHS and local authorities to access and publish transactions over £25k (over £5k for local authorities). The development and build of a new spend data reporting service will enable the following benefits to be realised: 1) We get substantially more data about WPS customers, at a more granular level 2) We develop a CCS spend data service that improves the user experience for submitters and for CCS to make more informed decisions based on the transparency data 3) Better user experience for submitters and users of data and simplified user journeys We will require the successful supplier to utilise Agile methodology to ensure we can test assumptions and approach early and often and will need to play a leading role in conducting further user research t to ensure we deliver a service that people want to use and that delivers benefits to CCS. The service is to be integrated with the existing Report Management Information service, repositories which are available for your review at the following links: https://github.com/Crown-Commercial-Service/DataSubmissionServiceAPI https://github.com/Crown-Commercial-Service/DataSubmissionService Additional useful information We are currently in contract with Jaggaer for provision of its Spend Analysis product until 30 November 2024. Jaggaer, collects, processes and enriches data from all central government departments and circa 150 Arms Length Bodies on a monthly basis. Data collected by the service is key to enabling Government Commercial Organisation, and Cabinet Office to review spend data . The spend data is also widely used internally in Crown Commercial Service to improve our knowledge of customers and our market share. Components of the Jaggaer Spend Analysis service exists, (albeit it in different format), in the CCS Report MI service that we use to request, collect, validate and process data from over ten thousand suppliers each month. Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is The Spend Data Service is a service managed by the Crown Commercial Service in order to provide a coordinated approach to reporting spend data across central government. The new service we are seeking supplier to build will be made available to the following user groups: 1) All central government departments, including arms length bodies 2) NHS organisation 3) Local authorities 4) CCS internal users Why the work is being done Our cloud based provider (Jaggaer) are currently collating and processing the Spend data service on behalf of Crown Commercial Service. The Jaggaer contract will end in November 2024. We need to build a new spend analysis platform that will be in place before the current contract expires in November 2024. The service offering is missing modern features such as API connectivity. The new platform will need to be a fork from the Report MI service that we use to request, collect, validate and process data from over ten thousand suppliers each month. The Spend Analysis service is intended to be flexible, fit for purpose and allow users from across the public sector to submit their transparency spend data from their ERP systems. It should allow for efficient collation of data submissions in one place and categorised using common definitions so the data can be reused in other services and made available to users across government departments and wider public sector and provides value for money. There is a major programme of works involving CCS and Government Commercial Organisation (GCO) in a similar space, in the development and implementation of the Procurement Platform for Government. A failure to align ourselves with this programme of work would result in a more fragmented landscape and a worse user experience, resulting in lower take-up and reducing the service’s usefulness to CCS and government as a whole. The business problem Currently, public sector spend data is published across many websites, in many formats, using many methods of categorisation. This makes it difficult for public sector organisations to publish spend data and for those who want to use the data to obtain and analyse it. We have completed a Discovery phase that reviewed a number of options, including; (i)purchasing a commercial off-the-shelf product, (ii) using a no code platform and (iii) building on an existing service. Option 3 (iii), is the recommended option. As part of the discovery phase, we undertook comprehensive User research interviews and focus group sessions with users across the central government organisations, wider public sector and CCS users. The people who will use the product or service User type: CXD user Definition: The CCS customer experience directorate (CXD) user needs to process opportunities related to spend to help target growth and to focus on attracting new customers User type: Commercial and Category Teams Definition: The CCS commercial agreement specialists and Category Teams need to review spend data to report and track spend as measure of success. User type: Central Government Users Definition: Central Government users including Cabinet office, Home Office etc need to submit their spend data as part of data transparency requirements. Any pre-market engagement done No pre-market engagement has been undertaken. Work done so far We have completed a Discovery phase that reviewed a number of options, including; (i)purchasing a commercial off-the-shelf product, (ii) using a no code platform and (iii) building on an existing service. Option 3 (iii), is the recommended option. User research was conducted with users across the public sector. Which phase the project is in Alpha Existing team The current team consists of the Senior Responsible Owner, a service owner, a project manager and project support officer. In addition, we have steering committee, represented by various CCS user groups and key stakeholders. Address where the work will be done The work to primarily be carried out remotely. However, there will be the occasional need for face to face meetings/ workshop which will be held at Crown Commercial Service, 10 South Colonnade London E14 4PU Working arrangements The supplier will primarily be working remotely, however, to integrate with the current project team, and engage in project meetings/ checkpoint reviews with wider project stakeholders. Occasional in-person workshops/ meetings may be required and to be held in CCS London office. Any expenses must be pre-agreed and must comply with the CCS Travel and Subsistence Policy. Security and vetting requirements Baseline Personnel Security Standard (BPSS) More information about the Security requirements: As minimum requirement the supplier should have at least Baseline Personnel Security Standard level. Latest start date 28 May 2024 Expected contract length Contract length: 0 years 9 months 0 days Optional extension: 0 years 3 months 0 days Special terms and conditions special term or condition: 1. Please be advised due to the uncertainty of the volume of potential bidders (at the time of publishing this stage 1 procurement) - the contract award and expected contract start date are estimates and subject to revision at stage 2. special term or condition: 2. Successful shortlisted bidders will be required to attend an interview (via video call) as part of the stage 2 evaluation process. Currently, the expected timeframe for interviews is circa w/c 13th May 2024. special term or condition: 3. Please be advised that bidders who do not meet the total minimum score of '2' across each criteria will not be shortlisted for stage 2. Please refer to the 4 point scoring criteria for reference. Budget Indicative maximum: £850000 Indicative minimum: The contract value is not specified by the buyer Further information: The maximum budget is up to £850,000, this is to complete service build for both Alpha and Beta delivery phases. Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply Terms and acronyms Term or acronym: RMI Definition: Report Management Information - used to declare and submit agreement details for management reporting purposes Term or acronym: TPP Definition: Transforming Public Procurement - New Procurement legislation will reform the existing procurement rules which will be in force from circa October 2025 Term or acronym: Enterprise Resource Planning (ERP) Definition: This is the integrated management of main business processes, often in real time and mediated by software and technology.