Digital Outcomes Requirements - IMS
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QuestionGuidanceOptionalInput limitAnswer
What you want to call your requirementsThis will help you refer to your requirements when talking to suppliers.100 charactersA Discovery project exploring Income Management and ePayment opportunities in local authorities.
Where you want the supplier to workThis should be the primary location where they’ll be working.
Suppliers have said where they’ll provide outcomes.
View region map:
Yorkshire and the Humber
Organisation the work is foreg National Audit Office or Lewisham Council100 charactersBarnsley MBC as lead authority with key stakeholders from 5 other councils, GDS and MHCLG
Why the work is being doneDescribe the organisation or policy goal the work supports, eg how a new law changes the way users receive government payments.
Include any important dates. You must say if you need the work to be done by a certain date. This will help suppliers understand any time constraints.
100 wordsFollowing a successful bid to the Local Digital Fund, we are running a discovery project to test whether Barnsley's IM product and GOV.UK Pay could be integrated to provide an effective, holistic, low-cost solution for all local authorities at scale.

We are seeking a supplier to run that project producing the following outputs in an easy-to-read accessible format:

* a business/benefits case
* a user research report
* a conclusion
* a first draft ‘to be user journey map’
* if appropriate, an application for additional funding

Project closure will be 31st Jan 2020
Problem to be solvedeg patients can’t access their medical records100 wordsThe income management function is a necessary activity for all councils and is typically delivered using legacy systems.

These systems have limitations that require council's to use workarounds - often bespoke code and inefficient business processes.

This is despite council's paying vendors significant amounts of money to develop their income processing capabilities - essentially creating a double cost.

Having a single, modern, low-cost, capable solution could make cashable efficiency savings across the sector.

This discovery project is to investigate that hypothesis and to see if that can be achieved with GOV.UK Pay and Barnsley's IM product.
Who the users are and what they need to doYou should use this format:
As a… (who is the user?)
I need to… (what does the user want to do?)
So that… (why does the user want to do this?)
eg As a carer, I need to know if I can get Carer’s Allowance, so that I know if I should apply for it or not.
100 wordsAs Barnsley IM Product Owner, I need to understand the changes required to it to meet national user needs so I can develop it such.

As an LA Income Manager, I need to know if my needs will be met and the savings I can make, so that I can consider migrating over.

As a GOV.UK Pay Product Owner, I need to understand the changes required for integration so I can develop such.

As an LA ICT manager, I need to know how the solution will be packaged so that I understand how to implement and support it.
Early market engagementIf you’ve done early market engagement, you must include a summary of any relevant findings.Optional200 wordsWe have been raising awareness with users across the sector via blog posts at and the Local Digital Slack #income-management channel.

The Local Digital Fund - Round 1 funded project “Gov.UK Pay as a viable alternative ePayment provider” also carried out research in this space. Details of that project and it's Discovery Report are available at
Any work that's already been doneIf you’ve already done some work, eg completed a discovery phase, you should describe it here.Optional100 wordsThe Local Digital Fund - Round 1 funded project “Gov.UK Pay as a viable alternative ePayment provider” carried out research and recommended that a Discovery project be run around the potential of the Barnsley IM product. A bid for Local Digital Fund monies was submitted to enable that project and approved on September 19th 2019. Further information is avaiable at
Phase the work is currently inRead more about service design phases:
Existing teamDescribe the team the supplier will be working with, eg whether the team will be working with another supplier.100 wordsThe team includes key stakeholders from Sheffield City Council, Cherwell and South Northamptonshire District Councils, Allerdale Borough Council, North East Lincolnshire Council, Huntingdonshire District Council, the Ministry for Housing, Culture and Local Government, the Government Digital Service and Barnsley Metropolitan Borough Council.

Specific leads are identified at each organisation and additional colleagues may support as required. Barnsley are committing a technical developer, IT Manager and Income Manager as the lead partner.

The supplier is expected to provide the delivery team to work with and serve the stakeholder group.
Address where the work will take placeYou must include a specific town or city. You can add more than one.100 wordsYou will be working primarily in Barnsley where we offer hot-desking arrangements in our local offices:

* Gateway Plaza, Sackville Street, Barnsley, S70 2RD
* Westgate Plaza One, Westgate, Barnsley, S70 2DR
* Town Hall, Church Street, Barnsley S70 2TA

However, the intended users of this IM system are all local authorities starting with listed project partners. As such we expect rounds of user research to take place across the country. All associated expenses, including travel costs, should be included in your costs as these will not be reimbursed separately.
Working arrangementsDescribe how you want to work with the individual or team.
Explain why you want to work with them in this way.
Include any limits on expenses.
eg onsite 3 days a week for face-to-face team meetings.
100 wordsThe project should be delivered in line with Local Digital Declaration principles, working openly, sharing visibility of progress including the open, live broadcasting of show and tells and engaging with local authorities and sector groups via User Research or other means as necessary.

Knowledge transfer of the delivery process is essential.

The supplier must be based onsite at least 1 day per week and must demonstrate effective use of agile principles (including daily scrums) to enable progress to be monitored and issues resolved.

We require at least one User Research session to be run at each local authority partner location.
Security clearanceDescribe any security clearance the individual or team must have when they start work. You shouldn’t exclude suppliers if they don’t currently have the security clearance you need. You may need to organise security clearance.Optional50 wordsOn your first day with us, we will require you to sit through an online security induction training course.
Latest start dateSay when you need suppliers to start work. When you shortlist, you can exclude suppliers who can't start by this date. eg 31/12/201601/11/2019
Expected contract lengthContracts can’t last for more than 2 years.OptionalProject must conlcude on 31/01/2019
Additional terms and conditionsYou should use the standard contract unless your organisation needs to include additional terms and conditions. Read about how the terms and conditions work: wordsAll outputs will be owned by Barnsley Council and published openly where appropriate using a suitable open license that supports reuse. All materials/outputs derived from the contract shall be the property of Barnsley Council. GDPR requirements will be discussed and agreed once the successful supplier has been notified (as part of discussions to agree the wording of the call-off contract). IPR will be owned by Barnsley Council.
Budget rangeInclude how much you can spend. Suppliers will find it helpful if you can provide a breakdown of costs. You must have budget approval before you publish your requirements. You should talk to suppliers before you buy so you know how much the work might cost. Read more about talking to suppliers before you buy: wordsMaximum award of £60,000
Summary of the workThis will appear on the supplier opportunities page on the Digital Marketplace. It will help suppliers decide whether or not to view your requirements.50 wordsA Discovery project, carrying out user research to test the hypothesis that Barnsley's Income Management product could be integrated with GOV.UK Pay to provide an effective low-cost holistic solution for all local authorities.
Maximum number of suppliers you’ll evaluateYou must evaluate at least 3 suppliers.
Read about how many suppliers you should evaluate:
Minimum 34
Evaluation weighting
Use the weightings to say how important each evaluation criteria is.
Total must add up to 100%
Technical competence
Technical competence is how well the supplier can do the work you need them to do. It’s also known as ‘technical merit and functional fit’. If a supplier has the right skills and experience, a good understanding of your requirements, and works in an agile way, they should have the technical competence to do the work.
%Weightings for technical competence must be between 10% and 75%.60%
Cultural fit
Cultural fit includes how the supplier works with other people; how the supplier solves problems and approaches decisions; and how they share their knowledge and experience.
%Weightings for cultural fit must be between 5% and 20%.10%
Price is evaluated on how close each supplier’s quote is to the cheapest quote.
%Weighting for price must be between 20% and 85%.30%
Set technical competence criteria Technical competence is how well the supplier can do the work you need them to do.
Evaluate suppliers’ technical competence using criteria for:
- essential skills and experience
- nice-to-have skills and experience
- proposal

Giving points for individual criteria (optional)
You can give points to individual criteria, eg ‘have experience designing services for users with low digital literacy – 15 points’. If you choose to add points, you must do it for all individual criteria.
The points you give for nice-to-have skills and experience must be lower than the points you give for essential skills and experience and proposal criteria.

Read how to score individual criteria:
Essential skills and experience
When suppliers apply they declare which of your essential skills and experience they have. Suppliers who don’t meet your essential skills and experience are excluded.
List all the specific skills or experience the supplier must have,
eg have experience designing services for users with low digital literacy.
20 criterion, 300 characters per criterionHave experience of designing and running user research projects and the production of associated reports (including detailed business/benefits case)

Be capable of producing the project outputs outline in the Local Digital Fund Prospectus 2019/20 justifying continuation into an Alpha phase or cessation

Have experience of transferring skills to people with limited or no user research background

Have experience of user-centered agile working principles, tools and techniques, working in the open and regularly sharing with a wide audience

Be able to evidence data analysis skills and presentation of findings

Have flexibility to work across a wide, diverse range of users and stakeholders across the country (ideally in local government)

Experience of identifying users of digital services in the public domain and securing their participation in user research

Be able to provide a multi-disciplinary team to deliver the project, including at least one of: user researchers, service designers, product owners, delivery managers.

Be agnostic of any particular software

Be able to meet the Local Government Digital Service standard

Have experience of data standards and the process of developing and documenting a data standard

Have experience of running succesful Discovery projects in accordance with the guidance in the GOV.UK Service Manual and Local Digital Declaration Principles

Be able to complete the project to the timescales specified

Will visit the lead team in Barnsley to present their delivery proposal with examples, providing evidence of meeting the requirement based on the anticipated team you will supply

Will comply with local policies and procedures in respect to mandatory security checks and legal GDPR obligations
Nice-to-have skills and experience criteria
If too many suppliers have all the essential skills and experience, use the nice-to-have skills and experience to exclude suppliers. List the skills and experience you’d like the supplier to have, eg provide evidence of delivering at scale.
Optional20 criterion, 300 characters per criterionHave experience working with income management or financial systems

Have experience working with open standards and systems interoperability

Have experience scaling back office systems across organisations

Have additional resources available to call on to rescue delivery timelines should significant slippage occur

Experience of working with local government

Have demonstrable experience of working in a culture of continuous improvement and enhanced service delivery

Knowledge and experience of delivering digital services to the GDS service standard and design principles

Experience of a similar project
Proposal criteria
When you evaluate shortlisted suppliers on the technical competence of their proposal, you must use the criteria you list here.

Suggested 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
20 criterion, 300 characters per criterionStrong understanding of the scope of the project and the required deliverables

Approach and methodology to delivering the User Research Report

Approach and methodology to delivering the Benefits case

Approach and methodology to delivering the Conclusion

Approach and methodology for undertaking skills transfer

Approach to the identification and management of risks and issues, with appropriate communications

Demonstrating how timelines will be achieved through a detailed plan

Team structure, including skills and experience of individuals

Detailed budget breakdown demonstrating how value for money will be achieved
Set cultural fit criteriaCultural fit includes how the supplier works with other people; how the supplier solves problems and approaches decisions; and how they share their knowledge and experience.

You must tell suppliers if you want to score individual criteria.

Read more about how to set evaluation criteria:

Suggested criteria:
- work as a team with our organisation and other suppliers
- be transparent and collaborative when making decisions
- have a no-blame culture and encourage people to learn from their mistakes
20 criterion, 300 characters per criterionCommitted to adhering to the principles of the Local Digital Declaration

Operates in an agile way - able to work iteratively within regular planning and review cycles

Exhibits strong team working with stakeholders

Has a no-blame approach that encourages stakeholders from learn from their mistakes

Works with users of all technical abilities

Works in the open utilising unrestricted document management solutions and shares information and decisions with all interested parties

Communicates effectively ensuring all stakeholders remain appropriately informed or consulted as deemed necessary

Is transparent and collaborative when making decisions

Takes responsibility and accountability for their work

Demonstrates courage to challenge the status quo

Works independently between project team meetings

Capable of taking lead, allocating work, delegating and chasing where appropriate
Payment approachYou should choose the approach that best fits the way you work and provides the best value for money.Fixed price - supplier's will be contractually bound to provide all the work specified within the stated timeframe.
How you’ll assess the suppliersYou must ask all suppliers that reach the assessment stage for a written proposal.
Choose additional ways to assess suppliers.
You can only use the methods you choose here, eg if you don’t select a case study now, you won’t be able to ask for one later.
Read about assessment methods:
OptionalInitial written proposal followed by a face to face onsite presentation - we'd like to understand the supplier’s approach to delivering the required outcome, eg a practical demonstration of a discovery kick-off meeting or examples of previous experience carrying out discovery projects
Question and answer session detailsWhile the application period is open, you need to reply to all questions suppliers ask about your requirements.
When a supplier asks a question, you’ll be sent an email to the email address you registered with.
You’ll need to post all questions and answers on the Digital Marketplace so that all suppliers can see them.
Providing a question and answer session means you can explain your needs and answer any questions quickly.

You must include:
- the type of session you want to run, eg webinar, phone conference or meeting
- the date and time of the session (this should happen within 1 week of publishing your requirements)

Depending on the type of session you choose, you could also include:
- software needed
- the url
- the phone number
- the access code
- the address (including postcode)
- anything else needed to take part

This information will only be available to eligible suppliers who have logged in.

You must post all questions and answers on the Digital Marketplace so all suppliers can see them.
Optional100 words