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We Are DigitalInvitation To Tender (ITT)

May 2020

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About Us –We Are Digital (WAD)

• We Are Digital (WAD) was formed in 2015, previously Silver Training from 2012 to 2015, and has very quickly grown to become one of the UK’s leading providers of digital and financial inclusion training to councils, local authorities, housing associations, charities, corporates and central government. WAD offer a range of training, covering specific subject areas that are often tailored to match the customer’s requirements.

• Our vision is to empower people to enrich their lives and communities. We are a social-impact-driven company with a purpose to deliver positive and practical solutions to break down the barriers of exclusion.

• All our shareholders are social impact angel investors and three social impact VC funds, so as a social-impact business we take outputs, outcomes, and impact very seriously and have many years’ experience in tracking and delivering them. Social value and social responsibility are key to our business and inherent in all that we do. We have recently began work with a specialist SROI measuring agency, for a 12-month assignment, to help take our impact measurement to an even greater level of academic detail.

• We do this by equipping people with the skills to alleviate digital, financial and social isolation, through our nationwide network of delivery partners (100+trainers and 300+ centres), underpinned by centralised expertise to seamlessly deliver and manage all elements of our programmes.

Why the change?

• As is common with start-up companies, IT systems were built to service the immediate business need, with the focus on ensuring operational effectiveness rather than longer term, strategic direction.

• At an operational level, we have a ‘course offering/management’ (or bookings) system which is a bespoke FileMaker platform which has supported the company through its significant years of growth. But now we find the system is lacking the core features that are required for further dynamic growth.

• As WAD grows as an organisation, we want to look at a state-of-the-art and modern system that can help improve operational efficiencies and automate our processes moving forward.

Our Products / Services

• We Are Digital works across various channels with our three core areas including

• Assisted Digital• Digital Inclusion • Financial Inclusion

• We have also worked in two further areas including:

• Digital Bridge – a brand new service launched in response to Covid19

• Digital Boost – a higher level skills course to alleviate in-work poverty which focuses on a deep dive into digital marketing.

Assisted Digital (AD)

• The government has tasked itself with making all public service delivery, “digital by default”. That is to say move away from paper and make everything available online. As a part of that process, it’s recognised that not all individuals are able to use such a service. It was recognised however that not everyone would be able to access online only services so support has been arranged to help people do this.

• The Assisted Digital (AD) service is exactly this and WAD run the AD programme for the Central Government to provide support to individuals who need support with their Visa or EUSS applications. We have also rolled this service out to corporates and are currently expanding its reach

Digital Inclusion

• We provide a menu of different digital skills support which offers a comprehensive range of help for the digitally excluded, through our in-house evaluated, project-managed programmes which typically comprise of:

• in-home one-to-one training for the hardest to reach (due to geography, disability or vulnerability),

• 3 - 8 week group courses, • weekly drop-ins & one-off workshops, • digital champion training for volunteers and staff, • specialist courses for the unemployed (IT for jobseekers), • or older learners (social inclusion)

Financial Inclusion

• We Are Digital has developed a unique “earning-focused” money management programme, which aims to encourage people on low incomes to manage their money better, by focusing on a positive and aspirational approach.

• As part of this, we have also launched our own Negotiate It app to help users negotiate their bills down.

• In this arena, we also run a debt advice and financial capability service for one of the largest Housing Associations in the UK.

• This training can be delivered over the phone, remotely, in-home or groups.

Invitation to Tender Stages

Stage 1 Stage 2 Stage 3 Stage 4 Stage 5

Stage 1:

Register your interest,

agree NDA and sharing of

all documents

Stage 2:

Suppliers to submit final

ITT responses

Stage 3:

Clarification round by

WAD to suppliers (if

required)

Stage 4:

Interviews from shortlist

applications – likely to

take place remotely due

to Covid19

Stage 5:

Selection of preferred

supplier and

implementation to start

Stage 1: Register your interest

• We welcome suppliers to register their interest for the tender.

• Interest can be registered on the We Are Digital website by completing the form at:

https://www.we-are-digital.co.uk/systems-tender

• Upon receipt of your interest, you will be asked to signed an Non-Disclosure Agreement (NDA) and then the full ITT pack and documentation will be shared.

Stage 2: Submit ITT responses

• Clarification questions can be asked until 10 June 2020, 1500 hours.

• All clarification questions must be submitted via email to info@we-are-digital.co.uk with the email subject Systems ITT Questions.

• Answers to all questions will be shared with all suppliers.

• Final submissions must be received by 19 June 2020, 1500 hours.

• All submissions must be submitted via email to info@we-are-digital.co.uk with the email subject Systems ITT Submission.

Stage 3: Clarification Round

• Following the submission of all tenders, WAD will review the submissions and should we require clarification from suppliers we will raise this with you directly during the week of the 22nd June.

• Answers to clarification questions will be required by 30 June 2020, 1500 hours.

• Note: this stage may not take place if everything is clear and may only apply to some suppliers not all.

Stage 4: Interviews

• WAD will shortlist a number of suppliers to present their submissions.

• It is anticipated that this will be scheduled and completed in July and time for preparation will be provided to shortlisted suppliers.

• The format, length and details of the presentation will be shared closer to the time.

Stage 5: Selection

• Selection of the chosen supplier that WAD will partner with to build the system.

• It is anticipated that this will be decided in July with system implementation to begin as soon as possible. This should be considered in your submission.

Submission

• For the submission of this tender, WAD will be looking for responses under the 6 headings within the scoring matrix (next slide) and the slide explanations following that will also help shape your thinking.

• You will also need to complete the Company Information questions

• You must submit your tender via email by 19 June 2020, 1500 hours. Late submissions will not be accepted.

• Your tender responses can be submitted in any common format (PDF, Word, PowerPoint), the costings model would be preferred in Excel especially if it is a dynamic model and any appendices or supporting documents as required (i.e. project plan).

• There are no word limits to any of the questions but clear concise responses should be considered and will be appreciated by the scoring team.

Scoring and Submission Matrix

• Scoring for the tender will be based on the following and we ask for submissions that deal with each of these sections, in this order:

Area Available Score

Supplier Credibility 10%

Functional Fit 30%

Understanding of WAD 10%

Innovation 10%

Social Value 10%

Cost and Value for Money 30%

Submission: Supplier Credibility

We are looking at the following being covered (as a minimum – more can be added where relevant):

• about us information & previous experience in delivering outstanding and innovative software solutions to overcome problems

• testimonials and references from previous and existing clients

• size of the team to cope with initial and on-going implementation, at speed

• specific build experience of similar type working systems (even if different sector) would be useful, but not a pre requisite

• at least two CVs from staff members (anonymised is acceptable)

Submission: Functional Fit

We are looking at the following being covered (as a minimum – more can be added where relevant). Note in this section we are looking for a detailed response that is specific to what we have set out as our pain points, process flows and system requirements, not general software or sales spiel:

• your overarching solution to our spec of requirements • how the supplier solution fits with the proposed specification

(BSR doc) and closeness to it, what is covered, what isn’t • what can be offered in the way of automation and efficiencies to

the current as-is processes that will be shared• what additional efficiencies can be obtained from the

specification and processes• what integration with third parties can be achieved• timeline and project plan for delivery

Submission: Understanding of WAD

We are looking at the following being covered (as a minimum – more can be added where relevant):

• how well the supplier understands the needs of WAD – how do you view our requirements at a higher level, type of system that is suitable for WAD

• how it can fit with our future direction to build a system that is capable for withstanding the needs today

• how it can help with the future growth of the business

• how it can build a system that lasts for the years to come

Submission: Innovation

We are looking at the following being covered (as a minimum – more can be added where relevant):

• innovative thinking and solutions throughout the submission so this should be considered by suppliers. What have we missed, what makes your solution (or process) better than others, what innovation can be applied?

• how the current challenges faced by WAD are solved, how efficiencies can be made to the existing processes and how automation will play a part (are just some examples).

• this may be with your own solution, third party integrations, other modules, or a mixture.

Submission: Understanding of WAD

We are looking at the following being covered (as a minimum – more can be added where relevant):

• WAD is a social-impact-driven company with a purpose to deliver positive and practical solutions to break down the barriers of exclusion. We are a normal for-profit business, but our shareholders are social impact angel investors and three social impact VC funds.

• we are not expecting the supplier to be a social impact business but if you have experience of such projects, it would be useful to know.

• general understanding of how the supplier fits in with the social value aspect that runs through the WAD business will be important.

• any specifics on the system’s possible use with measuring impact (a separate project) would be interesting to understand

Submission: Costs and Value for Money

We are looking at the following being covered (as a minimum – more can be added where relevant):

• A full breakdown of the costs of the system development / implementation should be included in your submission. A cost model should be included with commentary as the clarity of the cost model itself will be marked.

• A cost model showing (not exhaustive):• any initial setup costs versus monthly on-going costs (all types will be looked at)• modification costs to any existing off the shelf system • ad hoc costs, i.e. development day rates (if applicable) should also be considered.• consideration of user licenses (if applicable) for the different user types (i.e. core HQ staff users

versus trainers and third party delivery agents). This will have an important bearing on the system we choose as we scale across the UK.

• anything else you deem valuable / appropriate

• We Are Digital are after a clear cost model to ensure this is a long term partner we are procuring, and won’t have costs spiral during implementation or thereafter – at the outset, and as WAD grows, we need this system to remain good value for money.

Tender Timeline

28 May 10 Jun 12 Jun 19 Jun 30 Jun

Tender documentation

live for suppliers to

submit applications

Deadline for any

clarification questions to

be submitted by suppliers

10 June 2020: 1500

All questions answered by

WAD and provided back

to all suppliers

Deadline for proposals to

be submitted by all

suppliers.

19 June 2020: 1500

Clarification questions for

suppliers received by

WAD (if required)

30 June 2020: 1500

Documents Included

• Pre registering your interest• This document to give the high level overview

• Post registering your interest • The high level Business Requirements Document – Word

document

• The as-is processes across the business – 7 PDF documents

• The high level pain points across the business (not an exhaustive list) – Excel document

• The Company Information questions – Excel document

Disclaimer

• Whilst the information in this ITT and supporting documents has been prepared in good faith, it does not purport to be comprehensive nor has it been independently verified.

• WAD does not accept any responsibility for the information contained in the ITT or for the fairness, accuracy or completeness of that information nor shall WAD be liable for any loss or damage arising as a result of reliance on such information or any subsequent communication.

• Tenderers are solely responsible for the costs and expenses incurred in connection with the preparation and submission of their tender and all other stages of the tender process.

• Under no circumstances will WAD be liable for any costs or expenses borne by tenderers in this process.

info@we-are-digital.co.uk