Invitation to
Quote
Invitation to Quote (ITQ) on behalf of UK Research and Innovation -
STFC
Subject: Development of Web Application: Formeric Platform
Sourcing Reference Number: IT18164
Table of Contents
Section Content
1 About UK Shared Business Services Ltd.
2 About the Contracting Authority
3 Working with the Contracting Authority.
4 Specification
5 Evaluation model
6 Evaluation questionnaire
7 General Information
Section 1 – About UK Shared Business Services
Putting the business into shared services
UK Shared Business Services Ltd (UK SBS) brings a commercial attitude to the public
sector; helping our Contracting Authorities improve efficiency, generate savings and
modernise.
It is our vision to become the leading service provider for the Contracting Authorities of
shared business services in the UK public sector, continuously reducing cost and improving
quality of business services for Government and the public sector.
Our broad range of expert services is shared by our Contracting Authorities. This allows
Contracting Authorities the freedom to focus resources on core activities; innovating and
transforming their own organisations.
Core services include Procurement, Finance, Grants Admissions, Human Resources,
Payroll, ISS, and Property Asset Management all underpinned by our Service Delivery and
Contact Centre teams.
UK SBS is a people rather than task focused business. It’s what makes us different to the
traditional transactional shared services centre. What is more, being a not-for-profit
organisation owned by the Department for Business, Energy & Industrial Strategy (BEIS),
UK SBS’ goals are aligned with the public sector and delivering best value for the UK
taxpayer.
UK Shared Business Services Ltd changed its name from RCUK Shared Services Centre Ltd
in March 2013.
Our Customers
Growing from a foundation of supporting the Research Councils, 2012/13 saw Business,
Energy and Industrial Strategy (BEIS) transition their procurement to UK SBS and Crown
Commercial Services (CCS – previously Government Procurement Service) agree a
Memorandum of Understanding with UK SBS to deliver two major procurement categories
(construction and research) across Government.
UK SBS currently manages £700m expenditure for its Contracting Authorities.
Our Contracting Authorities who have access to our services and Contracts are detailed here.
Section 2 – About the Contracting Authority
Science and Technology Facilities Council (STFC)
STFC is a world-leading multi-disciplinary science organisation. Their research seeks to
understand the Universe from the largest astronomical scales to the tiniest constituents of matter,
yet creates impact on a very tangible, human scale.
https://stfc.ukri.org/
Section 3 - Working with the Contracting Authority.
In this section you will find details of your Procurement contact point and the timescales
relating to this opportunity.
Section 3 – Contact details
UK Research and Innovation- STFC
Contracting Authority Name and Polaris House
3.1
address Swindon
SN2 1FL
3.2 Buyer name UK SBS ICT Procurement
UK SBS ICT Procurement
Polaris House,
North Star Avenue,
3.3 Buyer contact details Swindon,
SN2 1FF
ICTProcurement@UKSBS.co.uk
3.4 Estimated value of the Opportunity £60,000.00 excluding VAT
All correspondence shall be submitted
within the Emptoris e-sourcing tool.
Guidance Notes to support the use of
Process for the submission of
3.5 Emptoris is available here.
clarifications and Bids
Please note submission of a Bid to any email
address including the Buyer will result in the
Bid not being considered.
Section 3 - Timescales
Date of Issue of Contract Advert
3.6 17/07/2018
and location of original Advert
Latest date/time ITQ clarification
questions shall be received
3.7 24/07/2018 at 14.00
through Emptoris messaging
system
Latest date/time ITQ clarification
answers should be sent to all
3.8 25/07/2018 at 14.00
Bidders by the Buyer through
Emptoris
Latest date/time ITQ Bid shall be
3.9 31/07/2018 at 14.00
submitted through Emptoris
Date/time Bidders should be
3.10 available if face to face Not required
clarifications are required
Anticipated notification date of
3.11 06/08/2018
successful and unsuccessful Bids
3.12 Anticipated Award date 09/08/2018
3.13 Anticipated Contract Start date 13/08/2018
3.14 Anticipated Contract End date 01/03/2019
3.15 Bid Validity Period 60 Days
Section 4 – Specification
1. Introduction
The Science and Technology Facilities Council (STFC) is one of Europe’s largest research
organisations. We are trusted to support, enable and undertake pioneering projects in an
amazing diversity of scientific fields. Through world-class facilities and people, we are
driving ground-breaking advances in science and technology. STFC comprises a number
of different departments each focussing on distinct scientific and technical domains. At the
STFC Hartree Centre, we utilise the UK’s premier supercomputing environment,
researchers and software developers, to provide an outcome based collaborative research
and development service. The Hartree Centre aims to support UK industry and academia
in development of better products, services, processes and software.
2. Aims
Through the Hartree Centre, STFC are developing a minimal viable product (MVP) to
enable organisations with scientific research and development departments to engage with
high performance computer (HPC) modelling and simulation. Through easy access to
HPC modelling and simulation, the Hartree Centre aims to help researchers understand
the underlying behaviour of their products.
This project aims to develop a website-based platform to drive a radical change in speed
of formulated product design (e.g., home and personal care products) for the consumer
goods and chemicals industry. The website will be known as the Formeric platform. The
Formeric platform will allow users to select chemicals to simulate on the cloud, monitor the
progress of their simulations and to display reports and visual results once simulations are
complete. Reports will be available for download once simulations are complete.
This tender exercise concerns the development of the Formeric platform and associated
material.
3. Objectives
We require a team to develop:
a. The Formeric platform website, which links to STFC developed methods, to enable
users to deploy simulations to the cloud (simulations will run on amazon web
services - AWS).
b. Databases for storing simulation input and output data, in addition to user data.
c. E-commerce functionality. This will allow users to pay for compute time and
simulations on the Formeric platform.
d. Appropriate security policies and procedures to manage user data.
e. Associated marketing website containing details of the Formeric platform.
f. Development of Formeric branding.
4. Background to the Requirement
Key Audience: Target users for the Formeric platform are expected to be scientists and
engineers in organisations that produce liquid formulated products in the chemicals
industry. Users are expected to have minimum knowledge of computing and IT.
Current status: Currently, no websites, domain names or hosts have been developed or
purchased for the Formeric platform. However, this situation may change prior to
commencement of the project. Appropriate domain names may need to be purchased as
part of the project.
STFC have gathered user requirements and preferences for the Formeric platform from
potential end users. This data will be shared with the successful supplier.
Platform User Categories: There will be two different user categories for the Formeric
platform: standard users and account managers
A standard user of the Formeric platform will be able to login and develop new formulated
products (e.g., laundry liquid or shampoo) from an organizational chemical palette. New
formulations will be saved in a database for each standard user. These saved formulations
can be selected to perform specific experiments according to those available to the
organization. The standard user will input specific details for each simulated experiment as
required i.e. the concentrations of chemicals. A list of previously simulated experiments
will be available for the Standard User to review and interrogate results. In terms of
administration, the Standard User will be able to check their individual allocations of
compute resource and will be able to maintain their contact details, in addition to
passwords etc.
An Account Manager will have the ability to operate as a Standard User, in addition to
other functions regarding the purchase of computing allocation and the distribution of
allocations to other users / user groups. For organisations with only a single user, this user
type will be the default. An Account Manager will have the responsibility for approving all
subsequent registration requests from a particular organisation and can set the individual
user level (Account Manager or Standard User) for all users.
STFC Team: The STFC team comprises an innovation manager, a scientific technical
project leader and two computational scientists.
The innovation manager has responsibility for identifying potential future commercial
opportunities for the Formeric platform. The scientific technical project leader has
responsibility for project management and delivery of the platform and modelling and
simulation methods. The two computational scientist have responsibility for developing
codes and tools to enable the modelling and simulation.
Roles and Responsibilities: The key role of the STFC team is to develop the cloud-based
modelling and simulation capabilities that interface to the Formeric platform. The role of
the supplier is to work with STFC staff to develop the Formeric platform (and associated
material such as databases, marketing website and branding) to meet the requirements
(summarised below).
Expected Skills and expertise of the Supplier:
Essential skills and expertise:
Provide a multi-disciplinary team, including user research, service design, front-
end and back-end developers
Have expertise in designing and building customer portals
Have expertise and knowledge of NoSQL and SQL databases
Have expertise with deploying solutions from the cloud
Have expertise of organising hosting arrangements for web services
Be knowledgeable in and engage with agile methodologies
Be able to meet the timescales within the description
Be able to provide the required solution within the budget range provided
Desirable skills and expertise criteria:
Expertise of working in collaboration with different organisations of different
backgrounds
Expertise of working with a scientific team
Other: It is anticipated that the outputs of this project will provide the basis for future
investment and revenue generation for a spin-out company.
5. Scope
Included:
The scope of the proposed specification is
a) the development of a marketing website
b) associated company branding (e.g., logo’s and theme),
c) the development of a functional web platform (The Formeric platform).
d) development of databases to manage user data, user simulation inputs and
outputs and to enable effective ecommerce.
Excluded:
a) Development of interfaces to AWS required to run simulations
b) Workflow for completing simulations
c) Development of content relating to simulation inputs and outputs – this data will be
provided via the STFC team or from outputs of simulations
6. Requirement
1. Delivery of a marketing website, with appropriate branding, databases, and the
Formeric platform
2. Security policies and procedures up to the latest standards
3. Developed websites must be GDPR compliant (although no real personal data will be
shared as part of this tender exercise)
4. Delivery within the specified budget of £60,000, exclusive of VAT, before 28th
February 2019
5. STFC must own all rights to the developed websites, branding and other IP, which
STFC will be free to develop further.
6. Source code and detailed documentation to enable STFC to maintain and develop
the solutions in the future.
7. Regular meetings with STFC staff, to be conducted on a minimum of a fortnightly
basis (either by phone, in person or video conference)
8. To maintain detailed financial and accounting records for the work carried out
9. To purchase appropriate domain names and manage associated hosting (if
appropriate). STFC will own the domain names for future use.
7. Timetable
The work should be completed between 15th August 2018 and 28th February 2018.
Completion before 28th of February 2018 is crucial to the success of the project. Please
note that commencement of the project after August 2018 is permitted provided the
schedule set out below can be maintained.
Specific milestones are as follows:
End of October 2018: Outline company website and branding
End of November 2018: Working company website with high quality branding
End of December 2018: Database structures developed
End of December 2018: Outline FORMERIC platform
End of February 2019: Full functioning FORMERIC platform
End of February 2019: Hand over of source-code, documentation and reporting
Terms and Conditions
Bidders are to note that any requested modifications to the Contracting Authority Terms
and Conditions on the grounds of statutory and legal matters only, shall be raised as a
formal clarification during the permitted clarification period.
Section 5 – Evaluation model
The evaluation model below shall be used for this ITQ, which will be determined to two decimal
places.
Where a question is ‘for information only’ it will not be scored.
The evaluation team may comprise staff from UK SBS and the Contracting Authority and any
specific external stakeholders the Contracting Authority deems required. After evaluation the
scores will be finalised by performing a calculation to identify (at question level) the mean
average of all evaluators (Example – a question is scored by three evaluators and judged as
scoring 5, 5 and 6. These scores will be added together and divided by the number of
evaluators to produce the final score of 5.33 (5+5+6 =16÷3 = 5.33)
Pass / fail criteria
Questionnaire Q No. Question subject
Commercial SEL1.2 Employment breaches/ Equality
Commercial FOI1.1 Freedom of Information Exemptions
Commercial AW1.1 Form of Bid
Commercial AW1.3 Certificate of Bona Fide Bid
Commercial AW3.1 Validation check
Commercial SEL3.11 Compliance to Section 54 of the Modern Slavery Act
Commercial SEL3.12 Cyber Essentials
Commercial AW4.1 Contract Terms Part 1
Commercial AW4.2 Contract Terms Part 2
Price AW5.5 E Invoicing
Price AW5.6 Implementation of E-Invoicing
Quality AW6.1 Compliance to the Specification
Quality AW6.2 Variable Bids
Quality PROJ 1.9 Delivery
Scoring criteria
Evaluation Justification Statement
In consideration of this particular requirement the Contracting Authority has decided to
evaluate Potential Providers by adopting the weightings/scoring mechanism detailed
within this ITQ. The Contracting Authority considers these weightings to be in line with
existing best practice for a requirement of this type.
Questionnaire Q No. Question subject Maximum Marks
Price AW5.2 Price 10%
Quality Pro1.1 Structure of web application 20%
Quality Pro1.2 Brand identity 15%
Quality Pro1.3 Security 15%
Quality Pro1.4 Source code 10%
Quality Pro1.5 GDPR requirements 10%
Quality Pro1.6 Project Management 10%
Quality Pro1.7 Documentation 10%
Quality Pro1.8 Relevant qualifications Information only
Evaluation of criteria
Non-Price elements
Each question will be judged on a score from 0 to 100, which shall be subjected to a
multiplier to reflect the percentage of the evaluation criteria allocated to that question.
Where an evaluation criterion is worth 20% then the 0-100 score achieved will be multiplied
by 20%.
Example if a Bidder scores 60 from the available 100 points this will equate to 12% by using
the following calculation:
Score = {weighting percentage} x {bidder's score} = 20% x 60 = 12
The same logic will be applied to groups of questions which equate to a single evaluation
criterion.
The 0-100 score shall be based on (unless otherwise stated within the question):
0 The Question is not answered or the response is completely unacceptable.
10 Extremely poor response – they have completely missed the point of the
question.
20 Very poor response and not wholly acceptable. Requires major revision to the
response to make it acceptable. Only partially answers the requirement, with
major deficiencies and little relevant detail proposed.
40 Poor response only partially satisfying the selection question requirements with
deficiencies apparent. Some useful evidence provided but response falls well
short of expectations. Low probability of being a capable supplier.
60 Response is acceptable but remains basic and could have been expanded upon.
Response is sufficient but does not inspire.
80 Good response which describes their capabilities in detail which provides high
levels of assurance consistent with a quality provider. The response includes a
full description of techniques and measurements currently employed.
100 Response is exceptional and clearly demonstrates they are capable of meeting
the requirement. No significant weaknesses noted. The response is compelling
in its description of techniques and measurements currently employed, providing
full assurance consistent with a quality provider.
All questions will be scored based on the above mechanism. Please be aware that the
final score returned may be different as there may be multiple evaluators and their
individual scores will be averaged (mean) to determine your final score.
Example
Evaluator 1 scored your bid as 60
Evaluator 2 scored your bid as 60
Evaluator 3 scored your bid as 40
Evaluator 4 scored your bid as 40
Your final score will (60+60+40+40) ÷ 4 = 50
Price elements will be judged on the following criteria.
The lowest price for a response which meets the pass criteria shall score 100.
All other bids shall be scored on a pro rata basis in relation to the lowest price. The score is
then subject to a multiplier to reflect the percentage value of the price criterion.
For example - Bid 1 £100,000 scores 100.
Bid 2 £120,000 differential of £20,000 or 20% remove 20% from price scores 80
Bid 3 £150,000 differential £50,000 remove 50% from price scores 50.
Bid 4 £175,000 differential £75,000 remove 75% from price scores 25.
Bid 5 £200,000 differential £100,000 remove 100% from price scores 0.
Bid 6 £300,000 differential £200,000 remove 100% from price scores 0.
Where the scoring criterion is worth 50% then the 0-100 score achieved will be multiplied
by 50.
In the example if a supplier scores 80 from the available 100 points this will equate to 40%
by using the following calculation: Score/Total Points multiplied by 50 (80/100 x 50 = 40)
The lowest score possible is 0 even if the price submitted is more than 100% greater than
the lowest price.
Section 6 – Evaluation questionnaire
Bidders should note that the evaluation questionnaire is located within the e-sourcing
questionnaire.
Guidance on completion of the questionnaire is available
at http://www.uksbs.co.uk/services/procure/Pages/supplier.aspx
PLEASE NOTE THE QUESTIONS ARE NOT NUMBERED SEQUENTIALLY
Section 7 – General Information
What makes a good bid – some simple do’s
DO:
7.1 Do comply with Procurement document instructions. Failure to do so may lead to
disqualification.
7.2 Do provide the Bid on time, and in the required format. Remember that the date/time
given for a response is the last date that it can be accepted; we are legally bound to
disqualify late submissions. Unless formally requested to do so by UK SBS e.g.
Emptoris system failure
7.3 Do ensure you have read all the training materials to utilise e-sourcing tool prior to
responding to this Bid. If you send your Bid by email or post it will be rejected.
7.4 Do use Microsoft Word, PowerPoint Excel 97-03 or compatible formats, or PDF
unless agreed in writing by the Buyer. If you use another file format without our
written permission we may reject your Bid.
7.5 Do ensure you utilise the Emptoris messaging system to raise any clarifications to
our ITQ. You should note that we will release the answer to the question to all
Bidders and where we suspect the question contains confidential information we may
modify the content of the question to protect the anonymity of the Bidder or their
proposed solution
7.6 Do answer the question, it is not enough simply to cross-reference to a ‘policy’, web
page or another part of your Bid, the evaluation team have limited time to assess
bids and if they can’t find the answer, they can’t score it.
7.7 Do consider who the Contracting Authority is and what they want – a generic answer
does not necessarily meet every Contracting Authority’s needs.
7.8 Do reference your documents correctly, specifically where supporting documentation
is requested e.g. referencing the question/s they apply to.
7.9 Do provide clear, concise and ideally generic contact details; telephone numbers, e-
mails and fax details.
7.10 Do complete all questions in the questionnaire or we may reject your Bid.
7.11 Do check and recheck your Bid before dispatch.
What makes a good bid – some simple do not’s
DO NOT
7.12 Do not cut and paste from a previous document and forget to change the previous
details such as the previous buyer’s name.
7.13 Do not attach ‘glossy’ brochures that have not been requested, they will not be read
unless we have asked for them. Only send what has been requested and only send
supplementary information if we have offered the opportunity so to do.
7.14 Do not share the Procurement documents, they are confidential and should not be
shared with anyone without the Buyers written permission.
7.15 Do not seek to influence the procurement process by requesting meetings or
contacting UK SBS or the Contracting Authority to discuss your Bid. If your Bid
requires clarification the Buyer will contact you. All information secured outside of
formal Buyer communications shall have no Legal standing or worth and should not
be relied upon.
7.16 Do not contact any UK SBS staff or the Contracting Authority staff without the Buyers
written permission or we may reject your Bid.
7.17 Do not collude to fix or adjust the price or withdraw your Bid with another Party as we
will reject your Bid.
7.18 Do not offer UK SBS or the Contracting Authority staff any inducement or we will
reject your Bid.
7.19 Do not seek changes to the Bid after responses have been submitted and the
deadline for Bids to be submitted has passed.
7.20 Do not cross reference answers to external websites or other parts of your Bid, the
cross references and website links will not be considered.
7.21 Do not exceed word counts, the additional words will not be considered.
7.22 Do not make your Bid conditional on acceptance of your own Terms of Contract, as
your Bid will be rejected.
Some additional guidance notes
7.23 All enquiries with respect to access to the e-sourcing tool and problems with
functionality within the tool must be submitted to Crown Commercial Service
(previously Government Procurement Service), Telephone 0345 010 3503.
7.24 Bidders will be specifically advised where attachments are permissible to support a
question response within the e-sourcing tool. Where they are not permissible any
attachments submitted will not be considered as part of the evaluation process.
7.25 Question numbering is not sequential and all questions which require submission are
included in the Section 6 Evaluation Questionnaire.
7.26 Any Contract offered may not guarantee any volume of work or any exclusivity of
supply.
7.27 We do not guarantee to award any Contract as a result of this procurement
7.28 All documents issued or received in relation to this procurement shall be the property
of the Contracting Authority. / UKSBS.
7.29 We can amend any part of the procurement documents at any time prior to the latest
date / time Bids shall be submitted through Emptoris.
7.30 If you are a Consortium you must provide details of the Consortiums structure.
7.31 Bidders will be expected to comply with the Freedom of Information Act 2000 or your
Bid will be rejected.
7.32 Bidders should note the Government’s transparency agenda requires your Bid and any
Contract entered into to be published on a designated, publicly searchable web site. By
submitting a response to this ITQ Bidders are agreeing that their Bid and Contract may
be made public
7.33 Your bid will be valid for 60 days or your Bid will be rejected.
7.34 Bidders may only amend the contract terms during the clarification period only, only if
you can demonstrate there is a legal or statutory reason why you cannot accept
them. If you request changes to the Contract terms without such grounds and the
Contracting Authority fail to accept your legal or statutory reason is reasonably
justified we may reject your Bid.
7.35 We will let you know the outcome of your Bid evaluation and where requested will
provide a written debrief of the relative strengths and weaknesses of your Bid.
7.36 If you fail mandatory pass / fail criteria we will reject your Bid.
7.37 Bidders are required to use IE8, IE9, Chrome or Firefox in order to access the
functionality of the Emptoris e-sourcing tool.
7.38 Bidders should note that if they are successful with their proposal the Contracting
Authority reserves the right to ask additional compliancy checks prior to the award of
any Contract. In the event of a Bidder failing to meet one of the compliancy checks
the Contracting Authority may decline to proceed with the award of the Contract to
the successful Bidder.
7.39 All timescales are set using a 24 hour clock and are based on British Summer Time
or Greenwich Mean Time, depending on which applies at the point when Date and
Time Bids shall be submitted through Emptoris.
7.40 All Central Government Departments and their Executive Agencies and Non
Departmental Public Bodies are subject to control and reporting within Government.
In particular, they report to the Cabinet Office and HM Treasury for all expenditure.
Further, the Cabinet Office has a cross-Government role delivering overall
Government policy on public procurement - including ensuring value for money and
related aspects of good procurement practice.
For these purposes, the Contracting Authority may disclose within Government any
of the Bidders documentation/information (including any that the Bidder considers to
be confidential and/or commercially sensitive such as specific bid information)
submitted by the Bidder to the Contracting Authority during this Procurement. The
information will not be disclosed outside Government. Bidders taking part in this ITQ
consent to these terms as part of the competition process.
7.41 The Government is introducing its new Government Security Classifications (GSC)
classification scheme on the 2nd April 2014 to replace the current Government
Protective Marking System (GPMS). A key aspect of this is the reduction in the
number of security classifications used. All Bidders are encouraged to make
themselves aware of the changes and identify any potential impacts in their Bid, as
the protective marking and applicable protection of any material passed to, or
generated by, you during the procurement process or pursuant to any Contract
awarded to you as a result of this tender process will be subject to the new GSC. The
link below to the Gov.uk website provides information on the new GSC:
https://www.gov.uk/government/publications/government-security-classifications
The Contracting Authority reserves the right to amend any security related term or
condition of the draft contract accompanying this ITQ to reflect any changes
introduced by the GSC. In particular where this ITQ is accompanied by any
instructions on safeguarding classified information (e.g. a Security Aspects Letter) as
a result of any changes stemming from the new GSC, whether in respect of the
applicable protective marking scheme, specific protective markings given, the
aspects to which any protective marking applies or otherwise. This may relate to the
instructions on safeguarding classified information (e.g. a Security Aspects Letter) as
they apply to the procurement as they apply to the procurement process and/or any
contracts awarded to you as a result of the procurement process.
USEFUL INFORMATION LINKS
• Emptoris Training Guide
• Emptoris e-sourcing tool
• Contracts Finder
• Equalities Act introduction
• Bribery Act introduction
• Freedom of information Act
