Source · Select Committees · Public Accounts Committee
Recommendation 26
26
Due to the 12-week timescale for implementing the Scheme, the Department had limited time to...
Conclusion
Due to the 12-week timescale for implementing the Scheme, the Department had limited time to procure a Scheme Administrator who would develop a digital voucher application system and process applications. The Department received three bids, but none of the bidders thought it was possible to fully implement a digital system in time for the launch. As a result, the Department allowed bidders to steadily deliver elements of the system in stages. Whereas other bidders thought fully implementing a system would take at least 15 weeks, ICF Consulting Services Ltd (ICF) thought it could do it in six and a half weeks and at lower cost.73
Government Response
Not Addressed
HM Government
Not Addressed
5.1 The government agrees with the Committee’s recommendation. Recommendation implemented 5.2 The department carries out due diligence checks at all stages of a procurement and considers in-house solutions and delivery through public sector bodies, as recommended elsewhere in this document. 5.3 Before a procurement the department will: • where appropriate, consider a two-stage process to get suppliers involved earlier in the design, subject to necessary non-disclosure agreements, • undertake a robust assessment of the key suppliers in the market against the proposed route to market to maximise delivery confidence, including track record, using early engagement to build interest, shape the specification and test the evaluation criteria and key requirements, • analyse the standard Crown Commercial Services (CCS) framework contract to ensure it offers sufficient protection if things go wrong and regular contract break points. Even if the scope of services is a match, the lack/inadequacy of appropriate relevant clauses should mean the framework agreement procurement route is dismissed and a different route offering greater protection and benefits chosen, • collaborate with CCS for urgent, high value and critical procurements, • confirm with CCS original award criteria for suppliers (to be on the framework), identify and mitigate gaps with appropriate questions and evaluation criteria. Implement the government’s Sourcing Playbook advice on clarity of specification, designing evaluation criteria and avoiding a bias towards low-cost bids, and • engage GDS to help develop evaluation criteria for relevant IT systems and assess example or pilot software. 5.4 Once bids have been received, the department will: • carry out all checks permitted under the Public Contract Regulations and its forthcoming replacement legislation • ensure a thorough evaluation of the implementation plan from bidders with appropriate reality checks from experienced evaluators. • where appropriate, check sustainability of pricing received in supplier bids through forensic accountancy and where material variances exist, consider undertaking an Abnormally Low Bids assessment. • where timing permits, explore deliverability and the implementation plan of the preferred supplier before contract award, including meeting, briefing and establishing faith in their mobilisation team and exploring all issues/dependencies raised by evaluators during assessment.