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Office for National Statistics Census Transformation Programme Market Engagement Exercise | Frequently Asked Questions and Supplier Questions 13 May 2015 Supplier Day | Frequently Asked Questions Table of Contents About this document ......................................................................................................... 3 List of Abbreviations Used in this Document .................................................................. 4 1. General ........................................................................................................................ 6 2. Census Transformation Programme (CTP) ............................................................... 9 3. Use of Administrative Data....................................................................................... 11 4. Regulatory Compliance ............................................................................................ 13 5. Government Procurement Policy............................................................................. 15 6. Programme Procurement Strategy .......................................................................... 16 7. Supply Chain Management ...................................................................................... 18 8. Commercial Terms and Conditions ......................................................................... 21 9. Digital Technology .................................................................................................... 22 10. Security ..................................................................................................................... 23 Supplier Questions........................................................................................................... 25 2 Supplier Day | Frequently Asked Questions About this document This document is intended to provide the answers to a series of questions that may be of relevance and interest to organisations that might wish to provide support to the CTP. The document provides ONS’ official responses to the questions posed. The document will be updated regularly and provided to suppliers via the ONS website. This version (and the information contained within) is correct at 27 May 2015. 3 Supplier Day | Frequently Asked Questions List of Abbreviations Used in this Document Abbreviation Description CCS Crown Commercial Service, a division of HM Cabinet Office. CTP Census Transformation Programme. DWP HM Department for Work and Pensions ERG UK Government Efficiency and Reform Group. EC European Commission. EU European Union. FATCA Foreign Account Tax Compliance Act (as enacted by the US Government). FBC Full Business Case, as described in HM Treasury ‘Green Book’. FOI Freedom of Information, in this instance used to describe the collective of all the legislation (which includes the Freedom of Information Act 2000) introduced to ensure a greater degree of transparency in the administration and management of the public sector. HM Her Majesty’s. HMRC HM Revenue and Customs ICT Information and Communications Technology. IP Intellectual Property. IPR Intellectual Property Rights. IPT Integrated Project Team. ITT Invitation to Tender. JV Joint venture NHS National Health Service. OBC Outline Business Case, as described in HM Treasury ‘Green Book’. 4 Supplier Day | Frequently Asked Questions Abbreviation Description OJEU Official Journal of the European Union. ONS Office for National Statistics. PCR15 Public Contracts Regulations 2015. PPN Procurement Policy Note, as published from time-to-time by HM Cabinet Office and CCS. PQQ Pre-qualification Questionnaire. SME Small and Medium-sized Enterprise, as defined by the EU. SRSA Statistics and Registration Service Act 2007. UK United Kingdom. 5 Supplier Day | Frequently Asked Questions 1. General Question Answer 1. Who is ONS? ONS is the UK’s largest independent producer of official statistics and is the national statistical institute for the UK. It is responsible for collecting and publishing statistics related to the economy, population and society at national, regional and local levels. It also conducts the census in England and Wales every ten years. ONS plays a leading role in providing national and international best practice in the production of official statistics. It is the executive office of the UK Statistics Authority and although they are separate, they are still closely related. 2. What is the census? Every ten years since 1801 the nation has set aside one day for the census - a count of all people and households. It is the most complete source of information about the population that we have. The latest census was held on Sunday 27 March 2011. Every effort is made to include everyone, and that is why the census is so important. It is the only survey which provides a detailed picture of the entire population, and is unique because it covers everyone at the same time and asks the same core questions everywhere. This makes it easy to compare different parts of the country. The information the census provides allows central and local government, health authorities and many other organisations to target their resources more effectively and to plan housing, education, health and transport services for years to come. In England and Wales, the census is planned and carried out by ONS. Elsewhere in the UK, responsibility lies with the National Records of Scotland and the Northern Ireland Statistics and Research Agency. 3. How will the next census be delivered? On 27 March 2014 the National Statistician’s recommendation for the future provision of population statistics and the next census was: An online census of all households and communal establishments in England and Wales in 2021 as a modern successor to the traditional, paper-based tenyearly census. ONS recognises that special care will need to be taken to support those who are unable to complete the census online. Increased use of administrative data and surveys in order to enhance the statistics from the 2021 Census 6 Supplier Day | Frequently Asked Questions Question Answer and improve annual statistics between censuses. This would make the best use of all available data to provide the population statistics which England and Wales require and offer a springboard to the greater use of administrative data and annual surveys in the future. The Government accepted this recommendation in July 2014. Further research will be carried out over the coming months and years to determine the most appropriate blend of methods and data sources. The future development of the administrative data use approach depends on public consent as expressed through Parliament. Data sharing legislation would be required to maximise the benefits of this approach. 4. What was the Beyond 2011 Programme? Our population is changing rapidly, and the need to understand these changes will continue. Improvements in technology and in government data sources also offer new opportunities. The Beyond 2011 Programme was established in April 2011 to assess the different possible approaches to producing population and housing statistics in the future through a programme of consultation and research. This work culminated in March 2014 with a recommendation from the National Statistician to the Government for the future provision of population statistics. The Beyond 2011 Programme ended in January 2015, and marked Phase 1 of CTP. 5. What response rate is being targeted at the next census? The Census aims to collect information about every household in England and Wales. In 2021, ONS would hope to achieve at least a similar response rate to that of the 2011 Census, where 94% of all households completed and submitted a response. 6. What will be the online response rate at the next census? The 2021 Census will be online by default, and it is expected that the vast majority of respondents will complete their return that way. Work continues on assessing the likely online response rate but returns in excess of 65% are already being obtained internationally. ONS is fully committed to a maximising online response while providing support to enable everyone the opportunity to complete their Census return. 7. Isn't aiming for around 65% of responses to be online a rather low number? This is a large increase from the figures of digital returns from the 2011 Census. With this in mind, ONS have initially set the target at 65%, but are hopeful that this target may rise as our delivery solution is developed, and technology is tested. 7 Supplier Day | Frequently Asked Questions Question Answer 8. Will the 2021 Census include Scotland and Northern Ireland? ONS is responsible for planning and delivering the Census in England and Wales only. How much will the census cost? The budget for the census has not yet been agreed. The budget for the 2011 Census was £487 million (though there are several major differences in the scope of the 2021 Census to that of the 2011 Census – see notes on CTP below). 9. The Northern Ireland Statistics and Research Agency (NISRA) and National Records of Scotland (NRS) will carry out their own censuses for Northern Ireland and Scotland respectively. In line with EU and international requirements for statistical outputs, ONS will continue to work with NISRA and NRS in order to provide UK-wide population statistics. 8 Supplier Day | Frequently Asked Questions 2. Census Transformation Programme (CTP) Question Answer 10. What is the aim of the CTP? Following the Government’s acceptance of the National Statistician’s recommendation for producing future population and housing statistics, CTP is researching how to make the best use of all available population data, and is currently working on the following areas of focus: run the next census in 2021; integrate the census, administrative and survey data to provide better census statistics; how we might produce population statistics beyond the 2021 Census. 11. How will CTP result in a better census in the future? CTP is responsible for bringing the aim to life. Improvements in technology and in government data sources also offer new opportunities. CTP will make better use of all available population data and technology. 12. What are the objectives of the CTP? CTP has three main objectives, which on their realisation will see: 13. How is the CTP being delivered? a predominantly online census of all households and communal establishments (with special care taken to support those who are unable to complete the census online) improved and expanded population statistics being sourced through the increased use of administrative data and surveys the gathering of sufficient information to enable a decision about the future provision of population statistics after 2021 CTP is divided into eight phases of work that will continue through to 2025: Phase 1 – Beyond 2011 Programme: this was concluded in January 2015 Phase 2 – Research, design and prototyping (2015 and 2016). Phase 3 – Testing (2017) Phase 4 – Development (2018) Phase 5 – Rehearsal (2019 to mid-2020) Phase 6 – Collection operations (mid-2020 to 2021) 9 Supplier Day | Frequently Asked Questions Question Answer Phase 7 – Analysis, output and dissemination (2022 and 2023) Phase 8 – Evaluation, future planning (2023 to 2025) More details on the content of each phase are included in the Supplier Information Guide, available on the ONS website. 14. What stage is the CTP at? CTP has recently concluded Phase 1 (Beyond 2011 Programme), and is presently working on delivering Phase 2. This phase will see the submission and agreement of the OBC, together with finalising our plans for the delivery of Phases 3 – 8. Phase 2 will also see the commencement of the procurement activity, during the first part of 2016. 15. What about systems for reuse? The re-use of complex (and costly) technology solutions traditionally developed for one-off events is a key area of focus for both the Government and ONS. This builds on the lessons learnt from successful public sector led programmes, where the attention to detail and early planning for legacy resulted in significant benefits being realised. ONS is presently investigating where systems for re-use may be utilised (including in areas such as address frame development, online data collection, survey management, administrative data management, and systems for dissemination). 10 Supplier Day | Frequently Asked Questions 3. Use of Administrative Data Question Answer 16. What is ‘administrative data’? This is data that people have already provided to government, for example in the course of accessing public services. Ongoing research will determine how census, administrative and survey data can be integrated to provide better population and census statistics. 17. How does ONS propose to use administrative data? ONS has been using administrative data for many years. For example, annual births and deaths statistics are used, as well as NHS patient registrations, in estimating the size of the population between censuses. Administrative data was also used to help quality assure the results from the 2011 Census. ONS is exploring further ways in which administrative data can be used, for example: 18. Where does ONS source its administrative data? to help optimise the collection of census data eg in targeting field staff to where the public will need most help; to develop new statistical outputs not previously possible from a census by integrating census, administrative and survey data; investigating whether it will be possible after 2021 to produce the required statistics without a 10-yearly census. Sources of administrative data currently being researched include those held by the Health and Social Care Information Centre, Department for Work and Pensions, HMRC, Department for Education, the Welsh Government and the Higher Education Statistics Agency. A full list of the data we are currently using, or have used, in our research can be found in the CTP’s initial privacy impact assessment together with a list of other potential sources. 19. What about preserving the public’s privacy? ONS has an excellent track record of keeping people’s data safe and secure. Our interest is in the production of population statistics, and in the picture of society that gives us. We are not concerned with details of individual people. Confidential answers on the census questionnaire are turned into numbers by statisticians. The numbers can then be used by planners to make detailed decisions about what facilities and services are needed, and where. Personal information is not shared with local councils, central government departments or marketing agencies. Census 11 Supplier Day | Frequently Asked Questions Question Answer records remain confidential for 100 years. Finally, the Statistics and Registration Service Act makes it a criminal offence for anyone to disclose personal information unlawfully, punishable by up to two years in prison. 20. What about sharing my data with other organisations? ONS will not release personal data to anyone else. We fully recognise the need to ensure privacy and confidentiality when using data - as we have always done with the census. This is one of ONS top priorities. To ensure the confidentiality of personal information, all census systems, processes, staff and contractors are bound by obligations contained in: Data Protection Act 1998; and Census Act 1920; and Statistics and Registration Service Act 2007. 12 Supplier Day | Frequently Asked Questions 4. Regulatory Compliance Question Answer 21. Are ONS subject to FOI? Yes. 22. Are ONS subject to PCR15? Yes. 23. How will ONS measure ‘best value’? Like all organisations regulated by PCR15, ONS will be required to state on what basis ‘best value’ will be measured, both during any prequalification and tendering phases of an activity. ONS are presently developing their ‘Priority Themes’ for the procurement activity, and further working on how these will be represented in a ‘balanced scorecard’ that will be used (at programme-level) to describe what ‘best value’ means to ONS. This information will be shared with suppliers at the appropriate time. As a government agency, ONS are a ‘public authority’ – as defined under the Freedom of Information Act 2000 – and all information produced by ONS (and potentially its suppliers, both during procurement and or delivery) will be subject to the provisions of FOI. As a government agency, ONS are a ‘contracting authority’ – as defined under PCR15 – and procurement activity will be subject to the mandatory and statutory obligations imposed on ONS by PCR15. Finally, and also in accordance with PCR15, ONS will be using whole-life costing approaches to establish the optimum commercial (financial) solution being presented by suppliers. This approach will require the use of financial modelling and evaluation formulae to assist with the evaluation and identification of ‘best value’ solution being proposed. 24. Can existing ONS or past census suppliers tender for new contracts? Yes. ONS are keen to ensure good competition for all of its procurement opportunities. Furthermore, when undertaking its procurement activity, ONS will comply with the requirements of PCR15. Part of these obligations will require ONS to take appropriate measures to ensure it mitigates against the risks to any future competition posed by prior knowledge. 13 Supplier Day | Frequently Asked Questions Question Answer 25. Are non-UK registered suppliers allowed to tender for the contracts? Yes. 26. Are non-European registered suppliers allowed to tender for the contracts? Yes. In compliance with PCR15, organisations from within the EU market area are entitled to take part in any procurement action that is promoted via the publication of an OJEU Contract Notice. However, in order for those non-EU based companies to enjoy access to the provisions contained in PCR15, such companies will need to be registered within the EU area at the time they commence their involvement in a particular procurement action. In addition, ONS may ask certain non-EU based companies to implement additional provisions (at the costs of the supplier organisation) to ensure and protect the integrity of the data, IP, technology, systems or solutions being used to deliver the 2021 Census (such provisions being: non-negotiable minimum requirement of permitting such non-EU based organisations to participate in a procurement, and being necessary to counter any undesired effects of ‘Patriot Act’ or ‘FATCA’ type legislation). 27. What is ONS position on the ‘offshore’ process and management of census-related data? ONS will source the best value solution to its requirements from those that the market presents to ONS via any procurement process, and best value will be measured against a range of different metrics, relevant to the scope of the procurement. With regards to data, ONS will be interested in solutions that ensure ONS are able to keep absolute control on the security, integrity and robustness of the management of the data; and further that any risks associated with crossjurisdictional regulatory issues are managed and will not pose a future burden to ONS with this management and control. 14 Supplier Day | Frequently Asked Questions 5. Government Procurement Policy Question Answer 28. Will ONS comply with government policy when procuring the census? Yes. ONS strongly support the Government’s agenda for ensuring transparent, fair and simple procurement procedures that are available to all suppliers. ONS will ensure that we use the Governments recommended methods of procuring the goods, works, and services required (e.g. optimising use of ContractsFinder, buyer-engagement solutions, and eTendering solutions) are all adhered to by ONS when delivering the procurement activity. ONS will also work to comply with the directions and requirements of ERG, including those that relate to the procurement and commercial management of our suppliers. Finally, ONS will adhere to all PPN’s published by the Cabinet Office in the delivery of our procurement activity. 29. Have Crown Commercial Services (CCS) been consulted on the development of the Programme Procurement Strategy? Yes. Early engagement in the emerging procurement plans has already taken place between the Chief Commercial Officer and CCS Complex Transactions Team; and their initial reception of the proposed approach to developing and implementing our Programme Procurement Strategy was positive. ONS look forward to working with the support of CCS and the Complex Transactions Team as we move forward with our procurement plans. 15 Supplier Day | Frequently Asked Questions 6. Programme Procurement Strategy Question Answer 30. When will the ONS deliver its procurement strategy for the CTP? ONS presently envisages submitting the Outline Business Case for CTP to HM Treasury in the first half of 2016. Part of the OBC will be the commercial case, which will include the procurement plans for delivering the census. 31. What will be the average size of a procurement opportunity (by value or by duration)? ONS continue to research and develop our plans for the sourcing and procuring of the census. At present, we do not have sufficient detail to be able to state, with any degree of accuracy, the scale and complexity of any future contract. However, it is noted that the delivery of the 2011 Census involved ONS entering agreements with over 30 suppliers across a range of contracts with values from £10k to over £150m, and durations from 1 month to 7 years. 32. When will ONS start the procurement activity, and awarding contracts? Some procurement of early services associated with delivering the Programme has begun already. However, this is relatively low value in spend (when compared to the main Programme). ONS presently envisages delivering further briefings and updates to supplier organisations between now and then, and hosting a formal briefing session to present its procurement plans in the first half of 2016. Further, although ONS will welcome discussion and engagement with potential supplier organisations over the coming months (as a part of the market engagement activities), the formal launch of the procurement of the main elements of out-sourced spend associated with the 2021 Census are not expected to commence until the first half of 2016. It is presently envisaged that the award of the earlysourced packages will not occur until mid-2017 at the earliest. A detailed schedule of all procurements will be published by ONS later this year (by the end of 2015), and in sufficient time to enable suppliers to be able to prepare for the procurement activity. 16 Supplier Day | Frequently Asked Questions Question Answer 33. Where and when will details about individual procurement actions be published? For direct procurement opportunities (i.e. opportunities with ONS), details of those live and forthcoming opportunities will be published on: our website (www.ons.gov.uk), as they develop and when it is appropriate to do so; and Delta eTendering solution (as the appointed eTendering provider for ONS); and the OJEU as Contract Notices are published; and the UK Government Contracts Finder (https://online.contractsfinder.businesslink.gov.uk/). ONS will also encourage our supply chain to promote details of all appropriate indirect procurement opportunities (i.e. opportunities in the ONS supply chain) via CompeteFor (www.competefor.com). 34. Will my commerciallysensitive material used within a procurement process remain commerciallysensitive? ONS are a ‘public authority’ as defined under both the Freedom of Information Act 2000 and the Data Protection Act 1998. As such, ONS must comply with the mandatory and statutory obligations that are included within this legislation. As such, supplier organisations should be aware that: any and all information received in response to the Exercise may be subject to a future request submitted by an applicant under FOI; ONS will carefully consider its obligations to release any information it may hold, giving due protection to confidential and / or commercially-sensitive information provided by a supplier organisation: the final decisions on disclosure under the FOI are subject to the jurisdiction of the Information Commissioner, the Information Tribunal and ultimately the Courts. Full information on our approach to managing the confidentiality of information received from our suppliers can be found on the ONS website, as follows: http://www.ons.gov.uk/ons/about-ons/businesstransparency/freedom-of-information 17 Supplier Day | Frequently Asked Questions 7. Supply Chain Management Question Answer 35. What opportunities are there for suppliers to get involved with delivering the census? The delivery of the census will require support from a widerange of suppliers, and ONS are keen to hear the views and support of those that are interested in working with ONS to help with the Programme. 36. As a supplier, how do I get involved? At present, ONS are in the early stages of developing their sourcing and procurement plans for the delivery of the census. To assist with formulating these plans, we are undertaking a comprehensive market engagement exercise (the Exercise), and urge all supplier organisations to register for and complete the on-line survey that will form the initial contact with supplier organisations. The survey can be accessed on the following link: https://www.surveymonkey.com/s/ctp_supplier-form ONS are keen to see active involvement and participation in the market engagement exercise (the Exercise) from the fullrange of industries and sectors, including (but not limited to): ICT systems and solutions, data collection / storage / processing, security, logistics and distribution, professional services (including management consultancy, legal and accountancy services), marketing / advertising, digital technologies, printing / publishing, programme management support and delivery, agency worker supply, recruitment and training, professional development. The survey needs to be accessed and returned by 5:00 pm BST on Friday 8 June 2015. 18 Supplier Day | Frequently Asked Questions Question Answer 37. What is market engagement? Market engagement is process that enables a customer to engage with their potential suppliers (the “market”) at all stages of the procurement process to enable the customer to: communicate our needs or requirements to the market; openly and transparently discuss possible solutions; stimulate innovation in design and delivery of the solution. In its broadest definition, market engagement can include any activity that involves engagement between the customer and supplier, including: industry / supplier days, focus groups / workshops, 1-2-1 meetings with suppliers, and written exchanges throughout the procurement process. Market engagement is regulated by the Public Contracts Regulation 2015, meaning that ONS must structure its approach to engagement and the Exercise, in order to ensure ONS comply with the Regulations. 38. Will ONS make any opportunities available for SME’s? The delivery of the 2021 Census represents an opportunity for businesses of all sizes to get involved during all phases. ONS will ensure that all potential suppliers (including SMEs) are engaged, informed and prepared to compete for the business opportunities most suited to them. ONS will actively encourage SMEs to participate in the delivery of the project, and ONS supports the Government’s efforts to make more opportunities available for SME’s, and ONS will ensure that the interests of SME’s are featured in the emerging plans for the future procurement activity. 39. Will ONS receive applications from JV and / or consortia? Yes. ONS recognises that JVs and consortia may be essential for the delivery of the larger packages and thus welcome the establishment of sensible and appropriate JV and consortia. However, ONS would expect the JV or consortia to be established so as to ensure a single party will act as the ‘lead’ party (for the purposes of the procurement activity), representing the JV or consortia in discussions. Compliant expressions of interest or PQQ applications received from JV and consortia will be treated on an equal basis to submissions from single-entity organisations. 19 Supplier Day | Frequently Asked Questions Question Answer 40. Are ONS considering use of any incentivisation mechanisms for managing supplier delivery? Yes. ONS are presently investigating this as a part of developing its emerging contracting strategy that will form one part of the Programme Procurement Strategy. The use of incentives to manage performance of suppliers is now established practice in the public sector, and ONS will be looking to both the supplier organisations (via the market engagement exercise) and other public sector programmes to identify what may work for the delivery of the 2021 Census. 20 Supplier Day | Frequently Asked Questions 8. Commercial Terms and Conditions Question Answer 41. Does ONS propose to use standard government terms and conditions? Yes. 42. What are the payment terms on ONS contracts likely to be? Will ONS specify the payment terms throughout the supply chain? Payment terms within ONS contracts will be aligned to government policy and will meet all statutory and mandatory requirements, including those provisions set down in PCR15. Insofar as it is appropriate and sensible, and where it is in the best interests of both ONS and the contractor to do so, ONS will seek to utilise government-standard contract terms and conditions. ONS will work to: ensure prompt payment of the supply chain; help protect suppliers - particularly SMEs - from poor payment practices; and support adherence to the commitments made by tier-1 contractors during the procurement process. Furthermore, ONS will monitor the payment performance of our tier 1 suppliers to ensure that they adhere to the fair payment requirements contained in their agreements with us. 43. Will ONS utilise the standard government PQQ? Yes, where it is appropriate and recommended to do so. However, in certain instances (where the scale or complexity of the opportunity in question dictates) ONS will elect to develop and use their own specific PQQ. 21 Supplier Day | Frequently Asked Questions 9. Digital Technology Question Answer 44. How will the ONS plans for delivery of the census accord with the Government’s ‘digital agenda’? ONS is aligned with the Government’s approach to use of digital technology in the delivery of public services, as is described in “Government Digital Strategy (December 2013)” (the Digital Strategy). 45. How are ONS managing the risks associated with digital exclusion? ONS will be assessing respondent needs against the Digital Inclusion Scale and providing a range of services to achieve the highest possible response rates. The set of services is yet to be tied down but could include Assisted Digital, field force assistance or alternative channels such as telephone or paper. 46. What is the ONS policy on use of open source software? ONS is aligned with the Government’s policy of ensuring a level playing field for open source software when choosing technology. ONS will demonstrate an active and fair consideration of using open source software, taking account of total lifetime cost of ownership. 47. Who will own the IPR associated with the census? ONS recognise that many of the solutions or designs provided by suppliers to deliver the 2021 Census may contain IP that is owned and protected by that supplier. ONS will take account of this ownership in developing commercial relationships. ONS will ensure that the census digital services meet the Digital by Default Service Standard. 22 Supplier Day | Frequently Asked Questions 10. Security Question Answer 48. Will ONS be adopting the Government’s Security Classifications? Yes. All documentation and information across CTP will comply with the requirements of the Government Security Classifications (last amended April 2014). ONS will expect its appointed suppliers to do the same. 49. What minimum ONS are presently developing our security principles for CTP, security standards and will confirm these with suppliers when they are confirmed. will ONS require These will be in line with industry good practice and from its suppliers? government guidelines. When confirmed, these will form the basis of the security requirements for any census-related systems or services used to collect, store, transmit or disseminate Census data, whether they are developed by ONS or provided by a supplier. 23 Office for National Statistics Census Transformation Programme Market Engagement Exercise | Supplier Questions 13 May 2015 Note: the following supplier questions were raised at the Supplier Briefing event on 13 May 2015. Questions raised at Supplier Briefing Section1 1 Supplier Question ONS Response Provided 2. Census Given the assumption that the Transformation 2021 Census will be Programme predominantly online, the proposals presented at the Supplier Briefing appear to be better developed than may be expected at this stage. Is this correct, or are ONS expecting further development of the proposals through a more iterative process planned in the future? To deliver the CTP, ONS are adopting the use of agile technology, and are using a much more iterative approach than with prior censuses. ONS are presently at the research, design and planning stages of the census, and are fully expecting to involve suppliers in assisting with the development of the detailed plans for the delivery of the 2021 Census. Further, ONS expect there to be more involvement in the development of the detailed delivery plans during Phases 3 and 4 (a good example of this are the large-scale rehearsals planned for 2019, where the approach to be adopted for the delivery of the rehearsals will be developed in conjunction with the appointed suppliers). 9. Digital Technology What is ONS’ view and approach to the GDS’ “Digital by Default” strategy? What guidance can you give suppliers on the proposed adoption of the principles of this strategy in the delivery plans for the census? ONS are engaged with GDS in the development of our delivery plans, and GDS are very interested in the proposals for the delivery of the 2021 Census. ONS will be paying close attention to the implications of the Digital by Default standard in developing our plans for the 2021 Census, and ONS will ensure that the census digital services meet the Digital by Default Service Standard. 7. Supply Chain Management ONS has asked suppliers to engage with them now, yet the majority of the procurement activity won’t be undertaken until later in 2016, and 2017. Many of those organisations you will be engaging with are likely to be SME’s, and therefore may not know their capacity and appetite for 2017, at this stage. Does ONS want suppliers to respond to the Supplier Form on the basis of their present capacity and appetite; or for suppliers to try and anticipate their future capacity and appetite for the Programme later on? ONS are presently in the first phase of market engagement, and are undertaking a general assessment of market appetite and supplier capability. ONS would therefore like all suppliers to complete the Supplier Form using the most accurate information that they are able to provide. This should, therefore, be based on present appetite and capacity, and (where appropriate) an assessment of shortterm future needs. In due course, ONS will continue to engage with the market as the plans for delivery of CTP emerge. The suggested Section of the “Model Questions and Answers” document that the question may relate to. 25 Questions raised at Supplier Briefing 2. Census Based on the evaluation that Transformation ONS has already undertaken, Programme what went: a) particularly well, and b) not so particularly well in the delivery of the 2011 Census. Chapter 10 of the 2011 Census General Report (published March 2015 and available from the ONS website) contains an evaluation of lessons learnt from the delivery of the 2011 Census. What went well with the 2011 Census: The overall response rate of 94% was good, with no local authority achieving a response rate of below 80%; The communications and stakeholder engagement activities with local authority and community groups in particular were very good, and helped manage the delivery of the census operations at a local level far easier; ONS made good use of the outsourcing of 2011 Census operations, resulting in a sound approach to managing the risks of delivering the 2011 Census with our suppliers; The prioritisation of our available field staff resources alongside the development of our quality and success criteria was very well done, and resulted in good efficiencies in the use of census resources. What didn’t go so well with the 2011 Census: ONS experienced some issues with recruiting and assembling the numbers of the field force on day one of follow-up that ONS had identified as being needed to deliver the census; In addition, there were some logistical challenges associated with getting laptops and other equipment to field force staff; There were several small-scale logistical challenges with the operations; The online response rate could 26 Questions raised at Supplier Briefing have been better than that achieved; ONS could have had the systems for the census in place earlier (eg processing and dissemination systems) than was the case, in order to ensure their use during the rehearsal testing phase of census delivery. 27 Questions raised at Supplier Briefing 6. Programme Procurement Strategy How does ONS propose to ensure that it is able to source innovative solutions from the supply chain through the procurement procedures that will be adopted? 3. Use of ONS have identified that the Administrative use of administrative data will Data feature prominently in the delivery of the 2021 Census. Are there any government departments or agencies that have been through the process of migrating the delivery of their services online that may be of relevance to ONS and the 2021 Census. ONS are committed to sourcing the right solutions to the right challenge, and will focus on adopting the procurement procedure that will best allow this to take place. ONS will also ensure that the right suppliers are appointed to manage the right levels of risk associated with the delivery of their services. In practice, this will mean using a variety of different procedures that will allow suppliers to propose innovative solutions that help with our challenges. Yes. The ‘Digital by Default’ agenda has already been mentioned. Most of the government departments and agencies that have transactional relationships with their end-users (such as DVLA, or DWP with Universal Credit, for example) are moving the delivery of their services online and adopting Digital by Default standard, and some of their experiences are relevant to ONS. However, ONS are slightly different to these organisations, in that ONS are not providing a service, in the way that these organisations do. ONS want our respondents to the 2021 Census to respond in the best way that suits them. Therefore, whilst there may be some lessons to be learnt from the experiences of these organisations, the similarities are not entirely analogous to each other. ONS are working with HMRC and DWP, to source the sets of administrative data that are held by these organisations, as this information will be useful to the census. However, the sourcing of this information will not be possible without the relevant parliamentary approvals. 5. Government Policy What elements of the ‘Government as a Platform’ strategy are ONS focussing on when planning for the delivery of the 2021 Census? ONS are presently developing their proposed approach to the delivery of the 2021 Census, and the detail on how this will support the Government with their agenda for reuse will form a part of this approach. Some of the areas that ONS are presently 28 Questions raised at Supplier Briefing considering include the use of online data collection, which may be of some assistance to other government departments in managing their interactions with their customers (through business surveys and household surveys, for example). However, these discussions need to involve all of the relevant stakeholders (including GDS) as they develop, so as to ensure ONS are fully aligned with the Government’s emerging plans for reuse. 29 Questions raised at Supplier Briefing (New Section: How does ONS plan to ensure “Accessibility”) that the 2021 Census will be accessible to deaf people who perhaps don’t have English as their first language? In delivering the 2011 Census, ONS: made the questionnaire accessible in 56 translations (for download); worked closely with various disability groups (and representative bodies), including the Royal National Institute for the Blind, to ensure a version of the questionnaire was published for blind people; provided a DVD with sign language for deaf and hearing-impaired people to assist them with completing the census. ONS recognises the need to enable respondents to complete the census independently; it is right for them and for us. ONS presently continues to develop our plans for the delivery of the 2021 Census, and will look forward to working with many specialist groups to ensure the maximum take-up and participation with the 2021 Census is realised. 1. General ONS has made mention of lessons learnt from previous censuses, and of learning of best practice used in other Government departments / agencies. Does ONS interact with other countries and benefit from any lessons learnt that they have on censuses taken in their countries? The best way to learn about challenges and issues in delivering a census are from other national statistical institutes. ONS instigated the International Census Forum in 2003, which has met every year since. The Forum is a useful body for sharing knowledge on best practice and new technology. Some of the benefits of ONS being a part of this Forum have included: the US Census Bureau are planning to deliver their census in 2020, and they held a two-day workshop last year that involved other countries discussing current trends, which was of great benefit to the US Census Bureau. By being a part of this workshop, ONS were able to hear from countries recent experiences of online responses. For example, Estonia has recorded the highest online rate of any census , whilst Canada achieved an online response rate of 58% in 2011 30 Questions raised at Supplier Briefing Canada, Australia and New Zealand typically complete fiveyearly censuses. ONS has been able to share the experiences of these countries mid-decade. The next meeting of the Forum is in Canada in the autumn, and Shaun Garvey will be attending 31 Questions raised at Supplier Briefing 6. Programme procurement strategy Does ONS see any value in using the Crown Commercial Service (CCS) Framework Agreements? Will ONS be sourcing the census using these Framework Agreements? The CCS Framework Agreements (the “CCS Frameworks”) are a great source of assistance to public sector organisations like ONS, and we have used them to great effect to assist with delivery of some of our scope already. We also anticipate using CCS Frameworks again, in sourcing for the Programme. However, like all framework agreements, there are constraints associated with their use, particularly in respect of the census. For example: the CCS Frameworks are established for a general, widespread public sector requirements; whereas delivering the census will involve some specific procurement challenges that may not be suitable to a framework agreement; some of the appointments we will require, on a programme with the scale / complexity of the Programme, may be required to be longer in duration than the ‘rules’ of the CCS Framework may permit; some of the opportunities associated with the Programme will be larger than is typically permissible to be sourced via one of the CCS Frameworks. ONS will therefore use whichever route to market is appropriate for the package of scope that we are required to source. The decision on which route to market will involve consideration of all relevant factors (which may or may not include – but not be limited to – the scope, duration, and specific terms and conditions relevant to the opportunity; assessment of procurement risks; CCS and government policy; our mandatory and statutory obligations; and finally the availability or otherwise of an appropriate existing contract). ONS is liaising closely with CCS (and their Complex Transactions Team in particular) to ensure that our planned future procurement strategy (and the delivery model and packaging strategy 32 Questions raised at Supplier Briefing in particular) meets CCS expectations for an appropriate route to market. 33 Questions raised at Supplier Briefing 1. General How does the ONS plan to turn the response rates ‘on their head’ (from 15% online / 85% paper – to 15% paper / 85% online)? Why did only 15% respond online last time? What do ONS see as the biggest challenges to raising this rate? The experiences of other countries have shown that the biggest barrier to getting somebody to respond online is actually sending them a paper questionnaire. Therefore, those countries that have achieved a high percentage of online responses (e.g. Canada with 58% in 2011) have done so by not issuing paper questionnaires, and instead issuing a letter or a card with a unique access code that respondents simply log-on and enter to gain access to their questionnaire. The issue of paper questionnaires is then only given as an option which respondents must request (thus online is the ‘default’ means of responding to the census). That model has been adopted by other countries (e.g. Australia, New Zealand) with similar degrees of success. Furthermore, in delivering the 2011 Census, ONS adopted a cautious approach to promoting online responses, and we didn’t push online response until nearer to census day itself. Therefore, the communications were more focussed around paper questionnaires, and receiving / returning questionnaires by paper. These are some of the issues that ONS and the Programme need to test further, during the testing phase of the Programme; in order to understand what messages work (for instance, ONS will likely prototype, during testing and rehearsal, various types of invitation letter; as this could have a positive or negative influence on achieving a successful online response rate). 34 Questions raised at Supplier Briefing 7. Programme procurement strategy. One of the diagrams presented suggested the design / development would be undertaken during 2017; whilst in the procurement diagrams, it talked about awarding the main contracts for delivery in late 2017. Therefore, is it the intention of ONS to do most of the design and build in-house, or will you be using more off-line / outsourced processes to assist with delivery? In order to deliver the 2017 tests, ONS will be looking at what we need to enhance our present internal capability, and sourcing this appropriately, given the timescales available. ONS will then look at the outcomes of these activities, and what ‘lessons learnt’ can be taken from the 2017 tests. ONS will then build on these lessons with those suppliers that are appointed during 2017 (i.e. in advance of the 2019 rehearsals and 2021 Census delivery phases), to ensure that ONS has the optimal solution of in-house and outsourced capability to deliver the 2019 and 2021 activities. It is also worth noting that, at its peak in delivering the 2011 Census, the Programme comprised almost 40,000 people; whilst ONS normal staff count is approximately 3,500 staff. Notwithstanding that one of the strands in the Programme is looking at re-use capability, it doesn’t make any common sense to permanently recruit these sorts of numbers of staff for what may only be a short-term need every so often. Therefore, it is presently anticipated that there will be a high utilisation of supply-chain partners, who can assist with the progressive assembling of a temporary workforce. 9. Digital Technology Has ONS developed its plans for the proposed location of its data, web servers, or collection servers, at this stage; or is this still to be developed? Also, do you propose to use in-house data storage hardware, or will you use cloud technology? These decisions have not yet been made, and will be considered further during the course of Phase 2 of the Programme. There are several considerations that will influence our decision-making process, including (but not limited to): the use of cloud-based technology and systems, and the ability to alleviate the need for large-scale semi-permanent storage facilities under the control of ONS; the overriding needs of ONS to be able to guarantee the highest levels of security of people’s data (in order to protect the confidentiality of respondent’s personal information); the need for ONS to be able to access and disseminate the data, in 35 Questions raised at Supplier Briefing order to produce the outputs of the census, which must be free and unencumbered from any jurisdictional (regulatory) issues; the ability of the Programme to source the right levels of support (in terms of local and remote-based assistance) to enable ONS to manage its outputs. These issues (and others) will be explored further over the course of the forthcoming period of Programme activity. 36 For more information Visit our website www.ons.gov.uk/census Email: [email protected] © Crown copyright 2015