Invitation to Tender - Service Improvement Project

Vacancy - supplier

Invitation to Tender - Service Improvement Project

Westminster Foundation for Democracy (“WFD”) is seeking a reliable supplier to provide ongoing support and the continuous improvement of its core information management systems. 
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Overview 

WFD is the UK public body dedicated to supporting democracy around the world. Operating internationally, WFD works with parliaments, political parties, and civil society groups as well as on elections to help make political systems fairer, more inclusive and more accountable. 

We are a problem-solving, practitioner-led organisation that offers: High quality and impactful regional and country programmes that directly support the full spectrum of institutions in political systems to develop inclusive political processes, more accountable political systems, protection of rights and freedoms, and more pluralistic societies; Specialist analysis, research, and advice to inform UK policy makers on a range of democratic governance issues through our Centre of Expertise; and International elections observation on behalf of the UK.  

Aim of this Invitation to Tender  

WFD is issuing this Invitation to Tender (“ITT”) to a range of potential suppliers of services and would welcome a bid from your organisation. 

The aim of this procurement is to strengthen the digital infrastructure that underpins WFD’s global democracy support programmes. By engaging a capable and experienced supplier, WFD seeks to ensure that its core information systems continues to evolve in line with the needs of the organisation. This will enable more efficient programme delivery, improved data quality, and enhanced reporting capabilities.  

This engagement will directly contribute to the implimentation of WFD’s Data Strategy and broader effectiveness objectives. The selected supplier will play a vital role in supporting WFD’s commitment to performance monitoring and continous improvement in how programme data is utilised and managed accross the organisation.  

Bid Submission 

All bids should be submitted by 18 July 2025 in writing, must comply with the requirements of this ITT, and must include the information requested in the Bid Requirements below.  

The bid should be sent electronically and addressed to: Chinelo Eze at procurement@wfd.org. The same email address should be used for any questions related to this ITT.  

By submitting a bid, you agree to comply with WFD’s standard terms and conditions for tendering and key policies, which are found here, and WFD’s Code of Conduct.  

Detailed Specification 

Objective 

WFD is seeking a reputable supplier to provide sustained support and continuous improvement of its core information management systems. These systems enable the design, delivery, and reporting of democracy support programming across the organisation. The objective of this engagement is to enhance WFD’s digital infrastructure through the development of additional modules within WFD’s Power Apps-based programme delivery solution and the provision of expert support across SharePoint, Power Apps, Microsoft Dynamics Business Central, and Azure. 

This work will contribute to the strengthening of organisational effectiveness, improving programme performance monitoring, and the implementation of WFD’s Data Strategy.  

Scope of work 

The scope of this engagement includes: 

  • Supporting the maintenance and continuous improvement of WFD’s Microsoft 365-based information systems, including but not limited to Power Apps, SharePoint, Dynamics Business Central, and Azure.
  • WFD’s target infrastructure uses Microsoft Dataverse and includes three Canvas Apps, five PowerBI reports, and an Azure Function app that uses Python.
  • WFD has approximately 220 users licensed for PowerApps and PowerBI.
  • Further specifying and developing a set of pre-identified modules for WFD’s Power Apps-based programme delivery application.
  • Collaborating with WFD to refine existing requirements and translate these into functional system components.
  • Providing advisory input into WFD’s broader systems development roadmap and Data Strategy
  • Ensuring secure, user-friendly, and well-documented development practices. 

Deliverables 

By 31 March 2026, the supplier will be expected to deliver some of the following developments based on a list of requirements gathered previously. The upper limit of these assignments is approximately £80,000.00 

  • Development and Deployment of New Power Apps Modules, including:
  • Workplan Module for the creation and editing of democracy support programming workplans. The module must integrate budget planning, forecasting and spend data with workplans of WFD’s democracy support programmes.
  • Results Framework Module for the tracking of quantitative and qualitative key performance indicators of democracy support programmes.
  • Audit Module for the tracking of changes in programme design and approval processes over time.
  • Outcome Monitoring Module based on WFD’s current solution (built on knack.com) that supports the tracking of qualitative indicators using WFD’s outcome mapping approach.
  • Technical and User Documentation for all developed modules.
  • Support and Maintenance of existing systems, including incident resolution and performance optimisation.
  • Contribution to WFD’s Systems Development Roadmap and Data Strategy 

After the initial engagement the selected suppliers will be engaged on a case-by-case basis to conduct similar software development, support, maintenance and advisory services. The expected total value of the engagement between 1 October 2025 and 31 March 2027 is £210,000.00   

Timeline 

The timeline for the service is from 1 October 2025 to 31 March 2027. WFD will enter into a Framework Agreement with the winning bidder, terminating 31 March 2027. 

Reporting 

The supplier will report regularly (intervals to be determined at a later date) to WFD’s Head of Operations and Head of Systems Improvement Project (SIP).  

Working Arrangements 

The work is expected to be primarily delivered remotely, with the possibility of occasional in-person sessions at WFD’s London office. WFD will provide access to relevant systems, SharePoint sites, development environments, and documentation. No regular travel is expected; any required travel must be agreed in advance and covered separately.  

Payments 

Payments will be made in instalments against agreed milestones or deliverables. The first instalment will be released upon submission and approval of the time-bound work plan. Further payments will be aligned with the successful delivery of modules and reporting requirements. A final payment will be released upon acceptance of all deliverables and the final report. 

The expected total value of the engagement between 1 October 2025 and 31 March 2027 is £210,000.00 

Minimum Experience and Expertise 

  • Expert knowledge of the Microsoft 365 platform and products. Solutions Partner for Microsoft Cloud would be advantageous.
  • Significant experience of selecting, configuring, and deploying SaaS platforms covering a wide range of functions (finance, operations, project management, HR)
  • Significant experience of Python coding language, and others.
  • A relevant qualification and/or at least 10 years’ experience in a role relevant to the assignment (e.g., systems analyst, systems architect, solutions architect)
  • A proven track record of using agile methods to design, build and deliver projects for clients that traditionally use waterfall methods.
  • A proven ability and commitment to share knowledge with permanent staff in the delivery team.
  • Familiarity with relevant industry standards relating to information management systems and security (e.g. ISO 9001:2015, ISO 27001:2022)
  • Valid Cyber Essentials or Cyber Essentials Plus accreditation.
  • Proven track record in delivering similar assignments, supported by references and case studies. 

Bid Process 

Timescale 

Below is the proposed timescale for the tendering process. Please note the dates are indicative and subject to change. 

Milestone Date
Issue ITT 27 June 2025
Closing date for receipt of supplier questions in relation to this ITT 23:59 UK time, 18 July 2025
Closing date for receipt of completed tender proposals 23:59 UK time, 25 July 2025
Shortlisting of bids w/c 28 July 2025
Supplier interviews / presentations to tender committee (if applicable) w/c 11 August 2025
Announcement of preferred supplier 18 August 2025

Bid Requirements

In general, the bid should include the following: 

  • Organisational profile
  • Proposed solution and how it meets the specification
  • Financial proposal
  • References
  • Confirmation of compliance with General Terms and Conditions of Tendering 

Organisational profile:  

  • Company profile, including brief history and financial overview
  • Case studies/credentials demonstrating relevant experience and skills profile
  • Names and brief biographies of key staff  

WFD is particularly keen to receive bids from organisations which are – or are working towards becoming – living wage employers and that have a broadly representative and balanced Board from gender and ethnicity perspectives.   

Proposed solution:  

  • Clear explanation as to the proposed approach to meeting the specification set out in this ITT.
  • A proposed agile approach to working together with the WFD team
  • Explanation of the key components of the proposed agile methodology including roles, responsibilities and ceremonies.  
  • An approach to sharing knowledge with WFD permanent staff in the delivery team. 
  • An approach to providing ongoing support of the applications.  
  • The bidder should provide evidence of how they define, measure and maintain good quality products and services. 
  • Risks, assumptions and dependencies.  

Financial proposal:   

  • A rate card using the Skills for the Information Age (SFIA) framework, outlining standard daily rates for relevant roles and skill levels across the organisation.
  • An estimated solution cost for Stage 1 (up to 31 March 2026).
  • A detailed explanation of the organisation’s pricing model, including how rates are determined, any tiered or volume-based pricing structures, and assumptions behind the pricing approach.
  • Separate accounting of VAT and/or any other applicable tax, duty, or charge.
  • Detailing of any discount applied in view of WFD’s not-for-profit status.  

References: 

  • The bid should include details of two references relating to similar goods/services provided in the last three years. Please note – referees will only be contacted once Preferred Bidder status is assigned. 

Confirmation of acceptance of General Terms and Conditions of Tendering:  

  • All bidders will be deemed to have accepted the WFD Terms and Conditions of Tendering and confirmed their compliance.  

All bidders should also note the following:  

  • all bids should be submitted in English;
  • all bids should be submitted in electronic form only;
  • this ITT and the response may be incorporated in whole or in part into the final contract;
  • only information provided in response to questions set out in this documentation will be taken into consideration for the purposes of evaluating the ITT;
  • bids which are poorly organised or poorly written, such that evaluation and comparison with other submissions is notably difficult, may exclude the bidder from further consideration; and
  • any bids which do not fully comply with the requirements of this ITT may be disregarded at the absolute discretion of WFD.  

Evaluation Process  

The evaluation process will consist of two stages:  

  1. Stage 1 – Evaluation of written submissions  

  2. Stage 2 – Interviews with shortlisted bidders 

The top three bidders from Stage 1 of the bidding process will progress to Stage 2. The supplier with the highest combined total score at the end of both stages will be recommended for contract award.  

Evaluation Criteria 

WFD intends to shortlist providers based on their response to the ITT and will use the following scoring criteria.  

Description Score weighting
Quality of bid document 20 %
Service offer and fit to specification 20 % 
Value for money 20 % 
Professional profile, track record and references 20 % 
Relevant experience  20 %
Total weighting  20 % 

Stage 1 – Evaluation of Written Submissions  

All compliant bids will be assessed by the evaluation panel. Panel members will score each bid independently against the criteria, followed by a moderation session to agree final scores.  

WFD will score each criterion using the following table: 

Score Description
0 The proposal submitted omits and fundamentally fails to meet WFD’s scope and specifications. Insufficient evidence to support the proposal to allow WFD to evaluate. Not Answered
1 The information submitted has a severe lack of evidence to demonstrate that WFD’s scope and specifications can be met. Significant omissions, serious and/or many concerns. Poor 
2 The information submitted has some minor omissions in respect of WFD's scope and specifications. The tender satisfies the basic requirements in some respects but is unsatisfactory in other respects and raises some concerns. Satisfactory. 
3 The information submitted provides some good evidence to meet the WFD’s scope and specifications and is satisfactory in most respects and there are few concerns. Good.  
4 The information submitted provides good evidence that all of WFD's scope and specification can be met. Full and robust response, any concerns are addressed so that the proposal gives confidence. Very Good.
5 The information submitted provides strong evidence that all of WFD's scope and specification can be met and the proposal exceeds expectation i.e. exemplary in the industry. Provides full confidence and no concerns. Outstanding 

 

Stage 2 - Interviews 

Shortlisted suppliers will be invited to an interview to further assess their experience, delivery approach, and ability to effectively collaborate with WFD. 

Interview format
  • 30 minutes presentation introducing the organisation and the bid
  • 30-45 minutes Q&A with the evaluation panel.  

Interviews will be scored using predetermined criteria and will contribute to the overall score. Evaluation scores will be moderated following the interviews.  

Final Scoring and Contract Award 

The contract will be awarded to the supplier whose tender achieves the highest total score across all weighted criteria. An evaluation report will be produced, and all tenderers will be notified of the outcome. Feedback will be provided on request.  

Tender Queries 

Any questions related to this tender should be addressed to Chinelo Eze at procurement@wfd.org. 

Equal Information 

Should any supplier raise a question that is of general interest, WFD reserves the right to circulate both question and answer to other respondents, either via WFD’s website or by email. In this event, anonymity will be maintained.

Annual reports 

Please provide a link or copy of your company’s latest audited annual accounts with the bid. 

Other information 

If the potential supplier believes that there is additional information that has not been requested in the ITT but is relevant to your bid, please include that information as a separate attachment and explain its relevance to this ITT. 

Ethical procurement 

All WFD procurement activities must be ethical. Accordingly, WFD’s due diligence checks on suppliers may include reference checks, a supplier questionnaire, and anti-terrorism vetting. Where any unethical practices come to light, the supplier will be required to take remedial steps in consultation with WFD.  

All contracts to be entered into by WFD will include obligations on the supplier to comply with WFD’s policy principles on key matters such as safeguarding, bribery and corruption, fraud and theft, anti-terrorism, and whistleblowing.  

The supplier will be expected to disclose any known conflict of interest relating to relevant staff and this ITT and/or any relevant staff members who have been employed by the Crown in the proceeding two-year period.  

Supplier questions

WFD has received no questions to respond to at this time.