Guidance

GovTech challenge owner responsibilities

Public sector organisations that submit a GovTech Catalyst challenge must agree to meet all the challenge owner responsibilities.

Challenge owners must:

  • actively engage with each stage of the GovTech Catalyst process
  • be responsible for their actions in the process (the challenge owner responsibilities)
  • strongly intend to procure any successful phase 2 solution that meets their requirements

Responsibilities in each phase

The challenge owner runs and manages their GovTech Catalyst challenge. It’s the challenge owner’s responsibility to arrange all resources required to deliver the project, including dedicated project management expertise.

If more than one organisation contribute to a challenge, one should act as the owner for contractual purposes. Organisations should agree how they’ll meet the challenge owner responsibilities before they submit their challenge - for example, by creating a blended team from all the organisations involved.

The GovTech Catalyst team will support challenge owners through the process, specifically during the definition of challenges and competition assessment stages.

Challenge submission

The challenge owner must:

  • define their challenge, including the users, user needs, outcomes and impacts
  • perform extensive background research for their challenge with both the public and private sector - this could result in public sector bodies submitting a joint challenge
  • identify the team needed to support the delivery of the solution - this must include a full time project manager, subject matter experts and technologists
  • identify and secure a budget to cover the support team, competition launch events and a contingency to cover potential funding shortfall for challenge owner costs
  • get senior and stakeholder approval of the challenge, including approval of resources (the team and the budget) needed to support solution providers
  • consider any security clearance and data access required by the competition winners
  • send the challenge submission questions on time

Challenge selection

The challenge owner must:

  • work with GTC team when they evaluate your challenge
  • make sure you’re available to answer any questions from the GTC team related to your challenge - any delay in responding to information requests may impact your application
  • if shortlisted, attend an interview with the GTC team so they can understand the challenge - you will need to provide detailed information about the challenge, outcomes, impacts, funding and organisational environment

Successful challenges

The challenge owner must:

  • sign a memorandum of understanding (MOU) agreeing to administer GovTech Catalyst funding responsibly
  • manage receipt of funding with your finance department and your central government department if applicable
  • make sure your team is available to discuss and potentially change details of the challenge so it can be launched to industry, specifically if there are any legal or logistical constraints which need to be considered before launch

You’ll be given a competition launch slot.

Phase 1 competition

The challenge owner must:

  • complete the SBRI documents required to launch to industry, including coordinating with other parts of your organisation like procurement
  • organise at least 1 competition launch event to explain your challenge to interested potential suppliers and include the details in the SBRI documents
  • provide a list of potential suppliers who should be contacted about the launch to the GovTech team
  • make sure you’re available to answer any questions about your completed SBRI documentation - any delays in responding to questions can impact the launch date
  • run the competition launch events (this may need a video of the event for potential suppliers who can’t attend)
  • make sure you’re available to answer any questions from potential suppliers during the competition
  • attend a moderation panel meeting to assess and agree scores - the panel will produce a ranked ordered list which includes a threshold which determine which applications will be funded
  • manage the signing of contracts between your procurement team and phase 1 suppliers
  • update Contracts Finder with the awarded contract
  • if necessary, sponsor suppliers’ applications for security clearance

Phase 1

The challenge owner must:

  • run and support the winning projects: work with them on day to day basis, help them with access to users for user research purposes and make sure they meet their contracted delivery and payment milestones
  • provide regular challenge status updates for GovTech Catalyst communications purposes
  • collect end of challenge reports from solution providers and publish them
  • review and give feedback on the solution providers’ reports
  • write an assessment of the success and lessons learned from phase 1 and present this publicly and across government
  • provide an end of phase report to GovTech team, including recommendations and next steps

Phase 2 approval

Only some phase 1 challenges will progress to phase 2.

The challenge owner should be in a position to determine whether there should be a phase 2 based on the results of the phase 1. If the challenge owner wants to proceed to phase 2, they should start preparing the invitation to tender (ITT) documents needed for phase 2 at the end of phase 1 - including agreeing senior and stakeholder support.

The GTC board will approve phase 2 proposals based on:

  • the proposed scope of phase 2
  • how the challenge owner supported suppliers during phase 1

The challenge owner must:

  • submit a phase 2 proposal document (including the scope, duration and estimated funding)
  • work with the GTC team as they assess the phase 2 challenge proposal, including a potential panel interview
  • make sure you’re available for any questions

Phase 2 competition

The challenge owner must:

  • make sure you’re available to answer any questions from suppliers during the competition
  • attend a meeting with the GTC team and an independent assessor to assess applications, agree scoring and produce a ranked ordered list (which includes a threshold which determine which applications will be funded)
  • be part of panel (with GTC and potentially an independent assessor) for panel interview for shortlisted candidates
  • manage the signing of contracts between your procurement team and phase 2 suppliers
  • update Contracts Finder with the awarded contract
  • if necessary, sponsor the suppliers’ applications for security clearance

Phase 2

The challenge owner must:

  • run and support the winning projects: work with them on day to day basis for phase 2, help them with access to users for user research purposes and make sure they meet their contracted delivery and payment milestones
  • provide regular challenge status updates for GovTech communications purposes
  • collect end-of-challenge reports from solution providers and publish them
  • review and give feedback on the solution providers’ reports
  • write an assessment of the success and lessons learned from phase 2 and present this publicly and across government
  • provide end of phase report to GovTech team (including recommendations and next steps)

Procurement and adoption

The challenge owner should intend to procure any successful phase 2 solutions. You should follow your standard procurement process.

You must give the GovTech Catalyst team regular updates on your progress.

Published 21 May 2018