HT-2020-000448 - [2024] EWHC 1185 (TCC)
Technology and Construction Court

HT-2020-000448 - [2024] EWHC 1185 (TCC)

Fecha: 17-May-2024

From August 2017 to 19 September 2018

From August 2017 to 19 September 2018

250.

Once this dependency had been overcome, it is TCS’s case that the project could have proceeded but for two fundamental difficulties, both of which it claims are ‘Authority Cause’:

(1)

TCS claims that there was a dawning realisation on the part of DBS that the solution for which it had contracted would not serve its purposes without modification and that numerous RFCs were therefore needed – designated by DBS as ‘Must Have’ RFCs. As at the time of ‘Partial Termination’, it is said that DBS still had not approved or provided commercial cover for those RFCs.

(2)

Then (and related to the first in that an RFC was required) there was delay and indecision on the part of DBS in relation to the question of how its 170 RBs (Registered Bodies who would need to adapt their IT systems and business processes so that they could integrate with R1-D) would be on-boarded to the new platform. DBS came to appreciate that “big bang” migration was not going to be operationally viable, and that a means needed to be found to stagger migration of the RBs. While TCS planned to design a “bridge” that would allow phased migration over an extended period, TCS says that DBS dragged its feet and ultimately rejected the RFC pursuant to which TCS proposed to build it (RFC 607), instead choosing to de-scope R1-D.

251.

DBS’s essential point in answer to these allegations is that a failure to agree changes to the scope of work cannot amount to ‘Authority Cause’ or to a delay event. TCS is required to build in accordance with the scope set out in the Agreement unless and until it is varied by a CCN. If TCS decided not to do so in the anticipation that a change to scope of work may occur in the future, that was at TCS’s own risk.

252.

I will first set out the relevant facts as I find them to be in relation to the period from September 2017 up to the alleged Partial Termination/de-scoping, and then turn to consider the analyses of liability and causation.

253.

Taking stock at September 2017, as identified by Dr Hunt, the key requirements for entry into Final SIT were (1) availability of SIT-L with connectivity to support the R1 Disclosure interfaces (2) availability of all technical architecture unless otherwise agreed (3) completion of CIT/SIT on any further required software drops, including resolution of all Severity 1 & 2 defects, unless agreed with DBS and (4) availability of test plans, test data and test scripts. Dr Hunt confirmed that she had seen no evidence that TCS would have had any issue with the test plans, data and scripts, so (4) was not an issue.

254.

As regards the availability of SIT-L with connectivity to support the R1-D interfaces, as already identified, the initial period of unavailability is linked to its being used for R1-B&B. However, thereafter, there remained third party dependencies. As set out in TCS’s email dated 5 October 2017, at this point there were 18 Disclosure Interfaces with connectivity not yet verified. Dr Hunt accepted that the third party dependencies (for which DBS was responsible) required to be resolved prior to commencing Final SIT and that there were still dependencies outstanding as at February 2018.

255.

In terms of availability of all technical architecture unless otherwise agreed, the areas of dispute concerned RFC 489, R1 Add-Ons services Security Functions, and RFC 417, and Content Inspection. It seemed to be common ground between the IT experts that, as Dr Hunt explicitly accepted and I find, neither of these were required to start Final SIT (although they would have been required to complete it), and so these are not reasons why Final SIT could not have been commenced, if SIT-L with connectivity to support the R1 Disclosure interfaces had been available.

256.

In relation to the Sev2 defects which existed post exit from SIT, these were not being treated with any particular urgency. This is no doubt because, as Dr Hunt also fairly accepted, the Sev2 defects were not going to be ‘showstoppers’ and could have been resolved once TCS had got into Final SIT 2. They would not therefore have prevented the commencement of Final SIT once the environment was available.

257.

Against this background, I accept the factual evidence from Mr Padannayi that, had there not been various other issues considered in more detail below, during this time, TCS would have, as they plead, been ready to enter Final SIT in around September 2017. When cross-examined about a TCS internal email dated 4th May 2018 that as of that date ‘The software is not ready to start Final SIT’, he explained, and I accept:

I think that's very important, for the court to really understand the difference between where we were in September 2017 versus where we were in May of 2018. So what I mention in my evidence, in my witness statement, was that before September 2017 we had finished CIT and SIT of Disclosure, and at that point in time the software was ready to enter Final SIT, and I stand by that. If the Disclosure environment was available, had it been available at that time, had the third parties been ready at that time, including registered bodies, we would have been ready to enter Final SIT back in September 2017. That's still a valid statement. Now, if you see -- if you see, if you fast-forward to what happened in the six or seven months between then -- that time frame and May 2018, a lot of things have changed, a number of RFCs, requests for change, landed in our bucket and many of them were stated as must have for R1 Disclosure, including the RFC 417 content inspection for Helion-G. You may remember, we said Helion-C was mandatory for Barring release and the back-end of that was mandatory for Disclosure release. So amongst many things, there were several new things that we introduced between Barring Go-Live and this time frame we are looking at, the email. So it is true that I said we finished CIT and SIT in 2017 and we would have wanted to -- we wanted to enter Final SIT at that stage, but because the other thing happened, other changes being introduced, we were not ready to jump into Final SIT in May 2018. So I say both are valid statements.’

258.

However, it follows from this that, for the purposes of the Clause 7 analysis, TCS were never going to achieve the R1-D Milestone until between July and September 2018, if one assumes a period of around 9-12 months from Final SIT to Go-Live. (9 months is not an unreasonable planned period: for example, the 4 October 2017 Microsoft update plan showed a period of 9 months from the start of Final SIT to Go-Live; the 12 December 2017; the February 2018 POAP showed a duration for this period 8.5 months; Dr Hunt’s evidence referred to further below suggests 12 months).

259.

As at the start of September 2017, TCS sought two RBs to test the e-bulk system and the web services solution for SIT. By email dated 6 September 2017, DBS indicated that they were not in a position to provide these. Mr Brown of DBS stated that he considered it necessary to be realistic about the timelines, and that DBS was working on the assumption that e-RBs needed at least 6 months to make system changes to their front end systems. Mr Rowlands of DBS indicated, as part of the same e-mail exchange, the scale of the challenge facing DBS’ roll-out of R1 to RBs:

‘A significant amount of work is still required to understand the solution for Standard and Enhanced Disclosures, and also the implementation and migration approach for the Registered Bodies (RBs), before we consider involving them in System Integration Testing.

DBS currently have over 160 organisations that submit nearly 4million Standard and Enhanced Disclosure Applications. Some of these Disclosure Applications exist within the RB systems or the DBS systems for up-to 6 months. So far, within the R1 solution for Standard and Enhanced Disclosures there is no consideration for a phased migration of the RBs to migrate from R0 to R1, or how the solution implementation will provide business continuity for all the RBs during the R1 Disclosure Release.

Experience (from the Digital Connect Hub project) and feedback from the RBs has already informed DBS that the solution cannot be implemented in a “Big Bang” approach for all RBs, and in fact the migration will take a number of months.’

260.

By mid-September, Mr Padannayi, internally, was recording the existence of a number of risks relating to the progression of R1-D SIT. In his email of 19 September 2017, risk 8 was:

DBS has indicated that there may be RfCs that are required (Must Have) for Disclosure. However the list is neither firmed-up nor agreed. Hence there is a risk that code changes to accommodate the Must-have RfCs may be deployed to Test Environment, while Final SIT is underway.

261.

As recorded in the DBS Business Change Review Board Summary, attended by a number of senior DBS witnesses who gave evidence, ‘Must Have’ was a term stemming from use of a basic MoSCoW prioritisation technique. It meant a ‘requirement is defined as making the solution unlawful, unviable or unsafe without this requirement’. Ms Owen, Head of Commercial for DBS, fairly accepted that this was so in terms, at Day 11/143.

262.

At the same time, there were 52 outstanding issues which had not been delivered by TCS with R1-B&B and therefore were to be delivered as part of R1-D. These were referred to as ‘deferred items’.

263.

On 22 September 2017, Mr Kuncheria of TCS sent the following message to Mr Narayanan:

‘My thoughts are that we should completely shut down R1 transformation, have a lean team to debate on finalising the list of 52, and purpose re start, only on the finalisation of the list and the scope. Our argument would have to be that the list of 52, along with the decisions that DBS has to make on strategy of disclosure release, makes it impossible to finalise the scope and strategy of our delivery.

I feel we will continue to burn heavily in any pursuit to deliver Disclosure, without containing its scope or re work.’

264.

Mr Narayanan responded on the same day:

‘This is in line with what we discussed. Let’s scale down our R1 team drastically and not entertain any planning discussions until we resolve the 52 (or 38 as I understand) outstanding issues.’

265.

TCS’s position was being communicated to DBS. On 18 October 2017, the DBS Project Board ‘PB’) minuted that, ‘TCS has advised [Mr Evans of DBS] that they need to know the totality of the build before they move to final SIT. Scope will need to include deferred items, changes as a result of GDPR and known ‘post-R1 RFCS’.

266.

Reflecting the earlier indication from DBS referred to above to Mr Padannayi recorded on 19 September 2017, there were likely to be a number of issues affecting the potential scope of R1-D that were seen as ‘Must Have’, and which needed to be resolved, in addition to the deferred items. For example, in relation to ‘eBulk’, the PB identified issues around the conclusion of the ATOS contract, which ran out in July 2018. The PB would need to decide how long eBulk was extended for. Having identified various factors, the minutes record that “all of this will need to be documented in the data migration strategy. Potential for eBulk to run from R0 and webservice from R1 but will depend on both technical limitations and stakeholder (e-RB) consultation.”

267.

Another important issue was GDPR, which was coming into effect in May 2018, and which would affect the legality of the solution. The PB were informed that there was a DBS working group in place to look at what work was required with the product plan in place to implement this. Issues were identified around eBulk and citizen consent, and the fact that an RB would get results at the same time as the user which will not be compliant under GDPR. The minutes concluded on this topic that the full impact of GDPR was not understood as yet as it covered consent from data subject, what data was wanted, why it was wanted, realistic timescales for holding the data and communication channels that would be used.

268.

Mr Evans of DBS, in a lengthy and slightly confused passage of cross-examination at [Day 11 /87-96] accepted, fairly, that DBS did not challenge the suggestion that the totality of scope needed to be determined before moving to Final SIT. He also accepted that there were ‘Must Have’ RFCs which formed part of what DBS considered to be the minimum viable product, and that if those Must Have RfCs were not agreed there would be no viable product.

269.

In light of these and other issues, under ‘Delivery Confidence’, disclosure delivery moved to ‘amber/red’, recording that comments for the (now pessimistic) Disclosure ‘rating’ as follows:

’- Cannot completely divorce commercials and delivery

-

There is no plan as yet for disclosure

-

The data migration and cleansing challenge should not be under-estimated

-

The transition for RBs cannot take a big bang approach.’

270.

The inability to divorce delivery from commercials was inherent in the existence of ‘Must Haves’ required by DBS as part of the solution that needed to be agreed according to the Change Control Procedure in order for what DBS considered (and may objectively have been the case) a viable product to be delivered.

271.

The logic of progression to Final SIT being necessarily linked to scope clarification was also reflected in the evidence of Dr Hunt, which I accept in this regard (Day 22/191):

Q. And would you really expect a supplier like TCS to

continue ploughing on testing software that it knows

that its client doesn't want because it needs at least

some changes?

A. I don't think I should answer that question.

Q. It requires, of course, continuing DBS's cooperation,

doesn't it?

A. Well, yes, because you've got to impact assess, solution

assess and agree the RFCs in order to agree the scope,

that's correct.

Q. So -- and in fact, even to progress Final SIT, as

matters stood for R1 Disclosure, TCS couldn't strike out

alone, it needed DBS cooperation?

A. Yes.

Q. And actually, it needed the third party cooperation, at

least at some stage down that track, from RBs and from

Disclosure Scotland?

A. Yes.

Q. And on any view, an implication of the RFCs was the need

to replan Disclosure?

A.

Potentially.

272.

The PB concluded that it was ‘not within sight of a date for disclosure delivery’. The thrust of the minutes, as I find them to be, is that this uncertainty was due principally to difficulties in identifying the ultimate scope in respect of matters which would constitute changes to the way in which TCS was then contracted to provide R1-D. In light of the fact that there were ‘Must Have’ changes, and that those changes would have to be specified through RFCs and their commercial implications negotiated and agreed, the comment that commercials and delivery could not be completely divorced was recognition of the practical reality, notwithstanding the existence of a contractual obligation upon TCS to continue to build to contractual scope unless an RFC was in place. For example, if ‘the transition for RBs cannot take a big bang approach’ was DBS’s position, there was no purpose for either party in TCS continuing to produce that solution. Similarly, continuing work on a solution which would not be complaint with GDPR would obviously be pointless and wasteful for both parties.

273.

On 6 December 2017, DBS presented ‘DBS Challenges with respect to Disclosure R1’ and asked TCS to consider the challenges and provide solutions. Two of those challenges related to transition of RBs from R0 to R1. Mr Topham of DBS (at the time, Chief Information and Digital Officer) confirmed in cross-examination that it was this presentation that led to the issue of RFC 607. He also gave evidence that his understanding was that the genesis of RFC 607 was the lessons learned from Basics deployment, which was that a big bang deployment of all the RBs would be ‘impossible to manage and detrimental to the business’.

274.

On 25 January 2018, DBS’s presentation to the Home Office entitled ‘DBS-TCS Extension’ by Adele Downey, the CEO, sought approval in principle to re-negotiate the contract with TCS. This was known as ‘Plan A’. In terms of Disclosure Release, the document recorded:

‘Deployment scope and date is still under discussion with TCS

Lessons learned from Barring and Basics deployment will inform strategy e.g. data migration eRB transition

Protection of DBS live service remains the priority.’

275.

In seeking an extension of the TCS contract, one of the reasons given to justify why Plan A was favourable was that it “allows the time required for a phased transition in line with DBS strategy”. It also described the purpose of renegotiation was amongst other things to “support a seamless transition of services and avoidance of ‘big bang’ migrations”. The presentation continued, ‘In order to further de-risk the programme, elements of delivery will be modified from existing TCS contractual scope, including data migration and eRB transition’.

276.

This presentation contained a number of entirely redacted slides (pages 17-23). It is not clear to me why these redactions were made (or, indeed, not challenged). Nevertheless, by reference to the Contents slide setting out the ‘aims’ of the meeting, a reasonable inference is that these slides outlined ‘Plan B’ and ‘Plan C’ contingencies. From Barry Topham’s later presentation ‘Commercial & Delivery Options’ (dated 27 April 2018), it can be seen that Plan B involved TCS Disclosure ceasing delivery, but with a one year extension to allow for transition between a change of suppliers, with Disclosure being provided by another partner. It appears from the presentation that Plans A and B were initially considered as early as October 2017. The same slide identified that the approach agreed in January 2018 had been to make a final decision at the end of February and divert all R1 resources onto plan B if necessary at that point.

277.

With a view to advancing Plan A, RFC 607 was issued on 8 February 2018. It was marked ‘Change Priority: High’ which meant that it was “important for DBS and must be implemented soon enough to prevent a significant negative impact to our ability to conduct business”. The RFC requested TCS “to identify solutions to enable a smooth transition for RB’s moving from the R0 system to R1, for both e-bulk and web submissions”. It further stated:

‘All RBs must be able to submit applications into R1. This will require RB’s to be transitioned off R0 and onto R1 over an agreed period of time….

The solution must ensure that at least 6 months’ notice of the change is communicated to RB’s.

If the change is not implemented, there is a risk that RBs will not successfully transition onto the R1 service, leaving them without an electronic channel to submit applications. DBS will not be able to cope with the volume of paper applications if RBs cannot submit applications electronically and, as a result, revert to a contingency process…’

278.

Dr Hunt’s evidence in relation to RFC607 in her Reply Report stated:

‘As discussed in my first report the challenges of migrating a large number of RBs from R0 to R1 was not a new issue as moving all 170 e-RBS from one interface to another simultaneously would always have been very challenging, if not impossible, to achieve.

TCS’s Data Migration Strategy does not consider this issue, it focuses on identifying data that needs to be migrated from R0 to R1 in a ‘big bang’ approach. I have not been able in the time available to identify what approach TCS intended to take to RB’s prior to RFC 607 but note that they appear to have included an R0-R1 bridge which would be tested as part of SIT 253.

This would presumably have allowed data to flow between the systems during parallel operations.

I agree with Mr Britton that the parties’ apparent inability to agree an approach to data migration introduced significant uncertainty and made it difficult to produce a complete plan.

However, it does not appear to have affected TCS’s ability to enter Final SIT.’

279.

However, Dr Hunt fairly conceded in cross-examination that her understanding of TCS’s intention to include a bridge was wrong and that she may have got the timeline confused. As set out below, her conclusion that the inability to agree the commercial implications of RFC607 and related ‘Must Have’ RFCs did not affect TCS’s ability to enter Final SIT, in at least practical if not purely technical terms, is not supported by the factual evidence.

280.

Mr Padannayi’s evidence, which I accept, was that:

‘Indeed, any plans for R1 Disclosure were disrupted because we always thought we had an agreed plan for data migration, but DBS said that they wanted to change the approach. Standard and Enhanced Disclosure checks were already taking place and so there was a lot of existing data to migrate. The planned approach was a "big bang", meaning we'd shut down the legacy system and start with R1 Disclosure at once. This was a complex data migration project with a huge data volume. In early 2018, DBS said that there was a huge risk that the RBs would not be ready and therefore the "big bang" data migration approach would not work. DBS no longer had the appetite to take that risk. I first heard about this from Amit, who had received the message from Peter Evans.

An RFC was raised (RFC 607) to stagger the data migration and create a new solution where an RB could exist and send applications in both legacy R0 or R1. I felt this was a very significant change.’

281.

On the same date that RFC 607 was issued, Adele Downey wrote to Mr Shankar Narayanan (TCS’s Head of UK and Ireland) and Mr McCarthy (TCS’s then Commercial Director) stating:

‘Both,

Thank you for meeting Paul [Whiting] and I today. I found the meeting very helpful in outlining our positions and agreeing how we will take forward the forthcoming commercial discussions.

Commercial issues

At our meeting today we agreed the scope of the commercials that have thwarted progress with the remaining disclosure deployment. We agreed that the discussions should consider all matters as a package with a view to reaching agreement on a safe delivery of R1 disclosure as part of an agreed extension period. The individual elements to be discussed being:

Disclosure scope; to include phased RB migration

Ticket price and volumes; this can include proposals for a revised payment mechanism for the extension period and a review of basic volume forecasts for 17-18, and other forecasts for the final year of the contract

R0 extension costs; taking into account risk and additional cost to run the service

Cause for delay

In order to maintain progress with the disclosure planning, in principle DBS agreed to consider the actual additional third party costs accruing to TCS above the 110% threshold for 2017/18, subject to these being appropriately evidenced.’

282.

This email therefore recorded an agreement that the parties would enter discussions to consider the scope related matters pertaining to R1-D, which, in particular, would include RB migration. In light of the acknowledgement that the commercials had thwarted progress to date, this email in context confirmed the ‘status quo’ understood by both parties, namely there was a pressing requirement to resolve scope as part of R1-D deployment.

283.

Reflecting this, the following was then reported by Ms Downey to the DBS team, described as ‘an agreed statement for Shankar and I’:

“Following the productive joint meetings that have taken place between colleagues in India and in the UK, we have reached joint agreement in principle for the Disclosure re-planning exercise, subject to validation of one commercial matter to be concluded by close on Monday 12 February. Both teams are therefore commissioned to conduct a joint re-planning exercise that will result in a Disclosure delivery date and broad cost proposals for agreed changes to scope. This is to be agreed by 23rd February to form part of the formal negotiations that will take place week of 26 February.”

284.

It is to be noted that the agreement related to the ‘re-planning exercise’, there being no suggestion that TCS was, or could be, continuing with R1-D Final SIT until the scope of R1-D was known and agreed. There was no evidence about the ‘one commercial matter to be concluded by close on Monday 12 February’, and nothing was provided to suggest that this attempt to reach commercial agreement on scope floundered within days. The evidence demonstrated that it continued at a project level (through workshops) and a commercial level for some time.

285.

No doubt as part of the pressure to resolve scope issues, it was around this time that it appears that DBS started to engage with RBs. On 14 February 2018, a conference call took place with a number of RBs to begin ‘early engagement on the transition options’. This presented options of parallel running, big bang and ‘transition period’ (effectively what became known as Option 4). Feedback from the e-RBs was reported as being that more time would be required to assess the available options, and that a minimum of 6 months lead in time from the publication of the final version of the specifications would be required. Clearly, on this basis, in circumstances where the specification was in flux due to DBS’s concerns around the migration strategy (and the feasibility of the solution TCS had contracted to provide), delivery was still a long way off. Indeed, Mr Fritton of DBS advised the e-RBs that ‘no confirmed date for R1 (standard/enhanced) exists currently, although the aim is to delivery within 12 months’ (i.e. February 2019).

286.

Alongside RFC 607, the Business Change Review Board on 16 February had been convened by DBS to give ‘urgent consideration of must have RfCs for R1 Disclosure go-live being given highest priority to enable planning to take place…..’. In light of the essential nature of Must Have RFCs to the viability of the R1-D solution, it is entirely unsurprising that DBS knew well that resolution of those RFCs as part of the overall scope was a necessary part of project planning (and, of course, in due course development and testing). The meeting identified 23 outstanding RFCs which were ‘Must Have’ RFCs that had to be delivered for R1-D Go-Live. Some of the ‘Must Have’s were nevertheless recorded as ‘To remain on hold’ with the BCRB deciding (for example, in relation to RFCs 567 and 576) that notwithstanding their ‘Must Have’ status, ‘the RfC is on hold and is not to be sent to TCS yet’.

287.

On 26 February 2018, TCS presented a number of options under RFC 607, Option 4 being recorded as DBS’s preferred option, which was for a ‘bridge’ to be developed to allow RBs to make submissions using either R0 or R1 data formats before and after Go-Live of R1-D. The final slide set out assumptions about the commercial implications of the change:

288.

In essence, this was required to enable R1 to be delivered in a staggered migration rather than a ‘big bang’, in line with DBS’s own concerns and strategy. TCS’s POAP of the same date based upon the implementation of Option 4 showed that the submission of RFCs by DBS was part of the anticipated timelines, forming part of the critical path through Code Drop 2 to Final SIT and beyond to Go-Live on 16 July 2019:

289.

Mr Evans, of DBS, agreed in cross-examination, and I accept, that their inclusion within the POAPs indicated that the RFCs were regarded by the parties as key. In cross-examination, Mr Evans gave the following evidence (Day 11/121):

Q. Absent their agreement, R1 Disclosure could not go

ahead; do you agree with that?

A. I can't -- I can't say for certain. All I'm looking at

is the list of RFCs that say they are must haves. That

-- on the basis of that evidence, I can't disagree with

that.

290.

Numerous workshops were required between the parties in order to finalise the scope. In parallel with the discussions between DBS and TCS to agree the scope of R1-D, with associated commercials, DBS was, perhaps not unsurprisingly, planning for the eventuality that a commercial agreement could not be reached and as such, ‘Plan A’ would prove unachievable. DBS was reporting internally (in the presentation by Mr Topham dated 2 March 2018) that in delivering plan B with a new supplier, DBS would be effectively starting the R1-D delivery from scratch with any Design and Build work undertaken by TCS being rendered as nugatory. It indicated that there would be a substantial cost to maintain R0 until the R1-Dwas delivered by the new supplier. The procurement process/contract review period for the new supplier was anticipated to be starting in Q2 2018 (i.e. imminently).

291.

As at 20 March 2018, TCS reported (at slide 2) to DBS on the ongoing workshop process to agree the new scope. TCS indicated that 14 High Level Scope Items needed to be clarified, which needed 35 workshops with various DBS teams and 20 workshops with various TCS teams. Approximately 400 Test Cases were estimated to be added to Final SIT scope due to RFCs. At slide 4 of TCS’s presentation, it indicated that the reasons TCS could not start Final SIT were RFCs, GDPR, External Stakeholder Readiness, SPS changes because of GDPR and RFCs (SPS was a key sub-contractor to TCS providing physical document handling services), Data Migration Strategy and External Interface Connectivity. The presentation then detailed for each of these categories a series of issues and what needed to be resolved by the DBS, third parties, or the parties together. For example, it was for DBS to confirm the number of Templates to be changed due to GDPR; and DBS needed to engage with the Friendly RBs.

292.

There was a discussion of the programme between DBS and TCS at a Programme Board meeting on 27 March 2018. In the section of the meeting attended by DBS alone, Mr Evans gave the R1 Programme update which was reported as follows:

‘…Plan indicates a Disclosure Go-Live of July 2019 which is driven by TCS assumptions. [Mr Evans] agrees that the plan is viable/achievable but contains no contingency although may contain some optimism bias. Large part of plan is taken up by eRB transition with an overall total Programme cost of approximately £19.5m to reach Disclosure Go-Live.’

In the section of the meeting attended by TCS, Mr Shah of TCS reported:

‘11. Disclosure plan

‘[Amit Shah of TCS] advised that the plan as presented has already moved by four weeks and that R1 PB should not look at dates but what needs to be done. This plan is more activity driven with the first item on the critical path being RfCs, then when these are finalised will move onto GDPR and then stakeholder readiness.

…His biggest worry on the plan is RfCs, data migration and scoring on Update Service profiles as this will also generate lots of work for DBS. AS feels that these items are captured in the plan.’

293.

It is clear that both DBS and TCS were proceeding at this time on the joint understanding that without commercial agreement on the ‘Must Have’s R1-D was not viable, at least not as envisaged in the original TCS specification. I accept the evidence of Mr Padannayi, consistent with this conclusion, that RFC 607 was fundamental to the whole approach at this time, and its significant ramifications needed to be understood and agreed before TCS could proceed. This was also the effect of Mr Topham’s evidence, which I accept in this regard (Day 9/66):

Q. And if they [the RFCs] couldn't be agreed with TCS, R1 Disclosure

was not going to go ahead, was it?

A. No.

Q. They were never agreed, were they?

A. No.

Q. So there came a point in time at which it was clear that

R1 Disclosure was not going to be provided?

A. Yes.

294.

By 25 April 2018, however, DBS had informed TCS that RFC 607 was not going to proceed. It indicated to TCS the reason as follows:

‘DBS have taken the decision to not proceed with this RFC. DBS position is that the parallel running of R0 and R1 was discussed between the technical teams in order to prevent TCS to have to write complex migration rules for in-flight applications.

However as was discussed and agreed in the forum, data migration is a TCS responsibility and as such, if this is the approach that TCS wants to take the decision rests with TCS. Any period of time during which both applications need to be up to enable DBS to complete the in-flight applications in R0 because TCS have elected not to migrate the in-flight applications is at TCS own cost. The transformation tool will allow all applications to be submitted into R1 from the point at which it goes live so the only reason for R0 to not be decommissioned is to allow DBS to complete the in-flight applications which TCS have chosen not to migrate until they are complete in R0.

So, currently DBS do not view this as requiring an RFC.’

295.

I accept TCS’s submission that this reason was essentially bogus. DBS clearly remained of the view that a ‘big bang’ transition was practically unworkable. There is no evidence that their engagement with RBs on the issue, which had started very late, and which by this stage was extremely limited had led them to alter their own view expressed in October 2018 that, ‘The transition for RBs cannot take a big bang approach’. This is unsurprising, in light of the technical view of Dr Hunt, which I accept, that ‘moving all 170 e-RBS from one interface to another simultaneously would always have been very challenging, if not impossible, to achieve’. Nor is there any evidence that DBS’s internal planning at this stage or in the months to come was at any stage predicated on any scenario which adopted a ‘big bang’ approach to data migration and transition. This letter was, instead, the beginning of the end of negotiations to produce a solution by which TCS would be able to deliver the R1-D which DBS knew it needed for its own reasons.

296.

This strategy was reflected in the ‘Commercial and Delivery Options’ presentation by Mr Topham dated 2 days later. One slide set out what, ‘DBS Wants and Needs from Disaggregation’. This outlined the benefits from the DBS strategy of moving away from a single supplier like TCS. The key ‘changes in approach’ included:

Development of new Disclosure product and a big-bang delivery approach with any supplier is deemed [ ]”. The word following ‘deemed’ is missing (it is not clear if it has been redacted) but from the context it is clearly a pessimistic or negative word (which would also accord with Dr Hunt’s evidence about the inherent difficulty or impossibility of such an approach in principle).

Seek a 1 year contract extension to allow for transition to new suppliers”. In other words (although this was called a ‘revised Plan A’) effectively this was the cessation with TCS in which TCS would not deliver R1-D. The “Preferred Programme Approach” indicated that it assumed “TCS Disclosure delivery ceased immediately’.

297.

It is also fair to identify that within this presentation, DBS presented considerable dissatisfaction with TCS delivery in relation to Barring and Basics, and that it may well be that that dissatisfaction fed into the decision which was effectively made around this time to bring TCS delivery of R1-D to an end. In my judgment, the degree of dissatisfaction, at least insofar as it could legitimately have been directed at TCS, is overstated. In terms of delays to R1-B&B, I have already concluded that TCS is not entitled to relief in light of its inability to have satisfied the contractual requirements of Clause 7. This does not mean that (notwithstanding the contractual risk allocation) it did not face considerable difficulties caused in reality by HPE’s infrastructure issues which were outside its direct control. In terms of the defects in R1 delivery, as set out in the relevant section below, I consider that whilst there is some justification in relation to some of the difficulties encountered, there are also a number of user-interface issues which are not the responsibility of TCS, and the significant performance and reliability related issues encountered after Go-Live (Snowbound aside) were predominantly caused, also, by infrastructure.

298.

On 4 May 2018, TCS set out internally the reasons why at that stage TCS did not consider that it was possible to deliver R1-D by March 2019. I have already set out Mr Padannayi’s evidence in respect of the first reason, above. The other items in the email included:

‘3. The major dependency is on eRBs; with DBS holding the line that the eRBs need 6 months notice before implementing any changes. DBS will not engage with the eRBs, because the ICD has not been approved. We are waiting for the GDPR change to be raised and approved before updating and issuing the ICD. I think we should make any corrections to the ICD, resulting from the Barring / Basic release, and issue the ICD as it is. When the GDPR RFC is approved we can commence work on the changes.

4.

Although the availability of eRBs appears to be on the critical path, the introduction of the bridge means that R1 Disclosure can go live without eRBs converting to the new R1 solution.

5.

The availability of MET to engage with us to progress Final SIT. MET are likely to be available by the end of May. However, MET do not have to make changes to consume the Web Service.

6.

ANI being ready to participate in Final SIT. ANI / DBS are disputing who should pay for changes to the ANI systems. This probably won't be resolved until the end of May and then ANI's suppliers will have to make the software changes; which would take approximately 4-8 weeks to develop and test.

7.

Disclosure Scotland's availability to participate in Final SIT. They are unlikely to be available until the end of May or later.’

299.

It is clear from this email that, as DBS submits, it was technically possible at this stage for TCS to produce its Interface Control Document updated with matters which were within TCS’s control to update. However, it is equally clear that this would not be a final ICD until the GPDR issue was resolved. The evidence set out above demonstrated that the RBs had said clearly that a minimum of 6 months lead in time from the publication of the final version of the specifications would be required. The production of a non-final version would not have, in my judgment, advanced matters and was not causing any delay in the engagement of ‘the major dependency’. There is no contemporaneous evidence that the non-production of a non-final ICD was either causing actual delay nor delaying engagement with RBs.

300.

On 22 May 2022, Mr Topham and Mr Whiting of DBS produced their commercial update paper recommending that the Board endorse the approach of discontinuing R1-D delivery with TCS and exit the contract as soon as reasonably practicable. This was referred to as ‘Plan D’. The paper reported that the cost of this option (Plan D) had been assessed at £231.7m versus a revised Plan A (i.e. to have continued with TCS, deliver disclosure on an extension of up to 3 years) cost of £276.5m for the period 2017-18 to 2021-22. The revised cost was broken down into BAU expenditure of £123.3m and additional expenditure of £108.4m including optimism bias of £24m.

301.

On 31 May 2018, TCS responded to DBS’s letter of 25 April 2018, relating to RFC 607. The letter stated, having set out a short history of the matter:

‘The concept of parallel running was accordingly proposed by DBS in its first problem statement and then planned by TCS in order to assist DBS. For DBS to now assert that RO/R1 Disclosure parallel running is a TCS requirement so as to avoid migration of in-flight applications is very disappointing and disingenuous. It appears that this is another case of DBS again trying to unjustifiably shift blame to TCS for changes to implementation of R1, when the primary driver for RU/R1 parallel running was a change in DBS' risk appetite concerning the approach towards service cutover.

If, as your emails dated 25th April 2018 (previously referenced), and also the updated Rfc 607 (v1.4) seem to suggest, DBS does not require this change then TCS will revert back to its original solution, i.e. TCS will plan to migrate all in-flight RU applications to R1 in a single migration, with no requirement for parallel running. We will now re-engage with DBS to agree how we move forward with in-flight application migration and we will move ahead on the basis that DBS have now accepted the risk that comes with this approach.’

302.

Contrary to DBS’s submission that this reflected TCS (implicitly unjustifiable) ‘digging in’, in my judgment this letter reflected a generally accurate picture that the whole impetus for the move away from a (contractually specified) single migration was DBS’s initiative, with which TCS provided its co-operation. Indeed, this fact was accepted fairly by Mr Topham in evidence (Day 9, p35):

‘…So, again, I know this is not your letter, of

course, it's a TCS letter, but if you agree with

the first sentence, as I have just asked you about and

as you've indicated that you do, then it does follow,

doesn't it, that in fact R0/R1 Disclosure parallel

running was not in fact the idea of or a request of or

arose from something on the TCS side, it arose from

something on the DBS side?

A.

Yes, that -- that's my understanding.’

303.

DBS’s submission, however, that this letter is a reflection of the fact that by this stage at the latest negotiation over the scope of R1-D had broken down is accurate. TCS concluded its letter by requiring that DBS ‘Finalise and communicate to TCS the final approach of data migration, including any agreement of any outstanding options’ by 6 June 2018.

304.

This did not happen. On 13 June 2018, an instruction was given within TCS to cease work on R1-D. I accept that this was because TCS were not receiving the inputs they required from DBS, as explained by Mr Kuncheria in evidence when questioned about this evidence (Day3/106):

Q. … And we can see that the actions that are included is that:

‘The team will cease to work on any disclosure activities. This will include ... releases in drop 8, drop 8 review items, drop 8 defect fix, PMS development, drop 8 ... including PMS testing.’

Then I don't need to read on. What's clear from this message is that there is an instruction coming from somebody that further work on R1 Disclosure should stop; that's right, isn't it?

A. Yeah.

Q. And I assume, given that you were in charge of the project, you must have been -- must have (a) known about this, and (b) must have given the instruction?

A. So, I think there is a mail that I have also sent at that point in time to Shankar right there, another the time frame -- similar time frame, but I mention we should stand down the team because we are not having the inputs needed for us to go forward. So it is better to stand down and have a lean team and wait for, rather than having the whole team wasting their time. So it is probably in that context when you are saying that we should cease to work on disclosure activities until we get those conclusions done. What I am not able to mention -- see from this letter is what is that he's waiting for which -- which is making him feel that it is better that we get those results out before we start engaging the teams further.

So, yes, there is a call at that point in time to step down the team, because we had a whole bunch of people waiting and not able to execute work because of some impediment. I'm not able to fix my mind on what that single element is.

305.

On the same date, the Options paper from Mr Topham and Mr Whiting was sent to the Home Office for approval. A further summary position paper was sent on 22 June 2018 which made clear that DBS's initial evaluation supported a preferred option of not building a new R1-D product; instead a new provider would take over the existing R1 system as it was (Basics and Barring) together with the current R0 (Disclosure). DBS sought official approval. The report emphasised what it saw as TCS’s failures in relation to R1-B&B delivery, and in relation to data migration stated that, ‘Levels of programme and technical complexity have increased and TCS's original proposal for data migration and registered body transition were flawed and the impact would have been catastrophic for DBS. DBS insistence following the difficulties experienced in the Basics transition led to TCS reconsidering their approach.’ This does not, in my judgment, fairly characterise the development of the change in approach to transition, with DBS (no doubt for reasons of internal pressure) seeking to place responsibility for the move away from ‘big bang’ on a flaw in the proposed technical solution, rather than its own views as to the ability of RBs to be ready for such an approach and the effect of RB unreadiness and/or lack of capability at a single unified time on the viability of continued provision of disclosure services. DBS were fully aware of the delays to the delivery of R1-D caused by the preceding period of flux in its attempts to institute Plan A and then Plan B, and noted at 3.6 that (in light of these delays) ‘Investment in the R0 legacy systems was always going to be a requirement’. It also noted a non-financial benefit to the preferred approach that it would enable greater focus on Disclosure improvements for the business as management attention was not on delivering a full new Disclosure solution. The paper also set out the perceived savings of the preferred approach against ‘the current product price’.

306.

The Board’s conclusions were as follows:

‘• That their priority is to protect the live service;

• No option is without risk and on balance Board agreed that the revised plan provides the best approach to manage the risk and protect delivery of the service.

• That R1 performance is not acceptable and therefore too risky for disclosure;

• It is more complicated to build a new R1 platform with another provider for disclosure to then disaggregate from it;

• That should we not pursue R1 Disclosure and therefore DBS doesn't need to continue with TCS

This recommendation is to continue with the preferred course of action to negotiate with TCS in order to securely exit the current contract.’

307.

The proposed timeline took negotiations through to the end of September 2018 at the latest whilst approval for the approach was obtained.

308.

Positioning correspondence continued between the parties about the origins of the implementation of phased transition and TCS’s development of R1-D. On 28 June 2018, TCS recorded in correspondence, in my judgment accurately:

‘As you are aware, a detailed plan must still be agreed between the parties before we can continue with delivery of R1 Disclosure and it is incorrect and wholly impracticable for you to maintain that TCS should have continued to plan implementation whilst DBS had, at the same time, engaged TCS' migration resources (via RFC 607 and various workshops) to consider a different approach to migration, including parallel running of RO and R1 Disclosure. DBS made clear this was to assist with the staggered onboarding of Registered Bodies to R1.’

309.

DBS wrote to TCS on 9 July and 17 August 2018. These were letters which were in due course relied upon by DBS in its purported Partial Termination of the contract (i.e. what was to be the descoping of R1-D).

310.

The 9 July 2018 letter (from DBS’s solicitors) dealt the ‘data breach’ incidents, and performance and efficiency issues with R1-B&B. Paragraph 4.3 stated that the facts previously set out were ‘material Defaults’, specifically:

(1)

Barred List – Deletion of Records;

(2)

Basics Certificates Data Breach;

(3)

Forward Button, Barring Portal;

(4)

Data integrity – victim’s records;

(5)

Problems with Barred List Upload; and

(6)

Performance and efficiency of Barring and Basics.

311.

DBS therefore required TCS to comply with a Remedial Plan process in accordance with Clause 56.2.1 of the Agreement. The only reference to R1-D in the letter was at paragraph 5.8 which stated:

‘One of the issues in the dispute resolution procedure was the treatment of the so- called “Deferred items” and the timetable for delivery of Disclosure. It was clear, even in September 2017, that the parties would need to agree a timeframe for the delivery of Disclosure, which was (at that point) promised for November 2017. Since then, the parties have been unable to agree how to proceed with the project. In the circumstances, as a result of the Delay, our client sees no way that Disclosure can be delivered before expiry of the Term. In any event, the serious issues with Barring and Basics require urgent resolution before any further work is done.’

312.

TCS’s response joined issue with the content of much of the letter. A short further letter from DBS’s solicitors dated 17 August 2018 re-iterated DBS’s position that a Remedial Plan in accordance with Clause 56.2 of the Agreement was required.

313.

The business case proposed by the Board was considered by the PIC committee on 30 August 2018, and by email dated 13 September 2018, approval for the proposal to move services from the TCS contract to a new supplier as soon as possible after the end of the current contract was given.

314.

Five days later, DBS’s solicitors wrote further to the letters of 9 July and 17 August 2018 stating, on 18 September 2018, in relation to R1-D:

‘The project continues to be affected by poor planning. For example, TCS’ specification for the mapping and migration of disclosure data lacks detail and there remains a considerable amount of effort to complete the mapping specifications to the standard required. The strategy for migration of profiles and the update service subscriptions is reliant on manual input and support from DBS. No data cleansing strategy or rules have been published and therefore DBS cannot make an assessment of the extent of the necessary data cleansing tasks. DBS has no confidence that the data migration activities, a prerequisite for the delivery of Disclosure, can be performed before expiry of the Term. DBS has also repeatedly expressed concern about the fact that TCS wishes to migrate the data over nine days (one “big bang” cut-over event), rather than finding ways to make the task more manageable, less disruptive and risky. In short, TCS’ plan takes no account of the very serious issues experienced with data migration to date and it does not address the fact that DBS would not be able to operate its services during the nine-day cut-over period.

Further, TCS expects to migrate all the Registered Bodies at once. There are around 2,000 Registered Bodies which are all independent of DBS. They do not all have the capability to develop and test a new interface to DBS without assistance. It is not sensible to assume that they could do this work within the 9 day cut-over window and, in any event, TCS has made no plan for this. The migration of 45 Registered Organisations to the new Basics platform required extensive planning and took 6 months.

There is not sufficient time within the remaining Term of the Agreement for R1 Disclosure to be delivered, even if TCS had a credible plan for delivery. TCS has missed the contractual Milestones already and it has also failed to meet its own subsequent deadlines. There is no realistic prospect of TCS delivering R1 Disclosure in accordance with the Agreement, whether within the remaining Term or at all.

The breaches of clauses 3-6, the failure to produce Remedial Plans, the breakdown in the Contract Change Procedure (Schedule 2-7) are a result of TCS’ defaults.

DBS is entitled to rely on clauses 55.11-55.15 (the Partial Termination provisions) and thereby to invoke the Contract Change Procedure so as to remove R1 Disclosure from the scope of the Services.

…DBS is actively contemplating exercising its right to rely on clauses 55.11-55.15 to remove R1 Disclosure from the scope of Services as identified … above.’

315.

The following day, DBS gave notice of Partial Termination. The letter stated:

‘This letter is one month’s Notice, issued pursuant to clause 55.11. As set out in the letter from the Authority’s lawyers, Bristows LLP, dated 18 September 2018, TCS:

1.

is in material default of the Agreement and such default or defaults are not capable of remedy; and/or

2.

is responsible for material default(s) that have not been remedied in accordance with the Remedial Plan Process.

These Defaults have already prevented the delivery of the new, modernised functionality known as “R1 Disclosure” (defined in Annex 1) on time or within the current Term of the Agreement. The Authority is therefore exercising its rights to vary the Agreement using the Contract Change Procedure, to remove R1 Disclosure from the scope of the Services, in reliance on and in accordance with the procedure set out in clauses 55.11 and 55.14.’

The parts of the Agreement that shall be varied are set out in Annex 1 to this Notice. However, this Notice shall not affect or vary TCS’ obligation to provide the current “live” Disclosure services using the legacy systems that are now in use, known as “R0 Disclosure” as well as the R1 Basic and Barring Services (together, these services are defined as the “Live Services”).’

316.

Following de-scoping, the parties disagreed about the contractual validity of the Partial Termination. However, the parties treated R1-D as having been removed from the scope of work in fact. For example, in DBS’s Change Management Report dated 9 October 2018 following the above communications, DBS had reported upon its ‘Review of RFC pipeline required following DBS decision to not roll out R1 any further; not introducing R1 for Standard and Enhanced Disclosures.’ The ‘Must Have’ RFCs were generally stated to be with DBS, and were generally ‘on hold’. DBS’s Amended Defence and Counterclaim expressly admits (at paragraph 46.1), and I find, that following the notice of Partial Termination DBS did not (and indeed, to use the word asserted by DBS within its pleading ‘refused to’) engage with TCS in relation to R1-D. In its Closing Submission DBS contends that TCS did not pursue this point or put it to witnesses, but in light of DBS’s pleaded admission, this was not necessary.

317.

R1-D could plainly not in fact be delivered without (1) resolution of the scope question in relation to those RFCs DBS regarded as ‘Must-Haves’ (which would require further co-operation from DBS) and (2) engagement from third parties and in particular RBs, for which DBS was again responsible for co-ordinating. As Dr Hunt’s evidence confirmed, and I find, TCS could not ‘strike out alone’ once DBS had indicated that, lawfully or unlawfully, it had removed R1-D from TCS’s scope and its engagement ceased.

318.

On the basis of the foregoing chronology, distilled from the much wider body of documentation and witness evidence relied upon by the parties which I have considered, I therefore find as a matter of fact that, in summary:

(1)

at September 2017, TCS could have commenced Final SIT but for the absence of the availability of SIT-L with connectivity to support the R1-Dinterfaces;

(2)

from around this time, both parties became increasingly aware, and proceeded on the basis that, in order to provide a viable R1-D solution, there were a number of changes to the specification which were required (‘Must Haves’) and others which were, if not technically required in order for a legally compliant solution to be delivered, practically necessary given the limitations by then understood on the capabilities of the RBs to be ready for transition (i.e what became RFC 607);

(3)

in light of this, TCS was not in fact progressing at full steam towards R1-D Final SIT, principally pending clarification and finalisation of DBS’s required scope, in addition to work required in respect of its own deferred items;

(4)

this position was well understood by DBS from at least October 2017 onwards. It was agreed in writing on 6 February 2018 that there would be a joint replanning exercise and proposals for agreed changes in scope to deliver (at least) a minimum viable product;

(5)

in parallel with this, DBS’s internal strategy developed from late 2017 into one in which, by the spring of 2018, DBS did not want TCS to deliver R1-D at all. In April 2018 DBS sought to blame TCS for its determination that the transition could not be managed by way of a ‘big bang’, but irrespective of RFC 607 there remained other key ‘Must Have’ RFCs the resolution of which were essential for delivery of a minimum viable product;

(6)

by June 2018, negotiations had effectively broken down. TCS stopped work on R1 Delivery;

(7)

DBS also resolved by June 2018 to seek approval for its preferred option of not building a new R1-D product, with a new provider taking over the existing R1 system as it was (B&B) and the current R0 (Disclosure), and bringing TCS involvement with DBS to an end as soon as practicable;

(8)

in September 2018, immediately after approval by the relevant part of the Home Office of its strategy to end the contract with TCS, it sought to de-scope R1-D by way of a purported Partial Termination;

(9)

following de-scoping, there was in fact no further material progress on R1-D. This is because DBS regarded it as having been lawfully removed as scope and whilst TCS disputed the lawfulness of the removal, progress could not in fact sensibly be made without DBS co-operation to resolve ‘Must Have’ RFCs (including GDPR) and/or for testing and delivery at that point and in the future.