Disclosure Scotland - Discovery and Alpha

Tender description

Summary of the work DS require a supplier with specialist capability and experience in transforming large scale, complex business critical end-to-end legacy technology and services into efficient modern solutions, to provide a team for a Discovery and Alpha. Key capabilities include: System Integration/Technical Architect; IT Service Management; Digital Service Design; Service Transition, Security Architecture Expected Contract Length 16-18 weeks from Start Date for entire engagement (both Discovery and Alpha in total) Latest start date August 2016 Why the Work is Being Done DS require a Discovery & Alpha to support the development of integrated digital solutions that will deliver the DS Digital Strategy and also allow decommission and transition from the legacy platform. We need to understand transformation opportunities in the context of: 1. Replacing the existing legacy mission IT applications and technology platform (this currently supports DS's end-to end business processes) in favour of digital and cloud based alternatives where appropriate. 2. Designing efficient digital services that meet customer & user needs along with policy and strategy objectives. Problem to Be Solved To replace legacy systems and contracts with modern, flexible digital alternatives; and transform services to meet user and agency needs such as: -‘Digital First’ customer centric approach to delivering services, aligned to SG Digital Strategy and standards; -How to replace the mission IT legacy system, which is reaching end of its life, support and maintenance; -Defining the Service & Solution Architecture and overall Delivery Approach with appropriate levels of protection; -DS team does not have sufficient experience and capacity to conduct this Discovery and Alpha but will work collaboratively with the successful bidder to deliver this outcome. Who Are the Users -As a PVG Scheme applicant I need to efficiently become a Scheme Member to gain employment; -As a PAD Customer I need a Disclosure to gain employment; -As a Organisation working with the vulnerable I want to ensure my staff are not disqualified from working in this sector; -As DS Security Manager I need to ensure customers personal sensitive information is proportionately protected; -As DS Service Manager I need services that are efficient and effective to operate, support and improve to meet evolving user needs. Work Already Done Through client side consultancy a Digital Blueprint and Roadmap have been created. These artefacts require further development in collaboration with DS. Some work on draft Architecture and Design has been undertaken but this requires to be further developed and an integrated Delivery Approach and Sourcing Strategy need to be created. Existing Team The supplier will work with blended, multi-discipline in-house DS teams and people, including Service Managers, Product Managers, Business Analysts, Technical Analysts, Technical Architects, Project Managers, Delivery Managers and Service users. There may be instances where the supplier will need to work with other DS suppliers. At present the DS team have limited digital experience. Current Phase Discovery Skills & Experience • Have experience of delivering successful discovery outcomes to support complex service and technology transformation including undertaking service design (4%) • Have experience of collaboratively defining, developing and delivering successful Alpha Prototypes of customer-centric & mission IT digital public services (4%) • Have experience of designing a target architecture, Systems Integration and IT Service Management as an output of Discovery (4%) • Have experience of developing an overall Delivery Approach from solution architecture and service design, including requirements then defining compliant Government Procurement Sourcing Options to support multiple deliveries (4%) • Have experience of effectively planning for new customer-centric & mission IT digital services which incrementally integrate with backend legacy applications (4%) • Have experience of developing Digital Solutions which incorporate large volumes of personal sensitive information with appropriate levels of protection (4%) Nice to Haves • Demonstrate experience of successful delivery of complex service transformation projects from Discovery to Live involving retirement of legacy services (1%) • Demonstrate experience of successful delivery of knowledge transfer to client staff (1%) • Demonstrate experience of leading Public Sector organisations in Agile and iterative development (1%) • Demonstrate experience of user and customer research and the ability to integrate findings in to the service design as part of a large Business Transformation Programme (1%) Work Location Work will be required to be undertaken at DS offices in Pacific Quay, Glasgow. Working Arrangments Work summary: -Produce service design and solutions architecture (including security & on-going operations) that will deliver DS Digital Strategy and replace legacy systems. -Identify technical, business, delivery risks and mitigations. -Based on the produced Design develop the Delivery Approach for the solution (include Sourcing Routes, Business/Technical Requirements & Transition Approach) -Supplement & build DS digital capacity and capability in key areas including solutions architecture and Agile delivery management, transfer knowledge to DS colleagues -Facilitate the generation of epics and user stories for end-to-end solution and selection of services to prototype during Alpha. -Build and host Alpha then transfer to DS Security Clearance All Supplier resources must meet the Baseline Personnel Security Standard (BPSS). No. of Suppliers to Evaluate 5 Proposal Criteria • Proposed approach and methodology for the Discovery Phase highlighting any dependencies on DS & highlighting Key Risks (18%) • Proposed approach and methodology to defining and then developing, building, hosting & deploying the Alpha highlighting any dependencies on DS (12%) • Proposed deliverables and timeline for both Discovery & Alpha including proposed team size, named team lead and roles & responsibilities (12%) Cultural Fit Criteria Evidence ability to effectively collaborate & engage with DS to deliver this engagement. Evaluated as on-site presentation of overall proposal –named team lead must be part of presentation team (10%) Payment Approach Capped time and materials Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. Would you consider several suppliers depending of their specialties? User research supplier, Content and design supplier and DEV/technical supplier? or you are looking for a single supplier that offers all the specialties? Disclosure Scotland would welcome bids from consortiums, but the bid must be submitted by 1 tenderer as the lead with the others detailed as sub- contractors . 2. The notice refers to a “Digital Blueprint and Roadmap”. Can this be shared with potential bidders? These are available as supporting documents as stated in the advert. To receive the documents, can you please email DSProcurement@gov.scot 3. The notice states the Digital Blueprint was created “through client side consultancy”. Can you confirm who assisted Disclosure Scotland (DS) to create this? DS do not feel this information is relevant in order to provide a response to the Discovery/Alpha requirements. 4. The notice refers to work done to create a “draft architecture and design”. We would like to understand whether this is fixed or open to change as a result of the discovery exercise. The intention is that this will provide a starting point to the Discovery exercise and these should be developed by the Supplier working with DS. 5. The notice refers to assessment by written proposal, case study and presentation. Can you confirm how and when these fit into the procurement activity? These methods of evaluation will be utilised following the shortlisting exercise of Essential/Nice to have criteria. As per DOS guidance. 6. Is DS in a position to outline timescales and procurement plans for future phases? No it is expected that this will be developed during the Discovery exercise. 7. With reference to procurement regulations, can DS confirm that the appointed supplier for this Discovery and Alpha phase would not be prevented from bidding for further phases of procurement? Suppliers will not be excluded from future procurements unless there is a conflict of interest. 8. Could you please confirm the cut-off time for the events below 1. Deadline for asking questions - Wednesday 22 June 2016 2. Closing date for applications Wednesday 29 June 2016. 1. Questions must be raised by midnight on Wednesday 22nd June. 2. The deadline for application submissions on Wednesday 29th June is also midnight. 9. Can you confirm that a proposal and case study(s) are required to submitted by the 29th of June to support the submission. No proposals are not required to be submitted by 29th June, only suppliers shortlisted after 29th June will be invited to submit a proposal and case study(s) for further evaluation. 10. Are there any further documents that Disclosure Scotland can share to provide more information? These are available as supporting documents as stated in the advert. To receive the documents, can you please email DSProcurement@gov.scot 11. Can you please confirm the time questions regarding the above have to be submitted tomorrow and if we should send them directly to you. The question must be raised by midnight on Wednesday 22nd June, and must go through the DOS portal. 12. Work will be required to be undertaken at DS offices in Pacific Quay, Glasgow. Would it be possible to work remotely part of the time, or are you only interested in onsite resources? It is our firm expectation that all of the Discovery activities will need to be undertaken at Pacific Quay. We also expect that the Alpha activities would be delivered on-site, however, if a supplier could demonstrate a strong case for some Alpha activities to be undertaken off-site we would consider this. 13. Can you please specify if this discovery and alpha is looking across all services and products offered by DS, or is this focused initially on a subset? This will help us gauge the size of team/s required. The Discovery phase will encompass all services and products offered by DS. It is envisaged that the scope of the Alpha phase will be identified and agreed as part of the Discovery output 14. Please can you provide more details about the evaluation, specifically, the mechanism used to score the price including if this will be based on day rates for individual roles, a blended team, or one or more work packages that deliver an outcome? The commercial evaluation will be based on fixed price for delivery of both outcomes - Discovery & Alpha. 15. Is Discovery and Alpha to be delivered using a formal Agile approach or is DS open to a broader iterative model which may use elements of Agile and other approaches? DS is open to considering any delivery approach that a supplier can demonstrate will deliver our outcomes. 16. Is the supplier’s primary focus on delivering technology design and prototypes to meet Digital Blueprint standards with DS’ business stakeholders? The scope of the technology design must extend to both the Digital Blueprint and the replacement of the current Mission IT platform. Consideration must also be given to the most appropriate migration strategy. The Discovery Phase will consider both technology and business outcomes as well as the requirements for Alpha. 17. Will the supplier be expected to provide consultancy services or is the key focus on providing resources with the right skills and experience? The supplier is required to deliver the outcomes as specified in the advert. 18. Is DS looking to primarily buy services or resources? DS is procuring a supplier to deliver a Discovery and Alpha outcome. 19. Will DS be managing supplier resources directly day to day? No, the supplier will manage their own resources.