Hardware asset management service review

Tender description

Summary of the work Conduct in-depth review of current Hardware Asset Management within Parliament, identifying any issues with provisioning, deployment, approval, tracking and disposal. An outcome of recommendations for transformation of the service. Quick wins and substantial improvements, along with a baseline against which improvements can be measured. Expected Contract Length The expected contract length would be from 3 to 6 months Latest start date 01/10/2016 Why the Work is Being Done The Parliamentary Digital Service provides a Hardware Asset Management function to both Houses of Parliament (8500+ users). The review is required as the efficiency and effectiveness of the service needs significant improvement. For example, the review will need to assess the user experience for ordering, the approval processes and the tracking of assets once provisioned. The aim is to improve the consistency and efficiency of the service across all stakeholder groups and to ensure the organisation is able to maintain accurate information about all its hardware assets Problem to Be Solved Customers (Members/Peers of Parliament & Staff of both houses) experience long lead times to the provision of new or replacement equipment. Customers cannot easily see what equipment is allocated to them or when it is due replacement. The processes that support the end-to-end hardware lifecycle (e.g. provisioning, deployment, tracking and disposal) are perceived to play a part in reducing operational performance. Who Are the Users As a Member of Parliament I need to have timely access to suitable hardware so that I can connect with wider Parliamentary Services and my constituents. As a member of the Hardware Asset Management Team I need to know where deployed assets are registered, to whom, and where they are in the asset lifecycle, so that I can accurately and effectively manage and track the organisation's hardware assets, and be able to report on them as required. Existing Team The supplier would be working with several different teams over the course of this review. Specifically but not limited to: The Hardware Asset Management Team The current third-party suppliers of hardware, off-site support and disposal The Support Desk The Digital Service Senior Management Team Customers Current Phase Not started Skills & Experience • Have proven experience of delivering IT Operating Model design and Implementation • Have proven experience of conducting IT Service Management Process reviews • Have Service Asset and Configuration Management qualifications • Excellent face-to-face interview skills • The ability to talk to, and gain the cooperation of people at all levels in the organsation • Tackle the design of a service that may have multiple digital touchpoints, as well as offline elements. Understanding the bigger picture and defining the overall user experience is critical. • display proven knowledge and expertise of custom service design of large scale organisations and systems and associated business processes Nice to Haves • Strong foundation in User-Centred Design with an ability to identify user needs, business requirements and create and iterate design solutions • Proven ability to calculate the time and cost of an existing process • Proven ability to calculate the time and cost of a proposed process • A good understanding, and a track record of using Business Process Model and Notation or similar UML based documentation method • Proven ability to design a new process, based on a set of similar but undocumented existing processes • Proven experience of delivering similar scale transformation projects Work Location The primary area in which the work will take place will be the Parliamentary Estate in Westminster. The specific building which would be the base for the team would be: Westminster House 7 Millbank Westminster SW1P 3JA Working Arrangments The team will need to work with the Hardware Asset Management team and other key stakeholders (including the third party partners), primarily on-site during working hours. We would expect prospective suppliers to explain how they would need to work with us in order to conduct their review. Security Clearance Any staff working on Parliamentary Information either on-site or off will require CTC clearance to be conducted prior to starting work. The Parliamentary Digital Service will sponsor application for clearance for all required staff. Additional T&Cs The Authority is accredited as London Living Wage Employers. The Contractor and Sub-contractors providing services to the Authority shall pay to all staff assigned to this Contract: a) London Living Wage - (i) where they have dedicated staff working on the Authority’s premises; or (ii) where services are provided to the Authority only, but not carried out on the Authority’s premises and the office supplying services is based in London; b) The Living Wage - where services are provided to the Authority only, but not carried out on the Authority’s premises and the office supplying services is based outside London; No. of Suppliers to Evaluate 3 Proposal Criteria • How the approach or solution meets user needs • Approach and methodology • Estimated timeframes for the work • Value for money • How they’ve identified risks and dependencies and offered approaches to manage them • How the approach or solution meets the organisation’s policy or goal Cultural Fit Criteria • Work as a team with our organisation and other suppliers • Transparent and collaborative when making decisions • Can act with tact and diplomacy to deliver outcomes with diverse stakeholder teams Payment Approach Fixed price Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Do you expect this opportunity to fall under the proposed changes to off payroll working within the Public Sector, and will you be deducting tax at source? https://www.gov.uk/government/consultations/off-payroll-working-in-the-public-sector-reform-of-the-intermediaries-legislation This work is expected to conclude before the "Off payroll working in the public sector reform of the intermediaries" legislation comes into force. The Parliamentary Digital Service would be obliged to follow this when it does come in April 2017. This could include deducting tax at source if appropriate, dependent on the specific scenario.