OR-0001 App (Software) Catalogue - Discovery, Alpha, Beta and Live Operation

Tender description

Summary of the work Discover, design, deliver and operate an end user device App (Software) Catalogue for BEIS and the agencies/public bodies it works with as a key part of our common technology platform. Expected Contract Length 24 months, but may be shorter, depending on how the project develops and the needs. Latest start date 01/09/2016 Budget Range Suppliers will be expected to price per outcome, so these can be stopped, started, prioritised and scheduled on a monthly basis. Project outcomes should be priced per iteration. Operational outcomes priced per month of delivering the service. This will allow BEIS to vary the volume and timing. 1) User Needs - Project 2) Discovery - Project 3) Designing and implementing a catalogue - Project 4) Identifying and procuring/commissioning applications/software - Project 5) Commissioning and managing specialist suppliers - Project 6) Adding apps/software tools to the catalogue - Project 7) Operating and supporting the catalogue - Operational Why the Work is Being Done BEIS and the agencies/public bodies it works with are migrating to a common technology platform to better meet user IT needs. A key part of this is providing a responsive catalogue of applications and software tools to user devices, that help users be effective and efficient. Problem to Be Solved 1) Understanding User Needs. 2) Discovering what is already available and in use, including any commercial considerations. 3) Designing and implementing a catalogue (including smart software asset management), delivery mechanisms and associated policies and processes. 4) Identifying and procuring/commissioning (working with BEIS Product Owner and BEIS procurement) applications/software that meets user needs and design principles. 5) Commissioning (working with BEIS Product Owner and BEIS procurement) and managing specialist suppliers for niche skills/experience to deliver specific work-packages. 6) Adding apps/software tools to the catalogue (inc. configuration and integration). Decommission/migrate existing. 7) Operating and supporting the catalogue, tooling and associated processes. Who Are the Users *As a user, I need easy access (through my devices) to the right applications and software tools, so I can get my job done effectively and efficiently. *As a user, I need new/altered applications and software tools to be quickly available to me as my needs change. *As the App Catalogue product owner, I need to know what is available, in use and backlogged, so we optimise value whilst meeting user needs. *Users are spread across 45 organisations, with 9-10 in scope of this first phase. As such, there will be both common and a variety of specific needs. Early Market Engagement Rainmaker Solutions were consulted in the creation of this brief. Work Already Done High-level discovery is complete on a few of the organisations. This provides an appreciation of the size of the challenge, but not enough information for detailed design, planning and implementation. Some high-level sizing and complexity information: There are... *Likely to be 300+ apps/software tools to be understood and dealt with in phase 1. *A significant number of complex (and sometimes critical) apps created in Microsoft Access, Excel and SharePoint that will need to be dealt with. *Lots of Outlook plugins/add-ins for line of business systems. *A significant number of standalone systems that will need to be discovered and dealt with. Existing Team Product Owner - Internal to BEIS and will own the design and oversee delivery. Dependant services - BEIS teams and their external suppliers. Incumbent technology suppliers for discovery and migration activities. In addition, the supplier will be expected to commission (working with BIS Product Owner and BEIS procurement) and manage specialist suppliers for niche skills/experience to deliver specific work-packages. Current Phase Discovery Skills & Experience • Understand and be able to effectively apply User Research • Understand and be able to effectively apply Solution Design (Architecture) • Understand and be able to effectively apply Application Virtualisation • Understand and be able to effectively apply Application Streaming • Understand and be able to effectively apply Virtual Desktops • Understand and be able to effectively apply App/Software Catalogue implementation and operation (including self serve and integration with service tooling) • Understand and be able to effectively apply Source Control (for application/software configuration) • Understand and be able to effectively apply software licencing optimisation and negotiation and compliance • Understand and be able to effectively apply software usage and metering • Understand and be able to effectively apply configuration management • Understand and be able to effectively apply application rationalisation • Understand and be able to effectively apply complex application assessment and solution (Retire, Retain, Replace, Re-Engineer) • Have deep cloud computing experience and knowledge of what is achievable and available. • Understand and be able to effectively apply delivery using agile methods. • Understand and be able to effectively apply Identity and Authorisation Management technologies and integration. • Understand and be able to effectively apply running operational service processes and governance (ITIL) • Understand and be able to effectively apply policy and process development • Understand and be able to effectively apply governance Nice to Haves • Understand and be able to effectively apply Enterprise Mobility Management • Understand and be able to effectively apply Wardley mapping • Understand and be able to effectively apply delivery of digital products and projects • Understand and be able to effectively apply Major Incident Management • Understand and be able to effectively apply dealing with legacy systems whilst implementing new services. Work Location Department for Business, Energy & Industrial Strategy, 1 Victoria Street, London, SW1H 0ET Working Arrangments Outcomes based. Outcomes will be prioritised, scheduled and achievement reviewed on a monthly basis. Lead roles must be onsite for the majority of business days each week. This is so the wider BEIS team can interact with them easily. Other roles can be either on-site or remote. Occasional travel to other BEIS or partner organisation offices may be required, subject to BEIS travel and subsistence policy. Security Clearance BPSS (https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/365602/HMG_Baseline_Personnel_Security_Standard.pdf). A very small number of applications/data might be more sensitive and thus required additional clearance. These will be dealt with as exceptions and the required mitigation put in place. Additional T&Cs Standard DOS framework and call-off terms and conditions. Charges should be inclusive of any costs of travelling to and working from the base location. The cost of travel to other locations while performing BEIS work will be covered as per the BEIS travel and subsistence policy and will need to be invoiced by the supplier with supporting receipts. No. of Suppliers to Evaluate 3 Proposal Criteria • The proposed approach and methodology • How well the outcomes/deliverables are packaged up to facilitate unit based commissioning (i.e. flexing of demand/volumes) • How the approach or solution meets business needs • How the approach or solution meets user needs • Skill and experience of the supplier • Estimated timeframes for the work • How well risks and dependencies are identified and quality of approaches offered to manage them • Team structure and organisational makeup • Value for money of the proposed solution Cultural Fit Criteria • Demonstrate commitment to excellence and improvement, for example through seeking actionable feedback, setting targets etc. • Show a commitment to ensuring a team understands the user need over simply delivering work • Transparent and collaborative when making decisions and recommendations • Have a no-blame culture and encourage people to learn from their mistakes • Demonstrate courage (for example, express controversial views, confront reality, make tough decisions, question actions inconsistent with group behaviours, candid about progress/estimates) • Demonstrate vulnerability (for example, declare uncertainty, fear, recognise mistakes, apologise, acknowledge weaknesses) • Demonstrate responsibility (for example, act like a leader, serve your team, provide solutions to problems, engage in external/internal environments, seek the best for the organisation beyond your team) • Demonstrate simplicity (for example, take simple steps to goals, do less but better, mitigate failures, talk straight with respect) • Demonstrate excellence (for example, seek actionable feedback, set challenging targets, know users, deliver cost effective high level customer satisfaction) • Demonstrate enthusiasm (for example, bring whole self to work, celebrate success, share passion and energy with others, optimistic) Payment Approach Fixed price Evaluation Weighting Technical competence 57% Cultural fit 20% Price 23% Questions from Suppliers 1. Its is not clear from the above brief that this particular procurement is only about the discovery phase or for the entire engagement. Please clarify? This procurement is for the entire engagement for Discovery, Alpha, Beta and Live. 2. Could the Department provide their best understanding of the current type of applications that need to be transformed - e.g. business intelligence, citizen facing applications, internal decision support apps, CRM, ERP, other etc? • Will the catalogue cover the key business applications of the different groups in BEIS or is it focused on common applications as above? What are the key functional areas, eg Entitlement, Payment etc or are you looking to catalogue all applications? Applications to be transformed include legacy Access Databases (2003 – 2010) and macro embedded Ms Office applications. Scope is 75 percent common applications and 25 percent home grown/business specific. A handful of decision support apps exist including a couple with IIS front ends and SQL on back end. The intention is to catalogue all desktop applications i.e. client installations and/or those with add-ins/plugins etc. 3. Does the Department envisage that the transformed application estate will use a common technology platform and/or reference architecture. If so, could further information be provided on this? Does the Department envisage the procurement of hosted and/or managed services as being part of the transformation? Would the Department consider the supplier proposing their own products and services after Discovery, in areas where they have specific expertise. Ref: https://www.gov.uk/government/groups/common-technology-services-ctsComponents relevant to this procurement are listed below:- Identity & Integration: Active Directory with cloud based SSO for SaaS and other web-based applications- End User Compute:- Device Management: Systems Centre, Casper and AirWatch- Devices: Windows 10 and OSX 10+ laptops, Android & iOS Smartphones- Applications: Office 365 plus standard build applicationsWe are open to supplier products and expertise post-discovery. Also, open to hosted/managed services proposition.