IP Act Implementation - Programme Layer

Tender description

Summary of the work Project Management, systems engineer, business analyst, business design, communications specialist and PMO support to facilitate the client side function of the Investigatory Powers Act Implementation at programme layer. Expected Contract Length Up to eighteen (18) months Latest start date To start on-site with appropriate clearances as soon as is practicable, ideally 18 April 2017 Budget Range £2,000,000 - £2,500,000 - suppliers should outline all pricing/costs including: day rates and mark up %. Why the Work is Being Done The passage of the Investigatory Powers Act has led to significant business change impacts across government, law enforcement and intelligence agencies. A central team has been established to lead on the assurance of all elements of Act implementation. The primary focus is on legal compliance , involving more robust safeguards and a new oversight function. These requirements have led to significant business and IT change and substantial training across all impacted areas. This work package will provide support to the Home Office’s implementation team; setting strategic requirements, coordinating and assuring planning and delivery of IP related change activities. Problem to Be Solved Implementing an Act of this nature is a challenging undertaking, creating change across the Intelligence sector, policing, public and local authorities. This requires significant direction and monitoring to ensure it is delivered within appropriate timescales without compromising public safety or operational purposes. There will be significant scrutiny internally, from parliament and the public. Implementing this work requires clear commissioning requirements and objectives, a comprehensive end to end design, ongoing monitoring, reporting and support, clear communication with bespoke engagement for each area and assurance from design through to post implementation review. Who Are the Users A wide range of stakeholders are impacted by the delivery of the Act and will require use of the systems and process being delivered i.e. to allow secure communication between public authorities and the Investigatory Powers Commissioner. These users include all law enforcement agencies, multiple government departments and public bodies, intelligence agencies, as well the Investigatory Powers Commission and new communications data independent authorising body itself. These users will employ provisions within the Act to support their ongoing capabilities and delivery will need to be managed without compromising operational objectives. Work Already Done As this work commenced in August last year – significant documentation on objectives, requirements, planning etc has commenced but needs to be reviewed and maintained. Work is still required in setting the acceptance criteria and assurance area, particularly as implementation approaches. All areas are currently approaching the end of their design stage. Significant work is required in the communications space – although the creation of a communications and lines to take pack has started. External, Ministerial and parliamentary engagement still requires significant work. Existing Team There is an existing team of around 8 people (Civil Servants and various contractors) currently working in this area, although as of 31 March, this will become a team of 4. Current Phase Not applicable Skills & Experience • Have an understanding of investigatory powers legislation within the UK, including implications of this for law enforcement, Warrant Granting Departments, Intelligence agencies, wider public authorities and Communication Service Providers; • Have an understanding of what the introduction of the IP Act (2016) means for changes to people, business processes and systems required across the establishments listed above; • Have experience of working as an integral part of the leadership team on legislative change transformation programmes within government; • Have experience in managing change by influencing policy, legal, and delivery colleagues within a government department; • Have experience of working closely with these colleagues to translate legislation into a clearly defined programme of work; • Have experience of establishing effective governance regimes on legislative change transformation programmes; • Have experience in managing cross-Whitehall departments on programmes where accountability rests with the central government department but where delivery responsibility is delegated; • Be able to hold cross-Whitehall departments, at both operational and senior levels, to account; • Have a clear understanding of the end-to-end processes and core infrastructure and applications that are currently used across UK law enforcement and Intelligence agencies; • Have a clear understanding of the challenges faced with transforming these processes and infrastructure and how to resolve them, and identifying risks and mitigating actions. • Have an understanding of the range of provisions within the Investigatory Powers Act (2016) and associated Codes of Practice; • Have an understanding of which aspects of existing investigatory powers legislation remain in associated Acts, and which are repealed. Nice to Haves • Experience of contributing to Director General Board level and Ministerial briefings as necessary; • Experience of building effective working relationships across government and external partners. Work Location Home Office London Sites: 2 Marsham Street and possibly Croydon in the future. There will be opportunity for suppliers to work from their own premises/remotely, where appropriate. Working Arrangments The work will take place on Home Office systems at Home Office locations in London. Some travel outside London may be necessary and the Home Office Travel and Subsistence policy will apply. It is envisaged that the work will be full time and any changes in resource requirements during the contract shall be agreed with appropriate notice. Security Clearance All staff must hold, or be willing to undergo SC or DV security clearance to operate on this project. SC clearance is the minimum for any work. In certain areas, DV would be highly desirable so proposed staff should be willing to undergo the vetting process required for DV. No. of Suppliers to Evaluate 4 Proposal Criteria • Mobility: Availability of suitable numbers and types of resources at short notice • Skills and experience of team members • Value for money • Team structure Cultural Fit Criteria • Function effectively as a team with the Home Office and other suppliers; • Offer solutions in a rapid, clear and effective manner; • Offer innovation; • Be pro-active in problem identification and resolution. Payment Approach Time and materials Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. The summary of work lists a number of roles; are you looking for dedicated resources to fulfil each of these positions for the duration of the phase, or are you looking for scalable support that can be dialled up/down across each area throughout the phase as needed? We are looking for a core team for the duration of the contract. Depending on issues that arise there may be a need to scale up the team. Alternatively we may find that after an initial surge of 6 months - we could scale back a resource. We would aim to review the resource requirements on a quarterly basis. 2. Could you please give an indication of the number of resources (minimum team size) you might expect for the start date of 18th April 2017? We would expect the bidder to justify in their tender the number of staff proposed in relation to the works to be performed, ensuring that the team outlined is appropriately sized and skilled to be able to deliver this requirement at the best overall Value for Money. Therefore, this could mean any one individual having the ability to fulfil multiple skill sets. We would aim to review resourcing requirements a quarterly basis, through a process to be agreed by the Authority. 3. Could you please give an indication of the skills you might expect as being required for the start date of 18th April 2017? You have listed the required roles in the summary, are we to assume one of each will be required? It would be expected that the supplier would be able to supply all resources but the amount of support required from each service area will fluctuate over the delivery window. Please also refer to the answer for question 2, above. 4. In the evaluation section (Proposal criteria) – ‘team structure’ is listed as one of the four evaluation criteria. Could you please give further information on how team structure will be evaluated at this stage (for example does this relate to a proposal required from down-selected suppliers at a later stage in the procurement process which requires the specification of a team structure)? Yes. We will be requesting that shortlisted suppliers provide the items listed under 'Assessment methods' with an assessment of the 'Team structure' of the remaining (4 or less) suppliers based on the content of the 'Written proposal'. 5. You have stated that you envisage the roles to be full-time, would you accept proposals that utilise senior consultants part time and supplement them with more junior resource – this approach can provide excellent results and value for money. We would accept proposals of this nature. We would suggest that bidders make a decision as to the appropriateness of the size and skill of the staff proposed to deliver this requirement, ensuring that best Value for Money is offered. 6. Could you please clarify what is meant by ‘communications specialist’ in the summary of work? Is this for a Communications Manager or specialist in the communications (CD/LI/EI) landscape? It would depend on the individual. It is someone who would lead on Communications across the Programme layer. We would expect a supplier to recommend what role they feel would best support leading on the implementation. 7. Could you please calrify is this is a new request or there is an incumbent supplier? There is no incumbent supplier working on this requirement as it is outlined, although there are suppliers and individual subject matter experts who currently contribute towards this work stream. 8. The skills matrix is not detailed, you have not provided any clarity on the skills of Engineer or Designer and other roles....Please clarify why that is the same. We feel these roles are better suited to specialist category... we would need clarity on this before we submit our BID. Please refer to the response for question 2. The essential criteria shows that the supplier must have previous experience of implementing similar work. 9. What, if any, restrictions are there on using resources currently or previously working client-side either in production of the proposal or delivery? There are no fundamental objections to this but bidders must ensure proposals offer best Value for Money and that there are no conflicts of interest, or the possiblity of perceived conflicts. 10. Will the resources requested be operating as a single team with a single reporting line? If not, what is the expected reporting structure? Yes - they will report into the civil servant G6 Programme Manager.