MoJ Transition & Technology Programme-Exit & Deployment service

Tender description

Summary of the work The provision of a Managed Service for Exit from existing ICT contracts and Deployment of new ICT services to MoJ users. A skilled, knowledgeable and experienced service provider is needed to deliver a successful exit and transition of services from current ICT contracts/suppliers into new ICT services contracts. Expected Contract Length Potentially up to 24 months. There will be an initial Statement of Work for 6 months. Latest start date 1st May 2017 Budget Range £7.5m to £8.5m Why the Work is Being Done The TTP Programme is a key enabler of the MoJ’s ICT Strategy and is aligned to the MoJ's corporate strategy and plans for reform and transformation. The Service will deliver a successful exit from current suppliers & contracts and transition services into new contracts. It will deploy new or upgraded services into MoJ business units. One of the key objectives of this work is the provision of a new ICT operating model, a standardised and consistent approach to ICT service delivery and a rationalised and modernised ICT estate. Problem to Be Solved The Exit and Deployment Management Service provider is required to manage the exit from incumbent suppliers and prepare, manage and deploy new services into MOJ business units. Who Are the Users Various end users within the MoJ. Work Already Done The incumbent supplier already provides Exit management services and is part of the way through exit from current ICT Contracts. Existing Team There will be a period of handover from the current supplier of Exit services to the supplier awarded this contract. Current Phase Not applicable Skills & Experience • Experience of detailed Exit Planning: tri-party (Future Suppliers, Incumbents and customer) through detailed discussion and agreement on transition and exit plans (5%) • Experience of supporting projects for exiting ICT services 5%) • Experience in programme management, technical delivery, architecture and commercial negotiations (3%) • Experience of dealing with Stranded Services (1%) • Experience of budget/expenditure monitoring, control & supplier management when exiting from services (3%) • Experience of managing commercial processes such as issuing cease notices to suppliers (2%) • Experience of managing the delivery of any remediation works (2%) • Experience of managing the on-boarding of new suppliers (3%) • Experience of developing deployment tools (2%) • Experience of managing large and complex governance processes in public sector organisations (3%) • Experience of delivering the deployment of technology projects involving Wan/Lan, Video & Voice (VOIP), End User Computing services (EUCS) (5%) • Experience of building trusted and effective working relationships within an organisation – from senior level to end users (2%) • Experience in Development and maintenance of deployment tools (2%) • Experience in Schedule management (2%) • Experience in Remediation management (1%) • Experience in Project management of site surveys/ circuit orders (2%) • Experience in delivery of network products capabilities (2%) • Experience in relationship management with sites (1%) Nice to Haves • Have experience of working on two or more digital by default government services with high transaction volumes (100k p/a) and meeting digital by default service standard criteria. (1%) • Be able to reach effective delivery of services rapidly and deploy an effective multi-discipline team able to fulfil the required outcomes no later than end of May 2017.(1%) Work Location MoJ HQ, 102 Petty France, London SW1 Working Arrangments Mainly on-site, Monday to Friday. As this is a Managed Service, the supplier will agree working practices with the MoJ. Security Clearance Disclosure Scotland/BPSS No. of Suppliers to Evaluate 3 Proposal Criteria • Approach to on-boarding and integration into existing exit & deployment activity. (5%) • Ability to flex resource (up and down in numbers) within their team. (5%) • Core team structure. (5%) • Demonstrate Value for money with cost transparency (2%) Cultural Fit Criteria • Must be able to work in a transparent and collaborative manner with the ability to engage and work with users at all levels (3%) • Have a no-blame culture and encourage people to learn from their mistakes (2%) Payment Approach Capped time and materials Evaluation Weighting Technical competence 65% Cultural fit 5% Price 30% Questions from Suppliers 1. Please could you explain how you will carry out the financial evaluation at tender stage, as you have not yet provided enough detail for us to develop a cost for an outcome? If there is a pricing template, or an additional background document, could you please provide it now to inform our bid/no bid decision? A financial template will be given at the proposal stage to those suppliers we shortlist, based on their initial responses to the essential, nice to have and cultural fit questions. 2. Will the incumbent supplier be eligible to bid for this work, or are you specifically seeking a new 3rd party to deliver the outcome alongside the exiting supplier team? Yes, the incumbent can bid for this. Any Supplier who believes they are capable of delivering this service is eligible to bid for this opportunity. 3. Is there an incumbent organisation providing these or similar services at present Yes there is an incumbent supplier currently providing some of these services 4. Please can you clarify what "deployment tools" are? These are software tools to support exit and deployment activity. 5. Can the Authority elaborate on what it means by “development and maintenance of deployment tools” – what sort of tools do you have in mind ? is this requirement geared towards build of relatively simplistic Microsoft type tools eg plans and models / spreadsheets ? The supplier should outline their experience of using tools to support exit and deployment activity. There are a range of tools available to support this type of activity and therefore specifying a tool or tools is not appropriate. Answers to this question should evidence an understanding of these types of tools and examples where tooling has supported their organisation deliver exit and deployment activity. 6. Can the Authority shed any further light on the issues currently being faced by the programme that relate to the specific services identified in the requirement If there are any issues, these will be addressed with shortlisted suppliers at the Proposal stage. 7. The questions suggest you are looking for team(s) to operate at a variety of sites across UK – is this right ? Yes. In the deployment space there is a need for regional working across sites in the UK 8. Can the Authority clarify if partnering is permissible under this contract Subcontracting, rather than Partnering, is possible but there would need to be robust processes in place to ensure delivery and downstream relationships are effective. 9. Are you looking for the high level structure and management across this piece of work - Using your existing team to do the work? Or looking for the supplier to provide the resources within each areas? We are looking for the supplier to provide the resources within each area. 10. Upon receipt of the questions within the application form, we have found that there appear to be two lots of duplicated questions, which appear to be asking the same thing. Experience of managing the delivery of any remediation works Experience in Remediation management And Experience of developing deployment tools Experience in Development and maintenance of deployment tools May we please clarify if separate responses are required, or whether these are duplicates? Essentially both of these are the same. You can treat them as if they were duplicates and just answer one of each category. 11. Please can you clarify "stranded services"? (Are you referring to stranded capacity in IP networks or services at remote locations?) Stranded Services are services which are unintentionally left out of the original scope of deployment but are later brought into scope. 12. Can you please describe your definition of stranded services with specific examples? Stranded Services are services which are unintentionally left out of the original scope of deployment but are later brought into scope. We don't have any specific examples at the moment. 13. 7 and 15 appear to be duplicate requirements for remediation management 9 and 12 appear to be duplicate requirements for development of deployment tools Are they duplicates and should we combine the %ages Essentially both of these are the same. You can treat them as if they were duplicates and just answer one of each category. 14. Can the Authority expand on the role it envisages the partner will undertake with respect to suppliers – for example would the partner be expected to manage an eco system of suppliers (both exiting and inbound) or support the Authority to do so The supplier (partner) would support the Authority in exit & deployment. There will also be an element of managing suppliers. 15. Given we understand the focus of this requirement is to manage the exit and deployment of new IT services and suppliers, can you provide more insight on the need for development and deployment tools as described in questions 9 and 13”. Answers to these questions should evidence an understanding of these types of tools and examples where tooling has supported their organisation deliver exit and deployment activity. 16. Q2 refers to experience of supporting projects for exiting ICT services. Do you intend this to refer experience of supporting exit or on-boarding projects; or supporting in-flight projects being transitioned across the service boundaries as changes are made? This is about supporting exit and on-boarding suppliers and services. 17. How well-defined is the Target Operating Model? Does it require further definition? The Target Operating Model is already well defined. 18. What is expected to be deployed by the deployment tools and what work will be required? This will be further defined at the Proposal stage. 19. Are those currently delivering the services to be transitioned/exited eligible to bid for this work Yes. 20. Are any suppliers who are delivering the transitioned services eligible to bid for this work? Yes. 21. Can you provide clarification on the definition of capped T&M, how will the construct be worked and will it be capped on a per-work package basis? The DOS website has a broad definition of capped T&M. More detail will be provided to those suppliers shortlisted for the proposal stage 22. Will the supplier be required to operate in compliance with MoJ process/practice/governance? The supplier will have to operate in accordance with MoJ Governance. Process and Practice will be dealt with in more detail at the proposal stage. 23. Please confirm the procurement process - will MoJ be shortlisting down to 3 suppliers for the production of proposals after the 100 word evidence stage? Are presentations expected after proposal submission? Yes, we will be shortlisting to 3 suppliers at the evidence stage. The presentations will be after proposals are submitted. 24. Do the %s in the Proposal and cultural fit criteria, get taken into account in the responses at this submission stage and if so, how are they marked? At the shortlisting stage, the % weightings are not applied to the scores. This happens at the final stage, once proposals & Price have been evaluated 25. Can you provide more detail on the types of services involved, for example does this include a first line end-user service desk To the best of my knowledge, this does not involve a first line end-user service desk. 26. Can you describe some of the technical services required? These will be described in more detail at the Proposal stage. 27. Where are the current teams providing the services located: are some on site and others working remotely? Most of the team are working on site, London, but some are starting to deploy to remote locations. 28. What is meant by “a rationalised and modernised ICT estate”: does this include desktop refresh and cloud migration? This will be covered in more detail at the Proposal stage. 29. Does the service include support to a variety of applications and if so what are they? Yes this will support a variety of Applications but these will be covered in more detail at the Proposal stage. 30. How many users are being supported? Over 1,000 users are being supported. 31. What is the size of the current team providing the services? The current team size has more than 40 people. 32. Will the supplier be required to utilise MoJ toolkits, such as deployment tools or are we expected to provide our own? The supplier may have to use MoJ supplied tools but could be asked to use their own, More detail will be supplied at the Proposal stage.