LB Lewisham - Support for Digital Programme

Tender description

Summary of the work The Council is looking to appoint a provider to work closely with the Council on the ongoing development and implementation of its digital programme. The Council needs specialist team support to deliver digital outcomes for its digital platform solution and to optimise change in its children’s and young person’s service. Expected Contract Length 26 weeks Latest start date 17/04/2017 Why the Work is Being Done The Council is looking to appoint a provider to work closely with the Council on the ongoing development and implementation of its digital programme. The council needs specialist team support to deliver digital outcomes for its digital platform solution and to optimise change in its children’s and young person’s service. For 26 weeks from 17 April Problem to Be Solved enterprise IT strategy to be developed and children and young person's change programme requires support Who Are the Users see role description Existing Team In-house Digital Transformation Team has been in place since April 2016 and is led by a Programme Manager and Worksteam Leads in the 4 areas. There are project managers, business analysts and subject matter experts in each of the workstreams. Current Phase Not applicable Skills & Experience • • experience of the Multi-Agency Service Hub (MASH) and Early Help Service environment, business processes • • Enterprise architecture knowledge and experience of defining a business application strategy • • Knowledge of Electronic Document Management systems, their application in a local government environment and ability to generate organisational savings. • • Ability to develop sound business cases with a high degree of confidence for technology solutions. • • Experience of front office platform options for LAs - CMS, CRM solutions, eForms and customer authentication including as a minimum Gandlake, Team Knowledge, Microsoft Dynamics and CMS. Work Location Catford, Lewisham Working Arrangments Agreed on appointment No. of Suppliers to Evaluate 3 Proposal Criteria • •Approach and methodology • •How the approach or solution meets user needs • •How the approach or solution meets your organisation’s policy or goal • •Estimated timeframes for the work Cultural Fit Criteria • •Take responsibility for their work • •Work as a team with our organisation and other suppliers Payment Approach Fixed price Evaluation Weighting Technical competence 45% Cultural fit 20% Price 35% Questions from Suppliers 1. Could some of work under this proposal be done offsite? Yes 2. Please clarify the exact role the partner is expected to perform i.e. will they be leading or supporting strategy development? How many people are sought to fulfil this requirement? We need somebody to help finalise the enterprise architecture through reviewing some of the areas listed in the advert e.g. front office platform. we currently have 200 applications which need rationalising and simplifying 3. 1)Are there any further detailed requirements available, or will you be issuing more detailed requirements and tender instructions at the next stage of the procurement? Once we have shortlisted we will release the detailed requirements 4. What elements of change are taking place in the children and young person's service? What support do they need? Lewisham have built a new front door for the MASH service and this work needs to be completed and benefit realisation began. 5. Please could you advise what you current Document Management solution is? Are you expecting a fixed price on a set of sprint resources and if yes, will you supply more details on the scope of the project? Currently have several document repository systems and scanning solutions, the role of the solutions architect would be to determine the correct strategy for the council and roadmap for delivering this and moving to a single platform 6. Please clarify what is meant by 'Enterprise IT Strategy to be developed' - does this mean created from scratch or an existing strategy to be enhanced? We have an ICT strategy and have began work on an applications strategy but there are several key questions regarding the applications architecture which are unanswered - these are ERP adoption; EDRMS; front office platform; among others. Others will arise over the course of the year 7. Please provide the role descriptions as specified in the 'About the Work' section Two roles: solutions architect (with experience of ERP; EDRMS; Front office platforms/website) and project manager for children's front door 8. Would you consider working with a supplier who would deliver the majority of the development work offsite, attending site only for kick off and design meetings? development work is not really required for this role; its solutions architect and project management 9. What are the 4 work streams? Corporate; customer services; children's/young people; adult social care 10. What are the digital outcomes the Council wants delivered for the digital platform solution? Is there a prioritised digital outcomes list? outcomes are focussed on determining the right strategic solution or platform for our core platforms including ERP; EDRMS; Front Office; CRM 11. Please clarify the exact role the partner is expected to perform i.e. will they be leading or supporting strategy development? How many people are sought to fulfil this requirement? solutions architect will help formulate the strategy for particular priority areas as determined e.g. ERP solutions. Priorities to be determined by the Council. We would like one individual to undertake this work that said we are happy to contract with a company who can send in specialists for each area. 12. Could some of work under this proposal be done offsite? yes 13. Please can you clarify the expected timeline for further stages of this procurement? Shortlisting to take place next week, week commencing 17th 14. Can you confirm whether you mean 'Multi Agency Safeguarding Hubs (MASHs)' rather than 'Multi-Agency Service Hub (MASH)' that is listed in the opportunity description yes - apologies 15. 1.What is the budget available on hand for this project ? 2. Can work be done remotely with weekly / bi-weekly / monthly meetings on site in Catford ? 3. What are the project deliverables : ie. Report on findings, Actual analysis of campaign, Design of graphics etc ? 1. budget not fixed; 2. yes work can be done remotely; 3. deliverable for the project manager is successful closure of the project and handover to BAU; for solutions architect it varies but recommendation reports and technical architecture design for key areas e.g. ERP, EDRMS