Home Office - Border Force Technical Project Management Services

Tender description

Why the Work is Being Done The Home Office and Border Force UK are transforming services with the introduction of a number of new digital systems. Migration to these new systems is complex demanding a series of transitional hybrid states from old to new. During this transition period the legacy systems are maintained and developed while new systems, solutions and applications are integrated into operational activities. To meet the operational needs of the business and to support the introduction of the new digital platform both existing and future system delivery is required. Problem to Be Solved A Technical Project Management service is required to support the programme team to manage the integration of these new digital platforms into the current systems whilst managing changes into existing legacy systems in parallel. This will work with our delivery partners, (internal and external) to provide an enhanced service to our users throughout this period. All projects will typically require a Delivery Manager, who may need support from a range of additional roles dependent upon specific Statements of Work. These could include Technical Architect, Project Planner, and Project Office Support. On larger projects a Programme Manager may be required. Who Are the Users Many systems are part of the Critical National Infrastructure operating 24/7/365 supporting operations and users for Border and Immigration controls both within Home Office and wider Government Agencies. The delivery of these outcomes is expected to enable the users to analyse passenger, freight, and potential visitor information using new services and systems while legacy systems are maintained as a parallel and stable service. Early Market Engagement None. Work Already Done The legacy systems are well established and the digital services are in differing stages of development from early implementation to early design post a discovery phase. Transition plans are embryonic and interfaces between the old and new platforms have yet to be designed. Existing Team The existing team is a blend of internal HO staff supplemented by external consultants. The legacy systems are maintained by multiple external Systems Integrators whilst the new digital platforms are typically developed by in-house teams. Current Phase Not applicable Work Location The work is predominantly based in London within the M25 (Westminster initially and Croydon). Stakeholders and suppliers are out of central London in multiple locations. Some travel may be required. Working Arrangments Your response should set out how you could maintain the availability of your services over time, the ability to supply up to 2 service provisions concurrently, and your ability to respond to immediate surge requirements. The Home Office reserves the right to both extend and shorten the services provision period, subject to discussion with the preferred supplier(s). Services are expected to be provided across the multiple sites as required. Expenses will conform to HO internal policies and will not be payable to Westminster or Croydon. Security Clearance All staff engaged on the programme must currently hold or be capable of being security cleared to SC level. Additional T&Cs Proposed individuals who are non British/EEA nationals must either be in possession of leave to remain with no restrictions on their time to live/work in the UK or their leave to remain must be valid for the duration of this award and permit work in this capacity Monthly financial reporting reconciled to a SFIA skill matrix Monthly expense reconciliation Fortnightly and Monthly progress reporting against planned deliverables and other balanced scorecard measures. Skills & Experience Using industry recognised Agile and Waterfall project management and software delivery methods Have success with matrix-managing a multi-disciplinary programme team within the last 12 months Management of Third Party Suppliers Have successfully established Intelligent Client Functions to direct and assure deliverables from internal and external suppliers. Have provided reporting, planning, risk, dependency, financial and change management aspects of a Programme Management Office within the last 12 months Provide demonstrable experience of creating and assuring end to end plans, mapping out dependences and work breakdown structures Provide demonstrable experience of assuring projects and find out where they are going wrong and what is required to remediate Have success in establishing hybrid transition plans for a consolidated service of legacy and digital platforms. Have evidence of successful collaboration and partnership in a team working environment. Nice to Haves Understand issues applying security checks to individuals travelling across borders. A detailed understanding of detection services and related services. Knowledge of traffic control systems including ANPR Demonstrate ability to lead thinking with suppliers and partner organisations. Demonstrate experience of working with port/ airport authorities Provide evidence of their methodology for Service Readiness transition. Demonstrate a successful approach to completion of required GDS Service Assessment, Security Health Check, Penetration Testing, HO Service Readiness, and HO release reviews as part of quality and acceptance tests. Provide demonstrable evidence of staff with experience of managing senior stakeholders Demonstrate experience of working successfully in complex public sector organisations Provide demonstrable success in the delivery of core infrastructure and//or distributed IT system projects/programmes within the last 12 months Have experience of transitioning services from physical infrastructure to cloud Have experience of successfully transitioning projects into a live service environment within a government department within the last 12 months Proven track record in a multi-supplier environment of bringing organisations together to deliver a shared objective. No. of Suppliers to Evaluate 5 Proposal Criteria Requirement Specific Competence (20%) Scale Capability (10%) Risk Management (20%) Methodology (10%) Plan (15%) Performance (15%) Policy (5%) Security (5%) Cultural Fit Criteria Stakeholder Management: Experience delivering progress reports and liaison with a wide range of internal stakeholders, including those at senior level. One Team approach: be visible to staff and stakeholders. Be transparent flexible and collaborative Development of Client capability People Development including staff training, development and mentoring processes and ability to document and communicate ideas, issues and solutions. Innovation and Value for Money. Payment Approach Capped time and materials Assessment Method Written proposal Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range budget range of between £1.0m and £2.0m (excl vat) for the purpose of evaluation, it should be assumed that all roles will be required for a work package duration of 120 working days. separate day rates for each role should also be supplied with details of management processes and mitigations for poor service delivery, staff handover, turnover, quality maintenance and corrective actions. consideration should be given to how good performance can be incentivised to ensure milestones are delivered on time. subsequent statements of work will be agreed on fixed price, capped price, or t&m basis with agreed milestones and deliverables.