Home Office TPT Programme - Business Engagement and Change Partner

Tender description

Summary of the work A Business Engagement and Change (BEC) Partner is required to provide business change, communication and engagement services to support the delivery of a major technology transformation programme within the Home Office. Expected Contract Length Up to 2 years. First statement of work will likely be for 6 months Latest start date 29/05/2017 Budget Range £500,000 - £2.5million Why the Work is Being Done The Technology Platforms for Tomorrow (TPT) Programme is deploying a corporate technology overhaul across the Department, which will impact circa 29,000 staff. We are delivering a modern Windows 10 OS with O365 and associated collaboration tooling. The programme is also replacing the Department’s legacy application estate end user device estate, including replacing the mobile phone estate with modern smartphones. Within TPT, there is a requirement for an experienced Business Change & Engagement (BEC) Partner to lead the Business Change, Engagement, Communication and Behavioural Change for the programme. Problem to Be Solved TPT needs to ensure that the correct technology is delivered with minimal negative disruption. Therefore, communication with all business areas needs to be clear and consistent. Wider user concerns around how the technology will impact their operations need to be identified. Additionally, users need to receive the required level of support in order to successfully use their new technology. The BEC Partner will work alongside suppliers, workstreams and business areas to undertake change impact assessments and training need analysis, organise the mass deployment of devices, establish end user feedback mechanisms and ensure planned delivery is communicated consistently to end users. Who Are the Users All Department staff (circa 29,000) will receive new technology across eight diverse business areas, i.e. Borders, Immigration Enforcement, Crime, Police and Fire Group, Capabilities and Resources, etc. This delivery of technology will start in June/July 2017, and is expected to take twelve months. End users have a central role in this transformation activity: they will need to know what and when to expect new technology, how the new technology will impact and change what they do every day, and be prepared to maximise their use of new tools and capabilities provided. The BEC Partner will lead on this activity. Early Market Engagement not applicable Work Already Done Significant work has already been conducted within TPT including: 1) The design and configuration of the new technology products are being developed, and a range of teams are working to develop and test new technology, and create deployment processes and schedules. 2) A Business Engagement and Change Methodology/approach is already in use. 3) Communication channels have been analysed and ways of working have been established with other internal business change and communications teams. 4) An ongoing and flexible Business Engagement and Change function is required for the entire project/programme lifecycle. Existing Team The BEC Partner will work with a range of internal and external stakeholders, within a complex ecosystems of suppliers. The Department has a mixed economy of Programme, Project and technology delivery teams. The BEC Partner will be working with a range of Stakeholders both internal and external. There is a number of resources within TPT who developed the abovementioned materials and established effective engagement channels with the business areas. The BEC Partner will need to quickly mobilise and engage with the existing resources, to ensure swift and efficient handover of work, within tight deadlines. Current Phase Not applicable Skills & Experience • Outline experience in business change and engagement within technology transformation programmes in the last 3 years • Outline experience in implementing business change management methodologies, tools and resources • Outline experience with facilitation of workshops and meetings, in particular leading change impact assessment workshops in the last 3 years • Outline experience in the following areas, in the last 3 years: needs analysis, identifying user adoption challenges, business change analysis, training management • Summarise experience with running successful communications campaigns, including planning and delivery in the last 3 years • Demonstrate ability to mobilise an experienced BEC Partner team within the timescales and to manage their performance over the entire contract duration • Outline approach to account management, i.e allocating a dedicated account manager and organising monthly meetings with the Department’s project managers Nice to Haves • Outline experience in supporting technology programmes which have successfully deployed: Windows 10, O365 and Skype, Smartphone, Application migration, voice and video communication • Provide evidence of Business Change Certification or significant track record in a business change, communications, engagement and analysis in similar organisations • Demonstrate ability to collaborate and function within a complex ecosystems of suppliers and internal stakeholders, and ensuring that the end user needs are represented and met • Provide an indication of ratio of permanent to contractor staff in your Organisation and outline how you will ensure consistency of staff within the BEC Partner team Work Location The BEC Partner will be delivering output and outcomes with a team primarily located in central London. This team is expected to move to Croydon later in 2017 and the BEC Partner may be expected to relocate there. It is envisaged that travel to other Departmental locations in the UK may be required. Working Arrangments The supplier’s team will be required to be located on site for five days per week, whether alongside the programme team in London or Croydon, or at a Departmental location around the UK. It is envisaged that the BEC Partner team will consist of 6-12 resources, including an overall Service Delivery Manager, two Communication resources and a number of Business Change Analysts aligned to business areas (i.e. Borders, Immigration Enforcement) and/or workstreams (i.e. Mobile). Day rates will be inclusive of travel and subsistence within M25. Travel and subsistence outside of M25 will be reimbursed in line with the Departmental policy. Security Clearance All individuals in the BEC Partner team will require SC clearance, or be willing to undergo SC clearance checks. SC clearance needs to have been achieved before work can commence. Additional T&Cs The Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence. The essential and nice-to-have skills will be evaluated on the basis of a 0-3 marking. Suppliers will be eliminated if they cannot achieve a score of at least 2 on one or more of the essential skills. No. of Suppliers to Evaluate 5 Proposal Criteria • Identify named team members including CVs and relevant experience • Proposed team structure and approach to managing the service • Ability to mobilise the team quickly and approach to service continuity • Ability to flex up and down resources, whilst ensuring quality and consistency • Approach to ensuring value for money • Approach and methodology to meeting the requirements • Business change methodology and tools, including change impact assessment, training needs analysis and communication plans Cultural Fit Criteria • Ability to function effectively and collaborate in a multi-supplier environment • Working successfully in complex public sector organisations • Approach to proactive issue management, problem resolution and improving ways of working Payment Approach Time and materials Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Please confirm that a proposal is not confirmed at this stage and that the only questions suppliers are evaluated against the 19th of April submission are responses to the essential experiences and nice to have skills? Thanks We confirm that a proposal is not required at this stage. Bidders will be evaluated on the basis of their answers to the essential skills and nice-to-have skills only.Following this stage, only shortlisted suppliers will be expected to submit a proposal. 2. Could please let us know more about the evaluation process for this bid? When do in intend to get back to shortlisted suppliers and those not shortlisted? Once the review and scoring has been conducted, the top 5 scoring bidders will be invited to provide a Request for Proposal (RFP). Unsuccessful bidders will be notified at the same time. This is estimated to be by the 27th April 2017. Full details on how to respond will be provided in the RFP document. Evaluation of proposals will be based on the evaluation criteria set out in the notice and in line with the DOS framework guidance. 3. Is it okay to share information about the Business Engagement and Change Methodology/approach that is already in use? The business engagement and change approach to date has constituted the below:- The team is responsible for change impact assessments, change communications and training need analysis - Change analysts and Change Managers are embedded in Projects to identify the impacts the new technology will have on users - Change Leads are working with the business areas to identify pilots and early adopters and ensure that business needs are considered in the technology rollout Further information will be provided at RFP stage to the shortlisted bidders. 4. What is the IR35 status of this work? We envisage that this DOS Outcomes project is outside of IR35 scope. Please refer to the requirements which outline that this is an outcome-based service. 5. Will the BEC Partner be expected to incorporate incumbent Business Change resources, work in conjunction with or to take over? Will the BEC partner be in charge of developing a training strategy and a training delivery plan? The BEC Partner is expected to take over the service from the incumbent supplier in a swift and efficient way. The BEC Partner will report to and work alongside a number of permanent Home Office staff, in charge of Business Change and the TPT Programme.In terms of training requirements, the BEC Partner will lead the identification of training needs of the different business areas, support the development of training aids and collateral suited to the different needs of end-users, and ensure training delivery methods are appropriate. 6. The deadline for submission is stated as Wednesday 19 April 2017. Is there any specific time on that date or do submissions just need to be in by midnight? Thank you According to the DOS portal, submissions will be accepted until 11.59 pm on Wednesday 19 April 2017. Bidders are strongly encouraged to make their submissions in advance of 11.59 pm, to avoid any technical issues and failure to submit by the deadline. 7. Is there a repository of information to be transferred as part of the handover from the incumbent? Yes, there will be a repository of information handed over to the successful supplier and further details will be provided at RFP stage. 8. What is the Business Change Methodology already in use? The business engagement and change approach to date has constituted the below: - The team is responsible for change impact assessments, change communications and training need analysis - Change analysts and Change Managers are embedded in Projects to identify the impacts the new technology will have on users - Change Leads are working with the business areas to identify pilots and early adopters and ensure that business needs are considered in the technology rollout. Further information will be provided at RFP stage to the shortlisted bidders.