Scoping exercise for a London Office of Technology and Innovation

Tender description

Summary of the work The GLA and London Councils require a scoping exercise for the provision of a London Office of Technology and Innovation. This requirement is to find a partner to provide expertise in strategy, digital capability assessments, and organisational change. To apply, please email david.byrne@london.gov.uk. Expected Contract Length 6 months Latest start date Monday 12 June 2017 Why the Work is Being Done The scoping exercise will explore the potential for London’s public services to co-ordinate innovation efforts in data, digital and technology. It will establish the business case and potential operating model for a London Office of Technology and Innovation (LOTI). The study will find the appetite for and gain to be accrued by the GLA and the London boroughs from existing and future workstreams. LOTI will amplify existing efforts and create new areas of joint working in the transformation of public services. The goal is to have more effective and efficient services in London designed around community need. Problem to Be Solved London has many good examples of collaborative applications of data, digital and technology to improve decision making and public services, and drive urban innovation. LOTI should increase sharing of good practice. It should encourage the development and adoption of common standards and approaches from data to service design. This avoids duplication and boosts innovation. LOTI will present a stronger ‘demand picture’ from London’s public services to be presented to the London technology ecosystem. Finally, as new and disruptive business models emerge, London’s public services need to be able to anticipate and be ready for future technology developments. Who Are the Users The users will be the Greater London Authority, London Councils, and participating London Borough authorities. Participation of other public service authorities in London in a LOTI would also be welcome. These public bodies are responsible for the delivery of a wider range of services, as well as the development and management of London’s communities and built environment. Work Already Done Preparatory discussions have taken place between the Greater London Authority and London Councils Existing Team The Intelligence Unit in the Greater London Authority holds lead responsibility for the Smart Cities and City Data agenda. They are already working in collaboration with London Councils and a number of London Boroughs. Current Phase Discovery Skills & Experience • Technology strategy • Public policy • Business case and operating model development • Service (co-design) • Innovation processes and systems • Stakeholder engagement techniques • Organisational change Work Location The work will be based in London, with some anticipated site visits to participating organisations. Working Arrangments A project steering group is being formed from representatives of the GLA, London Councils, and the London Boroughs. This group will be consulted and will provide input at key stages of the project. No. of Suppliers to Evaluate 5 Proposal Criteria • An executive summary outlining theTenderer's understanding of the project's overall objectives and outputs • Method statement including how to delievr a detailed analysis of individual plans, activities and operating environments at the individual borough level, a business case and operating model for LOTI • Detailed timing of the programme indicating milestones • Previous relevant experience Cultural Fit Criteria Method statement including innovative stakeholder engagement techniques, research and audit methodologies and how you will work intensively with the GLA project team to co-produce the operating model Payment Approach Fixed price Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. How would GLA like suppliers to ask questions? Via the portal or the email address provided? We will answer questions from both the portal and from the email address provided. 2. Could you please confirm whether you intend the work to be carried out using agile methodology? Do you anticipate that tasks will be performed against a prioritised backlog and accept that some of the less important/non-essential requirements may not be delivered as part of the agile process? Using agile methodology could be appropriate, but not anticipated as the outcome of the work is a strategy document, not a digital product or service. 3. What is required at this stage, is it just the evidence questions? Or is it a proposal too? An expression of interest with a description of your organisation/consortium and three projects that show your capability to deliver the study is required. Interested companies or consortia must read Section 5 of the full Request for Information document which can be obtained from David Bryne at david.byrne@london.gov.uk. 4. Could you tell us if there is an incumbent supplier for this piece of work and if there is, whether they are expected to bid? This is a new requirement and there is no incumbent supplier. 5. The cover sheet states the deadline is the 12 May but the portal and Request for Information document states the 17 May. Can we confirm the deadline is the 17 May? The deadline is 17 May at 23:59 6. Good Afternoon, Please can we confirm the requirements by the 17 May? Our understanding is we are required to provide 100-word responses to the ‘essential’ and ‘nice-to-have’ skills and experience criteria listed in the opportunity notice on the portal, and in addition, we are also requested to provide an further submission with our company information and 3 projects examples as per the Request for Information document. If our understanding is correct, please can we confirm how the scoring will be divided between the two submissions? Only respond to the requirements listed in the full RFI that you can obtain from david.byrne@london.gov.uk and submit those requirements by email.Do not provide 100-word responses to the ‘essential’ and ‘nice-to-have’ skills and experience criteria via the Digital Marketplace. 7. If you think it would be useful to have a chat over a cup of coffee perhaps, I’d be happy to meet up and put a face to a name and understand the programme a little more. I’m sorry but a one-to-one chat between suppliers and the GLA is not appropriate. Any answers to questions that you ask to the GLA will be published in full on this page. 8. Would we be excluded from any delivery work with the GLA as a result of being involved in the scoping study? No, as long as the GLA procurement policy has been followed. See https://www.london.gov.uk/about-us/governance-and-spending/spending-money-wisely/contracts-and-grants for full information. 9. Are you looking for submissions of registered suppliers only? The applicant needs to be on the list of registered suppliers for Digital Outcomes. Applicants can apply as part of a consortium containing organisations that are not registered. The list of registered suppliers can be found at https://digitalmarketplace.blog.gov.uk/2017/02/14/the-digital-outcomes-and-specialists-supplier-list-has-been-refreshed/ 10. We would like to use a very relevant case study, but are precluded from revealing the client due to a non-disclosure agreement which is in place. Would this preclude us from using this case study in the RFI? Yes. Our view is that if you can’t provide the customer name, we cannot verify that the project existed. It could be made up or copied from another supplier. 11. Please could the authority clarify what it means by “fee value” in Section 5 part C of the RFI specification and how this differentiates from “contract value” for the case studies? If you are presenting a piece of work where one or more of you were in a consortium, we want to know what the total contract value was for the entire consortium and also the fee value, meaning how much of that was allocated to the applicant(s), taking out the fees that went to other organisations. 12. I was wondering if the scope of work includes driving improvements in data infrastructure for case management and outcome tracking in the voluntary and community sector? The scope of work is concentrated on local authorities and public sector delivery bodies. It will indirectly drive improvements in the voluntary and community sector as the sector delivers many services under contract to London's councils and public sector delivery bodies. 13. Could you please provide some indication of the stages and timescales for the scoping exercise? For example, will there be a shortlist interview and, if so, when that would likely take place? Please read Section 7 of the full Request for Information document which can be obtained from David Bryne at david.byrne@london.gov.uk 14. Please could the authority confirm that it has an approved and/or constrained budget for the eventual contract? The GLA does have and approved and constrained budget, however further details would be anti-competitive. 15. Is it possible to ask questions via the email address provided after the DOS portal question deadline? The deadline for asking questions about this opportunity was on Wednesday 10 May. 16. For companies that successfully proceed beyond the initial 17th May deadline – will there be provision to continue to ask questions in advance of the 5th June deadline? The invited teams will be given a further document with details about how to write the proposal, how to ask for clarifications, and how we will let all teams know the answers to those questions for clarification. 17. If we were to highlight questions of commercial sensitivity in our RFI document, would GLA be open to meeting shortlisted suppliers to help get a better understanding of the requirement and tailor our proposal? The invited teams will be given a further document with details about how to write the proposal, how to ask for clarifications, and how we will let all teams know the answers to those questions for clarification. 18. We have some questions of a commercially sensitive nature, which we would like to discuss since we think the outcome may be of benefit to GLA. If we were to outline these questions in our initial submission due 17th May – would there be provision to discuss this questions after 17th May (assuming we were selected to remain in the procurement process) and prior to the 5th June submission deadline? The invited teams will be given a further document with details about how to write the proposal, how to ask for clarifications, and how we will let all teams know the answers to those questions for clarification. 19. What do GLA see as the subsequent phases after this procurement? Please read the Scope of Work in Section 4 and Key Milestones in Section 7 of the full Request for Information document which can be obtained from David Bryne at david.byrne@london.gov.uk 20. Are GLA expecting to follow the GDS Service delivery lifecycle, Discovery, Alpha, Beta, Live? Using the service delivery lifecycle could be appropriate, but not anticipated as the outcome of the work is a strategy document, not a digital product or service. 21. What roles and people make up the core group of GLA, mentioned in the introduction of the RFI? The Senior Responsible Officer for the project will be Andrew Collinge, Assistant Director at the Greater London Authority. A project team will be formed from GLA and London Councils staff. 22. Can GLA provide the 'existing organisational structure' described in the introduction of the RFI? Please read Section 3 of the full Request for Information document which can be obtained from David Bryne at david.byrne@london.gov.uk 23. The payment approach mentions fixed price. Would GLA be open to other commercial models post Discovery? Such as Capped T&M or T&M, as we feel these compliment projects of an agile nature commercially. We will provide further detail at the proposal stage, but we anticipate that will will accept a fixed price or Capped T&M. 24. Please can you confirm our assumption that if we bid in a consortium you will require a one page company information per company as part of the consortium to give sufficient word count to explain expertise delivered? Your assumption is not correct. The 350 word limit applies to your entire consortium. 25. Do we apply via the Digital Marketplace or via email? Do not use the 'apply' button below to respond to this opportunity. To apply to be on the shortlist, email david.byrne@london.gov.uk by 17 May at 23:59 with a response to Section 5 of the Request for Information that can be obtained from david.byrne@london.gov.uk.