Support for ICT and Digital Service - Transformation

Tender description

Summary of the work The Council is looking to appoint a provider to work closely with the Council on the design, strategy and planning of the ICT and Digital Service - Transformation project. Latest start date 01/06/2017 Why the Work is Being Done Birmingham City Council is facing considerable financial challenges and is at the same time driving forward on significant organisational change. A key focus is the future role, costs and flexibility of its ICT and Digital (ICTD) service to support this change and the Council’s need to deliver savings. Problem to Be Solved The Council is seeking a provider to support the Technical Workstream of its Service Birmingham Transition Programme. The Council’s current ICTD contract is a Joint Venture between the Council and Capita, currently due to end in 2021. The Council’s recently approved ICT & Digital strategy describes a planned transition to a new contract and ICTD operating model. The current contract provides most aspects of ICTD (with few exceptions) and has considerable exclusivity in the provision of ICTD. The Council is looking to migrate away from a single source supplier to a SIAM (or hybrid of) based multi-vendor model before 2021. Who Are the Users The Council requires a provider with both experience and in-depth specialist technical, strategic and commercial skills to support the Technical Workstream of its Service Birmingham Transition Programme. The Council is looking to migrate away from its single source supplier to a SIAM based (or hybrid of) multi-vendor model over the before 2021. This move is aimed at driving better value for money, improved service, greater agility and ultimately better customer satisfaction. Existing Team Service Birmingham Transition Board comprising of senior leaders of the Council and its ICTD Service Team, finance, procurement and legal officers of the Council, the Council's external legal and finance advisors. Current Phase Not applicable Skills & Experience • Experience of working with an organisation with ICTD outsourced • Experience of working where other contractual arrangements (SIAM orsimilar) are in place • Enterprise architecture knowledge and experience defining a business application strategy Work Location Birmingham Working Arrangments Agreed on appointment Additional T&Cs The successful provider shall sign up to the Birmingham Business Charter for Social Responsibility and produce an Action Plan with commitments proportionate to the value of this contract. No. of Suppliers to Evaluate 4 Proposal Criteria • How the approach or solution meets the Council's needs • Estimated timeframes for the work Cultural Fit Criteria • Take responsibility for their work • Work as a team with the Council and its advisors Payment Approach Fixed price Evaluation Weighting Technical competence 40% Cultural fit 20% Price 40% Questions from Suppliers 1. Could the buyer please confirm that winning this opportunity does not preclude the supplier from later related delivery/Siam roles? Tenderers for the procurement of any later related delivery/Siam roles will be asked to address any potential conflicts of interest at that stage. 2. Can you please point us to the current ICT? The current ICT service is delivered via a Joint Venture between the Council and Capita – The supplier is called Service Birmingham 3. Have you decided on the completion date for strategy and planning? Does it have ministerial consequences? The current contract end date is April 2021. We have defined 3 transactions (foundation, development and enablement) the planning will need to be further developed. We would expect this to be factored in. 4. Can you point us to the key stake-holders (besides citizens and communities) for this project? Key Council staff relevant to this contract are:• Strategic Director of Corporate Services• Director of Procurement and Commissioning• Chief Information Officer• Head of Contract and Service Delivery• Finance and legal officers 5. Can we also ask the indicative budget please? BCC has decided not to release the budget for the project at this stage. 6. Is there any evaluation or feedback for the current ICT services? The current level of service is good and has been externally benchmarked externally such. However the service needs to transform in line with the Council’s future operating model. 7. Is the main aspect of this procurement to deliver a digital strategy for service transformations or to migrate away from a single source supplier to a SIAM (or hybrid of) based multi-vendor model. The ICT & Digital strategy was approved at Cabinet in October 2016. In this strategy it describes a transition from a single supplier (Service Birmingham) to a multi-supplier operating model. It also describes a future Reference Architecture based on a Hybrid Cloud (to-be) architecture. 8. Do you have a mobile-first / API-first / cloud-first strategic requirement? Cloud 1st / Hybrid 9. Could you elaborate on potential roles and responsibilities involved? Key Council staff relevant to this contract are:• Strategic Director of Corporate Services• Director of Procurement and Commissioning• Chief Information Officer• Head of Contract and Service Delivery• Finance and legal officersSuppliers will be asked to propose their own team structure, however it is expected this will include, but not be limited to;• Assignment Director• Programme Manager• Project Manager• Programme Management Support• Financial Manager• Change Manager• Commercial Lead• Business Architect• Enterprise Architect 10. What are your perceived outcomes from this engagement? A ‘to-be’ Reference architectureA ‘to-be’ Future Operating ModelA ‘to-be’ Organisational structureAnd the transition to the above 11. How much of this exercise is building digital strategy and digital vision creation? And how much is about actionable operation modelling and redesign? The ICT & Digital strategy was approved at Cabinet in October 2016. 20% further development of the success factors, business benefits and associated projects.80% actionable operation modelling and redesign. 12. What is the IR35 status of this requirement? IR35 will not apply to this project. 13. What elements of the recently approved ICTD strategy, transition plan and operating model are missing that will support the move to a SIAM model? We have conceptual ‘to-be’ Reference Architecture and Future Operating model only. 14. Are the council looking for a technical roadmap or blueprint to show how the ICT function could operate in SIAM model? Yes 15. What is the total scope of the engagement? We have 3 transitions planned between now and April 2021 when our current contract end. These are foundation, development and enablement. This could be potentially be for all 3 transitions and to 2021. 16. What elements make up the transformation to SIAM? We have 3 transitions planned between now and April 2021 when our current contract end. These are foundation, development and enablement. SIAM (or a hybrid of ) has been chosen in order to deliver:• The need to deliver VFM• The need to work with external partners• The need to be more commercial 17. How many directorates/departments does the engagement cover? This is across the whole Council and its associated partner services (where applicable). 18. Can you provide a breakdown of the ICT and digital elements this includes? Please refer to the ICT & Digital strategy dated October 2016, as this describes the thematic approach to ICT & Digital transformation, which enables the whole Council and its associated partner services (where applicable). 19. Does the engagement cover Smart Cities and IoT strategy? As part of the future (to-be) Enterprise Architecture yes.Please refer to the ICT & Digital strategy dated October 2016, as this describes the thematic approach to ICT & Digital transformation, which enables the whole Council and its associated partner services (where applicable). 20. Will the engagement preclude any suppliers from future tenders? Tenderers for the procurement of any later related delivery /Siam roles will be asked to address any potential conflicts of interest at that stage. 21. Can the buyer please confirm if there is any target date for outputs from this work (E.g. specific Board meeting etc.) and if there is a target budget in mind? The next phase of the programme is in scope for this work.Budget information will not be released at this time. 22. Noting that you have specified a 40% weighting for cost, can you provide any more detail on what shortlisted suppliers would actually be expected to cost against? There is currently no information we could use to determine amount of work (e.g. team size, duration or likely budget) in the DOS advert. If there is an additional background document you intend to provide later, would it be possible to provide it now to inform our bidding decision? The evaluation criteria apply to the Assessment stage and not the Shortlisting stage.Additional information will be provided to the shortlisted suppliers for the assessment and this will include information on commercial evaluation. 23. Has the Council had any 3rd party support to develop your recently approved ICT & Digital strategy? From a supplier perspective: The ICT & Digital strategy was informed only by our current supplier - Service Birmingham. 24. Will a budget (i.e. Annual) be set or will this be invoiced on an as required basis. Invoiced on a required basis (deliverables). 25. Will this requirement also include the provision of support for Network Systems and Infrastructure? No this for design and transformation services only 26. Will specific deliverables be set for the supplier or will specific Statements of Work be set? Yes 27. Can the authority clarify if they are looking for Technical support during the Transition Programme or for suppliers to work under the new SIAM structure? Potentially both 28. Have options other than SIAM been considered when moving away from incumbent? We describe SIAM or a hybrid of. Alternative options have been considered and will continue to be evaluated as the future design develops. 29. Was an external partner used to develop the ICT Digital Strategy? From a supplier perspective: The ICT & Digital strategy was informed only by our current supplier - Service Birmingham. 30. Are Capita to play a key role in building new digital services under the current contract or will new services be contracted for separately? The current Joint Venture contract ends in 2021. If a SIAM model is adapted Capita, as per any other supplier could be considered as a supplier for one or more services (as per procurement guide lines, policies and procedures).Until 2021 Capita are a partner with the Council in our Joint Venture – Service Birmingham. 31. Are transition services part of the existing Capita terms? Birmingham City Council is seeking a supplier to provide transition services, Capita will be involved in the transition as the incumbent provider.