Discovery & Change Management for Inspector Workforce Planning & Scheduling

Tender description

Summary of the work We are looking for a supplier who can complete Discovery following GDS guidance and/or Change Management. The work is being procured in 2 Lots: Discovery and Change Management. Suppliers may tender for Lot 1, 2 or both. Expected Contract Length Lot 1: 8 weeks, Lot 2: 1+1 years. We may extend to include alpha/beta/live Latest start date Monday 7 August 2017 Budget Range Not disclosed. Why the Work is Being Done The Planning Inspectorate requires a delivery partner to undertake a Discovery phase and deliver business/process change for its Inspector Workforce Planning and Scheduling (IWPS) Project. The IWPS Project will take forward the exploration and delivery of people, process and technology change. The first stage of this is to carry out a Discovery phase, producing a set of outputs that will identify the high-level business requirements and allow us to tender the opportunity for alpha and beta. Discovery must be completed in 8 weeks, while Change Management is expected to last 52 weeks. Problem to Be Solved The Planning Inspectorate require the ability to be more efficient in scheduling Inspector time within a range of complex constraints – a range of salary bands, locations, work types, specialisms. The organisation needs to better manage its programmes of work for approximately 300 Inspectors while also minimising travel and subsistence costs. Who Are the Users Inspectors, caseworkers, other support staff and performance team Example: As an inspector, I need to be able to efficiently schedule my work so I can manage my time and quickly come to well-evidenced judgements. Early Market Engagement A supplier engagement event was held on 27 June 2017 and 16 suppliers attended. The slide deck, questions asked and answers provided can be viewed here: https://www.contractsfinder.service.gov.uk/Notice/63cc29ac-d9f3-4914-8661-30f12a8f457f Work Already Done An initial Discovery phase was conducted with a supplier exploring one topic; this work was completed at the end of March 2017. The successful supplier for the rest of the Discovery phase will be expected to use the outputs from the completed topic and other early discovery work as an input into their work. Existing Team The internal team consists of: Service Manager Product Owners Project Delivery Manager Current Phase Discovery Skills & Experience • Lot1 - Have demonstrable experience of end to end change/process management delivery • Lot1 - Have demonstrable experience of working with open source solutions to deliver value for money • Lot1 - Have demonstrable experience of defining technical integration with current and new systems • Lot1 - Have demonstrable experience of agile delivery and an excellent understanding of Government Digital Standards and their design principles • Lot1 - Have demonstrable experience of working in a multi-disciplinary team • Lot1 - Have demonstrable experience of successfully delivering Discovery • Lot1 - Must be able to meet the defined project timeline for delivery • Lot1 - Have experience of working with cloud vendor technology and tools • Lot1 – To be co-located 5 days per week on Client site, Bristol. Potential scope for remote working (e.g. 4 days on-site, 1 day remote) to be agreed in advance • Lot2 – Have demonstrable experience of successfully delivering people and process change management • Lot2 – Have demonstrable experience of implementing change management within agile delivery • Lot2 – Have demonstrable experience of working in a multi-disciplinary team • Lot2 – Have demonstrable experience of successfully and collaboratively working, coaching and sharing knowledge with client teams • Lot2 – To be co-located 5 days per week on Client site, Bristol. Potential scope for remote working (e.g. 4 days on-site, 1 day remote) to be agreed in advance • Lot2 – Must be able to meet the defined project timeline for delivery • Lot2 – Have demonstrable experience in presenting and influencing senior stakeholders i.e. CEOs, Directors and Non-Executive Directors Nice to Haves • Lot1 – Have demonstrable experience in delivery of solutions to Digital by Default Service Standard • Lot1 – Demonstrable experience of developing solutions based on user research and testing with a wide range of stakeholders • Lot1 – Demonstrable experience of making buy/build decisions based on Discovery which subsequently proved to result in a successful service • Lot1 – Demonstrable experience working with other suppliers to deliver a solution design to support Discovery and Change management delivery • Lot2 – Demonstrable experience working with other suppliers to deliver a solution design to support Discovery and Change management delivery • Lot2 – Demonstrable experience in communicating effectively to a range of stakeholders • Lot2 – Demonstrable experience of constructively challenging the status quo Work Location Temple Quay House 2 The Square Temple Quay Bristol BS1 6PN 5-10 visits to locations in England and Wales will be required. Exact numbers will be confirmed in Discovery. Working Arrangments The team will be co-located 5 days per week on Client site, Bristol. There is some scope for remote working (e.g. 4 days on-site, 1 day remote) to be agreed in advance with the Client. Security Clearance Suppliers may need to sign a non-disclosure agreement. Supplier personnel working on the project will need to be cleared to Baseline Personnel Security Standard (BPSS). No. of Suppliers to Evaluate 5 Proposal Criteria • Lot1 - Your approach to defining technical architecture(including data privacy and security) and software architecture in the context of integrating legacy and new systems providing value for money • Lot1 - How your approach will define user needs • Lot1 - Value for money; proposed resource profile and day-rates for the delivery of the following resources: researchers, developers, designers, business analysts, technical architects, scrum masters • Lot1 - Your approach to risk identification and risk management • Lot1 - Roadmap that clearly demonstrates timescales, resources, dependencies to achieve Discovery outputs • Lot1 - Your approach to delivering outputs in an agile manner • Lot1 - Your approach to onboarding your team to the project • Lot1 - Your management of proposed flexible team resources • Lot2 – Your approach to implementing best practice change management within the organisation • Lot2 – Identification of key challenges for implementing change management • Lot2 – State up to 5 work histories with relevant experience for your change manager • Lot2 – Value for money; proposed resource profile and day-rates for the delivery the above resources • Lot2 – Roadmap of change management activities against key agile phases • Lot2 – Your approach to delivering outputs delivered in line with an agile delivery • Lot2 – Your approach to onboarding your team to the project Cultural Fit Criteria • Lot 1&2 - Adapt to the culture of our department • Lot 1&2 - Work confidently and capably in an environment where agile working is not embeded and clients may have low technical expertise • Lot 1&2 - Transfer knowledge and experience to Planning Inspectorate to support learning from this engagement • Lot 1&2 - Encourage team members to take responsibility for owning and resolving issues and problems • Lot 1&2 - Challenge the status quo in a constructive manner Payment Approach Fixed price Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. How should suppliers highlight which Lot they would like to bid for, where bids are not being entered for both Lot 1 & 2 When answering each ‘Proposal criteria’ and ‘Cultural Fit criteria’, please start each answer with Lot 1 or Lot 2 it refers too. Each criterion is split that each supplier has space to answer for one or both lots. 2. Will the successful supplier have access to the personnel from the previous supplier responsible for delivering the inspector time recording discovery report? No 3. Will the successful supplier be expected to provide a technical specification to be used during the Alpha stage, or will the technical requirements be defined by the successful supplier during the procurement for Alpha? The successful supplier will be expected to provide a technical specification as an output of the Discovery work; this will be used in the alpha phase. 4. At the suppliers event you stated that you would give a guideline on the number of days expected to accomplish both lots 1 and 2. Are you in a position to share this information with applicants? Lot 1 – Discovery – 8 weeks. Lot 2 – Change Management – 52 weeks. 5. Where suppliers are entering a proposal for one Lot, is a 100 word response needed for the essential skills and experience required for the Lot they are not bidding for during the initial DOS application stage? EG: If bidding for Lot 1, would 100 word responses be required for essential skills and experience relating to Lot 2? If the supplier is only bidding for Lot 1 for example, please indicate in your response for each lot 2 criterion ‘we are not bidding on this lot’. 6. The Government Service Manual outlines that Discovery normally takes between 4 and 8 weeks. Is there an area of significant complexity that makes Planning Inspectorate’s estimate for duration at the longer end of the scale? There are a number of Inspector visits, research, process analysis and technical discovery to be carried-out; therefore we have taken the 8 week guidance from GDS. 7. Can you please provide an indication of the number of different data sources relevant to this Discovery? Are any of these data sources external to the Planning Inspectorate? Data sources are largely in-house at the Planning Inspectorate, in addition there will be qualitative data gained from your external Inspector visits. 8. At a very high level can you please characterise the different data sources relevant to this Discovery, in terms of volume, variety (i.e. whether this is. .csv, relational database, unstructured data) and velocity (i.e. how often the data sources update, weekly batch, overnight, daily, hourly, near-real time, real-time)? This is something the winning tenderer will analyse as part of the Discovery phase. 9. Will access to the data sources be possible during Discovery? Yes 10. For avoidance of doubt, what value does Planning Inspectorate intend to use as the mechanism to evaluate price? For example, will the value for Lot 1 and Lot 2 be evaluated separately? We are not asking for price at this stage. 11. Can Planning Inspectorate please outline the next steps in procurement? i.e. date the proposal is expected and deadlines, presentation dates. • SOME DATES ARE SUBJECT TO CHANGE• 12 July Suppliers return ITT proposal• 17 July Detailed requirements sent to shortlist of 5• 23 July Shortlist of 5 return full proposals• 26 July Shortlist of 3 will be informed for face to face presentations• 2 August Presentations/Interviews (TBC)• 3 August Contract award (TBC)• 7 August Discovery kick-off in Bristol (TBC) 12. Do suppliers need to answer both the essential skills for Lot 1 and 2 to be able to be shortlisted? No. If the supplier is only bidding for Lot 1 for example, please indicate in your response for each lot 2 criterion ‘we are not bidding on this lot’. 13. Can suppliers apply for just one of the lots? If so, how would Planning Inspectorate like suppliers to do this? Yes. If the supplier is only bidding for Lot 1 for example, please indicate in your response for each lot 2 criterion ‘we are not bidding on this lot’. 14. We note the point “Have demonstrable experience of end to end change/process management delivery” is part of the evaluation for Lot 1. Can we confirm that the Planning Inspectorate do expect this experience from suppliers, even if a supplier is not applying for the Change Management-specific lot? If the supplier is only bidding for Lot 1 for example, please indicate in your response for each lot 2 criterion ‘we are not bidding on this lot’. 15. Will the supplier be responsible for covering project expenses? Eg. Travelling around for user research, accommodation etc. Any expenses shall be submitted in line with the Planning Inspectorate standard staff policy covering Travel and Subsistence. 16. Is the Planning Inspectorate willing to share a list of people/companies that attended the engagement day? We will not be publishing the attendance list of suppliers from the Supplier Engagement day held on the 27th June 2017. 17. Please confirm if it is OK for an incumbent supplier to bid for both Lots 1&2, or just for Lot 1? If so, please can you also confirm the supplier’s bid for either Lots 1 and or Lot 2 won’t be a considered by PINS as a conflict of interest if the said supplier then subsequently bids for the Alpha/Beta and go live procurement once the Discovery phase has been completed? The tender is open for bid on Lot 1 and/or Lot 2. PINS to not see any rise for conflict of interest for any subsequent Alpha/Beta or Live. 18. What roles would you expect to make up the delivery teams for both Lot1 and Lot2? This would be for each supplier to decide as part of the Discovery or Change Management delivery. 19. Would Planning Inspectorate consider using a different commercial model to Fixed Price? No 20. Can you please define what you would expect as an outcome from both Lot1 and Lot2? Our vision statement is: "To provide a scalable and sustainable capability for the efficient and effective management of our Inspector Workforce" 21. Could you please explain more about how the two lots will be evaluated and why you have the two lot approach rather than running two separate procurements in parallel? For example, will you down select 5 suppliers for each lot separately or in total? Note that we do not put an answer in for every "essential" question in the DOS website (e.g. we only bid for one lot), the website will not actually let us press the "submit" button as the response is non compliant. We will evaluate each lot in its own merit, shortlisting to 5 for each. This approach fits our contracting requirements drawing on experience and advice from GDS.If you wish to tender for only 1 lot, please enter N/A in the mandatory fields. 22. Would it be possible to share with us the name of the 16 suppliers who attended the supplier event on June 27th 2017? Yes, the event was advertised on Contracts Finder and some other suppliers were targeted. Suppliers in attendance were:1) Valtech2) North Highland3) Rainmaker4) Cadence5) CACI6) Digital Dragons7) Aiimi8) Brightman9) Perago Wales10) Atkins11) a2z12) Reading Room13) Software Solved14) Actica15) Astun16) Informed Solutions