Home Office Live Services Programme - Software Licence Management

Tender description

Why the Work is Being Done To mature the software licence management capability within the Home Office to reconcile its software licence compliance position and to optimise its software licence position through being able to identify how many licenses are available, deployed, used and to harvest back, instead of buying new licences, in turn better managing overall costs. The discovery of the Software Licence contracts and the data held in various places, brought together, will assist the Home Office improve decision making on Software Licence contracts and to provide a clear picture of the software available and being used on the IT Estate. Problem to Be Solved • Investigate and discovery of the number, scope of vendor agreements, contracts and types of licences purchased; • Develop the operating model for Software Licence Management; • Identify the requirements for the appropriate supporting toolset, to gather the data for reconciliation and optimisation; • Investigate and implement the most appropriate supporting tools, e.g. obsolescence and update documentation; • Develop policies and procedures surrounding the acquisition, deployment, usage and retirement of software, to drive cost efficiencies, rationalisation and to support visibly of financial management • Build the capability of the Home Office team, through coaching / up skilling and support recruitment Who Are the Users The Software Licence Management team within the Home Office needs to be able to: • Understand and manage the software licence compliance position for the Home Office; • Optimise the software licence position for the Home Office through re-use of existing software licences and rationalisation of software licence contracts where appropriate. • Provide scenario testing to assist them in recommending the most appropriate licence route. Early Market Engagement None Work Already Done A policy and operating manual for the Software Licence Management capability has been produced. This will need to be extended to reflect best practice for Software Licence Compliance and Optimisation. ServiceNow has been implemented. The out-of-the-box (OOtB) Service Portfolio (SPM) module in ServiceNow implementation will be carried out on a separate project, to hold CI and associated software licence data. There is a central contract database in place within the Home Office. No work has been undertaken to assess the number or scope of contracts relating to software licensing which are held within this database. Existing Team The Software Licence Management team is currently in place 4 FTE’s, and are in the process of recruiting to a vacant post and a post currently held by an interim member of staff. The Home Office have a ServiceNow team in place to configure the software licence management capability provided by this tool. The ServiceNow team are based in Salford. The Home Office Project Manager will manage the work to build out the capabilities of Software Licence Management within the Home Office. Current Phase Live Work Location Lunar House, Croydon Occasional travel to other Home Office locations may be required. Working Arrangments Minimum 3 days a week in Croydon Security Clearance Home Office Security Clearance is required to operate on this project. Must hold or be willing to undergo security clearance (SC) Additional T&Cs Standard DOS framework and call-off terms and conditions. Skills & Experience Develop and document the target operating model for the Software Licence Management capability Design and deploy efficient and effective Software Services capabilities, within organisations delivering a significant business improvement into the management of the software portfolio Put in place the processes to identify significant cost savings to the Home Office through effective management of the software portfolio The skills to support the implementation and operation of a central master data repository on all information pertinent to the Software Services Lifecycle Thorough understanding of the ServiceNow toolset and its out of the box Software Asset management capabilities, including integration with other toolsets to reduce gaps in its capabilities Thorough understanding of Software portfolio management capabilities and processes, across the full lifecycle Managed licences within public cloud environments, including any specific areas of risk Thorough understanding of software purchasing/sales models and the ability to implement appropriate controls to ensure efficiency of consumption and compliance with government procurement processes Strong understanding of multiple licensing models including but not limited to: Oracle, Microsoft, VMWare, RedHat, IBM & SAP Strong experience in the management of consumption of Software assets gaining optimum value from a diverse and complex portfolio and managing software suppliers changing customer demands Strong understanding of the software business and vendors, its evolution, its motivations and methods of operating Enrich the software asset management team Strong skills / resources in order to implement the appropriate toolset to support the software licence management capability. Proven experience of implementing Software Asset Management (SAM) and Contract Management within ServiceNow and which organisations have the proposed resources worked with, in the development of software licence management capabilities? How did the proposed team work with these organisations in order to implement software licence management capabilities? What were the quantifiable benefits of the implementation of software licence management within these organisations; cost savings and or compliance, informing future strategies? How would the Supplier propose to implement Software Licence Management capabilities within the Home Office. How would the Supplier propose to gather the relevant software licence data to support the software licence management capability within the Home Office? What approaches would the supplier adopt to optimise licences and the contracts and agreements in place underpinning the Home Office’s software portfolio? Which software licence suppliers has the proposed team worked with and what do they think are some of the current issues relating to each supplier’s current licensing models? Nice to Haves Experience and lessons learned in software licensing within these environments will be of interest to the Home Office. Experience with Open Source software and containerisation technology and the associated impact to software licensing Experience of working closely with Commercial departments and recognising when to defer to them No. of Suppliers to Evaluate 4 Proposal Criteria The evidence provided to match the essential skills and experience outlined above Proof of past experience where the supplier has successfully applied the essential skills and experience required in this DOS request This will be documented through: o Case studies; o Examples and demonstrable experience Demonstration of relevant experience in implementing Software Licence Management capabilities within the Public Sector Most economically advantageous bid as evidenced in the proposed rates for the Software Licence Management SME Cultural Fit Criteria Past experience of working within the Public Sector Past experience of working with relevant major Software Vendors Commitment to excellence Open and collaborative team approach Flexible working Commitment to team working Shares skills and knowledge Payment Approach Fixed price Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 50% Cultural fit 15% Price 35% Questions from Suppliers Budget range this is a twelve month project requiring specialised capability uplift for the home office. the purpose of the engagement is to implement specific software licence management capability within the home office. the supplier should identify and provide recommendations on the technical team required, for 12 months and potentially an additional 6 months, plus 6 months.