Business Digital Partner - A partner to support the Council's digital transformation

Tender description

Summary of the work To support the transformation to a new operating model specifically, but not exclusively, through digital solutions. To work with the Council to source suitable suppliers (including SMEs) to deliver digital solutions. To support the transition to a new operating model and architecture for technology throughout the Council. Expected Contract Length 2 years Latest start date Thursday 30 November 2017 Budget Range £3m to £4m Why the Work is Being Done Aberdeen’s ‘Being Digital’ programme represents the Councils vision to create a digital organisation. The Council Target Operating Model set out three objectives: Deliver up to £125 million of savings over five years (2018/19 to 2022/23). Deliver the Council’s digital strategy. Deliver the Council’s Target Operating Model by 2020/21. The key themes of being digital is ensuring we become a digital organisation that promotes early intervention/prevention and enables community empowerment. Problem to Be Solved The Council needs to save money but also enhance the experience of our customers and staff. Many processes and interactions still involve manual interventions. The customer and staff experience is fragmented with no consistent digital delivery across services. The mindset still remains in a traditional delivery model and considerable changes need to be made to processes, being truly customer centric and addressing digital skills within the organisation. The Council has committed to being a digital organisation a requires a partner who can accelerate the current programme, bring wider business change skills, innovation and new digital services. Who Are the Users As a citizen, visitor, customer or business I want to engage with the city in my own way at my own convenience. As an elected member I need to engage with my community, have information to make decisions and understand any issues. As a member of staff I need to work flexibly, be empowered and rewarded for my work. I also need to work in an open and transparent environment. As a partner I need to work collaboratively, have a shared vision for the place of Aberdeen and be clear on roles and responsibilities. Work Already Done A high level digital strategy was agreed in September 2016 at the Finance, Policy and Resources Committee. Report can be found at: https://committees.aberdeencity.gov.uk/documents/g3866/Agenda%20frontsheet%2020th-Sep-2016%2014.00%20Finance%20Policy%20and%20Resources%20Committee.pdf?T=0 A blueprint for Council was agreed in August 2017 at full Council. The report can be found at: https://committees.aberdeencity.gov.uk/documents/b15388/Additional%20Circulation%2023rd-Aug-2017%2010.30%20Council.pdf?T=9 Transformation portfolio governance has been implemented and the alignment of the organisation to the new structure is underway. This underpinned by a series of technology projects. Existing Team There is an existing transformation team which is being developed further. This includes comprehensive governance, programme and project support teams, an in house technical team and a customer experience team. Current Phase Discovery Skills & Experience • Provide evidence of leading the migration from a traditional organisation to a digital organisation. • Demonstrate how your proposed approach will support the Council's agreed new target operating model. • Provide examples of delivering digital solutions that have released savings. • Define relevant programme and project delivery frameworks, methodologies, and their inclusion within wider (traditional) Council delivery frameworks. • Provide evidence and experience of delivering a wider business change programme that addresses communications, skills and culture. • Be able access to right skills and capability to support extensive digital transformation. • Identifying and specifying new innovative, customer-centric digital services, specifying how the Council will use technology and information. • Knowledgeable around relevant regulations and compliance constraints, e.g. GDPR • To act as an umbrella supplier and propose an approach to sourcing the right skills and capability from the market. • To work with and, where required, support training of the workforce to develop a sustainable digital organisation. • Knowledgeable and experienced in digital technologies. Cloud, Big Data, Integration, Business Intelligence (BI) /Machine Learning (ML) /Artificial Intelligence (AI). Nice to Haves • Have disruptive solutions to traditional services. • Have capabilities around the wider smart cities agenda. • Have a wide network of suppliers to compliment your skills. • Work with the Council to develop a local digital economy. • Understanding of working within political environments. • Good knowledge of the challenges faced within the public sector. Work Location The City of Aberdeen, although the there is flexibility in work locations. Working Arrangments This is a comprehensive programme to it is likely to be a mixture of face to face, teleconference and other. No. of Suppliers to Evaluate 4 Proposal Criteria • Digital solution • Approach and methodology • How the approach or solution meets user need • How the approach or solution meets your organisation’s policy or goal • How they’ve identified risks and dependencies and offered approaches to manage them • Team structure • Value for money Cultural Fit Criteria • Challenge the status quo • Focussed on the wider place outcomes • Share knowledge and experience with other team members • Be flexible and agile in their approach • Be transparent and collaborative when making decisions Payment Approach Time and materials Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Good Morning, In demonstrating experience and capability in response to the following - “Have disruptive solutions to traditional services.” Would you please advise whether this is in relation to internal facing services or citizen facing services”. Thank you Disruptive solutions can apply to internal and citizen facing services. 2. Please could you advise whether you have received any external support in developing the target operating model? If yes please could you advise which organisation provided the support and whether doing so precludes them from taking part in this competition? Some support was provided by PWC. This does not preclude them from taking part in this competition. 3. Regarding the following question: ‘To act as an umbrella supplier and propose an approach to sourcing the right skills and capability from the market’: Please could you clarify whether you are looking for the Digital Partner to: a. act as a prime – sourcing suppliers and managing the delivery as sub-contractors or in a partnering arrangement. Contractual responsibility sitting with the ‘umbrella supplier’, or b. act as an ‘orchestrator’/‘integrator’ assisting the client in sourcing the right support and creating the right contract with incentives, then providing programme assurance to ensure they deliver the outcomes required? Thank you In some cases the partner may act as the umbrella supplier with contractual responsibilities. In other cases it may be that the partner acts as the orchestrator, however this may be subject to further procurement requirements. 4. ‘Define relevant programme and project delivery frameworks, methodologies, and their inclusion within wider (traditional) Council delivery frameworks’. Please could you clarify whether you are looking for the Digital Partner to: a. Define/evidence relevant programme and project delivery frameworks, methodologies which the supplier has used/incorporated into Council delivery frameworks, or b. define relevant programme and project delivery frameworks, methodologies which can be used/incorporated into Council delivery frameworks? Thank you Define relevant frameworks which can be incorporated into Council delivery frameworks. 5. Are there any restrictions on SMEs with turnover less than the project value being considered? There are no restrictions on turnover. 6. Regarding the following questions - are you looking for evidence from customer/ service delivery centric projects or infrastructure/ ICT projects eg cloud transformation - Provide evidence of leading the migration from a traditional organisation to a digital organisation. - Provide examples of delivering digital solutions that have released savings. We are looking for evidence of both 7. What is the Content Management System please? What is the Master Data Management platform please? Firmstep is the current Content Management System and the Master Data Management platform has not yet been procured. 8. Q 8: Would the Council like to know about our personal certifications or about when we have helped clients to achieve these? Personal certification will not be required but evidence of an understanding of relevant regulation and compliance constraints will be required. 9. Q11 Do the Council want one case study which shows an ability to work with different, emerging technologies or a more general list of organisations we've worked with on each skill area? A more general list of working with organisations on each skill will suffice at this stage. 10. Q11 From the list of digital technologies referenced, is there a particular area the Council would prefer us to focus on, or would they prefer a general overview? A general overview will suffice, at this stage. 11. Could you provide more details on the timings of the next stage? Once the initial applications have been received these will be shortlisted to at least 4 suppliers. Suppliers will be provided with a template proposal and be asked to give a presentation. These will form the basis of the formal evaluation. It is estimated that this will take place over 2 to 3 weeks. 12. In Section 5 of Appendix A (Council target Operating Model report), it is stated that 'The procurement is for a strategic digital partner to work with services within the new target operating model to identify digital outcomes; there would then be further procurement to facilitate the technology to achieve the outcomes.' How does the Council (with its Business Digital Partner) intend to select technology platforms (such as Microsoft Dynamics 365) and implementation partner(s) to enable the delivery of the Council's digital transformation ambition? We will use the most appropriate framework to source the required technology.