Home Office Business Architecture and Analysis Service

Tender description

Summary of the work Provision of a Business Architecture and Analysis service to ensure end to end services support technology and operational delivery. Suppliers will be expected to support and drive forward the planned building of an in-house capability by the end of the contract term. Expected Contract Length 2 Years Latest start date Monday 30 October 2017 Budget Range The Budget range is between £4m to £5m (excluding VAT) for 2 years. Separate day rates for each role will be required and will be outlined at the ITT phase. Statements of work will be agreed periodically with the supplier on a capped, fixed or T&M basis with agreed outcomes and deliverables. The initial statement of work will be agreed after contract award. Why the Work is Being Done Immigration Technology is the technology delivery department for UKVI and IE. It works with these directorates to define their technology requirements, design appropriate solutions and deliver them quickly and effectively – making a real difference to achieving their strategies and objectives. UKVi is responsible for making millions of decisions every year about who has the right to visit or stay in the country, with a firm emphasis on national security and a culture of customer satisfaction for people who come here legally. IE exists to reduce the size of the illegal population and the harm done to the UK. Problem to Be Solved Help build/refine, implement and embed a Business Architecture and Analysis function to ensure end to end services support technology and operational delivery. To develop a core suite of reusable business architecture and analysis products for all UKVI and IE services, and support more specific pieces of business architecture and analysis delivery. This will encompass business analysis, business architecture, information architecture, information modelling, data engineering, data analysis. Working to the UKVI and IE leads to train and coach and provide skills transfer to our permanent staff to become business architecture and analysis professionals thereby ensuring a sustainable legacy capability and maturity. Who Are the Users Immigration Technology is responsible for maintaining and improving current and future immigration IT services. We are helping to deliver the future of immigration. Users include the public applying for entry to or the right to remain in the UK and police, security and enforcement teams controlling immigration and securing UK borders and detecting criminal behaviour within the Home Office and wider Government Agencies. UKVI users include the public applying for entry to or the right to remain in the UK. IE external users comprise the illegal migrant population. UKVI and IE have internal users of approximately 7,000 and 5,000 respectively. Early Market Engagement No market engagement has taken place. Work Already Done There are current suppliers in place and UKVI and IE also have Design leads who lead on wider strategic portfolio activities. Components are in different stages of delivery with a number of in live services, further releases in development and others in discovery. As such the portfolio has: identified key business stakeholders, SMEs and engagement team, conducted User Research and Business Analysis and business architecture; business Design Approach and Toolset established: including a Training Strategy. An existing delivery team is in place. Existing Team There is an existing delivery team in place working within UKVI and Immigration Enforcement (IE) . The new supplier will need to work collaboratively internally and externally to the UKVI, IE and other suppliers. Collaborative working is key as the supplier will be working alongside civil servants, contractors and other suppliers. Current Phase Not applicable Skills & Experience • Demonstrable experience in sustainable business architecture and analysis delivery within large complex technology transformation and operational programmes • Demonstrable experience in implementing business architecture and analysis methodologies, tools and resources • Demonstrable ability to mobilise an experienced business architecture and analysis team with required skills at speed and scale within the timescales and to manage their performance over the entire contract • Demonstrable experience of delivering business architecture and analysis services in an agile and waterfall environments • Demonstrable experience in training and coaching and provding skills transfer to permanent staff to become business architecture and analysis professionals and using business architecture tools and methods to document this • Demonstrable experience in the following areas: value streams, customer journeys, capability models, delivery roadmaps, user needs analysis, identifying user adoption challenges, business design and change analysis, training management • Demonstrable experience in the following areas: target operating model, design portfolio and programme roadmaps, data dictionaries, detailed data mapping, user journey /feature development,user story and acceptance criteria development • Demonstrable experience of strategic mapping of business architecture to technical architecture • Demonstrable experience of planning and leading multiple agile discoveries across a portfolio • Demonstrable experience in providing advice to senior leadership teams • Demonstrable experience of managing cross functional design teams (including UX and User researchers) to ensure a successful delivery of strategic business needs • Demonstrable experience of managing the delivery of design products including the production of customer journeys, BPMN2.0 process maps, user journeys and features and user stories • Demonstrable experience of transition planning from a business perspective including early life support activities through to target state delivery • Demonstrable experience of aligning business design outcomes to business change and benefits realisation management. • Demonstrable experience of managing a variety of stakeholders and working within organisational governance models. • Demonstrable experience of establishing and maintaining communication networks across a diverse and complex stakeholder environment Nice to Haves • Demonstrable evidence of working within large scale government programmes • Demonstrable evidence of successfully establishing Intelligent Client Functions to direct and assure deliverables from internal and external suppliers • Demonstrable experience of assuring projects and find out where they are going wrong and what is required to remediate • Demonstrable evidence of staff with experience of managing expectations and reporting to a wide range of internal departmental and cross-Government stakeholders, including those at senior level • Demonstrable experience in immigration requirements and business processes, issues, and solutions • Demonstrate where you have brought innovation into delivery e.g. training or communication activity Work Location Primarily Metro Point & Lunar House in Croydon as well as Marsham Street, London. Work at other Home Office locations eg. Sheffield, Liverpool, may take place upon request. Working Arrangments The Service Provider needs to be able to operate within the UKVI and IE governance models and with other 3rd parties accordingly. They will be expected to deliver as part of a pre-agreed strategy and plan. The team is expected to work across the multiple sites during standard HO working hours. Expenses will conform to HO internal policies and will not be payable within the M25. Resources will be expected to be co-located with the project teams at any of the locations above. Security Clearance Service Provider personnel need to be compliant with BPSS as a minimum, and CTC clearance if working in Home Office buildings. Depending on the nature of the role, if escalated and/or privileged access is necessary then there may be a requirement for SC clearance and, in certain circumstances, DV clearance. Additional T&Cs This contract would probably be deemed outside the intermediaries legislation (IR35) but could be affected by factors outside HO control. HO assumes no liability and will grant no guarantee of status. Intellectual Property Rights in any developed technology or processes will rest with the Home Office. Suppliers should conform to Cyber Essentials Scheme (https://www.gov.uk/government/publications/procurement-policy-note-0914-cyber-essentials-scheme-certification). HO supports the Corporate Social Responsibility Agenda, we will continue to invite our Strategic and Operational suppliers to demonstrate their commitment to it. No. of Suppliers to Evaluate 5 Proposal Criteria • All essential and nice to have requirements will be evaluated further as part of the overall proposal criteria below • Weighted evaluation criteria: Specific Competencies 60%, Methodology 5%, Plan for initial phase 10%, Performance Management 5%, Risk Management 5% Transition and Handover 5%, Value for Money 5%, Innovation 5% • Specific Competencies: Includes all essential and nice to have technology criteria • Methodology: knowledge and application of Agile, Government Digital Service, and NCSC standards • Plan: Quality of delivery plan for first phase of engagement and statement of work • Performance: Delivery and Service management reliability and repeatability - Client reporting and Quality Management • Risk Management: Provide evidence of maintaining quality and consistency over the medium term approach to assumption, dependency, risk, and issue management • Transition and Handover - Ability to mobilise and transfer to Business as Usual • Value for Money: Explain the Value Proposition; value for Money, how the proposal will optimise costs, and generate savings. • Innovation: Ability to apply information, imagination and initiative by which new ideas are generated and converted into useful products. Cultural Fit Criteria • Approach to stakeholder management • Approach to developing a One Team Approach • Approach to the development of client capability Payment Approach Fixed price Evaluation Weighting Technical competence 65% Cultural fit 5% Price 30% Questions from Suppliers 1. Are you looking to appoint a single supplier to deliver this service? Yes - we are looking to appoint one prime supplier. 2. One of the criteria stipulated in the essential skills and experience section is as follows:- “Demonstrable experience in sustainable business architecture and analysis delivery within large complex technology transformation and operational programmes”. Please let us know what is meant by 'sustainable' in this context. In this context, 'sustainable' means…….You are required to put in place working practices, develop/upskill the Home Office colleagues you are working with, so that when you depart, the working practices have become engrained/embedded . 3. When reference is made to "Business Architecture" in the questions, what are the key elements that would make up Business Architecture? Would this include Organisational Design, Target Operating Model, and the establishment of a Design Authority? We are just seeking clarification here, as we are aware Business Architecture can have varying definitions. Yes – we need people who can support businesses design target operating models, process and capability modelling, work with technical architects and delivery leads in Projects to define end to end solutions. We also need business architects that can handle details. They need to be prepared to do and support business analysis including the writing of user stories where that is required and coaching of business analysts.