Home Office Business Change Service for UK Visas and Immigration & Immigration Enforcement

Tender description

Summary of the work Business-Change Service provision for an existing-portfolio of in-flight projects, ensuring business-readiness and benefit-realisation. They'll work through the Heads of Business-Change on adoption/improving existing-methodology and embed across portfolio/business. They'll work through these leads to plan-and-establish an in-house business-change capability throughout the contract-term, ensuring consistency of approach and success of the transformation-agenda. 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 UK Visas and Immigration 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. Immigration Enforcement exists to reduce the size of the illegal population and the harm done to the UK. Delivering and embedding transformational change via a portfolio of projects is a critical success factor for both Departments in realising their mission statements that include "World Class Customer Service" and becoming "Great places to work". Problem to Be Solved Delivery of a Business Change service for technology/non-technology enabled in-flight projects across two Departments. Adopting and improving existing business change approach/methodology/toolset and embedding across projects ensuring changes are successfully adopted and benefits realised. Scope includes: Stakeholder Management/Communications, Change Analysis, Training, Business Readiness/Early Life Support and assessment of change totality (enabling prioritisation/resource allocation). Developing and establishing an in-house business change service, removing the reliance on external resources. Working with the Business to define and model future state capability and to plan/deliver recruitment, training and coaching of resources over contract term. To include transition-plan with milestones/success criteria, training capability and succession-planning model. Who Are the Users 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. UKVI and IE have Business Change leads who lead on wider strategic portfolio activities. Portfolio of projects are in different stages of delivery with a number in live services, further releases in development and others in discovery. As such the portfolio has: Identified key business stakeholders, Product Owners, Subject Matter Experts (SMEs) A delivery Team A Business Change Approach, methodology and toolset:, including a Training Strategy An established network of "Local" change champions across business teams and geographies A network of Business Embedded Trainers (BETs) across business teams and geographies Existing Team There is an existing team in place working within UKVI and Immigration Enforcement (IE) . The new supplier will support the existing Heads of Business Change in IE and UKVI. They will work through them to support transformation projects and programmes. They will work through existing governance frameworks. The new supplier will need to work collaboratively internally and externally to the UKVI 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 implementing Business Change for large organisations • Demonstrable experience in delivering business change analysis and management • Demonstrable experience of establishing and maintaining communication networks across a diverse and complex stakeholder environment • Demonstrable experience of developing and delivering training to a wide user base utilising digital technology • Demonstable evidence of transition planning from a business perspective including early life support activities and feedback and evaluation of the business change process • Demonstrable experience of planning and conducting Business Readiness Assessments and associated governance • Demonstrable experience in transitioning a project to Business As Usual • Demonstrable experience of aligning business change activity to benefits realisation management. • Demonstrable experience of business change delivery within an agile and waterfall environment and how approaches differ • Demonstrable experience in identifying user adoption challenges and resolution techniques • Demonstrable experience of working within organisational governance models. • Demonstrable ability to mobilise an experienced business change team with required skillsand security clearance at speed and scale within the timescales and to manage their performance over the entire contract • Demonstrable experience in building an in-house capability of business change specilaists Nice to Haves • Demonstrable evidence of working within large scale public sector government programmes • Demonstrable evidence of successfully establishing Intelligent Client Functions to direct and assure deliverables from internal and external suppliers • 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 • Demontrate 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 Sheffield and Liverpool. Work at other Home Office locations 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'll 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. The supplier resources will be expected to be co-located with the project teams at stated locations. There'll be a requirement for some travel to business locations across the UK. The client retains the right to place resources from other suppliers within a project where there's good reason to do so. 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. Expenses will conform to HO internal policies and will not be payable within the M25. 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 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, reliability and repeatability - Client reporting and Quality 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. What existing Business Change Methodology is currently in place? Our Approach to Business-Change and the framework and templates for delivery have been designed in-house based on several years of complex IT-implementations within Waterfall and Agile delivery methodologies. Our standard set of artefacts are set against a project delivery-lifecycle, assured at each exit-gate and subject to an approved governance-process. The approach is flexible to accommodate the scale and complexity of change for each delivery - focusing on : Stakeholder-Management and Communications, Change-analysis and management, Training and Business-Readiness/Early Life Support/Transition to BAU & Continuous Improvement.We look to continuously improve our business-change approach and for innovation in communications and training delivery. 2. What existing Business Change Methodology is currently in place? Dear Supplier - please note the additional information below around this previously answered question:-We look to continuously improve our business change approach, aligned with other aspects of Project & Programme Management improvement activities taking place (such as better Benefits Realisation Management), and for innovation in both communications and training delivery. 3. Are we able to get a break down of the technology enabled and Non-Technology enabled projects that are currently in flight? UKVI is currently reviewing the portfolio of projects. However, estimate they will have approximately 80 projects (of varying size and complexity) of which 25-30% will be IT enabled projects. 4. Are we able to get a break down of the technology enabled and Non-Technology enabled projects that are currently in flight? IE has 38 technology projects (some very small and include licensing for example). It has 11 transformation programmes each comprising a number of projects/workstrands.UKVI is currently reviewing the portfolio of projects. However, estimate they will have approximately 80 projects (of varying size and complexity) of which 25-30% will be IT enabled projects.