C14115 National CD Service - PPM and Business Change Transition Partner

Tender description

Summary of the work Home Office require a Delivery Partner for ongoing development capabilities to work on the development of our live products with the National CD Service Expected Contract Length 2 years Latest start date Thursday 31 January 2019 Budget Range £4.5M to £7.3M estimated Total Contract Value Why the Work is Being Done The National CD Service is a new organisation within the Home Office and is in the process of transitioning from being a programme to a sustained service delivering a vital service to the UK Law Enforcement Community. This means a move from a delivery model to an operating capability with a focus on service. The transition is planned to complete by April 2020 and will mean changes to the way we work, whilst maintaining a gradually scaled-down project delivery capability. Problem to Be Solved NCDS needs Transition Partners specialising in the Outcomes and Capabilities required by NCDS to support its transition to FOC. The current organisation does not contain the range of and scope of capabilities needed to maintain the pace of delivery and also to deliver a complex service. There is therefore a requirement for a flexible and responsive means of providing new capabilities, augmenting or temporarily replacing existing capabilities as they complete transition, and also to manage the exit and transition from existing delivery suppliers and mitigating the impact of these changes. Who Are the Users The main customer will be the NCDS Head of Business Support who needs to maintain a consistent and high quality Project Management and Business Change capability to support both in-flight delivery projects and ongoing services. The users of the PPM and Business Change provided by the Transition Partner will be the service and delivery teams within NCDS who are required to deliver projects and maintain and improve the services they provide. Early Market Engagement Early Market Engagement was conducted at an event on 19th July 2018. A Q&A summary together with the day's presentation were shared with all Digital Marketplace/DOS2 Suppliers on 24th August 2018. Work Already Done The programme that has delivered NCDS to Initial Operating Capability (IOC) incorporated PPM and Business Change function supporting the delivery projects. There are a still number of delivery projects currently underway that will transition to operations during the Transition Period and the PPM and Business Change function must continue to support the pace and quality of this delivery. During Transition and following FOC PPM and Business Change will need to support the change and improvements we need to core systems in-life. The ultimate outcome is to formalise this function as an integral part of FOC. Existing Team The team(s) are expected to collaborate with the blended team comprising Civil Servants and third-party supplier subject matter experts. Current Phase Not applicable Skills & Experience • Provide recent and demonstrable evidence for each of the following skills & experience: • PPM services: complex technology delivery across full life-cycle, range of approaches from Waterfall to Agile/complex PPM ideally within a government environment. PPM services to meet following requirements/standards such as PRINCE/APM/MSP • Provision of Business change services within or interacting with Law Enforcement or other Government departments • Provision of Business change services supporting the transformation of an organisation ideally within Government Nice to Haves • Knowledge of the legislative framework and policy requirements under which the CD is collected, processed and analysed. • Experience of working in a challenging, complex and regulated environment • Evidence of providing a scalable, SC-cleared including DV-cleared resource pool, whilst maintaining governance and delivery Work Location 2 Marsham Street, London SW1P 4DF. Work may be required at other locations nationally from time to time. Working Arrangments We expect team(s) to reflect the roles and capabilities listed in the Essential Skills section. Team(s) will work in the Agile delivery methodology or 'Waterfall', or in a hybrid of both disciplines. Team(s) need to be on site at least 3 days/ week. Security Clearance SC level clearance is required for all Supplier staff working under the call-off contract. Access to a pool of DV cleared staff is also essential. Additional T&Cs 1. We intend to award C14111, C14112, and C14113 Services to three separate suppliers, reflecting our desire to promote supplier diversity and functional separation. 2. We will retain ownership of the Intellectual Property Rights (IPR) created during the contract. 3. Travel and Expenses will not be paid. 4. Key Supplier staff included at the proposal stage will be expected to work on the contract; replacing resources with Civil Servants is within outcome. 5. We reserve the right to agree fixed price Statements of Work (SoW); the Supplier shall not unreasonably withhold its agreement to such requests. 6. Sub-contracting is permitted. No. of Suppliers to Evaluate 5 Proposal Criteria • Approach and Methodology • Value for Money • Ability to plan and anticipate for risks and provide potential mitigations • Team structure and composition (including CVs, technical skill-sets, and key staff) • Mobilisation and service continuity plan Cultural Fit Criteria • Work as a team with our organisation and other suppliers • Have a no-blame culture and encourage people to learn from their mistakes • Share knowledge and experience with other team members • Be transparent and collaborative when making decisions • Demonstrate engagement of SMEs as part of their supply-chain Payment Approach Time and materials Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. "Given the 30% evaluation criteria for price, please can the Authority confirm how and when pricing information is to be provided.Is the answer for this the same for all 5 lots under this opportunity (C14111-C14115)?" "Home Office will evaluate the Essential Skills & Experience and Nice to Have Criteria to shortlist for the Evaluation Stage up to 5 potential providers for each of the requirement sets (C14111-C14115) on a 'highest scoring' basis.This suppliers taken through to the Evaluation Stage will be provided details of the relevant requirements, and will be invited to submit a more detailed proposal, pricing and presentation for assessment." 2. "From our understanding of the DOS2 framework, the assessment methods proposed in this lot are usually applied to a further evaluation of additional material, e.g. a more detailed proposal and presentation.Can the authority clarify the next steps following the submission of our initial application on 26th September.Will this process be the same regardless of the number of applicants that you receive?Is the answer for this the same for all 5 lots under this opportunity (C14111-C14115)?" "Home Office will evaluate the Essential Skills & Experience and Nice to Have Criteria to shortlist for the Evaluation Stage up to 5 potential providers for each of the requirement sets (C14111-C14115) on a 'highest scoring' basis.This suppliers taken through to the Evaluation Stage will be provided details of the relevant requirements, and will be invited to submit a more detailed proposal, pricing and presentation for assessment." 3. Following supplier questions on the Work Set Up statement/Security Clearance, we are publishing the following clarification: Access to some DV cleared staff may be required from time to time for some statements of work. The HO will work with the supplier to ensure that capabilities dependent for the achievement of such outcomes are understood and planned for, including sponsorship of appropriate clearances where necessary. 4. Can you please clarify if there are only 3 responses required to the criteria in the Essential skills and experience, as the first one, "Provide recent and demonstrable evidence for each of the following skills & experience:" does not really make sense? Yes, that's correct. Responses are required for the three listed elements only. 5. With reference to the question in the “nice to have skills and experience” section, are you looking for a single project based example for each question as per the “essential skills and experience” section or may we offer answers in a broader service context. Example(s) may or may not be project based, but must highlight and demonstrate your skills and experience against these criteria. You may include as many examples as you wish, within the stipulated word-count restriction. 6. Phases of procurement. Can you please clarify the requirements and the anticipated timetable for the second phase of procurement. For instance will we be given more information and a set of formal requirements to respond to with a written proposal. Up to 5 Potential providers who are selected as the highest-scoring providers from this phase will be provided with additional information and a formal set of requirements, on which to base their written proposal and presentation. 7. In the response section you have created a bullet and therefore a 100-word cred requirement for “Provide recent and demonstrable evidence for each of the following skills & experience”; this appears to be intended as an opening sentence for the following bullets.Can you confirm whether this is the case, and if so can we use the space to include another example? Please only respond to subsequent skills which appear as separate 100 word responses in the templates. 8. In the application section you have created a bullet and therefore a 100-word cred requirement for “Provide recent and demonstrable evidence for each of the following skills & experience”, which appears to be intended as an opening sentence for the following bullets.Can you confirm if this is the case and if anything specific is required for this space, or if we can use the space to include another example? Please only respond to subsequent skills which appear as separate 100 word responses in the templates. 9. Do you have a current supplier? This service is not a direct replacement for a single, existing, contracted service. NCDS is currently supported by several vendors to provide this service, but the intent is to consolidate where possible into the proposed contract. 10. Can you please confirm the volume and type of resources required in years 1 and 2 respectively? Home Office cannot provide granular detail on the 'resource' requirements over the two year duration of the proposed contract, as we are expecting to contract for a service to deliver a series of outcomes, which will need to be delivered by the successful bidder, and which will be committed through a series of statements of work. Home Office is seeking to move away from specifying the resources required for delivery, to specifying the outcomes that need to be delivered. Accordingly, it will be for the eventual supplier to estimate and deploy the means necessary (including resources) to deliver these outcomes. 11. Is the incumbent service provider allowed to participate in this competition? Yes. The opportunities are available to all suppliers in DOS2's Outcomes Lot. 12. Considering that there is a transition between the current incumbent and the successful bidder, can you please outline the time period dedicated to this and the roles and responsibilities for this transition? It is assumed that the successful execution of this transition rests with the current incumbent with governance and assurance that this has happened to a satisfactory standard with the new company. NCDS considers the transition from the current incumbent(s) to the successful bidder to be a joint activity between NCDS and these external organisations. For planning purposes, NCDS has assumed that this will take up to 3 months, but NCDS recognises that the successful bidder will be dependent on the transfer of knowledge from the incumbent provider(s), and is taking steps to secure this co-operation. Potential providers who are downselected for the next stage will be asked to describe their approach to transition in detail, indicating the level and type of support required from the incumbent provider(s). 13. We assume that a list of services to be delivered will be included in the ITT. Can you confirm if this is correct? We will outline current activities as well as potential priorities to shortlisted suppliers 14. At the industry briefing, you spoke about the PM resource requirement flexing. For planning purposes, what is envisaged as the maximum and minimum resource requirements that would be required to accommodate this flex? As these are outcome based services exact numbers are within the remit of the outcome provider. Based on current resourcing model and in house: Transition partner numbers of c.120 with 50% split a range of 5 – 25 could be considered but as above numbers are within the remit of the outcome provider. 15. Can you please confirm how many SE, project management and business change resources are needed from the supplier at month 6, month 12 and month 18? What is the likely split of these between SC and DV cleared resources please? As these are outcome based services exact numbers are within the remit of the outcome provider. Broadly the NCDS organisation could flex between c100 – 150 core team with transition partner providing between 30% and 60% service capability over the period. The level of flex will be dependent on the delivery capacity required and no fixed plans are in place. 16. Question 1 does not appear to require an answer as it refers to the subsequent questions – “Provide recent and demonstrable evidence of each of the following skills:”. Please can you confirm if this assumption is correct. That is correct 17. You state in the 'Work setup' that work may be required at other locations nationally from time to time.You state in 'Additional information 3.' that travel and expenses will not be paid.I assume that you expect the supplier to cover the costs and pay for the outside M25 travel and expenses when you require supplier team members to work at other national locations.Please confirm We will pay T&S outside of the M25. 18. Please can the Authority confirm the approach that will be taken during the next phase of the procurement? Shortlisted suppliers will be provided with instructions. 19. Please can the Authority give an indication of the size of teams envisaged for each of the 5 separate requirements, and indicative sizes of the existing teams? Home Office cannot provide granular detail on the 'resource' requirements over the two year duration of the proposed contract, as we are expecting to contract for a service to deliver a series of outcomes, which will need to be delivered by the successful bidder, and which will be committed through a series of statements of work. Home Office is seeking to move away from specifying the resources required for delivery, to specifying the outcomes that need to be delivered. Accordingly, it will be for the eventual supplier to estimate and deploy the means necessary (including resources) to deliver these outcomes. 20. "1. What is the current size of the NCDS team? What would be your ideal team’s proportion “in house: transition partner” in the first year of the contract?2. What would you classify as a big, medium and small size NCDS project? From the past experience, please specify: numbers, average duration and an average team size to describe each.3. What data analytics tools would you like to use in the future? i.e. off the shelf, open source, bespoke development?4. What’s the current status of the NCDS platform architecture?; What lifecycle stage is it?" 1. Current team comprises c120 core team; approximate 50% split between in-house and potential transition partner. Over the coming years the organisation could flex between c100–150 'core' team, with transition partner providing between 30% and 60% service capability.2. Big: 10 core team; Medium: 5 core team; Small: 1-2 core team with outcome-based, flexed transition partner service.3.Data analytics is a new area for NCDS; we are looking to the transition partner to work with us to determine the most appropriate solution.4. Mature run, maintain, improve phase of operational life with project to consider future platform architecture being mobilised.