IT Infrastructure Programme - Programme Discovery Phase

Tender description

Summary of the work Migrate and upgrade Dynamics 2011 to Dynamics 365 Online and dependant systems to SaaS or cloud services and Office 365 and End User Compute Windows 10. Define roadmap, target architecture create and delivery project business cases. Expected Contract Length 3 months Latest start date Monday 22 January 2018 Budget Range £100k to £300k Why the Work is Being Done The Charity Commission’s Microsoft Dynamics and core line of business applications and services are end of service life and make it challenging to support new business objectives, improving back office services and improving customer experience. This programme of work will upgrade the Charity Commissions core IT systems to supported versions taking advantage of SaaS and cloud services benefits of economy of scale, security and reduce support and maintance costs. Problem to Be Solved The discovery phase will intiate the IT transformation programme and will help understand and answer the following questions: •What and how we build new technology platforms to replace aged IT systems, how we provide a modern Dynamics CRM platform •How we remediate existing security vulnerabilities and understand quick wins we can close out quickly to reduce security threats •Assess and provide recommendations for business process re-engineering process flows, data points and requirements for casework redesign project. •Understand and define the Charity Commissions Casework Redesign Implementation (CRI) solution delivery workstream •CCEW target architecture and roadmap, business cases, cost and timescales. Who Are the Users -As a Charity or Trustee we need to be to able to start, operate and close a charity effectively to meet our compliance obligations. -As individual members of the public we need easily accessible Information so that we can confidently support charities. -CCEW need assurances regarding maintance and change delivery so we can meet our regulatory obligations. Work Already Done Previous project scoping information and any architecture diagrams will be made availible to the supplier. Existing Team Predominatly working with the internal Information Services teams; which is made up of a Solution Design, Software Development, Testing, Strategy & Governance, Infrastructure, Service Delivery Teams (ServiceDesk & Application Support), and a Data Team. These teams are made up of a mixture of skill, knowledge and experiece levels of both the Commission, technical role, methodologies and ways of working. There will also be engagement with non-technical colleagues in the wider Commission and other suppliers. Current Phase Discovery Skills & Experience • Experience of upgrading Dynamics2011 to Dynamics365 Online, Exchange2007 to Office365, Ms SQL to Azure SQL Database, Objective to SharePoint and Objective SaaS, Bespoke.Net SQL backend Charity Register system to Azure. • Experience of integration including Scribe, Mulesoft, store procedures, scheduled tasks, Unix on Windows scripts and other integration points, • Experience of BYOD and Windows 10 and security wrap to meet HMG Security Policy Framework. • Experience of incoporating security & privacy by design into requirements, solutions and delivered digital services • Experience of integrating with and transitioning from legacy systems and existing digital services to new services • Experience of creating an effective services/API architecture (preferably utilising mulesoft) • Experience of government digital standards and having passed GDS service reviews • Experience of advising and guiding a client organisation upon its long term architectural decision making • Experience of augmenting a clients internal team successfully • Experience of developing highly collaborative relationships with client delivery teams, other suppliers & management inc organisational change. • Experience of successful agile adoption by a client organisation and using agile controls to manage delivery & expectations of a client • Experience of successfully combining waterfall and Agile methodologies and advising a client of the choice of the correct methodology. • Experience of maturing a client organisations ability to define requirements • Experience of supporting a client to ensure operational readiness, post-live support Nice to Haves • Experience of developing digital services with Liferay, MS Dynamics CRM 2011, MS SQL Server 2008, Mulesoft, DROOLS, Jenkins, Docker, Objective, AWS, Test-rail, Jira, Confluence • Experience of building a clients organisational digital capabilities within the civil service sector • Evidence of resources that have existing BPSS security clearance that will support the speeding up of on-boarding teams. • Organisational Change Management Experience • Experience of the charity sector Work Location Split between: - South West - Brendon House, House, 35-36 3PN, Upper High St, Taunton - North West England - Redgrave Court, Merton Road, Merseyside L20 7HS Working Arrangments On site for meetings or workshops with internal stakeholder. Teleconference or video conference may be useful for follow up sessions. Remote working for documentation is fine. The two main sites are: South West - Brendon House, House, 35-36 3PN, Upper High St, Taunton North West England - Redgrave Court, Merton Road, Merseyside L20 7HS Security Clearance Delivery team members must have completed the HM Government Baseline Personal Security Standard (BPSS) check and be eligible and prepared to undergo the clearance process to at least Security Check level. Additional T&Cs - GDPR compliance - All contractors have completed security checks (BPSS clearance) No. of Suppliers to Evaluate 3 Proposal Criteria • How you would ensure continuity & consistent delivery through the course of the contract • Your approach to addressing & helping a client with low maturity/skill levels • Your ability to rapidly stand-up your own team, • Your approach to working as a blended team with our organisation and other suppliers and ability to take direction from Commission colleagues • Your approach to ensure a client has always appropriately understood a subject/update/report • How you would address and mitigate the risks of a lack of technology specific technology stack skills. • How existing technical debt would be identified & addressed and how the creation of technical debt in any infrasructure or developments from contract start would be addressed • Outline the Defect Management process you would use for this engagement • The Risk Management approach/method you would propose for use in this engagement • How you would apply Change Management within a specific piece of work/SoW and within the over-arching contract • How you would propose to apply Project & Portfolio Governance within this contract • How would you propose to address the challenge of waterfall governmental planning & budget activities against the GDS requirement for delivery to be achieved using an agile approach • Provide referenceable experience of successfully achieving required business and digital outcomes to budget and timescales within a portfolio of work for a client • How would you propose to address the openness & transparency of contractual margins rather than the Commission relying upon "right to audit" • Please provide examples of quality measures for each stage of a project and Entry and Exit Criteria to each stage of: Design/Development/Test/Migration/ Release/Warranty • Please outline the artefacts that will be provided for any infrasructure or development work with the purpose future infrastructure upgrades or development work. • Outline your experience of engaging with clients to broker usage of COTS,SaaS,Paas, cloud services to deliver a solution, explain how you articulated the benefits vs on-premise infrastructure or custom-built software. • How you would proposed to deal with conflict with the Commission Cultural Fit Criteria • Advise what controls would be used to ensure the achievment of outcomes and manage expectations, and how & when these have been successful for you in other engagements • Provide examples and explain to us how you would ensure successful collaborative working relationships as part of a multi-supplier delivery team • Describe how you would successfully engage with internal project & product management personnel, provide previous examples where you have done this. • Provide examples that support what your approach would be to coaching and mentoring internal delivery & management teams • How would you (and have previously successfully) approached the lifecycle of a digital product and/or service • Provide example/s of successfully and harmoniously challenging a client where you believe they are not best fulfilling their outcome and achieving a better result/outcome. • How would you take responsibility regarding a change of scope / increase in forecasts from the expectations that had previously been set • Detail how you will ensure effective commuciations across the portfolio of work and within a specific project. Payment Approach Capped time and materials Evaluation Weighting Technical competence 50% Cultural fit 10% Price 40% Questions from Suppliers 1. Additional information provided by the Charity Commission Due to a number of unknowns and risk leading to uncertainty of future cost and timescales, the Charity Commission wants to reduce this risk by delivering a real time proof of concept or pathfinder with all technical components upgraded and fully integrated during the programme discovery phase. We can then use what was learned to create the programme and project business cases to move forward at pace. 2. The evaluation criteria states 40% evaluation on price, can the Charity Commission please clarify where we upload our pricing. Pricing will be requested from the shortlisted suppliers.