Consultancy support for Digital Transformation

Tender description

Summary of the work Consultancy support for the delivery of a Digital Transformation Programme in a Housing Association Expected Contract Length 18 months Latest start date Wednesday 20 March 2019 Budget Range tbc Why the Work is Being Done Raven is a launching a new 3 year strategy called Making the Difference; a digital transformation programme called Better Connected is a core part of that strategy and aims to achieve the following vision; "We will ensure all our residents are connected to services they value and trust; services that work alongside them, saving them time, giving them options, and helping them enjoy their homes." Problem to Be Solved We need to help to establish and support set up the following A change framework Programme and project management office Project tools Creation of a transformation strategy Systems architecture Data support Innovation hub Digital transformation resource planning Digital skills and capabilities Comms and engagement strategy Programme evaluation, KPI's / Analytics - telling the story Who Are the Users Customers need to be able to access all of their data and services in one place through multiple channels. Internally we need to have an increasingly automated processes and collaboration channels Early Market Engagement n/a Work Already Done Initial phase 1 programme plan has been created with workstreams focused on hearing the voice of the customer, a baseline capability map has been created and com analysis mapping is underway. Existing Team Team will work with internal resources including Business Architect, Head of IT, Data solutions manager, Business Transformation Manager Current Phase Discovery Skills & Experience • have experience supporting change management • have experience creating digital transformation strategies • have experience of taking systems decisions in a digital transformation Work Location Redhill, Surrey Working Arrangments Combination of onsite and offsite depending on the work required Security Clearance none Additional T&Cs standard contract No. of Suppliers to Evaluate 4 Proposal Criteria • How the approach or solution meets your organisation’s policy or goal • Estimated timeframes for the work • How the approach or solution meets user needs • •Technical solution • •Approach and methodology Cultural Fit Criteria • •Work as a team with our organisation and other suppliers • •Can work with clients with low technical expertise • •Be transparent and collaborative when making decisions • •Share knowledge and experience with other team members Payment Approach Fixed price Evaluation Weighting Technical competence 20% Cultural fit 20% Price 60% Questions from Suppliers 1. You mention "Phase 1 programme plan has been created". Did you engage with a supplier to do this and is that supplier bidding for this work too? No, the phase 1 programme plan has been created internally and we have not engaged any supplier support yet for this programme 2. Is there a confirmed set budget for this opportunity? No, we have budget for some support, we will determine how much we need as we move through the process. 3. Is the ‘innovation hub’ intended to be a system and/or a communication concept? The innovation hub is a physical room within our building that we want to turn into a space for staff to come together to collaborate on projects, to think in a different way and be innovative, to learn and test new digital techs, to incubate ideas. 4. What preferences regarding channels or devices has Raven Housing’s target audience expressed? We have not yet completed our voice of the customer project so do not hold a lot of data around what our customer prefers. 5. Please would you advise who is evaluating this stage of the bid? Director of Transformation and Business Transformation Manager 6. Is there an incumbent currently supporting this work? We have not engaged any external support yet and we currently have our internal transformation team supporting the programme. 7. Can you confirm when you'd like the latest start date? Currently, it's before the closing date. As soon as possible, so shortly after closing date. 8. Please can you provide further information on the budget range? No, we have budget but it will depend on how much support we decide we need. 9. Re the last question, would you kindly elaborate. I believe it is asking whether we have expertise in choosing the correct system to integrate into a digital transformation ? would you kindly confirm, or enlighten further. We have some expertise in house as part of our transformation directorate, but may need further support in this area. 10. Re question 3 on the evidence submission, could you kindly elaborate please. I believe it is asking whether we have expertise in choosing the correct system to integrate into a digital transformation ? would you kindly confirm, or enlighten further?. As per previous response , we have some expertise in house and but we may need to bring in further support to take the right decisions 11. Could you please elaborate a bit more on the meaning and scope of 'change management' in the criteria: 'Have experience supporting change management'? We are looking for support to set and embed an appropriate change framework that will support our digital transformation and engage our workforce 12. It says the latest start date is Wednesday 20th March 2019, which is 2 days before this tenders submission closing date. Can you confirm the actual latest start date please. Middle of April 13. Who will be managing this piece of work from Raven Housing Trust, and who do you expect will be impacted internally? The Business Transformation manager, who is managing the programme. The rest of the Programme team will be impacted 14. How much time of your existing team will be allocated to this work? We are a very small team of 3 in Transformation, for 2 out of 3 of us, this is our day job. We then have the rest of the programme team who have a different day job but probably spend on average a couple of days a week supporting the programme. 15. Are you able to share any more details on the types of problems you'd like to solve, and whether they have been prioritised? Until we have completed the COM analysis, and heard from the customer, we are not sure what we need to fix and what the priority is 16. You mentioned that the Payment approach would be Fixed price. Can you please recommend how you envisage this? for e.g. do you see suppliers quoting a fixed price for the entire programme (which would mean that the suppliers are given information about the deliverables) or do you see the selected supplier quoting a fixed price for individual workstreams based on a agreed ratecard. The latter 17. Can you share any details of the size of the organisation to be transformed, the current technology in place, the current suppliers and their responsibilities within the current overall operating model? We are a small organisation of 250 staff 18. Are you planning on holding a supplier engagement call to share more details of the required engagement? not planned at this stage 19. • What’s the timescale for completing the voice of the customer project?• What’s the timescale for stage 2 – i.e. when will we be notified if a full proposal is required?• Are the Change Framework and Transformation Strategy that you wish to be created solely for the “Better Connected” digital transformation, or will they apply to the wider “Making the Difference” strategy?• Are you currently using any suppliers to manage your data or IT systems? Voice of customer will be complete by middle of MayStage 2 commences in July, we have not planned timescales yet.The change framework will be used for the wider business but is essential to support Better ConnectedNo suppliers used