Home Office – Applications Packaging, Migration and Decommissioning Services

Tender description

Summary of the work Support application remediation and provide the following support: 1) Discover, packaging, migrating and decommissioning applications 2) Develop and deliver practical action plans for exiting incumbent contracts 3) Establish applications management process 3) Package Windows 10 applications by 30/6/2019 to remove need for Citrix 4) Decommission in scope applications by 31/10/2018 Expected Contract Length 12 months contract term + 12 months extension option. Latest start date Tuesday 15 January 2019 Why the Work is Being Done The Technology Platforms for Tomorrow (TPT) Programme is deploying a corporate technology overhaul across the Department, which will impact circa 29,000 staff. We are delivering a modern Windows 10 OS with O365 and associated collaboration tooling. The programme is also replacing the Department’s legacy application estate end user device estate, including replacing the mobile phone estate with modern smartphones. As part of this a large volume of applications require identification, packaging and migrating or decommission as appropriate. Problem to Be Solved The TPT programme aims to remediate the existing app estate so that users are able to access line of business and COTS application and TPT is able to package device drivers and certificates. Redundant applications require decommissioning and live apps require managed migration from the incumbent supplier's data centre as soon as possible. Service support documentation will be required to support the above. The supplier will need to possess a high degree of Citrix knowledge. TPT require the supplier to develop a strategy and range of deliverable options to support the disaggregation of the incumbent supplier's IT 2000 contract. Who Are the Users All Department staff (circa 29,000) will receive new technology across eight diverse business areas, i.e. Borders, Immigration Enforcement, Crime, Police and Fire Group, Capabilities and Resources, etc. This delivery of technology started in October 2017 and is largely complete. However, additional organisations have joined the programme with their own application needs and there is now a requirement to repackage applications previously provided via citrix. During this transition a wide range of end users will need to have uninterrupted access to their applications (during business hours) to enable them to continue working as they transition to new platforms and technology. Early Market Engagement To date the App remediation project has been delivered by a mixed teams of permanent and contractor resources and third- party suppliers reporting to a Programme Manager. A large number of apps have now been packaged but additional scope is required to enable applications for new Lines of Business and to facilitate the move away from Citrix. Work Already Done A number of applications have decommissioning plans that are being executed by the application owners. The Home Office is using Migration Studio to track and manage the application migrations and has developed an Application Lifecycle Plan. The supplier will need to quickly mobilise and engage with the current team to ensure swift and efficient handover of work within tight deadlines. The supplier will be expected to establish this upon arrival and through their Discovery Phase. Existing Team Responsible for reporting to the Application Programme Manager the following: 1) Knowledge transfer with incumbent delivery team. 2) Business engagement with key stakeholders to identify owners of applications that have no decommissioning plans and regularly refresh this list. 3) Reporting progress against project plan to existing TPT PMO. 4) Liaise with the internal testing function (TDCS), progressing all applications through to test acceptance. 5) Collaborate with Live Services to complete the Application support model. 6) Working with the Software Asset Management (SAM) team to effectively manage licence agreements 7) Continue to use Migration Studio to manage the migration of applications Current Phase Live Skills & Experience • Have demonstrable experience of working within a complex and legacy applications environment. • Have demonstrable experience of developing and implementing a strategy to migrate applications across data centres within the last 18 months. • Have demonstrable experience in the migration of applications across data centres within the last 18 months. • Have demonstrable experience in the delivery of applications packaging for access in a Windows 10 and mobile environment • Have demonstrable experience in the decommissioning of applications, working in a multi-supplier environment. • Have demonstrable experience in managing and documenting the end to end testing and release of various applications within a new environment. Nice to Haves • Experience in skills and knowledge transfer related to applications. • Account management able to provide summaries and clarity over day to day activities for Programme Managers. • Reporting directly to in post Programme Managers as part of a wider departmental management structure Work Location Work will be carried out from a Home Office location primarily in Croydon, South London. Working Arrangments The supplier will be required to collaboratively work on site (5 days per week for stakeholder engagement). Supplier costs must be inclusive of all expenses. Supplier will be required to use MS Project Online to provide time sheet information to I&P Finance on a monthly basis. Security Clearance All staff must have SC level security clearance prior to starting work. Staff not in current possession of SC security clearance must be willing to undergo SC security clearance. Additional T&Cs • Statements of work will be agreed periodically with the supplier on a fixed price, capped, or T&M basis with agreed deliverables. • The Home Office will use the standard DOS 3 contract terms. No. of Suppliers to Evaluate 3 Proposal Criteria • Team members and experience • Team Structure • Mobilise team • Flexible resources • Approach and methodology • Value for money Cultural Fit Criteria • Ability to function effectively and collaborate in a multi-supplier environment • Working successfully in complex public sector organisations • Approach to proactive issue management, problem resolution and improving ways of working Payment Approach Capped time and materials Evaluation Weighting Technical competence 45% Cultural fit 5% Price 50% Questions from Suppliers 1. Can contractors be used to deliver specific parts of the requirements? Can their previous works be used as demonstrable evidence? Yes to both queries. 2. Can contractors be used to deliver specific parts of the requirements? Can their previous works be used as demonstrable evidence? Yes, to both queries. However, on previous work experience, the Authority's expectation is that the expertise must reside with a single or individual member of the team and not with the organisation as a whole. 3. What are the number of applications in scope? As at 9 Nov 2018 there are 188 client apps and approximately 30-50 web apps that still require packaging. 4. Are they custom developed applications or COTS products or a mix? It would be useful to have a breakdown of each if possible. They are a mix of the two. 5. What are the planned deployment technologies and techniques (e.g. Microsoft Systems Centre) that may already be in use that need to be adopted? The applications are deployed using SCCM and Adaptiva (peer to peer software deployment tool). The Apps are packaged as App-V, if this cannot be used then MSI and then Cloudhouse. 6. What are the technologies in scope and would it be possible to have version numbers? We don’t understand the question. What sort of technologies did you have in mind, and used for what purpose?