BA with expertise in Finance/Purchasing. Knowledge of best market practice and technology solutions.

Tender description

Summary of the work An opportunity for an experienced business or systems analyst with specialist knowledge of Finance and procurement processes to take a leading role in a project to replace London Fire Brigade’s Finance and Purchasing system. Specialist role Business analyst Expected Contract Length Approx 2 yrs, there will be gaps at stages for governance approvals and system procurement tenders. Latest start date Wednesday 1 April 2020 Maximum Day Rate Overall budget is £149,999 Early Market Engagement We have received a number of demonstrations from market leading solutions with the purpose of allowing London Fire Brigade to become a more intelligent customer. Who Speclialist Work With Finance and Procurement teams consisting of staff within the following areas: Purchase to Pay Accounts Payable Accounts Receivable Budgeting Stock Control Protective Equipment Group Borough Distribution Centre Accounts Production from General Ledger Purchasing and Procurement Water Team Sustainable Development Vehicle Administration Management End user stakeholders (e.g. fire station staff and staff from other departments e.g. Training, HR) The Heads of Service, Deputy Heads and Managers of Finance and Procurement ICT Project Manager ICT Project Support ICT Finance systems owner What Specialists Work On Analysis and specification phase (3 month duration): • Stakeholder engagement • Analysis of business processes • Functional specification Market analysis and pre-procurement phase (approx 6 months elapsed): • Review of market, identification of solution types and recommendations • Evaluation methodology for the procurement Procurement and implementation phase (approx one year elapsed): • Support the procurement process including advice, clarifications • Evaluation of bids/Shared Service preparation completed • Assist with data migration • Assist with solution provider led implementation Across all three phases: • Progress reports • Contribute to project plan and other governance reports • Contribute to stakeholder signoff Skills & Experience • Lead a review of current business processes within LFB, confirm existing good practices, propose changes and additions to the business processes in accordance with current industry good practice. • Document the above processes in sufficient detail. • Produce a functional specification (Statement of Requirements) for the procurement of the solution, which shall incorporate current industry good practice, appropriate performance criteria, service level agreements and other features. • Set out requirements in a MoSCoW priority format (M= must haves, S = should haves, C= could haves, and W = won’t haves). • Undertake stakeholder engagement, in particular within Finance, Procurement, Brigade Distribution Centre, Payroll and ICT departments and other end users. • Consider and review all end user experience, including those within the functions based at 169 Union Street, the needs of fire stations and fire safety department, and senior management. • Review and address system interface requirements. • Provide regular checkpoint and highlight reports to the project manager, including information on risks, issues and dependencies. Also provide ad hoc reports as requested from time to time. • Propose inputs into the project plan to ensure effective delivery of the outcomes of this contract. • Provide market intelligence, the identification and review of the types of solution available, including a shared service potentially, that could likely meet our requirements. • Lead the process of comparing the Brigade’s requirements with solutions (including shared service option) available in order to advise a ‘best fit’, including requirements fulfilment, costs and risks. • Lead the review and assessment of shared service opportunities. • Advise on contract model to manage the selected system(s)/supplier(s), including performance measures to ensure value is achieved throughout the life of the contract. • Develop evaluation criteria for the procurement decision. • Provide regular checkpoint and highlight reports to the project manager, including information on risks, issues and dependencies. The Consultant shall also provide ad hoc reports as requested. • Propose inputs into the project plan to ensure effective delivery of the outcomes of this contract. • Provide client side advice and adopt lead responsibility for the client function during the procurement phase of the finance and purchasing system. • Manage and deal with technical and functional tender clarification questions process in conjunction with LFB procurement personnel. • Assist with evaluation of bids and participate in the evaluation process. • In the event of a shared service option being chosen, lead the client side elements required in the access to and planned engagement of the shared service agreement. Work Location London Fire Brigade HQ 169 Union Street London SE1 0LL Working Arrangments • Onsite 5 days a week, standard working hours, unless formally agreed otherwise • A combination of face to face meetings / workshops and working at a desk in the main office building • Regular update/progress meetings/emails/conference calls • Travel and subsistence expenses to be included in daily fee Additional T&Cs 1. The applicant must not be a recruitment agency 2. Company must have a minimum turnover of £200k No. of Specialists to Evaluate 5 Cultural Fit Criteria • Work as a team with our organisation and other suppliers • Take responsibility for their work • Be comfortable standing up for their discipline • Can work with clients with low technical expertise Assessment Method Interview Evaluation Weighting Technical competence 75% Cultural fit 5% Price 20% Questions from Suppliers 1. Is there a current incumbent in the role? There is no incumbent. 2. Is there a current incumbent in the role? There is no incumbent. 3. Should this be on outcomes rather than specialists No, we require a Business Analyst and specialists seems to better match our requirements as we are looking to purchase an off-the-shelf product rather than bespoke. 4. Can you please explain how you would like the skills matrix answering.It doesn't refer to specialist skills in previous roles but rather what they will be doing in this role.Do you want how they have previously achieved these points or how they will achieve them in this role? We would like each skill addressed with an example of how this has been achieved in a previous role. If you wish to also add how you would achieve it in this role then please add that too, but you must initially address how you have achieved them in a previous role. 5. Is the amount quoted for overall budget is without VAT? The amount quoted is the total budget excluding VAT. 6. Is the overall price inc or exc VAT? The overall price is excluding VAT. 7. Is it essential to have previous experience in LFB or will demonstrable evidence of experience in other organisations suffice? It is not essential to have previous experience in LFB, however we would expect you to demonstrate experience in other bluelight or public sector organisations that are comparable. 8. Can you confirm an anticipated maximum day rate please. The day rate proposed must not exceed the overall budget that has been detailed in the requirement - £149,999.00 over two years. 9. Has the buyer correctly listed the requirements under 'skills and experience' section? The application process calls for the applicant to provide 100 words per bullet point to evidence that they have the skills required.The very first bullet point would suggest you are looking for someone who has "led a review within LFB" and that will surely limit the number of applicants. The second bullet does not define an essential skill unless this is looking for evidence of being able to document a process sufficiently!Also more than 8-10 bullet points is likely to put off potential applicants. Yes, this has been listed correctly. This is a two year project hence the number of requirements listed so that we can ensure we find the right fit for this project. As per the response to a previous question we do not require someone who has led a review within LFB, but would like evidence of a review that has been carried out preferably within a comparable bluelight or public sector organisation.The template form allows for up to 20 requirements and we have decided to utilise all of them to assess potential applicants. 10. Has the buyer correctly listed the requirements under 'skills and experience' section? The application process calls for the applicant to provide 100 words per bullet point to evidence that they have the skills required.The very first bullet point would suggest you are looking for someone who has "led a review within LFB" and that will surely limit the number of applicants. The second bullet does not define an essential skill unless this is looking for evidence of being able to document a process sufficiently!Also more than 8-10 bullet points is likely to put off potential applicants. Yes, this has been listed correctly. This is a two year project hence the number of requirements listed so that we can ensure we find the right fit for this project. As per the response to a previous question we do not require someone who has led a review within LFB, but would like evidence of a review that has been carried out preferably within a comparable bluelight or public sector organisation.The template form allows for up to 20 requirements and we have decided to utilise all of them to assess potential applicants. 11. Please could you advise a maximum day rate? The day rate proposed must not exceed the overall budget that has been detailed in the requirement - £149,999.00 over two years. 12. Can a recruitment agency apply for this opportunity? No. As per the framework terms and statement under 'Additional terms and conditions'.The Digital Outcomes and Specialists 4 RM1043.6 OJEU notice (2019/S 129-316685); framework application supplier declaration questions; and framework terms and conditions (clause 2.5) make clear that Digital specialists suppliers must only provide specialists from their existing team; do not solely source staff for others; and take direct contractual responsibility and full accountability for delivery of the service and the work undertaken by the specialist they provide. Suppliers who cannot evidence that they are not working in the capacity of an agency will not be considered. 13. Please advice on estimated number of working days during the contract period of 2 years. It is envisaged that the role will be full time for the first 6 months, and that there will be between 210 - 250 working days over the two year period. 14. Please advice on estimated number of working days during the contract period of 2 years. It is envisaged that the role will be full time for the first 6 months, and that there will be between 210 - 250 working days over the two year period. 15. Is this inside or outside IR35? Having completed the HMRC CEST tool this role has been confirmed as being outside IR35. 16. Is this inside or outside IR35? Having completed the HMRC CEST tool this role has been confirmed as being outside IR35. 17. Is this to be billed on a capped time & materials basis, or is it to be billed by the given day rate according to days worked?You have estimated 210-250 days worked, how are you calculating this against the total £149,999 budget? The difference in day rate between £149,999/ 210 or 250 is significant, and it is important for us to remain competitive while ensuring we can provide an optimal business analyst. Can you provide a more accurate estimate? The expectation is that this would be a day rate engagement. The variation in days arises through the some uncertainty around the later phases of the project we anticipate Phase 1 to be around 130 days. 18. What is the expected effort days estimated by you for this assignment excluding the break-periods coming naturally due to procurement process stages as well as internal governance requirements. It is envisaged that the role will be full time for the first 6 months, and that there will be between 210 - 250 working days over the two year period. 19. What is the expected effort days estimated by you for this assignment excluding the break-periods coming naturally due to procurement process stages as well as internal governance requirements. It is envisaged that the role will be full time for the first 6 months, and that there will be between 210 - 250 working days over the two year period. 20. You say this is to be a day rate engagement covering 2 years but the answers you have provided along with the original information offers a wide scope both for day rate and number of working days you require. Can you offer some clarity. We have already declared a maximum budget of £149,999 over two years. We have also already stated that we expect Phase 1 to be full time for 6 months, but a total of 130 days, and that the full 2 year project will be 210 – 250 days. We would like the market to tell us the rate that is appropriate for this role.