Application Architecture and Optimisation Review

Tender description

Summary of the work An Independent application architecture and optimisation assessment to produce a strategy to move the Council forward, realising its strategic priorities. To produce a rationalisation, integration and reprocurement roadmap, identify solutions, timescales, analyse impact and risks and a cost benefit analysis to help us become the #BestCouncil we can be. Expected Contract Length 30 days over a time frame to be agreed Latest start date Monday 6 January 2020 Why the Work is Being Done We launched our new Council Plan and Organisational Development (OD) Plan last year. These set out our ambition to be #bestplace and #bestcouncil. Our OD priorities include: “council redesign”, “work-well” and “wellbeing”. We are commissioning an independent application architecture assessment to review our current application estate (c 160 systems) to help us determine a future development roadmap. The work should include understanding where we are today and to set out a Application Strategy, to include integration, rationalisation and reprocurement opportunities) which will enable the realisation of our Organisational Development and Council Plan priorities. Problem to Be Solved • Better integration of data and intelligence to enable integrated functions and a networked council • Improved accessibility to information to manage demands, ensuring the right people get the right support at the right time • Modern digital solutions and business innovation / modern ways of working • Centrally managed applications and budgets with a simplified procurement route • Optimised utilisation and more efficient business processes (fewest best assets) Who Are the Users All stakeholders for North Lincolnshire Council and associated partners. Users needs vary with each application used, however, our aim is to create an agile environment with applications that are easy to use, informative and can help users manage their roles effectively. Work Already Done A comprehensive and up to date Asset Register has been created for applications used across the Council. This includes detail around all applications including purpose, contract and cost. Work has also started to build an Intelligence Hub which will concentrate on bringing data together in one place and making a more integrated reporting solution for the Council. Our OD and Council plans together set our ambition, priorities, outcomes and values. Relevant background information will be provided to the commissioned provider. Existing Team The Application Service have recently taken on the role of supporting all council applications and managing any new contracts that are set up. The IT and Digital Enablement team deliver a business partnering role, working directly with the service area. Additional technical resources will be made available from the Applications and Infrastructure team within NLBC (shared service for NE Lincs) for specific specialist information. Current Phase Discovery Skills & Experience • have a track record of working with councils to understand their application architecture • have a track record of identifying opportunities for improvement in public sector • have a track record of creating strategies for change for public sector organisations • have experience of planning and implementing large scale transformational and change projects • have knowledge of the latest technological solutions and how they can be applied to offer value for money • have a track record of innovation and creativity • have an understanding and experience of the public sector digital landscape • understand barriers to change in complex organisations • understand agile practices in complex organisations • an understanding of relational databases and inter-connectivity between disjointed systems • understanding of current Council and Government legislations Nice to Haves quickly understand service needs and risks for the key business critical systems that are approaching end of life Work Location Church Square House 30-40 High Street Scunthorpe North Lincolnshire DN15 6NL Working Arrangments The work will require a significant amount of on-site work including understanding the current application architecture, interviewing key stakeholders, attending working groups, understanding market capabilities, presenting findings etc. Although some work could realistically be completed off-site too. No. of Suppliers to Evaluate 4 Proposal Criteria • Approach and methodology • How the approach meets your organisation’s policy or goal • How the approach meets user needs • Estimated timeframes for the work • How they’ve identified risks and dependencies and offered approaches to manage them • Value for money Cultural Fit Criteria • work as a team within our organisation • be transparent and collaborative when making decisions • take responsibility for their work • challenge the status quo • can work with clients with a range of technical and subject knowledge • can work with stakeholders at all levels within an organisation Payment Approach Fixed price Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers 1. Have you determined a budget for the project? We are looking at Circa £25,000 2. Do you have a target budget range for this engagement? We are looking at Circa £25,000 3. The brief reference 30 days spread over an agreed timeframe. Are you therefore looking for a fixed cost for 30 days only? If so do you have a budget in mind? Yes that is correct, we are looking at Circa £25,000 4. How many applications are utilised by the Council? We currently have recorded 160 applications. We have broken these up into 3 categories. Category 1, Line of Business/large applications – 64Category 2, Supplementary/small applications – 52Category 3, Core IT facilities - 44 5. Does the review include residual services and applications? i.e system applications AD, monitoring etc… We currently have recorded 160 applications. We have broken these up into 3 categories. Category 1, Line of Business/large applications – 64Category 2, Supplementary/small applications – 52Category 3, Core IT facilities – 44We would like the strategy / roadmap to cover all three categories. 6. Is previous experience of working with councils mandatory? Will experience of working with other public sector organisation be considered? We are comfortable to review responses from suppliers who have worked with other public sector organisations.