CSSF Management Information System

Tender description

Why the Work is Being Done The Conflict, Stability and Security Fund (CSSF) within the Foreign and Commonwealth Office (FCO) currently use a spreadsheet for management information (MI), which is becoming cumbersome and difficult to analyse. This requirement involves all Discovery, Alpha, Beta, and Live (including Training, Ad-hoc Support and possible Iterative Development) Phases. Problem to Be Solved The CSSF currently uses an Excel spreadsheet to track programme and project progresses. Updates are manually input into this spreadsheet at various frequencies (circa every quarter) by each regional team. This process is cumbersome for end users and providing analysis is difficult. In addition, Excel’s visualisation capabilities are limited and the production of quality management information (MI) is currently very labour-intensive. CSSF require a fully functioning, updated (Office 365 based) MI system that is capable of handling and analysing its current collection of data, incorporating transparency and commercial data and any future data requirements. User guides and documentation also need improvement. Who Are the Users CSSF staff (based internationally) need to be able to have better access to and management of current and future CSSF programme and project progress data, so that they can handle and analyse it appropriately. Early Market Engagement Work Already Done N/A Existing Team One to three FCO staff within CSSF. The supplier will need to work within the FCO UK site (King Charles Street, London) because they will needs to work on FCO systems - this can not be done remotely or in a cloned system environment. Current Phase Not started Work Location The Foreign and Commonwealth Office, King Charles St, Whitehall, Westminster, London SW1A 2AH Working Arrangments The supplier is responsible for how they allocate resource for this requirement, but must be onsite for at least three days a week. The FCO will not be liable for any travel and subsistence expenses within M25/Greater London. Any travel and subsistence expense reimbursements outside M25/Greater London will be in accordance with FCO’s Travel & Expenses Policy. The supplier must follow the FCO's IT and security procedures and policies in relation to access, data and equipment use. Security Clearance Suppliers must have minimum SC vetting for all staff involved with this requirement at any time during this contract. The FCO will be a sponsor for any suppliers attaining security clearance. FCO has no involvement with the clearance process and cannot guarantee when, or if, any clearances will be attained. Additional T&Cs The Discovery Phase will be Firm Price costed from the outset. Both the Alpha and Beta Phases will be subject to the outcome of their previous Phase, and thus commencement of work will be subject to FCO receiving and approving a costed SOW from the supplier. The Training will be Firm Price. The amount of Live Support and Live Iterative Development is unknown at this stage, therefore both will be on a 'Time & Material' price basis against a provided rate card. This is included in the overall budget and is subject to FCO approval. Further information provided after down-selection. Skills & Experience Experience in undertaking user led research to understand core user needs and complex business requirements [Weighting of 4] Experience in conducting rapid user led discovery projects within a global organisation [Weighting of 5] Comprehensive approach to delivering Minimum Viable Product solutions within compressed timelines [Weighting of 5] Experience of designing and delivering end-to-end data integration solutions.[Weighting of 5] Experience of designing, implementing and embedding technology solutions within Office 365 [Weighting of 4] Nice to Haves Experience of supporting organisational change (including culture and skills) within large organisations to support board-level decisions [Weighting of 2] Experience of engaging users to support the rollout of new technology within a global organisation [Weighting of 2] Experience of working effectively with users and stakeholders with limited technical expertise [Weighting of 2] No. of Suppliers to Evaluate 3 Proposal Criteria Approach and methodology [Weighting of 8] Estimated timeframes for the work [Weighting of 8] How the approach or solution meets our goals [Weighting of 8] Team structure [Weighting of 6] Approach to issue management, problem resolution and improving ways of working, including a risk register [Weighting of 6] Value for money [Weighting of 6] Cultural Fit Criteria Work as a team with our organisation and other suppliers [Weighting of 3] Be transparent and collaborative when responding to demand [Weighting of 3] Share and embed knowledge with the client team [Weighting of 3] Payment Approach Fixed price Assessment Method Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers No questions have been answered yet Budget range £200,000