IPO Transformation Data Services for Phase 1

Tender description

Summary of the work Provision of a specialist Data service to support the OneIPO Transformation programme from Discovery through to Private Beta. A strategic delivery partner is in place and responsible for the overall transformation though a number of data deliverables remain the responsibility of the IPO Data team. Expected Contract Length 2 years with option to extend for 6 months Latest start date Wednesday 20 October 2021 Budget Range It is anticipated that the IPO will commission each work package under a separate SOW. Why the Work is Being Done The Intellectual Property Office (IPO) is undergoing an organisation wide transformation programme. The existing rights-based services and operating model are being replaced with a new, integrated, OneIPO way of working. Patents, Trademarks and Designs will be unified under a set of new Services and presented to users via an authenticated user account. The IPO are looking for a Data Delivery Partner to assist in supporting the OneIPO Transformation Programme obligations to cover capabilities of data architecture, data modelling, data quality and data governance. The IPO also expect the supplier to manage delivery of their data outcomes across the OneIPO Transformation Programme and Data Team. Please follow the link below for further information: https://ipo-procurement.secure.force.com/ProSpend__CS_ContractPage?SearchType=projects&uid=a074J00000CuWN8QAN&searchStr=&sortStr=Recently+Published&page=1&filters= Problem to Be Solved Client-Side Data Management Support for delivery of Data Quality, Governance and Data Architecture. The winning supplier will be expected to work with the Data team & strategic partner to produce the deliverables required to meet these obligations which encompass data architecture, modelling, migration, quality & governance. Who Are the Users N/A Early Market Engagement N/A Work Already Done The OneIPO Transformation programme has already run a Manage IP discovery project and several data deliverables have been developed, namely: Data Model, Logical architecture, Data & process flows, Data architecture, customer profiling and an initial migration strategy. These may require iteration and validation as we go through each project. Existing Team The current Data Team has a Chief Data Officer, Deputy Director Data Management, Head Of Reference Data and Master Data, Head of Metadata Management & International data standards, Head Of Data Architecture (standards artefacts and SI), Data Quality Lead, Data Governance and 3 Data stewards. These roles are BAU roles not dedicated to the OneIPO Transformation Programme. Current Phase Not applicable Skills & Experience • Previous experience of successfully delivering and supporting complex transformation programmes within government or highly regulated environments encompassing Data Management and Architecture • Demonstrable track record within a client-side Data Management support role of delivering effective outcomes to time, cost and quality • Demonstrable experience of working in a formal knowledge transfer framework and building capability in client departments , leaving a self-sufficient, sustainable internal capability. • Demonstrable experience of maintaining programme alignment to existing governance model • Demonstrable experience as a collaborative supplier within a multi supplier ecosystem to meet the objectives of the client Nice to Haves • Experience of tailoring delivery approaches in line with performance • Designing programme governance models Work Location It is expected that work will take place flexibly between the supplier offices, IPO locations and remote working. Resources will be expected to travel and work from locations within London and Newport as required, as well as occasional travel nationally. In line with COVID pandemic lockdown regulations, work will initially be completed remotely. The primary location for this work will be: Intellectual Property Office Cardiff Road Newport NP10 8QQ Resources may be expected to travel and work at locations within London/Wales as required, however this will be at the expense of the supplier. Working Arrangments The Supplier’s resources will work as part of a blended delivery team, initially working remotely but using IPO supplied equipment, Monday-Friday usual office hours. More flexibility may be arranged by mutual agreement after an initial onboarding process. We expect team(s) to reflect the roles and capabilities listed in the Essential Skills section. Team(s) will work in the Agile delivery methodology, or 'Waterfall', or in a hybrid of both disciplines. Must be UK based. Security Clearance Given the nature of the work, BPSS is a minimal requirement to onboard, however Consultants are required to have SC clearance. IPO is able to support the SC Clearance process if necessary and Consultants must be willing to undertake the clearance with a reasonable expectation of passing. Additional T&Cs Due to the requirement for separation of duties, there will be a conflict of interest for a number of incumbent suppliers, therefore the IPO will not be accepting applications from the following suppliers: Phase 1 Strategic Delivery Partner, CTC Delivery Partner and Client Side Support Delivery Partner. The Supplier will be working in a multi-supplier eco-system with Delivery Partners mentioned above and, as a pre-requisite of the award of the Call-Off, Suppliers will also need to signup to IPO's Collaboration Agreement. No. of Suppliers to Evaluate 5 Proposal Criteria • Case study of previous experience of embedded client-side Data and Architectural support - 10% • Technology experience – 10% • Delivery approach and methodology - 10% • Onboarding and implementation Plan – 10% • Team structure, role by role competency - 5% • Your organisations primary activity and size and scale of this project – 5% • Risk mitigation strategy - 5% • Through life contract management & reporting approach - 5% Cultural Fit Criteria • Has an inclusive approach to engaging with internal stakeholders that will support project success - 2% • Will work transparently, and collaboratively as one team with our organisation and other suppliers – 2% • Will share their approach, knowledge transfer and experience with other team members and seek actionable feedback - 2% • Has experience of working with Government or other highly regulated departments - 2% • Has evidence of how the supplier takes ownership of problems and resolves issues - 2% • How your current operating practices feed's into improving social value and if successful with your tender how that will feed into your social value objectives. – 2% • How you will implement & measure your commitment to social value inline with the delivery plan – 4% • How your organisation would ensure a diverse supply chain that is accessible to all types of businesses from diverse backgrounds. – 2% • How you represent yourself as a diverse and equal organisation. – 2% Payment Approach Fixed price Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. Could you confirm what the budget will be for this work? We are not able to disclose the budget for this work to allow fair sizing & assumptions based on your experience. 2. Please can you confirm anticipated budget range, and minimum team size you would expect? We are not able to disclose the budget for this work to allow fair sizing & assumptions based on your experience. We however think the minimal team size should include 2 Data Architects and 1-2 Data Analysts. 3. Are you able to give any indication of the budget? We are not able to disclose the budget for this work to allow fair sizing & assumptions based on your experience. 4. Please could you disclose the name of the strategic transformation partner? The name will be disclosed on the completion of the associated commercial process and will be available via Contracts Finder. 5. Please could you disclose the name of the strategic transformation partner? The name will be disclosed on the completion of the associated commercial process and will be available via Contracts Finder 6. Is there a current incumbent supplier and if so please share who that is. There is currently no incumbent IPO side data delivery partner 7. Could you please share the indicative budget for this? We are not able to disclose the budget for this work to allow fair sizing & assumptions based on your experience. 8. Which supplier performed the Discovery project? The suppliers who worked on the discovery outcomes (Manage IP) were Deloitte & Tria. 9. You’ve stated that travel costs will be at the suppliers expense. In the 2nd phase procurement when pricing is provided, will you state a % split from expected onsite/offsite and Wales/London working? We believe this will provide better value for money otherwise we’ll cost up the possibility of 100% onsite working. The current policy for IPO staff is to work remotely with exceptions to coming into the office as and when required. We do not expect more than 20% office based. 10. You’ve stated a 2 year agreement and a fixed price. I’m assuming that the fixed price will only apply to the discovery phase? – Will subsequent phases all be fixed or T&M or Capped T&M or Shared Risk/Reward? Fixed price for all phases based on Outcomes. IPO are not looking for a T&M contract. 11. Experience of tailoring delivery approaches in line with performance What delivery approached have been taken in the past, what are the performance parameters which would impact delivery approach?Do you want experience flexible Agile delivery approach? "The intent here is to try and give the supplier some flexibility in how they deliver the fixed outcomes that are needed. e.g. Some of the outcomes will have fixed requirements that must be delivered within a certain timescale as other parts of IPO have critical dependencies on the items being delivered. In all likelihood the supplier would need to adopt both elements of both Agile and waterfall methodology across the suite of outcomes" 12. For the question “Experience of tailoring delivery approaches in line with performance” could you please confirm what performance is relating to? Are you talking about the performance of the service, the squad or something else? "The intent here is to try and give the supplier some flexibility in how they deliver the fixed outcomes that are needed. e.g. Some of the outcomes will have fixed requirements that must be delivered within a certain timescale as other parts of IPO have critical dependencies on the items being delivered. In all likelihood the supplier would need to adopt both elements of both Agile and waterfall methodology across the suite of outcomes" 13. In terms of ‘Experience of tailoring delivery approaches in line with performance’, whose performance is referred to in the question? Is the concern that the new supplier will not deliver or that the information requested from other parties will not be available in a timely manner and thus the new supplier will need to adjust its approach? "The intent here is to try and give the supplier some flexibility in how they deliver the fixed outcomes that are needed. e.g. Some of the outcomes will have fixed requirements that must be delivered within a certain timescale as other parts of IPO have critical dependencies on the items being delivered. In all likelihood the supplier would need to adopt both elements of both Agile and waterfall methodology across the suite of outcomes" 14. Can you explain what is meant by “Experience of tailoring delivery approaches in line with performance” – are you looking to tie payment to delivery performance, or do you mean something else? "The intent here is to try and give the supplier some flexibility in how they deliver the fixed outcomes that are needed. e.g. Some of the outcomes will have fixed requirements that must be delivered within a certain timescale as other parts of IPO have critical dependencies on the items being delivered. In all likelihood the supplier would need to adopt both elements of both Agile and waterfall methodology across the suite of outcomes. Payment will be aligned to successful delivery of outcomes. " 15. Has a decision been made as to whether this would sit on Azure or AWS or another Public Cloud Service Provider? The strategic solution for IPO will sit on Azure cloud. 16. Do you accept bids for partners that are exclusively for Azure, AWS or another cloud service provider? The strategic solution for IPO will sit on Azure cloud. 17. Can you please clarify and elaborate on the “Experience of tailoring delivery approaches in line with performance” criterion and in particular what “performance” are you referring to? The intent here is to try and give the supplier some flexibility in how they deliver the fixed outcomes that are needed. e.g. Some of the outcomes will have fixed requirements that must be delivered within a certain timescale as other parts of IPO have critical dependencies on the items being delivered. In all likelihood the supplier would need to adopt both elements of both Agile and waterfall methodology across the suite of outcomes. The use of ‘performance’ refers to the expected progress against agreed planned activities for both client & supplier. 18. The market engagement document showcases that IPO already has a robust governance model in place. Could you elaborate the intent behind this question ‘Designing programme governance models’. Do you intend to change your governance structure for each SoW?Are you asking to evidence if a supplier can recommend changes after being onboarded wherever necessary? We have developed governance models based on our current understanding, we would like to know that our potential supplier can add value by calling out any activities that are not covered or may need to be updated to improve delivery. We are asking to evidence where a supplier can recommend changes to increase performance or delivery on client or supplier side