Product Lifecycle Management Transition and Transformation Partner

Tender description

Summary of the work As part of the One Home Office transformation programme, the Chief Technology Office, is leading a programme of work to embed PLM across the organisation. An implementation partner is required to work alongside the project team to help deliver the education and transformation needed to embed PLM across the department. Expected Contract Length 2 years Latest start date Tuesday 3 May 2022 Why the Work is Being Done In line with the published DDaT Strategy, the Home Office are moving to ‘product lifecycle management’ for Digital Services and underlying IT Systems. This will help us promote a more user centred consistent delivery approach and ensure our products and services form part of a coherent end-to-end journey. It will also bring policy, technology and operational delivery closer together, reducing duplication and inefficiencies. Problem to Be Solved The Home Office is currently ‘programme-centric’ in the way it funds and governs the delivery of products and services. This means outputs, costs and timescales are often fixed at the outset before users’ needs are understood or desired outcomes are agreed. There are different levels of product maturity across the Home Office and differing levels of engagement and buy-in. The project is looking for an implementation partner to work alongside the project team to help deliver the education and transformation needed to embed PLM across the department. The project will pilot PLM initially with 11 Government Major Programmes that have or will close within this Spending Review period, with the possibility to grow to wider Home Office programmes. The successful delivery partner will initially focus on these 11 Programmes to ensure the adoption of PLM and provide coaching support/advice for the team to help build their credibility when this partnership has concluded. Who Are the Users Whilst the winning bidder will work initially with the 11 pilot products, all Home Office service users (staff and external) will need to considered. The initial 11 pilots products will involve working with their leadership, teams and wider department functions including without limitation, finance, portfolio management, commercial, etc. Early Market Engagement Home Office intends to hold an Overview and Clarification Session via Microsoft Teams 14th March 2022 (16:00 - 17:30). To attend the Overview and Clarification Session, potential providers will need to complete, sign and return a non-disclosure agreement (NDA). For further information on the Overview and Clarification Session and NDA bidders should submit a request to Patrick.Underwood@homeoffice.gov.uk by 12:00 (noon) 11th March ’22. Work Already Done A small project team has been formed that have developed a series of draft artefacts to iterate with teams in the first phase of the pilot. A peer group has been established to act as product champions within the DDaT Portfolios and supported by the Product Community. The Head of Role for the profession is also in place and beginning to start recruitment campaigns at scale. Existing Team A civil service led mixed team of managed service providers, contractors and civil servants. The successful supplier will be required to engage and collaborate across all groups delivering and maintaining services for the Home Office. Current Phase Not applicable Skills & Experience • Evidence and experience of introducing PLM best practice in public sector data/digital environments for organisations of a comparable size/complexity as the HO within the last two years (one example). • Be a recognised expert in the field of product lifecycle management and have experience of a wide range of agile and lean tools and techniques • Evidence of introducing, new financial and governance model(s) for PLM for organisations of a comparable size and complexity as the Home Office within the last two years (one example) • Evidence of credible engaging, consulting and successful implementation of PLM with senior leadership teams for organisations of a comparable size/complexity as the HO within the previous two years (one example). • Evidence of implementation and supporting a PLM project by enabling it to progress and scale upwards in capacity and capability, achieving a consistent approach throughout the organisation. • Evidence of having done this at more than one organisation for organisations of a comparable size and complexity as the Home Office within the last two years • Provide information of alignment with IR35 requirements for the public sector in running managed architecture & design services if your service includes bring in associate/contract resources • Evidence of identifying and addressing any blockers to a large organisation, similar to HO, transitioning to a product centric organisation, within the previous two years (one example). Work Location The majority of the services are expected to be based at our London, Croydon, Sheffield or Manchester sites. However, the successful supplier must be capable of providing the service nationwide. Secondary locations may include Glasgow, Liverpool, Southport or Hendon. The work will be divided into Statements of Work (SOWs) which will clearly identify the relevant base location. However, due to the current government guidelines the supplier will be asked to remotely work and when required work on site. Working Arrangments A flexible approach is required to meet the needs of each individual project and programme. The work will be divided into Statements of Work (SOWs) which will clearly identify the working arrangements. Security Clearance All staff must have Security Clearance (SC) prior to starting work. Staff not in possession of security clearance must be willing to undergo security clearance. Occasionally, NPPV3 or DV clearance is required. Clearance needs to have been achieved and validated by the Customer prior to commencement. Additional T&Cs Travel expenses are payable, outside the M25 (for Greater London based SOWs) or for journeys greater than 10 miles of other SOW base locations, approved by the customer, in line with HO Travel policy (subsistence is not payable). Professions rate caps will be applied to appropriate roles at agreed SFIA levels. These caps will be provided to shortlisted suppliers at RFP stage. Rates above SFIA levels will be agreed on an individual basis via the SoW. Seasonal furloughs may be required. Maximum sub-contractor margin caps will be applied. Providers participating in the RFP stage will need to complete an NDA. No. of Suppliers to Evaluate 3 Proposal Criteria • Essential skills • Approach and methodology • How the approach meets the requirements • Organisation capability to provide specialist support • Reporting and Governance approach • Added Value / Value for Money • Team mobilisation Cultural Fit Criteria • Social Value • work as a team with our organisation and other suppliers • be transparent and collaborative when making decisions • take responsibility for their work • share knowledge and experience with other team members • challenge the status quo Payment Approach Fixed price Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Did the small team who did the pilot work include any 3rd party supplier staff who could potentially bid for this work? There is the potential for suppliers who did the pilot to bid for this work. 2. Please can you provide a list of the 11 pilot products? Here are the teams that we are currently set to work with as part of the pilot. Please note that the list is subject to change (increase/decrease).1. Metis 2. Communications Data Lawful Intercept3. Central Operations Platform4. Cyber 5. End User Compute and Collaboration6. Digital Services at the Border7. Status Checking8. Detention Centres & Services9. Immigration Platform Technologies10. Law Enforcement Community Network11. Home Office Biometics 3. How will you carry out price evaluation – will it be a rate card, a weighted rate card or a price to deliver the work? This will be a combination of a rate card and fixed price to deliver the work. 4. You have not provided a budget and the spec is very high level – please can you provide some information to help us understand your expectations in terms of team size of budget to enable us to understand whether we can provide enough people? This information will be provided at the the supplier event. 5. What is the total budget for the work? £2 million over the initial 2 year period. 6. Can you share the draft artefacts developed to date? This is currently not available, but will be shared with bidders during the next stage of the procurement if possible.