DDaT23039 - UKSBS Portfolio Tooling

Tender description

UK SBS has tooling to support its Portfolio, Programme and Project practices; UK SBS currently utilise 2 SaaS products to undertake resource scheduling and time recording respectively. These products meet the basic requirements but have limitations that require both internal resource and supplier application development to deliver process efficiencies. The focus of this exercise is to look for a single system to deliver the functionalities listed in the specification section. We are conducting market research to get feedback on our specification, understand available technological options, trials/sandbox options, and pricing mechanisms. A route to market has not yet been established. We are planning on holding a pre-market supplier engagement session on w/c 20th February which will last for an hour via zoom meeting. The confirmed time of the session will be communicated at a later date. Lot 1: UK SBS has tooling to support its Portfolio, Programme and Project practices; UK SBS currently utilise 2 SaaS products to undertake resource scheduling and time recording respectively. These products meet the basic requirements but have limitations that require both internal resource and supplier application development to deliver process efficiencies. In addition to these SaaS products, UK SBS uses an internally developed Change Portal (developed using the Microsoft Power Platform). The portal is used to receive new change requests and maintain basic metadata (such as status and RAG) and delivery progress updates. This portal is accessible to internal change delivery leads/project managers and externally to named Client Change Board stakeholders. Reporting is available using developed powerbi reports. All other project management artefacts and processes are undertaken manually, i.e. development of business cases and PIDs, management of RAIDDA logs, highlight reports and financial management. The focus of this exercise is to look for a single system to deliver the functionalities listed in the specification section. We are conducting market research to get feedback on our specification, understand available technological options, trials/sandbox options, and pricing mechanisms. A route to market has not yet been established. We are planning on holding a pre-market supplier engagement session on w/c 20th February which will last for an hour via zoom meeting. The confirmed time of the session will be communicated at a later date. IMPORTANT To ensure participation, Expression of Interest emails must be received by ddatprocurement@uksbs.co.uk no later than 14:00pm (UK time) on 17th February 2023. In the message subject field please state: "EoI DDaT22294 Pre-market engagement". In your message, please detail your organisation's name, provide up to two names and email addresses of your attending representatives. A drafted specification can be downloaded from contract finder, please go onto Contract finder and search for DDaT23039, or request directly by email the DDaT mail box mentioned above. All attending suppliers must familiarise themselves with the drafted spec in advance of the session(s) as we are seeking expertise and feedback from the market. BUDGET & TIMELINE (Indicative) a) The current indicative budget is based up to £50,000 per annum cost, it is anticipated that this could be a 5 year contract (3+1+1) - this is to be confirmed, subject to Value-for-Money justification. b) The current Anticipated Procurement Commencement Date is April 2023, subject to necessary approvals. AGENDA (may be refined) a) Welcome & Introductions (UK SBS) b) Purpose & project overview (UK SBS) c) High-level requirements (UK SBS) d) Evaluation & procurement process (UK SBS) e) Market products & capabilities (supplier perspective) f) Markets products & licensing models (supplier perspective) g) Market products & pricing models (supplier perspective) h) Market products & support models (supplier perspective) i) Q&A (All) j) Next Steps (UKRI) k) AOB (All) Please note that Supplier demonstrations may also form part of the pre-market engagement, but this is to be confirmed. Those who express interest will receive further information if it becomes applicable.