Devon County Council (DCC)

CP1820-19 Validation, Design and Implementation of a New Digital & Technology Service

Incomplete applications

12
Incomplete applications
8 SME, 4 large

Completed applications

9
Completed applications
7 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Tuesday 10 September 2019
Deadline for asking questions Tuesday 17 September 2019 at 11:59pm GMT
Closing date for applications Tuesday 24 September 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work DCC is undertaking a redesign of its ICT Commissioning and Digital Transformation Service, aiming to create a new Digital & Technology Service to meet the organisation's needs. A supplier is required to validate agreed principles, redesign processes and successfully deliver an agreed implementation plan within the required time frames.
Latest start date Monday 7 October 2019
Expected contract length 4-months
Location South West England
Organisation the work is for Devon County Council (DCC)
Budget range up to £30,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done DCC is prioritising digital within business change. This will increase the demand for digital solutions within the organisation. DCC has also signed the Local Government Digital Declaration and is determined to adopt a user centred approach to digital service redesign. The organisation has developed principles, an initial design and high level plan to remodel its ICT Commissioning and Digital Transformation service, resulting in the creation of a new Digital and Technology Service. The new service is designed to meet the needs of DCC and deliver user centred digital solutions. Our ambition is to complete the implementation work before end 2019.
Problem to be solved DCC's traditional approach to IT services has been challenged by accelerating demand within the wider organisation for digital services. Projects are generally centred on technology solutions and business needs. Projects generally do not move forward with sufficient speed. Projects frequently run over time and budget. Projects are frequently bought to the IT team at a point when a set of business-focused requirements have already been determined. This does not allow the experts within the IT service to shape solutions.
Who the users are and what they need to do "As a resident of Devon I want to easily access the help I need so I can get the right solution
As an employee of DCC I want access to well designed digital and technology solutions so I can get my job done
As an employee of DCC I want fast delivery of the tools I need so I don't waste time waiting to get things done"
Early market engagement
Any work that’s already been done We have completed a substantial discovery phase in-house. This has resulted in principles and a high level design for a new Digital & Technology Service, along with a sketched programme of activities required for implementation.
Existing team The supplier will be working with a management group responsible for delivering the new Digital & Technology Service. The supplier will be working with their wider ICT function to develop designs and implement the solution. The supplier will have access to support from several members of the DCC team and other stakeholders as required.
Current phase Beta

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Primarily located at County Hall, Topsham Road, Exeter
Working arrangements The supplier will undertake validation of the principles and initial high level design, will work collabortaively to redesign existing ICT processes in the context of the new high level principles, and will be responsible for ensuring an implementation plan is created, improved and executed. The supplier will meet regularly with DCC stakeholders and will prepare progress reports for consumption by the responsible management group. DCC expects at least two days per week will be onsite. No additional expenses will be permitted outside of the agreed fees for completion of the work.
Security clearance

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions All expense and costs to be included in the quoted price

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Q1. Provide examples of where you have achieved successful transformation of corporate services - 10 points
  • Q2. Demonstrate with practical examples how you have ensured corporate services meet strategic goals following transformation - 10 points
  • Q3. Describe how you have undertaken user centred process redesign with reference to specific examples, particularly relating to ICT commissioning - 15 points
  • Q4. Provide examples of where you have programme managed change-focused initiatives - 15 points
  • Q5. How have you successfully managed stakeholders at all levels within an organisation in the context of transformation initiatives - 5 points
  • Q6. What have you done to deliver culture change within highly pressured teams - 5 points
  • Q7. Demonstrate how you have applied working knowledge of GDS service manual service standards to deliver transformation - 5 points
  • Q8. Illustrate your practical experience of how you have redesigned effective governance structure - 5 points
Nice-to-have skills and experience QA1. Experience commissioning and delivering digital and technology services for business customers.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • It is the Authorities intention to request the three shortlisted suppliers to provide a written proposal.
  • The written proposal should describe in more detail how the vendor would deliver DCC's objectives.
  • It should include a plan/commentary on how the vendor will validate our requirements, undertake additional process design,
  • ... then move on to plan and deliver the new D&T Service, governance structures and processes.
  • Also key is a plan describing how this will be achieved within the project timescales.
  • DCC’s expectation is that required implementation activities will be undertaken by the vendor prior to the conclusion of the project.
Cultural fit criteria
  • QB1. Demonstrate how you've adopted and applied a user centred approach - 5 points
  • QB2. Demonstrate how you've worked collaboratively to ensure maximum participation in transformation initiatives- 3 points
  • QB3. Provide examples of how you ensure you work transparently and in the open - 2 points
Payment approach Fixed price
Assessment methods Written proposal
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. We are struggling to see your actual need with regards to this opportunity. You request for "A supplier [..] to validate agreed principles, redesign processes and successfully deliver an agreed implementation plan". The skills and experience requirements suggest you are looking for both a project/programme manager and a process engineer. Noting the 4 month timescale and £30,000 maximum budget, this equates to £375 a day, which does not align with any current market rates. Can you please clarify your resource expectations. Many thanks. The emphasis is on delivering the outcomes. The supplier is not necessarily expected to be allocated to the project full time. The supplier may well provide a blend of supporting resources to ensure all of the skills and expertise required to achieve the outcomes are involved. Suppliers’ submission should outline what they propose. Suppliers’ are expected to spend at least two days per week on site working with DCC employees involved in the project, although the practice of remote working is well established at the organisation.
2. What is the scope of the proposed new 'Digital and Technology Service'? The Digital and Technology Service will embrace the existing DCC ICT Commissioning and Digital Transformation corporate services. The current intended scope for the service includes the earliest possible business engagement in relation to digital and / or technology challenges, user centred discovery activity, solution design, prioritisation, commissioning of internal and / or external solutions, and the associated governance required to support this approach.
3. You state 'Our ambition is to complete the implementation work before end 2019'. Does this mean that you intend to implement the implementation of all new services by the end of 2019? Our expectation is that the new Digital and Technology service will be operational by end 2019.
4. In your advert you mention that a substantial discovery has been completed in-house already. Can you share any of the discovery outputs please? This information may be shared directly with the shortlisted providers before they submit their written proposal.