Awarded to Thoughtworks Limited

Start date: Monday 4 May 2020
Value: £764,600
Company size: large

Home Office

C17966 Systems Audit Phase 2

4 Incomplete applications

2 SME, 2 large

7 Completed applications

5 SME, 2 large

• Published: Tuesday 10 March 2020
• Deadline for asking questions: Tuesday 17 March 2020 at 11:59pm GMT
• Closing date for applications: Tuesday 24 March 2020 at 11:59pm GMT

Overview

• Summary of the work: A partner to provide phase-2 of an assessment of the systems being used across HO. An audit is taking place of the systems that are in scope for this phase. We now seek to develop the data to a greater level of detail and to bring in more systems into_scope.
• Latest start date: Friday 1 May 2020
• Expected contract length: 3 months initially with the option to extend by up to 6 months
• Location: London
• Organisation the work is for: Home Office

About the work

• Why the work is being done: We are looking for a partner to provide phase 2 of an assessment of the business systems being used across the Home Office. An audit is taking place of the systems that are in scope for this phase. We now seek to develop the data to a greater level of detail and to bring in more systems into scope.
• Problem to be solved: In order to implement the DDaT strategy, we need up to date information about our existing IT estate. We need to enhance the audit data we have so that we can prioritise where the CTO function needs to provide advice and assurance, to identify where there are opportunities for shared technology services and to gauge which services are being or can be delivered in a product centric way. We would like to capture business entities, identify business capabilities and identify where there is duplication. The inventory will feed into System Road-mapping and Lifecycle planning. ; We would like to explore tooling and maintenance options and to continue to improve data visualisation.; We also need to increase the scope of the existing audit to include our internal facing business services.
• Who the users are and what they need to do: The CTO function and Home Office governance boards need to be able to make effective plans and decisions based on clear, consistent and up-to-date enterprise-wide data.
• Any work that’s already been done: We are currently gathering basic data for the all the systems that support our business services and to a greater level of detail for those we have agreed are a priority (around 20%).
• Existing team: There is an existing team from the supplier delivering phase 1 of the audit.
• Current phase: Not applicable

Work setup

• Address where the work will take place: Apollo House, Croydon. Some travel to other Home Office sites might be necessary.
• Working arrangements: Meetings and data collection exercises should be face to face on site. Report generation and other tasks can be done remotely.
• Security clearance: All staff must have CTC level security clearance prior to starting work. Staff not in current possession of CTC security clearance must be willing to undergo and capable of achieving CTC security clearance.

Additional information

• Additional terms and conditions: Travel expenses will be paid for journeys outside the M25 with the prior agreement of the customer and in line with HO Policy. Subsistence will not be payable. Rate caps will apply with £900 as the maximum rate for exceptional, multi-skilled resources but the expectation is that lower rates apply to this work. SFIA caps will apply.

Skills and experience

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

• Essential skills and experience:
  • Evidence of delivering systems audits for organisations of a comparable size and complexity as the Home Office within the last two years (one example only).
  • Evidence of the effectiveness of methodologies for systems audit (one example only).
  • Evidence of showing systems roadmap insights and other benefits to client organisations from work done by the supplier on audits (one example only)
  • Evidence of identifying risks, dependencies and impacts arising from the stakeholder engagement needed for the delivery of the outcomes (one example only).
• Nice-to-have skills and experience: Evidence of deploying evolvable and maintainable systems audit repositories (documents, processes, web sites and/or other tools) actually in use by client organisations (one example only) .

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

• How many suppliers to evaluate: 4
• Proposal criteria:
  • Capability (Organisation and Team)
  • Approach and Methodology
  • Mobilisation including timeframes
  • How they have identified risks and dependencies and offered approaches to manage them
  • Team structure
• Cultural fit criteria:
  • Ability to function effectively and collaborate in a multi-supplier environment
  • Ability to work in a manner in accordance with GDS Service Manual or equivalent https://www.gov.uk/service-manual
• Payment approach: Capped time and materials
• Additional assessment methods:
  • Work history
  • Presentation
• Evaluation weighting:

  Technical competence

  50%

  Cultural fit

  10%

  Price

  40%

Questions asked by suppliers

• 1. Is there a current or preferred incumbent for this work?: There is an incumbent supplier currently completing delivery of phase 1. The advert and result of phase 1 can be found here: https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/10227 ; At the time of the phase 1 procurement, the potential for phase 2 was not foreseen and therefore not included in the scope of phase 1 - hence the need for a procurement for phase 2.
• 2. How big is the existing team delivering Phase 1?: The team size has fluctuated between 2 and 5 people over the course of phase 1.
• 3. How many applications / systems have been identified in Phase 1?: Phase 1 has identified approximately 430 systems.
• 4. How big is the existing team from the supplier delivering Phase 1 and will they be utilised as part of Phase 2?: The team size has fluctuated between 2 and 5 people over the course of phase 1. They are not contracted to work after phase 1.
• 5. Is Phase 1 of this audit complete or will it be running concurrently with Phase 2 whilst potentially being delivered by a different supplier?: Phase 1 of the audit is nearing completion. It is not expected to run concurrently with phase 2.
• 6. Is there a need for knowledge transfer between the supplier delivering Phase 1 and the supplier that will be awarded this contract? If so, is the supplier of Phase 1 engaged to deliver this transfer of knowledge in a timely manner?: The knowledge transfer will happen through the permanent Home Office team.
• 7. Are all suppliers to the Home Office that are within scope of this audit, engaged and ready to enable the release of data in a timely manner?o If so, how long is expected until the suppliers are able to release the necessary data?o If not, is it expected that the awarded supplier will need to engage with the suppliers to gain access to the data?: This audit work is dependent on external and internal teams supplying information to the audit team. This process as worked well for phase 1 and processes are in place through the Home Office team to resolve any issues with provision of data.
• 8. Are there any restrictions on the provisions of the data needed to complete the audit?: See response to Q7.
• 9. Is the data that is in scope of this audit formally held on CMDBs?: The audit data is not currently formally held on CMDBs though CMDB data has been used to inform the audit.
• 10. What is the scope of the current audit/Phase 1?o Is this an audit of hardware, applications, systems, licenses etc?o What level of audit is required?: The scope of the current audit was the systems that support our business functions. The level of detail needs to support system roadmapping and lifecycle planning.
• 11. What is the scope of the audit extension?: Phase 2 of the audit will bring into scope the internal facing systems that support the organsiation.
• 12. What Home Office departments, agencies or bodies are within scope for this audit?: Agencies and NDPBs are not in scope.
• 13. Roughly how many systems are expected to be in scope for Phase 2?: We anticipate there will be around 450 systems in scope.