Awarded to Redcortex Ltd

Start date: Thursday 1 October 2020
Value: £362,000
Company size: SME
Comisiynydd y Gymraeg / Welsh Language Commissioner

Infrastructure Cloud Transformation (Welsh version = Trawsnewid Isadeiledd i'r Cwmwl)

8 Incomplete applications

7 SME, 1 large

14 Completed applications

11 SME, 3 large

Important dates

Published
Friday 21 August 2020
Deadline for asking questions
Friday 28 August 2020 at 11:59pm GMT
Closing date for applications
Friday 4 September 2020 at 11:59pm GMT

Overview

Summary of the work
Technical Architect to define and design the technical solution, providing a Bills of Material for all elements (equipment, software, services and labour) and sourcing recommendations.

Delivery Team to implement the technical design and process changes; ensuring adoption of new ways of working so that benefits are delivered.
Latest start date
Thursday 1 October 2020
Expected contract length
6 months
Location
Wales
Organisation the work is for
Comisiynydd y Gymraeg / Welsh Language Commissioner
Budget range

About the work

Why the work is being done
By 31/03/2021 the Commissioner’s vision is a modern and adaptable organisation with IT infrastructure and capability that efficiently serves its staff and stakeholders.
The strategy aims to transform the organisation embracing technology and practices by:
1. Enabling flexible working where staff can work from any location reducing travel and use of paper, without undue restriction due to future organisational changes.
2. Providing equipment that is technologically current, with systems and software that are up to date and supported, regularly upgraded in accordance with supplier recommendations.
3. Enabling end-users applications using appropriate Welsh language interfaces
4. Embracing cloud based services reducing the physical presence of equipment on premises, other than for essential technical or business case reasons.
5. Delivering savings to the cost of supporting IT services.
6. Maintaining the integrity, security and privacy of the organisation’s infrastructure, equipment, systems and data; ensuring compliance with legislation, regulations and best practice.
7. Delivering solutions which are ‘vanilla’ in so far as is possible, with system specifications developed on the principal of autonomy where changes are not precluded and that end-user systems maintenance can be undertaken by users within the organisation, rather than specialist developers.
Problem to be solved
A Technical Architect will:
1. Undertake a discovery in order to define and design the future IT infrastructure and services of the organisation.
2. Work with IT and business users within the organisation to develop and document solutions to meet the Requirements and business needs.
3. Deliver bills of material and sourcing recommendations

The Delivery Team when mobilised will:
1. Develop and agree a timetable and project plan for implementation.
2. Resource and build the infrastructure, equipment, software and services as defined in the technical design.
3. Undertake technical testing and assist user testing.
4. Develop and implement new processes and ways of working.
Who the users are and what they need to do
The Commissioner’s users can be categorised into the following groups in terms of the nature of their contribution to the project:

Client Project Manager:
1. Management of the project as described in Working Arrangements below
2. Liaison between the supplier and the Directors for decisions and approval

IT Officer:
1. Collaboration with the Technical Architect during the technical discovery and design stage
2. Collaboration with the Delivery Team during the implementation period

General Users:
1. Input into the discovery and design to determine user requirements
2. Leading on user testing in collaboration with the Delivery Team
3. Collaboration on development and implementation of new ways of working

Business Specific Users:
1. Input into the discovery and design to determine business specific requirements
2. Leading on user testing in collaboration with the Delivery Team
3. Collaboration on development and implementation of business processes
Early market engagement
Any work that’s already been done
Engagement with Welsh Government to develop the Strategy. Based on this Strategy a detailed Requirements document has been developed setting out:
1. Vision, Aims and Objectives of the IT Strategy.
2. Information about the current IT environment, including details on the perceived limitations and shortcomings that this environment places on the operation and efficiency of the organisation.
3. Principles, scope and details of the Requirements in respect of the new infrastructure, equipment, software and services that the Commissioner wishes to implement in order to achieve the vision and aims outlined in the Strategy.
Existing team
Key contact with the Project Manager responsible for coordinating delivery. This working relationship is responsible for ensuring the project delivers to specification, on time, to budget and realises the benefits both operational and financial.

Engagement with the Directors who will provide direction and agreement to the technical design proposal and costs.

IT technical cooperation with the IT officer who has responsibility for the current infrastructure and services.

Engagement with Team Managers to discover, develop, agree and implement user and business requirements.
Current phase
Not started

Work setup

Address where the work will take place
The Commissioner employs approximately 45 staff located at 4 offices in Cardiff, Caernarfon, Carmarthen and Ruthin.
Central IT services are based in Cardiff, and regional IT services are located at the other offices.
Various business operations are located across all offices with some operations concentrated in a particular office.
It is envisaged that the work will be undertaken through a combination of onsite work with a significant element of virtual engagement with the Commissioner’s staff, through video-conferencing, due to current public health Covid-19 restrictions.
Working arrangements
The supplier’s primary point of contact will be the client’s Project Manager, for the purposes of:
1. Liaison with staff within the organisation.
2. Management of the project plan, risks and issues, timescales and costs

Site visits will be required to undertake full discovery and design; and as required during project implementation.

Contact either face to face or virtually will be required between the supplier and key IT and Operational staff during the project in order to facilitate:
1. Discovery, development and design of business solutions
2. Build and Testing
3. Process implementation
4. Training
Security clearance
No specific security clearance required

Additional information

Additional terms and conditions

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
  • Technical Architect with discovery, analysis and design skills
  • Project Management skills
  • Capability to define Bills of Materials and costs
  • Communication skills to be able to explain and interpret technical issues to non-techniocasl users
  • Technical knowledge of end-user computing equipment
  • Knowledge of end-user applications and software
  • Knowledge of instrstructure hardware and software
  • Knowledge of internet connectivity
  • Skills and experience of information and data storage repositories
  • Business process analysis and design skilss
  • Understanding of system and data security and integrity
  • Technical testing and User Acceptance testing skills
Nice-to-have skills and experience
  • PRINCE2 or equivalent project management qualification
  • Knowledge of telephony systems and services
  • Knowledge of Video-conferencing systems and services
  • Data repository and CRM systems design skills and experience
  • User training skills and experiance

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
6
Proposal criteria
  • Technical solution addresses the vision, aim and objectives of the strategy
  • Robust appoach and methodolgy to the project delivery
  • Design and Build meets the organisation's technical and business needs
  • The project is delivered to the timescale required (31/03/2021)
  • Robust approach to identification and management of risks, issues and dependencies
  • Value for money in the cost of delivery of the project
  • Affordability of the future IT services, delivering the benefits of the business case
Cultural fit criteria
  • Work as a team with our organisation
  • Decisions making is collaborative and transparent
  • Share their knowledge and expertise
  • Work well with clients with low technical expertise
  • Take responsibility for their work
  • Desirable for team members to be able to communicate in the Welsh language
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

40%

Cultural fit

10%

Price

50%

Questions asked by suppliers

1. Could you confirm budget allocated for the programme?
Welsh Government have allocated a budget of £385,000 for the 2020-21 financial year in order for the organisation to fully implement the full programme. The organisation has not determined a separate budget at this point for the Technical Architecture phase and the subsequent phases.
2. Please indicate the budget range for this work?
Welsh Government have allocated a budget of £385,000 for the 2020-21 financial year in order for the organisation to fully implement the full programme. The organisation has not determined a separate budget at this point for the Technical Architecture phase and the subsequent phases.
3. For supplier evaluation you state; "All suppliers will be asked to provide a written proposal". Can you please clarify if your expectation is that such a "written proposal" is distinct from (or in addition to) completion of the online application on the Digital Marketplace?
Suppliers are expected, as part of their online application, to provide sufficient evidence to determine that they have the skills and experience to meet the essential and nice-to-have requirements and are able to meet the proposal and cultural fit criteria. This evidence will be used to determine a shortlist. Suppliers who are shortlisted will required to complete the additional assessment requirements, being a case study, work history, reference and presentation.
4. While many of the technical members of our team are Welsh speakers, we do not currently have an individual responsible to coordinating bids who is a Welsh speaker. Is it possible for you to receive the application in English?
The Commissioner welcomes applications in the Welsh or English languages. Applications, whether in Welsh, English, or bilingually will be treated equally.
5. What applications do you currently use for email, file storage and sharing, productivity and communications?
End users principally use a standard Microsoft Office toolkit which includes Outlook. File storage and sharing is a mixture of SharePoint and traditional “Server Message Block”
6. Are general users currently working from home? If so, what percentage and do they have access to the office / plans for the future? This question is in the context of the projects lifetime, to inform approach to implementation.
Staff have traditionally been office based, however since 23/03/2020 in response to Public Health guidance all staff have been working from home with full access to systems. This is currently a combination of secure VPN access using business provided equipment or secure remote access from personal home equipment. The strategy that this project aims to delivery will provide business equipment to all staff so that they are able to work flexibly and securely from offices, home or any other location.
7. Is there a preferred cloud platform (for example Microsoft or Google) that you want to move onto in order to fulfil your requirements or are you looking for that decision to be made during the engagement?
The Commissioner’s existing estate of end-user computing equipment operates on a Microsoft operating system. The IT Strategy envisages continued use of Microsoft technology and the staff and support teams are trained and familiar with this product set. The current planning assumption is that the organisation will continue in the general technology direction envisioned by our IT Strategy; however, if appropriate alternative technologies will be considered.
8. Would it be possible to confirm if this piece of work is being procured via the Standard T & C's for the DOS Framework, or will there be additional T & C's supplied to review at the next stage of the tendering exercise?
The intention is to use the Standard T&C for the DOS Framework.
9. Can we please get a copy of the document mentioned in your published details?
"Engagement with Welsh Government to develop the Strategy. Based on this Strategy a detailed Requirements document has been developed..."
As a Buyer we are unable to present information other than using the standard boxes on the Digital Marketplace, these boxes limit the word count that can be used. As a consequence we are not able to share the “Strategy” or “Requirements” documents at this stage. If the ability to share information with potential suppliers after the shortlist stage is technically possible, the Commissioner is willing to share the documents with all shortlisted suppliers.
10. In the Summary of Work, it states that a Technical Architect must define and design the technical solution. Does this have to be one nominated Technical Architect, or would a team-based approach satisfy the requirement i.e. a team of consultants/technical architects working together?
The Commissioner does not have a preference as to whether the role of the Technical Architect is undertaken by a nominated individual or a team of consultants working together.
11. Can you clarify whether any external parties, other than the Welsh Government, were involved in the development of the strategy or this opportunity? If so, would you be able to clarify which parties?
No other party other than persons from the IT teams of the Welsh Government were consulted in the development of the strategy.
12. Is there a current encumbent (sic) supplier that is expected to bid for this opportunity?
The Commissioner does not have a preferred supplier for this work. Whilst some current suppliers are aware of the work, the Commissioner has no information whether they intend to bid for the work or not.
13. Is there current or preferred incumbent for this work?
The Commissioner does not have a preferred supplier for this work. Whilst some current suppliers are aware of the work, the Commissioner has no information whether they intend to bid for the work or not.