Awarded to Agilisys Ltd

Start date: Monday 11 April 2022
Value: £15,000
Company size: large
Royal Borough of Windsor and Maidenhead Council

Pilot of Robotics Process Automation

6 Incomplete applications

4 SME, 2 large

16 Completed applications

12 SME, 4 large

Important dates

Monday 31 January 2022
Deadline for asking questions
Monday 7 February 2022 at 11:59pm GMT
Closing date for applications
Monday 14 February 2022 at 11:59pm GMT


Off-payroll (IR35) determination
Supply of resource: the off-payroll rules will apply to any workers engaged through a qualifying intermediary, such as their own limited company
Summary of the work
A short discovery followed by a pilot of at least three Robotic Process Automations to enable a business case; understand the skills required; identify additional business processes that could benefit (achieved through internal communication) and provide assurance around technical, data and security risks.
Latest start date
Monday 21 March 2022
Expected contract length
6 to 9 weeks
No specific location, for example they can work remotely
Organisation the work is for
Royal Borough of Windsor and Maidenhead Council
Budget range
Up to £15,000 for the discovery and pilot

About the work

Why the work is being done
The Council would like to understand the potential of Robotic Process Automation to support the delivery of innovation and efficiency with end to end digitisation. A pilot focussing on CRM and back office integration along with internal communications with help the council build a business case and understand the wider benefits of RPA. We will also gain an understanding of internal skills required and provide assurances for technical, security and governance.
Problem to be solved
The council believes that RPA could have a major impact on digital transformation, particularly when working with older less open back office systems.
The view is that the pilot would allow the council to resolve integration challenges whilst delivering an element of training for internal staff and the to inform the development of an automation strategy
Who the users are and what they need to do
As a head of service I need to see RPA in action on a number of business processes so that I have confidence in the business case

As a Digital and IT professional I need to see RPA training so that I can understand what skills are required to support its expansion.

As a trained RPA Digital and IT professional I need to see full documentation so that I can understand what has been delivered to support the solution and help in its expansion.

As a Digital and IT professional I need to see RPA in action so that I can provide assurances around security and data governance.

As a service manager I need to see RPA in action so I can understand where it might benefit my service and residents / users.
Early market engagement
Any work that’s already been done
The Council has seen demonstrations from a number of suppliers and whilst understand the wider use of RPA have a clear requirement for CRM to back office integrations as the first test case.
Existing team
We have a digital development team who are part of the corporate transformation team who will work alongside security and technical colleagues from ICT, customer service leads, local project manager and the wider transformation team.
Current phase
Not applicable

Work setup

Address where the work will take place
The supplier can work remotely but is expected to be onsite at key stages of the pilot to support internal communications showcasing the benefits of the solution and help build the business case.

Town Hall, St Ives Road, Maidenhead, SL6 1RF.
Working arrangements
The supplier can work remotely, but is expected to be onsite at key stages of both the discovery and pilot to run some workshops.
Security clearance

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
  • Have experience of introducing RPA in a local authority
  • Have engaging ways of promoting RPA to other services within a local authority
  • Support knowledge transfer so that the Council can understand what skills it requires in-house and from agencies
  • Be able to measure the benefits of the trial
Nice-to-have skills and experience
  • Demonstrate experience of working on a pilot
  • Demonstrate examples of promoting RPA to other potential service areas

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
Proposal criteria
  • Value for money
  • How the proposed approach meets user needs
  • Technical solution
  • How the approach identifies risks and dependencies and how to mitigate them
Cultural fit criteria
  • Work collaboratively with colleagues in service areas and Transformation & IT.
  • Have a 'can do' approach to ensure the pilot is a success.
  • Demonstrate simplicity (e.g. do less but better, explaining complex issues in a clear, simple way, break down and prioritise complex issues).
  • Share knowledge and experience with team members and the wider service.
  • Work openly - for example, sharing findings from other councils and with other councils
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Presentation
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Please can you confirm if you require a pilot (3 processes, identified, scoped, implemented and put live) or a proof of concept (put into test environment)
The 3 process are to be identified, scoped and implemented into live.
2. If live, please confirm if you require post go live support for this, or if this will be completed in house?
Ideally we would like to support this in house but accept there may be a requirement for some post go live support.
3. Please confirm if you have a current RPA provide (or preferred) i.e Blue Prism and if costs of the bots need to be included
No preference and cost of the bots need to be included.
4. Please confirm how many processes/departments you envisage being included in scope of the wider process to identify potential new processes outside the 3 processes
We will take advice on this but believe initially two full services would be included. These being Housing and Planning.
5. Please confirm the £15k budget is correct for the work that you require to be carried out?
6. Please confirm if you aim is to become self sufficient following the pilot and training, or if this is a longer term goal
We do hope to become self sufficient eventually but would like to build a longer term engagement and partnership.
7. Can you please advise if you have preferred platform, or whether you require an independent recommendation as part of the pilot?
We do not have a preferred platform and would require an independent recommendation as part of the pilot.