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

• Published: 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

Overview

• 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
• Location: 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.
• 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.

Additional information

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: 3
• 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

  50%

  Cultural fit

  20%

  Price

  30%

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?: Correct
• 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.