HM Courts and Tribunal Service (HMCTS)

HM Courts and Tribunal Service - Agile Coach (Reform Programme) RFM-TD-004

Incomplete applications

0
Incomplete applications

Completed applications

38
Completed applications
31 SME, 7 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 2 June 2016
Deadline for asking questions Thursday 9 June 2016 at 11:59pm GMT
Closing date for applications Thursday 16 June 2016 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Specialist role Agile coach
Summary of the work Pragmatic experienced Agile Coach required for HMCTS Digital Transformation project supporting the Civil Justice Reform Plan.
Latest start date 04/07/2016
Expected contract length Up to 2 years
Location London
Organisation the work is for HM Courts and Tribunal Service (HMCTS)
Maximum day rate £820

About the work

About the work
Opportunity attribute name Opportunity attribute value
Early market engagement None
Who the specialist will work with HMCTS have a "rainbow" team of specialists across a number of different projects and agile teams. This includes user researchers, business analysts, solution architects, delivery managers, service managers and business representatives (product owners/managers). The agile coach will be expected to fit with existing teams and start to support and help model the agile culture
What the specialist will work on Assess the culture of HMCTS to identify improvements/ Define the what success looks like.

Showcase relevant tools and techniques, such as coaching, advising, workshops and mentoring.

Embed agile using techniques from a wide range of methodologies and frameworks.

Create an open and trust based environment enabling a focus on delivery and continuous improvement.

Ensure best practice to team roles, behaviours, structure and culture, agile practices, knowledge transfer, programme management, cross team coordination (scaled agile), and governance.

Define what roles should be in place to create lasting change, equip staff with the ability to coach others and agree an exit strategy.

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place 102 Petty France, London, SW1H 9AJ (the 'Base location', although some UK Travel may be expected)
Working arrangements The teams are still in the forming stage. The specialist will be required to work onsite at the base location working a five (5) day week.
The Service is being delivered against the GDS Service Manual (e.g. agile delivery aligned to scrum methodology).
For any work performed at a location different to that of the Base location and London (outside of the M25), all reasonable travel and expenses costs shall be met in accordance with the rates set out in the MoJ travel and subsistence policy. All expenses will require prior approval from HMCTS before being reimbursed.
Security clearance Disclosure Scotland

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Any expenses shall be submitted in line with Ministry of Justice standard Travel and Subsistence policy.

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
  • Deep understanding of different agile and lean approaches and supporting context, such as behaviours, governance, process and culture across: portfolio management, programme and project team approaches
  • Evidence of embedding agile tools and techniques and be able to use the most relevant tools and techniques as needed
  • Specific skills and experience to support scaling agile within an organisation with increasing agile teams
  • Understanding of agile product and software development in line with the GDS service design manual and the enablers required to cultivate an agile organisation
  • Broad knowledge and understanding of agile product and software development and the enablers required to cultivate an agile organisation is essential
  • Understanding of agile governance for service design in line with the GDS principles
  • Broad understanding of project and programme management techniques
  • Experience of defining appropriate portfolio, programme and project structures in the context of digital services delivery
Nice-to-have skills and experience
  • Broad experience of different industries, private and public, transactional digital services, redefining customer interaction and case studies of what good looks like
  • Experience of delivering agile coaching to support government digital services/ agile projects in a minimum of 3 government departments.
  • Push decision making to the right level within the teams, not allow unnecessary bureaucracy and structure to suppress innovation and delivery
  • An agile pragmatist… able to help programme manage the alignment of agile best practice with elements where waterfall is necessary
  • Ability to undertake conceptual architecture/technical design work and apply a hands on approach to getting work done.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many specialists to evaluate 5
Cultural fit criteria
  • Ability to work as part of a team, collaborating and sharing knowledge and decision making, with an emphasise of being open and transparent in communications and being a team player
  • Ability to quickly win trust and influence senior leaders at the highest levels of the organisation
  • Ability to work flexibly, this is a broad brief and the successful Coach will need to be able to work in a fluid and responsive environment
  • Ability to embed rapidly and effectively into diverse project environments, at different stages of delivery and seamlessly moving between projects.
  • Ability to work in environments undergoing complex change
  • Be framework agnostic, use the right tools and techniques for the situation
Assessment methods
  • Work history
  • Reference
  • Interview
  • Scenario or test
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. With regards latest start date on this application if the perfect candidate ticking all of the boxes came through but wasn't available until End of July would they be considered? The Authority has an urgent requirement to fill these roles and has to shortlist based on the methodology set out in the DOS framework, therefore this date is fixed. The reform programme will have future opportunities to be published later this year.
2. If the specialist is not based within commuting distance of London, should the day rate include travel expenses or is there an expense allowance? For all work carried out at the Base Location, no expenses shall be paid in addition to the day rate. This shall apply to all overnight accommodation costs incurred.

For any work performed at a location different to that of the Base Location, all reasonable travel and expenses costs shall be met in accordance with MoJ policy.
3. IMPORTANT UPDATE

Briefing session scheduled for Friday morning
The briefing session on Friday 10th June will take place at 10:00 for approximately one (1) hour?
4. You have not given a specific time the call will take place on the morning of Friday 10th June , can you please update this. Please see above the update published under question 3.
5. Your top rate is below market for a coach with the level of experience you describe. Can it be raised? Our estimated rate is based on a benchmark of similar roles from other digital programmes within our organisation.

Suppliers will not be excluded if their price exceeds our budget, however you should bear in mind that price makes up 30% of the evaluation scoring.
6. Can you confirm how we join the briefing session tomorrow, do we need to register and if so how ? The date and time of the session is published under question 3. Suppliers do not have to register their attendance. They should dial in to the teleconference using the number and code that is published in the requirements.
7. Given that to date our experience is that any suppliers who don't answer yes to all of the 'nice to have' questions are filtered out there are 2 criteria that seem overly restrictive: - the need for coaches to have coached in 3 government departments. This for instance would exclude someone who had 2 long coaching assignments over the last 3 years since DbD has come out - a long length is typical for a successful coaching assignment on a programme of significant scale which we understand is the experience you are looking for. We are unable to comment on your experience to date on the filtering of suppliers. DOS guidance states suppliers should be ordered by those that meet the most of the nice-to-have skills and experience requirements and can be excluded with the fewest to get to the number of suppliers to be evaluated. Our evaluation will be conducted in accordance with the rules set out for the DOS framework.
We note your point on the 3 government departments and can confirm that we will give due consideration to long assignments where experience can be demonstrated.
8. Given that to date our experience is that any suppliers who don't answer yes to all of the 'nice to have' questions are filtered out there are 2 criteria that seem overly restrictive and could limit your choice of specialists in way that overly restricts your choice. The 1st is asked in our previous question, the second is: - the "Ability to undertake conceptual architecture/technical design work" would imply that someone has come from a technical architecture background which would typically exclude those coming from, say, a delivery management, service design or analytical background. We are unable to comment on your experience to date on the filtering of suppliers (see response to question 7 above).
At HMCTS we are undertaking some relatively challenging technical approaches with a strong emphasis on logical components and micro-services. We are working across government and with existing MOJ colleagues to reuse existing services wherever possible. Therefore experience in this area particularly with the agile challenges to doing this would be an advantage (nice to have) but not essential. We would expect a coach to have a good understanding and experience of technical architectures, delivery management, service design and analytics.
9. IMPORTANT UPDATE - Briefing Session The briefing will take place at 10:00 by teleconference for approximately one hour. Details were published with the requirements as follows: Dial in details: 0800 917 1956 (Mobile access - 0203 463 9739), Participant PIN 29004640#.
10. IMPORTANT UPDATE: Bid Submission Candidates will be shortlisted by no later than cop on 20/06/2016. Shortlisted candidates will be required to submit evidence of their skills and experience, work history and references by 12 noon on 22/06/2016. Interviews are scheduled for w/c 27/06/2016.
11. Do we still need Disclosure Scotland if a specialist has a higher level of clearance? Yes. This is mandatory. Suppliers are advised to use the following site to apply for Disclosure Scotland. www.disclosurescotland.co.uk/basicdisclosureonline/index.htm
12. Have senior stakeholder's bought into this or are they resistant to change? Yes. Senior stakeholders are bought in this. The reform programme is business driven and is led from the top down. Senior people are embedded in the projects and we are working with them to understand what they want to achieve.
13. Does HMCTS see the same problems with change to civil courts as experienced with crime courts? Yes. That’s why we need a coach who can see both sides of the coin and get the right balance to give confidence in delivery of the programme.
14. What scaling of teams has been done so far? The programme is a few months away from this. We need to give ourselves confidence to evolve in the programme.
15. There are a number of work-streams. It this role across multiple workstreams or just the technology workstream? The role will involve looking across the whole technology piece but will have a wider stretching remit.
16. What are the key lessons learned in agile rollout in government. The programme has looked at other programmes in HMCTS. Key lessons learned are that Senior stakeholder buy-in and teams focussed on business change is important.
17. Is the role of the coach to represent the technical workstream? The technical workstream and other reform programme work streams have close relations. The coach will need to make sure both sides use the right language and help this interface work.
18. How do you see the first few months for the role of the coach? The coach will be required to assess where the programme is now and identify the key challenges to interface with the reform programme.
19. How do you see the role of the coach over the two (2) year period? The coach will be required to: (1) assess where the programme is now, (2) discover the options for methodology and approach, (3) doing it (the refining) and (4) look at the key challenges for the reform programme to develop the ongoing capability (e.g. an exit strategy).
20. There are two (2) requirements for Agile Coaches. Are there others in place? No but we expect the technology and digital team to ramp up to 150 people in total over the next two (2 years) so there could be more opportunities in the future.
21. How will the evaluation process work? The Authority will shortlist based on the 'nice to have' criteria followed by an evaluation of the specialists skills and experience, interview for shortlisted candidates with a scenario based test or presentation.