High Speed Two (HS2) Ltd

Vehicle Monitoring system – Microsoft Dynamics development and implementation - Beta through to Live

Incomplete applications

9
Incomplete applications
6 SME, 3 large

Completed applications

7
Completed applications
5 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 21 July 2017
Deadline for asking questions Friday 28 July 2017 at 11:59pm GMT
Closing date for applications Friday 4 August 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Develop a Microsoft Dynamics 365 solution integrated with several external components. Once the MVP is delivered (as a small scale pilot) you will support users and iterate the solution until full launch in 2018. You will collaborate with stakeholders, defining user needs and testing functionality.
Latest start date Monday 11 September 2017
Expected contract length The contract will last for 12 months with an extension option for another 12 months
Location London
Organisation the work is for High Speed Two (HS2) Ltd
Budget range £350,000-£400,000 for the initial 12 month contract period.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Vehicle movements (eg. lorries) working on HS2 have the potential to breach environmental minimum requirements in communities. Recognition of this has resulted in the need for HS2 to be able to prove compliance with the environmental minimum requirements. HS2 will procure the following services:
Development services to complete the design and development of a system to be used to store data relating to vehicles movements across all HS2 construction sites (Vehicle Monitoring System - VMS). An MVP solution is required to be operational in October 2017 and further iterated ready for the start of Main Works in 2018.
Problem to be solved HS2 need to be able to capture and report on both forecast and actual vehicle movements across all construction sites on the HS2 route so we can demonstrate HS2's compliance to environmental minimum requirements.
Who the users are and what they need to do 1. As a Strategist (external supplier) I need to provide vehicle movement data to HS2 So that I meet my contractual requirements AND see aggregated data for work sites where there are multiple contractors working

2. As a Monitor (HS2 user) I need to interrogate vehicle movement data So that I can prove HS2 vehicle movements are within environmental minimum requirements AND I can proactively manage Supplier performance

3. As a Communicator (HS2 user) I need to find and analyse vehicle movement data
So that I can effectively respond to internal and external stakeholder questions and requests for information.
Early market engagement The HS2 IT project team have done a Discovery phase to find a suitable existing system to meet the business requirements but have been unable to find a solution that meets the requirements. HS2 have therefore concluded a system built using MS Dynamics and procured using the Digital Outcomes and Specialists Framework (DOS) is suitable with a wide range of suppliers on the framework who can meet these requirements.
Any work that’s already been done Discovery and Alpha phase have been completed. The Alpha phase included a proof of concept that confirmed Microsoft Dynamics 365 will be used to host the Vehicle Monitoring solution. It also concluded that there will need to be various integrations (e.g. data upload interface, calendar visualisation, reporting, web portal) to meet the full breadth of user needs.
Existing team The supplier will be working with HS2's technical governance team to ensure the solution meets existing standards. The supplier will also work closely with HS2's Product Owner, Information Architect, Transport Management team and 3rd party suppliers to elicit user needs, test new functionality and help plan releases.
Current phase Beta

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place HS2 London office with travel to other HS2 offices, which are currently: 2 Snow Hill, Birmingham; 1 Canada Square, London and Triton Square, London. Location may be reviewed after the initial 3 months.
Working arrangements Location requirements as per 'address where the work will take place'.
HS2 will not permit expenses claims for any travelling as part of this contract.
Security clearance Not Required

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions HS2 have made changes to the standard Digital outcomes and specialists 2 call off contract terms in regards to:
Taxes and Brexit. All changes will be shared at ITT stage

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
  • Please confirm, by stating yes or no, that your company has a minimum turnover of more than £400,000 per annum
  • List up to five examples of delivering Microsoft Dynamics 365 Implementations
  • Give one example of where you have integrated a variety of third party and open source components into MS Dynamics
  • Give one example of where you have built web services that interface with MS Dynamics
  • Give up to 5 examples of delivering projects using Agile methods
  • Give one example each of where you have completed manual and automated testing of MS Dynamics solutions
  • Give one example of where you have created a MS Dynamics solution which had a user centric design/ UX experience
  • Give one example of where you have worked with internal and external stakeholders to refine user needs
  • Give one example of where you have been transparent and collaborative when communicating and making decisions with customers
  • Give one example of where you have successfully shared knowledge/ best practice with a buying organisation
  • Please confirm by stating yes or no, that your company has the minimum insurances levels outlined Employees Liability: £10m any one accident
  • Public Liability: £10m any one occurrence
  • Professional Indemnity Insurance: £2m limit any one occurrence- no aggregate limits
Nice-to-have skills and experience
  • Give one example of helping to recruit resources to take on development and support of Delivered solutions
  • Give one example of where you have carried out automated deployment of MS Dynamics solutions to different environments (eg. Dev, Test, Prod)
  • List up to five examples of delivering projects in a public sector environment

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Methodology and Approach - overview of how the work will be delivered and managed (17.5%)
  • Technical delivery experience (15%)
  • Resourcing- how you intend to resource the contract (17.5%)
Cultural fit criteria Cultural Fit - how you will work with HS2 and third party suppliers (20%)
Payment approach Time and materials
Assessment methods Written proposal
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Will the Alpha require moving and is the supplier to provide costs for doing so? The Proof of Concept (PoC) proved the capability of Microsoft Dynamics. For the Beta we will be looking to start from the ground up using PoC as a reference.
2. Where was the Alpha developed and where is it currently hosted? The PoC proved the capability of Microsoft Dynamics. For the Beta we will be looking to start from the ground up using the PoC as a reference. Currently hosted on Dynamics 365 in the cloud. We would be looking to keep it cloud based.
3. Will further information (Demo of Alpha, Documentation etc) be made available to the shortlisted suppliers? A video of the PoC is available but the platform itself is not available to access. The ITT will be sent to shortlisted suppliers containing more detail of the work completed to date and the detailed requirements.
4. What part of Dynamics did you use to Develop your Alpha? PoC proved the capability of Microsoft Dynamics. For the Beta we will be looking to start from the ground up using PoC as a reference. Currently hosted on Dynamics 365 in the cloud. We would be looking to keep it cloud based.
5. How many users have been involved in providing feedback on the Alpha? The alpha has been shown to key internal business stakeholders and a small number of external business partners. We are not in a position to show to external suppliers who will be feeding data into the new system as they have not yet been chosen.
6. How functionally complete is the Alpha? Alpha was a proof of concept only designed to prove the Dynamics 365 platform only. The new development will be from the ground up.
7. Would you be willing to work with a supplier who would look to do the engineering work offsite engaging with all stakeholders locally as and when needed to support an agile delivery? We would ask supplier to be based in HS2 offices to integrate with the established project team and key business stakeholders. Agile meetings will be held at HS2 offices and tracked using HS2 systems so we would prefer supplier to attend site 80% of the time. After MVP is achieved this may be open to review.
8. To what extent would you consider remote working from supplier site? This project can be delivered in an agile way and we think requires little site presence after kick-off. We would ask supplier to be based in HS2 offices to integrate with the established project team and key business stakeholders. Agile meetings will be held at HS2 offices and tracked using HS2 systems so we would prefer supplier to attend site 80% of the time. After MVP is achieved this may be open to review
9. What drives the need for MS Dynamics to be the solution? Will you consider another solution if this does not appear to be the right platform? Proof of concept has been completed using Microsoft Dynamics and this is the chosen platform we have chosen to progress with. We have chosen Dynamics as it fits within the Microsoft enterprise suite of applications
10. To what extent is MS Dynamics expected to be utilized in the overall solution? As the main repository of movements/vehicle data? Microsoft Dynamics will be used as the only repository of the movements / vehicle data. Common business data from other internal business systems will interface into this repository. There will be multiple instances of Dynamics used for test, production and live environments.
11. Do you want/expect to actively monitor vehicles with tracking devices? Not in scope as part of this delivery.
12. Is VMS expected to capture the live movement of the vehicles? No, construction contractors will be expected to feed in vehicle details into our platform within 2 hours of a movement occurring. This may be automated by file transfer or web API but could also be manual via a web portal. The exact method(s) of data upload will be reviewed and defined during Beta.
13. Is the Master data available for Vehicles? Not at the present time, currently construction contractors will be required to supply vehicle data which will be audited for accuracy.
14. What is the estimated number of Suppliers? There will be 10 Principal Contractors required to input data into the platform.
15. Are there any parameters/metrics to estimate environmental impact? There are metrics which will enable an estimated environmental impact assessment – registration (for matching with DVLA database for engine type, fuel type, Euro class), origin, destination and utilisation.
16. What is the estimated number of Vehicles coming and going out of the construction premises? A very high level estimate is an average of 10,000 vehicle movements per day at peak times.
17. With regards to the essential skills and experience point "Please confirm, by stating yes or no, that your company has a minimum turnover of more than £400,000 per annum" are companies permitted to partner with another organisation in order to meet this requirement HS2 will only be able to contract with a company with a turnover greater than £400,000 per annum. If this company wishes to partner to deliver the work they may do so but the contract HS2 holds must be with the company with the required turnover.
18. 18. Has Dynamics 365 ERP or CRM been selected for the implementation of the proposed solution? Dynamics 365 CRM
19. 19. HS2 asks suppliers to give one example of where you have integrated a variety of third party and open source components into MS Dynamics. Can HS2 please confirm this relates to third party components or open source components? This relates to both third party components and open source components.
20. 20. HS2 asks suppliers to give one example of where you have built web services that interface with MS Dynamics. Can HS2 please confirm this is where suppliers have built web services or where suppliers have integrated web services? Both as in external data being ingested into Dynamics via the Dynamics API and internal data being consumed by an non-HS2 external application.
21. HS2 asks suppliers to give one example of helping to recruit resources to take on development and support of delivered solutions. Is this on behalf of a customer or for a supplier delivered service? This has not been determined at this stage, ongoing support of the solution is to be determined but could potentially be either option.
22. Can HS2 please confirm that they will be fully responsible for the procurement of MS Dynamics 365 tenant and all licenses associated with it? Yes HS2 will be fully responsible for the procurement of MS Dynamics 365 tenant and licensing of MS Dynamics.
23. If the chosen Partner is a CSP for Dynamics Licenses, will licenses be purchased from them or directly via Microsoft only. Will any partner be consider a Partner of Record (POR) for Dynamics 365? HS2 will procure Licences directly with Microsoft.
24. Is HS2 expecting to release as one big bang or will there be a phased approach using the Agile methodology? There will be a phased approach using Agile methodology. Once Beta (MVP has been delivered) there will be a pilot period with early life support and refinement.
25. Which MS Dynamics CRM modules are you using for the Proof of Concept? Dynamics 365 for Operations
Dynamics 365 for Sales
Dynamics 365 for Customer Service
Dynamics 365 for Field Service
Dynamics 365 for Project Service Automation
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26. One of the "nice to have skills and experience" questions is "List up to five examples of delivering projects in a public sector environment" - can these be any type of project? Or are you expecting these to be related to CRM or Customer functions? This can be any type of IT centric projects but examples relating to CRM/Software Development/ Dynamics related projects would be preferable.