Bristol City Council

Bristol City Council: ICT directorate future state review

Incomplete applications

17
Incomplete applications
13 SME, 4 large

Completed applications

20
Completed applications
13 SME, 7 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 25 August 2017
Deadline for asking questions Friday 1 September 2017 at 11:59pm GMT
Closing date for applications Friday 8 September 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Setting the best strategic direction for the council's IT service requires regular independent assessment.

We want to improve our performance and ensure we have the right capability and capacity to deliver.

Please indicate how much of our catalogue of analysis, design, and review reports you can deliver.
Latest start date Monday 2 October 2017
Expected contract length 3 months (all component outputs expected complete by 31/12/2017)
Location South West England
Organisation the work is for Bristol City Council
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Technology services provided by the IT directorate are key to enabling the delivery of the council's corporate strategy.

We strive to increase the effectiveness and efficiency of our IT estate.

To achieve this, we require additional and independent capacity to evaluate current strategy, processes and procedures, and identify opportunities for improvement.
Problem to be solved The council is in pursuit of a better understanding of its performance, and potential for improvement.

In order to achieve this, a number of reviews, and analyses are requested that will comprise a maturity assessment, a gap analysis against contemporary best practice, and the IT directorate's ability to support the delivery of the future council.

The report catalogue is listed section titled: "Any work that's already done".
Who the users are and what they need to do As the director of ICT Transformation, I need to validate the current execution of our strategy, so that we can be assured of running a service that meets the council's needs.
Early market engagement
Any work that’s already been done We have a portfolio of material to support this work including:

o IT Strategy (draft)
o Council Target Operating Model (draft)
o Contracts register (best available view)
o Spend data (best available view)
o Enterprise architecture views
o Organogram (best available view)
o Processes, policies, and procedures governing our practice (best available view)
o Current State Assessment of high risk/impact systems and contracts (focus on top 80 applications)
Existing team The IT directorate comprises of three functions:

Digital Transformation (~40 staff);
Service Delivery & Integrations (~60 staff);
Commissioning & supplier management, and InfoSec (~10 staff)

Staff at all levels (head of service, through service & account managers, to operational staff) will be available in conjunction with visibility of the work already done and underway.
Current phase Live

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place City Hall,
College Green
Bristol BS1 5TR

or
100 Temple Street
Bristol BS1 6AG
Working arrangements Our preference is for analysts to interview and perform discovery on site. Document review does not need to occur on site.

We will require performance / management reviews of work in progress, quality standards and budget/backlog burn down.
Security clearance Suppliers will be working with, and should operate handling procedures for documents and materials rated up to Official.

Supplier personnel working on the project will need to complete a basic disclosure via our HR team re any unspent criminal convictions.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Amend existing clause 13.5 at bullet point three to read 'to use any Project-Specific IPRs including inter alia any Deliverables'

Addition to clause 10:
10.8: The Supplier shall give the Buyer, on request, copies of all insurance policies referred to in this clause [or a broker’s verification of insurance], including those of all agents and professional consultants involved in the supply of Services, to demonstrate that the required insurances are in place, together with receipts or other evidence of payment of the latest premiums due under those policies.

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
  • Proven experience of management change consulting
  • Proven experience of designing ICT directorates
  • Proven experience of benchmarking ICT directorates
  • Track record of operational ITIL-like services implemented from your design
  • Demonstrable understanding of public sector procurement
  • Proven experience of designing for mixed-sourced service delivery
  • Must have adequate capacity to deliver project outputs on time
  • Must be willing to operate beyond standard working hours to fully engage with key client stakeholders
  • Must comply with IPR clause in additional terms and conditions
Nice-to-have skills and experience
  • Proven experience of designing ICT directorates for local government
  • Proven experience of designing an ICT function that includes a software development and data analytics capability
  • Willing to work on-site and off-site, to balance cost effectiveness
  • Charges a reduced rate or does not charge additional expenses beyond base day rate
  • | OUTPUTS CATALOGUE LISTED BELOW -- * INDICATES PRIORITY ITEMS |
  • Report: Review of ICT lifecycle governance model
  • Report: Analysis/recommendations for improvements in business processes
  • Report*: Review and design optimisation of management structure
  • Report: Analysis & review: Identifying resource and skill gaps
  • Report: Review of the unified procedure for procuring ICT goods and services
  • Report*: Review of ICT strategy
  • Report*: Review of Council TOM and ICT strategy delivery plan that includes: A business, technology, and data roadmap
  • Report*: Review and analysis of a transition roadmap from the as-is architecture to TOM/IT strategy with a prioritised backlog of changes
  • Report: Review and analysis of plan for re-procurement of as-is architecture
  • Report: Review and analysis of identified quick win BAU changes or small projects that deliver business value, reduce costs, or risks
  • Report: Review of identified high risk technology and applications within the current architecture and recommendations to mitigate risks
  • Report*: Review and analysis of the delivery plan for the capital spend to deliver the TOM
  • Report: Review and analysis of expenditure map by contract, by service /directorate, and proximity to contract end

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Approach and methodology (we will evaluate how you will deliver our requirements for quality of outcome and knowledge transfer)
  • Value for money (we will evaluate how many of the requested reports can be achieved in the time scale and for the budget)
  • Supplier capacity/team structure (we will assess your ability to scale to meet our needs and flexibility within the project)
  • Estimated time-frames for the work (we will assess the risks to our consequential work-plan)
  • Risk management (we will assess how you have identified risks and dependencies and offered approaches to manage them)
  • Past performance (we will assess your evidence of successful delivery)
  • ________________________________________________________________
  • Shortlisted suppliers will need to sign a NDA before BCC releases information allowing production of your written proposal
Cultural fit criteria
  • Have a no-blame culture and encourage people to learn from their mistakes
  • Experience of successful collaborative working as part of a multi supplier delivery team sharing knowledge within the team
  • Take responsibility for their work
  • Reinforce agile/DevOps mindset and principles into a developing organisation
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Reference
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

10%

Price

40%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. One of the questions refers to a change in the clause, in the terms and conditions relating to IPR, please could you clarify where the terms and conditions are for us to view? https://www.gov.uk/government/publications/digital-outcomes-and-specialists-2-call-off-contract
2. We note there is no detail of budget. Are you able to provide an indication of budget at this time? Not at this time. Evaluation/award will be based partly (40%) on price.
3. Could you provide a breakdown of how you will evaluate the 9 Must Haves and 17 Nice to have requirements? What % do each of these contribute to the 50% Technical score? Are you expecting 100 words against each of the 'outputs catalogue' requirements? 'Must-have' (essential skills & experience) are, by their definition, non-negotiable.

We shall be expecting evidence/material to give us confidence that you can deliver these outputs, at the latest, by the written proposal stage (depending on the options available to suppliers at this stage of DOS-2). As indicated in the requirements, items marked with an asterisk are weighted more heavily. We will be using a very small number of weighting bands to keep the process simple.
4. The 'output catalogue' has 5 items marked 'Priority*'. In what way would you like these prioritised - delivery earlier than 31/12? More effort put in than others? Or are these the actual scope of work? The weighting of the evaluation process will be biased towards your claimed ability to deliver the asterisked items.

They are considered the reviews/analyses/designs having most business value.

Delivery earlier than 31/12/2017 would be favourable, and we would hope for all outputs to be presented as soon as they were ready.

The list of reports represents the (output) scope of the work.
5. "a number of reviews, and analyses are requested" is mentioned. What is this number, can these be enumerated? The report list is presented in the section titled "Nice-to-have skills and experience" as it was most convenient.

See the thirteen items prefixed "Report" under the line "OUTPUTS CATALOGUE LISTED BELOW".
6. [T]his piece of work looks like "discovery" but there is little mention of the word. Is it discovery? This is a live service, we are requesting independent review from a number of perspectives.
7. We would normally perform User Research during an engagement like this, but we not[e] none has been asked for. Do you see a place for User Research to be performed? Under section title "Working arrangements" we note that interviews and discovery are preferred to be conducted on our premises.
8. Will the 'portfolio of material' be released to shortlisted bidders? Yes, per their agreement to a non-disclosure agreement (NDA) as noted in the footer of section titled "Proposal criteria".
9. Do you have a current Target Operating Model and what is the period of the Model? What is the period of the future TOM? The aim is for the (draft) TOM to be realised by 2020.
10. With regards to review of your TOM, has this been produced internally or by an external supplier? The current (draft) TOM is internally generated for all but styling/graphics.
11. Is the requirement 'does not charge additional expenses beyond base day rate' confirmation that travel expenses are not permitted? Any expenses should be factored into your submitted day-rate.
12. Will BCC be contributing time from project staff to assist the project, if so can you describe the roles and degree of assignment? Under section title "Existing team" we note the scope of BCC resources that will be made available for interview/review.
13. Will we have access to senior management during the engagement (both inside and outside ICT)? Yes. Some information may be proxied through business architects or product owners. Additionally, under section title "Existing team" we note the scope of BCC resources that will be made available for interview/review.
14. The requirement asks us to indicate how much of our catalogue of analysis, design, and review reports we can deliver; and states that the authority will evaluate how many of the requested reports can be achieved in the time scale and for the budget. Can you please confirm the timescale and the budget? The work should be completed, per the section titled "Expected contract length" by 31/12/2017. The submissions will be evaluated in part (40%) by price.
15. Can you provide details of how each question will be scored and evaluated? Eg. "Must comply with IPR clause in additional terms and conditions" looks like a yes/no or a pass/fail score? Or will the Authority use a "not met / partially met / fully met / exceeds" type of scoring. Items in the list of "Essential skills and experience" like "Must comply with IPR clause in additional terms and conditions" are pass/fail. We will use an aggregated calculus on the non-essential items to build an overall score in line with the requirements: 50/40/10 overall evaluation weighting; and heavier weighting on the asterisked items in the OUTPUTS list within the technical competence category.
16. Does the Authority expect a specific answer to the question "Evidence of | OUTPUTS CATALOGUE LISTED BELOW -- * INDICATES PRIORITY ITEMS |" - will this specific question be scored, or will only the scores each of the subsequent questions be marked? You can safely ignore this remark in the list. It will not be scored. We will make material judgement on the subsequent items.
17. RE: "Must be willing to operate beyond standard working hours to fully engage with key client stakeholders" - can the Authority please confirm what hours would need to be worked in order to fully engage with key client stakeholders (for example 7am-10pm? 9am-7pm? etc) Assume a standard working day is 8 hours exclusive of travel/lunch/breaks. The flexibility requirement is to participate in aperiodic conference call/catch-up meetings with a senior stakeholder, typically in the evening (18:30+).
18. For each of the reports requested, can the Authority confirm the extent to which these items to review are already documented - i.e. is the requirement to review an existing document or to elicit ad/hoc undocumented information and working practices from a range of stakeholders/subject matter experts? [e.g. "Review of ICT lifecycle governance model" - is that model already documented]? The section titled "Any work that's already done" lists key inputs and their maturity. There are other materials, such as the 'lifecycle governance model', that are in early informal stages (or would be standard ITIL items) that we will share in order for you to submit your written proposal.
19. Has the Council engaged any organisations to assist it with other aspects of this work (for example, the IT strategy or the TOM for the Council)? If so please could you let us know which organisation(s)? The TOM and IT strategy are the results of internal development following multi-year multi-iterations/cycles. The 'Current State Assessment' is the product of a recent commission to PA Consulting.
20. In the "Nice-to-have skills and experience" there are a number of catalogue items listed under the heading "| OUTPUTS CATALOGUE LISTED BELOW -- * INDICATES PRIORITY ITEMS |". Does each of these require a 100 word response or are they for information only? Each report output requirement requires an answer.
21. What business outcome are you hoping to achieve through the implementation of this project? See the sections titled: "Problem to be solved"; "Who the users are and what they need to do"; and "Why the work is being done".
22. In what way do you envisage this project enhancing your existing streams of work? See the sections titled: "Problem to be solved"; "Who the users are and what they need to do"; and "Why the work is being done".
23. Any other value that this project can add or help prepare for future needs? See the section titled "Nice-to-have skills and experience" under "OUTPUTS CATALOGUE" that are aimed at delivering those things we desire in sections titled: "Problem to be solved"; "Who the users are and what they need to do"; and "Why the work is being done". This work is, per the title, looking to clarify our readiness for the future.
24. What are the proposed timescales for the consulting project? See section titled "Expected contract length".
25. When are the deliverables due? See section titled "Expected contract length".
26. Is their likely to be a requirement to provide a mid term flash report? Progress monitoring is required (see section titled "Working arrangements") and deliverables should be made available as soon as they are ready.
27. Will there be an opportunity to extend the bid submission date? No.
28. May we have access to any supporting documentation as per index below
o IT Strategy (draft)
o Council Target Operating Model (draft)
o Contracts register (best available view)
o Spend data (best available view)
o Enterprise architecture views
o Organogram (best available view)
o Processes, policies, and procedures governing your practice (best available view)
o Current State Assessment of high risk/impact systems ( Risk Register) and contracts (focus on top 80 applications)
Yes. This material, and more, will be shared per acceptance of a non-disclosure agreement with shortlisted suppliers.
29. Are you able to provide a copy of your NDA please ? This is in final stages of refinement (4/Sept/2017) and a link will be published here shortly -- by way of responding to a self-posed question.
30. Please can you confirm the next steps of the process after the initial 100 word answer responses See "Closing date for applications", when BCC will receive summarised responses. We will then proceed to filter submissions, invite written submissions, ask up to three suppliers to attend and deliver a presentation, before ultimately awarding. Please see "Latest start date" and "Expected contract length" for indication of timeline.
31. Are you able to give an indication of the scoring/weighting method you're using for the "essential" criteria and the "nice to have" criteria please? The essential criteria are pass/fail. See "Evaluation weighting" for the overall balance of our scoring method. We expect to have at least two bands of weighting within the 'reports' under the nice-to-have, where those marked with an asterisk having more weight than the others.
32. In the "Nice-to-have skills and experience" there are a number of catalogue items listed under the heading "| OUTPUTS CATALOGUE LISTED BELOW -- * INDICATES PRIORITY ITEMS |". Does each of these require a 100 word response or are they for information only? Responses are required, and we shall make material judgement in order to short-list.
33. For clarity, as you have requested a capped T&M pricing model. Can you please confirm how you will evaluate the price criteria in the procurement? Will this be based on blended day rate of our consultants or will it be on the total capped rate? Would you be open to a fixed price [b]id for this engagement? We shall consider the price (40%) in the evaluation as a function of the amount of deliverables and their relative importance as indicated. Capped T&M is selected as the closest DOS-2 satisfactory option. The next stages allow us to refine this. It effectively means the budget is not unbounded, and that it's not essential that all reports are delivered. Contrasting the 'fixed price' as you say: Without prejudice, a submission with a price per report (a la carte) would be entertained equally.
34. [BCC update on NDA for suppliers regarding confidential information 6/9/2017] A copy of the draft NDA is available at https://bcc.zaizicloud.net/share/s/SQR3Sk5pR3aIHaoMwDE_jQ
35. [BCC update on the platform we use to let contracts] BCC uses ProContract. If you do not already have an account on ProContract, please register at https://procontract.due-north.com/Register