Awarded to Version 1 Technology Limited

Start date: Monday 6 November 2017
Value: £21,900
Company size: SME
Belfast City Council

Agile Discovery Delivery Team

12 Incomplete applications

9 SME, 3 large

9 Completed applications

8 SME, 1 large

Important dates

Friday 1 September 2017
Deadline for asking questions
Friday 8 September 2017 at 11:59pm GMT
Closing date for applications
Friday 15 September 2017 at 11:59pm GMT


Summary of the work
The Council wishes to invite suitably qualified and experienced suppliers to lead the delivery of Agile Discovery Workshops to assist in gaining a better understanding of the feasibility of our requirements, most appropriate approach, capacity of the market to deliver and any possible risks or issues not previously considered.
Latest start date
Monday 23 October 2017
Expected contract length
Discovery exercise within 4 weeks, recommendations report by 20th November 2017.
Northern Ireland
Organisation the work is for
Belfast City Council
Budget range
The budget for this procurement is estimated to be £20,000.

About the work

Why the work is being done
The Council is seeking to set up an integrated Corporate Land & Property Asset Management system incorporating both property and business issues in respect of the council’s assets, with clear business lines of responsibility. There is a requirement to have a corporate system to support the strategic objectives of better financial management, information management, planning, performance and asset management. A single corporate asset register is fundamental to the management of assets and the Council’s ability to take a strategic approach to the planning and use of assets and the management of risk and delivery of value for money and quality.
Problem to be solved
There is a significant amount of asset information held in various systems and spreadsheets across Council departments. This presents significant issues in relation to asset information data quality, transparency and completeness. The provider will be required to run a series of Agile Discovery Workshops onsite and undertake user research and analysis of business and user needs in order to build a picture of both the existing context and future requirements for asset information across the Council. It is essential to identify business aims, outcomes, scope of system, existing datasets/information. The recommendations report should provide the basis for user requirements.
Who the users are and what they need to do
The users are located in various Council departments. They are required to provide all the data and information related to the operation of an asset in a single corporate system to promote more joined up working. Users will need to be able to access reliable and real-time data in order to enable better decisions to be made. Users need to be able to provide data in a consistent and accurate way so that data quality issues are addressed. Their participation in these workshops will refine our understanding of Council needs and identify feasibility of options available.
Early market engagement
Any work that’s already been done
There are a number of legacy systems in place within the Council that the system is seeking to replace or link to.
Work is ongoing to compile a corporate asset register as the system should serve as a single repository for all asset related information; help streamline data entry, automate processes and improve analytic capabilities. This should enable the Council to examine the need for and performance of assets whilst providing appropriate data to evolve over the different stages of its life cycle.
Existing team
The provider will be expected to work closely with the Asset Management System Project Manager and IT Lead.
Current phase

Work setup

Address where the work will take place
The provider will be expected to work on a full time basis with business users and stakeholders, and will be onsite (9-21 Adelaide Street, Belfast BT2 8DJ) during this time.
Working arrangements
The Discovery Team will be a cross functional, multidisciplinary team that will embrace Agile principles in order to produce a product backlog and recommendation report that will articulate the scale of the problem and scope of requirements.
The provider's team will work in a collaborative and transparent way with the AMS Project Manager and IT Lead and provide the focus to make the Discovery workshops happen within the required timescales. Suppliers must include travel and subsistence costs in budget.
Security clearance
BPSS – Basic Disclosure

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 demonstrable experience in delivery of successful Discovery outcomes to support complex service and technology transformation, including undertaking service design (3%).
  • Have demonstrable experience of knowledge sharing and skills transfer with in-house teams in order to build sustainable capability (3%).
  • Have demonstrable experience of carrying out user research with a diverse mix of users and stakeholders, including those with assisted digital needs (3%).
  • Have demonstrable experience of effectively planning for new user centric IT digital services which incrementally integrate with backend legacy applications and third parties (3%).
  • Have demonstrable experience of leading public sector teams, particularly those with no experience of Agile, in Discovery and iterative development (3%).
Nice-to-have skills and experience
  • Have experience of successful delivery of Discovery within an organisation undertaking a complex service transformation programme.
  • Have experience of leading Discovery projects within the public sector.

How suppliers will be evaluated

How many suppliers to evaluate
Proposal criteria
  • Proposed approach and methodology for undertaking the Discovery workshops, highlighting departmental interdependencies and key project risks (35%).
  • Proposed deliverables and timeline for the Discovery workshops, including team size, roles and responsibilities (24%).
Cultural fit criteria
  • Evidence ability to effectively communicate with staff and stakeholders at all levels, understanding their priorities while enabling the project to progress (2%).
  • Evidence of challenging accepted ways of working and encouraging the development of new business processes (2%).
  • Evidence of encouraging a collaborative approach and no blame culture to problem-solving (2%).
Payment approach
Time and materials
Assessment methods
Written proposal
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

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