HMPPS (Her Majesty's Prisons And Probation Service)

IT Service Management design service for the HMPPS Electronic Monitoring Programme (EMP)

Incomplete applications

5
Incomplete applications
3 SME, 2 large

Completed applications

12
Completed applications
4 SME, 8 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 20 October 2017
Deadline for asking questions Friday 27 October 2017 at 11:59pm GMT
Closing date for applications Friday 3 November 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work After the Electronic Monitoring service has gone live the Authority's IT Service Management responsibilities will be fulfilled by an internal team within the MoJ. This procurement is seeking to secure third party services to set up and prepare for the transition to live.
Latest start date Monday 27 November 2017
Expected contract length 6-12 months
Location London
Organisation the work is for HMPPS (Her Majesty's Prisons And Probation Service)
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done MoJ is working with 4 suppliers/Lots to deliver an integrated solution for the provision of Electronic Monitoring of offenders in England and Wales. The Lots will be delivering a number of applications, systems, networks, and other IT infrastructure to support the service.
Responsibility for IT Service Management is shared between the different Lots with Lot 1 taking the lead, managing the central service desk, running the managed hosting, and co-ordinating a number of the ITIL processes. MoJ will assure and manage the performance of the Lots' IT Service Management functions and take responsibility for a subset of the ITIL processes.
Problem to be solved Most of the activity will be completed by the Lots themselves, but the Authority needs to ensure that there is a cohesive and optimised end to end management model, assure the service management processes being set up by the Lots, assure the plans for establishing the various service desks, define the processes to be managed by the Authority, and aid the Authority's operations team in mobilising a managed IT Service Management function for the live operation. The previous team that delivered this service were made up of 1.5 team members.
Who the users are and what they need to do The goal of the programme is to:
Replace the existing curfew tag provision with current technology which can support equivalent services at reduced costs.

Introduce new GPS monitoring capability to improve the range of subject monitoring and drive greater efficiency and effectiveness.

Introduce a new case management system and portal that is accessible to all business users.

Build a robust and scalable operational service that is able to accommodate other tags and types of electronic monitoring in the future.

Optimise the benefits to be derived from each of the four selected suppliers as well as from the collective whole.
Early market engagement
Any work that’s already been done The project is already at a stage where the EM operating model and business requirements have been defined and the infrastructure and applications are partly delivered. An amount of work has also been completed on the service management design, but the work has not been completed and in any case the programme is currently going through a cycle of change to accommodate the recent introduction of a new tag provider and a refresh of the business requirements. When the new service is ready extensive testing will be completed and in the meantime the service management functions will be set up.
Existing team The resources being deployed to fulfil this requirement will operate within the programme's overall design team (infrastructure, applications, processes and security) , which is a small team of 6 personnel. The general responsibilities of the team are to define the technology and business architecture, assure deliverables from the various Lots, govern all design related activities across the programme and ensure that the combined offerings form a high quality, integrated solution which meets the needs and expectations of the MoJ and its stakeholders. Externally the Design team will build close working relationships with peer groups in the supplier organisations.
Current phase Not applicable

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place 102 Petty France, London
Working arrangements Personnel will be resident within the MoJ offices but there will also be some remote working, either on the suppliers' premises or at home. Standard working hours will apply, with some level of flexibility.
Security clearance SC Clearance

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
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.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • *See Q&A* Have demonstrable and recent (within 3 years) experience of designing Service Management systems and processes for large Government departments
  • *See Q&A* Have demonstrable and recent (within 3 years) experience of setting up effective operating models, governance and performance management for IT service management in multi-supplier environments.
  • Have access to and competence in the use of service managment design methodologies and artefacts, owned and maintained by the supplier, to accelerate the work on the programme
  • Have proven strong practical working knowledge and experience of setting up IT Service Management tool suites based on Service Now.
  • Have demonstrable and recent (within 3 years) experience of developing and negotiating SLAs and OLAs to achieve quality targets, drive the right behaviours and support continuous improvement
  • Have demonstrable and recent (within 3 years) experience of assuring and testing third party BCDR plans.
  • Have proven knowledge of relevant national and international legislation pertaining to the Government/Public Sector IT (Data Protection Act, Information Assurance policy) and setting up suitable governance to ensure compliance.
Nice-to-have skills and experience

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Level of experience
  • Level of expertise
  • Value for Money.
  • The ability to maintain quality and speed of delivery.
  • The suggested approach for ensuring knowledge transfer is conducted.
Cultural fit criteria
  • Able to work in a multi-supplier environment.
  • Skilled in dealing with challenging stakeholders.
  • Able to work in small teams and demonstrate pragmatism without impacting quality
  • Work within challenging time frames and levels of uncertainty to deliver fit for purpose solutions
  • Ability to flex the size of the team at relatively short notice and ensure continuity of knowledge and methods of working at all time.
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Relating to the following two technical competence criterias:

- Have demonstrable and recent (within 3 years) experience of designing Service Management systems and processes for large Government departments

-Have demonstrable and recent (within 3 years) experience of setting up effective operating models, governance and performance management for IT service management in multi-supplier environments.
Please provide answers to the top two technical competence criteria by providing either a) a 500 word case study to each question or b) a 1000 word case study answering covering questions.
Please send this in a word/pdf format to tom.marshall@justice.gov.uk alongside your DOS submission.
2. To confirm on the typo above.. Please provide answers to the top two technical competence criteria by providing either a) a 500 word case study to each question or b) a 1000 word case study covering both questions.
Please send this in a word/pdf format to tom.marshall@justice.gov.uk alongside your DOS submission.
3. What is the budget range for this requirement? We will not be releasing budget details at this stage.