Highways England Company Limited

Digital, Data & Technology Transformation HE 2020 Programme (Delivery)

Incomplete applications

13
Incomplete applications
9 SME, 4 large

Completed applications

19
Completed applications
9 SME, 10 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 7 June 2018
Deadline for asking questions Thursday 14 June 2018 at 11:59pm GMT
Closing date for applications Thursday 21 June 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Highways England requires program and project management support to enable the successful rollout of multiple initiatives in order to deliver the Road and Investment Strategy 2015 to 2020 (RIS 1) and 2020 to 2025 (RIS 2).
Latest start date Friday 24 August 2018
Expected contract length 24 months
Location South West England
Organisation the work is for Highways England Company Limited
Budget range £978,750

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done To support the delivery of the Road Investment Strategy 1 (RIS 1 - 2015 to 2020) and the HE2020 Transformation Plan preparing Highways England for RIS 2 (2020 to 2025).
RIS 1 - https://www.gov.uk/government/collections/road-investment-strategy
RIS 2 - https://www.gov.uk/government/collections/road-investment-strategy-post-2020
Problem to be solved HE is a fast-paced, constantly evolving enterprise with RIS and RIS2 delivery imperatives managing a diverse supplier base, technology landscape, data architecture. HE ITD lacks the breadth of capability and capacity to meet its objectives during peaks of demand.

HE is looking for Project and Program Managers to enable the delivery of various initiatives.

At the time or writing, there are approximately 26 projects and programs at various stages, including Discovery, Alpha, and Beta (NB: Live services also require elements of delivery)
Who the users are and what they need to do As an organisation I need to deliver various programs of work aligned to RIS 1 and RIS 2 to enable better services for the general public and internal users of Highways England.
Early market engagement Not Applicable
Any work that’s already been done Additional information will be provided to the short listed suppliers at the 2nd stage of the procurement, due to the number and variety of programmes and projects within the IT delivery portfolio.

They range from pre-discovery through to beta in the delivery lifecycle.
Existing team The existing team consists of a developer, user researcher, tech writer and lead product and delivery managers (which work across the programme).
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Highways England
Temple Quay House
2 The Square
Temple Quay
Bristol
BS1 6HA
Working arrangements Monday to Friday based in Highways England offices starting work by 9.30am, 7.5 hours per day + lunch time.

There will be a requirement for the people working on this outcome to participate in extended hours support rota depending on the nature of the delivery (this will be discussed in consultation with the supplier).

Estimated time on sites: 70% Bristol, 20% Birmingham, 10% Leeds.

Warranty period (as per framework is 90 days).
Security clearance All must have BPSS as a minimum. HE may request contractors to become SC cleared during the engagement; however we would be willing to sponsor the SC clearance process at the supplier's expense.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions All expenses must be pre-agreed with between the parties and must comply with the Highways England (HE) Travel and Subsistence (T&S) Policy.All vendors are obliged to provide sufficient guarantees to implement appropriate technical and organisational measures so that the processing meets the requirements of GDPR and ensures the protection of the rights of data subjects.
The initial scope of the requirement is for 5 Delivery Manager's and 1 Senior Delivery Manager with the option to double this during the contract period to support future delivery outcomes for this programme.

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
  • Demonstrable experience of delivering projects utilising cloud-based, on-premises, and hybrid environments within large and diverse organisations (including complex application environments) in accordance with Highways England and GDS standards and practices
  • Demonstrable experience of delivering programs and projects in organisations responsible for high-risk, safety / mission / business critical services.
  • Demonstrable experience in managing the delivery and performance of third party suppliers in delivering core aspects of technical projects and managing any changes to third party contracts as required.
  • Demonstrable experience in managing multi-skilled, geographically dispersed teams, including supporting and operational staff.
  • Demonstrable experience in being responsible (outcomes focused) for planning and forecasting.
  • Demonstrable experience in managing the systematic interaction and business engagement with large volumes of end users.
  • Demonstrable experience in managing portfolios, programs and projects utilising traditional waterfall methodologies, including Prince2, MSP, PMO, etc.
  • Demonstrable experience in working with agile product management including evolving user stories, creating and grooming product backlogs,managing feature roadmaps, creating acceptance criteria, quality assurance, managing technical debt/bugs/enhancements.
  • Demonstrable experience in engaging with large number of stakeholder groups, including internal, and external (such as suppliers, vendors and other 3rd parties).
  • Demonstrable experience in deliverying programs within ITIL-aligned organisations, with capabilities such as service design, service management, service transition, change control / release management, and operations.
Nice-to-have skills and experience
  • Demonstrable experience in skills and knowledge transfer across all elements of the program and project lifecycle.
  • Demonstrable experience in account management; able to provide summaries and clarity over day to day activities for Programme and project Managers.
  • Demonstrable experience of matrix-managing a multi-disciplinary programme team within the last 12 months.
  • Demonstrable experience of reporting directly to in-post Programme Managers, members of the Senior Leadership Team (or equivalent) and C-level as part of a wider departmental management structure.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 6
Proposal criteria
  • Ability to oversee the delivery of a user centric service based on user needs
  • Team structure - where applicable covering various elements of product, program and project delivery, and how the the team will adapt according to changing priorities
  • Identify risks and dependencies and offer approaches to managing them while developing a service
  • Team members can work with prioritised agile backlogs
  • All proposed team members must provide evidence that demonstrates they meet all the cultural fit criteria
  • Experience working in multidisciplinary geographically dispersed agile teams using agile methodology
  • Value for money of the proposed solution
Cultural fit criteria
  • Demonstrable experience in working in an Agile environment, and familiarity with concepts such as working to deliver to user needs, prioritisation of backlogs, retrospectives, and iterative delivery.
  • Demonstrable experience in managing and engaging with a complex multi-regional matrix of stakeholders across many areas within (and external to) a large organisation.
  • Demonstrable experience in knowledge of HM Government standards, compliance / legal / regulatory practices, and delivery approaches.
Payment approach Time and materials
Assessment methods
  • Written proposal
  • Case study
  • Reference
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. You state that you require supplier to: Demonstrable experience of delivering projects utilising cloud-based, on-premises, and hybrid environments within large and diverse organisations (including complex application environments) in accordance with Highways England and GDS standards and practices Does the inclusion of the need to demonstrate experience of Highways England's standards preclude non-experienced suppliers from applying? It does not stop anyone from responding to the question - the overall weighting will decide who is taken forward. We will not exclude suppliers who do not have direct previous experience of Highways England's standards.
2. Thank you for sharing this requirement. We have noted that the requirement specifies a team of 6 people for a 2 year term and a defined budget of £978,750. Can you please confirm whether that budget is for the full 2 year term for the full team of 6 people or if it is an annual budget? The Budget as calculated is for 1 year. However we’re looking to procure services over 2 years (max).
3. Can the authority please confirm if this is within IR35 or outside of IR35? This opportunity falls outside of IR35.
4. Is there an incumbent supplier for this opportunity and how long have they been in place? There is no incumbent.
5. Who is the incumbent supplier? There is no incumbent.
6. Where you have mentioned the possibility that the scope of this project could increase, would the budget increase by a similar proportion? Yes, proportionately.
7. What is your expectation for the day rate for this programme? It is expected that day rates will comply with the framework terms and conditions and the SFIA rate card.
8. What is the relationship between this opportunity and the other three which have been recently placed on DOS? This opportunity is mutually exclusive to the other three published opportunities.
9. How have you constructed the proposed budget range? The budget has been estimated. At this stage focus should be on meeting the requirements. If short-listed, suppliers would be expected to present their proposals to the evaluation panel.
Your written proposal when submitted should include pricing based on the published requirements and criteria.
10. The initial number of resources (6) along with the stated possibility of this doubling implies a day rate of less than £300, is this correct? This is Incorrect, we are not expecting to reduce the rate for increasing the number of resources; if the volume doubles, it assumes that the budget will increase accordingly. We are not asking suppliers to increase numbers within the same budget allocation.
11. Is the incumbent a large company or an SME There is no incumbent.
12. What contract vehicle was this programme of work previously let under? This is the first time this programme of work is being let out for tender
13. Could you please confirm how many Project/Programme managers you are looking for to cover the number of projects and if you are looking for all of them under this lot There are approximately 36 programs of work. We are looking for 1 Lead Delivery Manager and 5 Senior Delivery Managers. (see Ddat frramework)
14. The ITT specifies a 6 man team with the option to double this over the term of the contract. Is the stated budget just to cover the initial 6 man team or is it expected to cover the option to double the team size? If the team size increases, the budget will increas proportionately to cover the additional roles.
15. Can you elaborate on the definition of extended hours support rota - are you referring to extended days (early/late) for IT cutover's etc or could this mean significant amounts of unsocial hours e.g. weekends and/or night time shifts etc There may be a requirement to work weekends, unsocial hours, extended beyond normal working hours, but this will be on a planned basis. It is not expected that this will be significant
16. Is extended hours support rota expected to be covered under rates offered. Will staff be required to be in attendance at HE premises whilst performing this element of the service? Extended hours support will be negotiated with the supplier, where and if appropriate. Location will form part of the negotiation
17. Can you elaborate on the type of expenses and/or costs you foresee in the SC clearance process? Is this limited to supplier time or are there other expenses, plus who would the vetting authority be ? Typically there is a cost against clearing individuals at SC level. There are no other additional expenses that HE would expect to pay. The vetting authority will be selected when the SC clearance rquirement is confirmed. See https://www.gov.uk/government/publications/hmg-personnel-security-controls for more details.
18. Without knowing the details of the projects & programmes, it is possible that those companies already engaged with HE in various ways may come across actual and/or potential conflicts of interest and will have an ongoing interest in bidding for other work. Can Highways England confirm that by providing staffing support for the projects/programmes, and initiatives in ITD, there would be sufficient flexibility offered to appropriately manage any potential conflict of interest? Any conflics of interest will be discussed during supplier face to face sessions. Bidding for this lot does not affect the supplier from ongoing work within HE. Any conflicts of interest will need to be flagged up by the supplier
19. Does the criteria "managing multi-skilled, geographically dispersed teams" mean that you expect examples of managing teams dispersed globally, nationally or across a region? Are you looking for an example quoting many teams dispersed over a small area or a small number who are dispersed over a large area? This requires the management of teams potentially across the England
20. Can you confirm the PMO stands for Project Management Office and if so, are you asking for experience of PMO as a function rather than a methodology? Yes, and yes
21. Where you mention "managing multi-skilled, geographically dispersed teams" does this refer to suppliers managing their own teams or managing geographically dispersed staff from the buyer's internal teams? This will potentially require both