Awarded to PA Consulting Services Limited (UK)

Start date: Wednesday 12 December 2018
Value: £150,000
Company size: large
Basingstoke & Deane Borough Council

Digital Transformation Partner/Advisory Support.

15 Incomplete applications

12 SME, 3 large

18 Completed applications

13 SME, 5 large

Important dates

Published
Thursday 23 August 2018
Deadline for asking questions
Thursday 30 August 2018 at 11:59pm GMT
Closing date for applications
Thursday 6 September 2018 at 11:59pm GMT

Overview

Summary of the work
Basingstoke and Deane Borough Council (BDBC) requires a collaborative supplier able to provide a flexible capacity of highly skilled multi-disciplinary teams to support us in the design, development, integration and implementation and delivery of services, via a call off agreement to deliver an agreed set of outcomes (work packages).
Latest start date
Monday 12 November 2018
Expected contract length
This is a 2 year call off contract with an option to extend for a further 6 months
Location
South East England
Organisation the work is for
Basingstoke & Deane Borough Council
Budget range
Basingstoke & Deane Brough Council has allocated 1.9M to delivery of the digital transformation programme

About the work

Why the work is being done
Basingstoke & Deane Borough Council (BDBC) see digital services as a critical enabler to create more efficient working practices and increase the range of self-service opportunities for the council’s customers. The Council are seeking a digital transformation partner/advisory support to help us determine and deliver the activities required to set up and deliver the transformation programme in stages.
Problem to be solved
The Council wants to be able to rationalise the IT architecture and agree a structured programmatic approach to driving the organisation forward with effective business engagement, capturing business requirements with a programme of practical activities to shift the mind-set, capabilities and delivery models of BDBC teams. There is a requirement to establish a digital target operating model and understand the level of redesign required so that we are ready to procure digital solutions.
Who the users are and what they need to do
The digital services will be utilised by user communities for example: members of the public, council staff involved in delivering a range of council services, various third party organisations including but not limited to Citizens Advice, health professionals and charities.
Early market engagement
Any work that’s already been done
We have developed a vision and principles
We have reviewed the IT architecture of the council and have had the output checked by an independent person.
We have performed reviews of various service areas such as Revenues and Benefits, Development Management, Housing and Licensing.
Existing team
The successful supplier will need to work collaboratively with the Council’s programme, its partners and supplier’s resources. There is currently an internal multidisciplinary team focussed on digital transformation including IT, Procurement, Transformation and Improvement, HR and Organisational Development and Customer Services.
Current phase
Not started

Work setup

Address where the work will take place
Basingstoke & Deane Borough Council
Civic Offices
London Road
Basingstoke
Hampshire
RG21 4AH
Working arrangements
You will be expected to work openly and collaboratively with the Council, partner and supplier resources.
The Council has a flexible working policy however the expectation is that the team will attend the office location(s) when business requirements dictate.
Expectation is that a concentrated effort will be required in the early days of the project to help us establish the project running order with less input being required as time moves on.
Travel time is not included in the 'working day'.
Any expenses must be pre-agreed and must comply with the Basingstoke & Deane Borough Council Travel and Subsistence Policy
Security clearance

Additional information

Additional terms and conditions
Work packages will be released to the successful supplier as required. There is no guaranteed volume of work or minimum contract value during the operating period of the call off contract

Please note: our intention is to assess shortlisted suppliers using the South East Business Portal, if not already registered, please register for free using the following link: http://sebp.due-north.com

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
  • Confirm that you do not work for or are associated with a particular software solution.
  • Provide examples of two projects where you have successfully delivered using an agile approach to support digital transformation in a waterfall environment
  • Provide examples of two projects where as a result of digital transformation, efficiencies including savings were delivered in a borough / district organisation similar to BDBC
  • Please note the same project examples can be used to answer the questions providing they demonstrate they’re capable of meeting our requirements
  • Demonstrate your experience of Project Management skills in both waterfall and agile, in a guiding/supportive role to an in house team
  • Demonstrate your experience of providing procurement skills including assisting with the defining of requirements and evaluation of tenders in accordance with EU and public sector procurement policies and procedures.
  • Demonstrate your experience of data gathering and the management and manipulation of data
  • Provide evidence of designing and developing; engaging, well organised and easy to use services that meet all stakeholders needs and transferring these skills to an in-house business analyst team
  • The successful supplier must be able to start work from mid November 2018
  • Provide evidence; where you have used new technologies to innovate through providing challenge and guidance, e.g. Cloud, e-business, and automation opportunities and to support the completion of an IT strategy
Nice-to-have skills and experience

How suppliers will be evaluated

How many suppliers to evaluate
4
Proposal criteria
  • Describe how your approach and methodology meets our needs in terms of supporting the ongoing development of our transformation programme in terms of capacity, capability and roadmap
  • Technical Architecture: Explain how will you continue to develop and reiterate the architectural model to support the transformation programme
  • Explain how the call down would work including flexibility of your approach. To evidence when you have delivered this type of contract; detailing what worked well and not so well
  • Describe your team experiences, capabilities plus set up (including roles and CV’s) and how you would adapt the team to changing priorities during the course of the project phases.
  • Understanding user needs: detail how you will ensure user needs are understood and met in the development
  • Knowledge transfer: How will you ensure that the councils project team are ready to take on control and support future stages of the programme.
  • References: the Council will approach some or all of the organisations named in your responses to Q2 and Q3, Essential Skills, to confirm the standard of execution of these contracts
Cultural fit criteria
  • Demonstrate your ability to deliver outcomes to resolve project issues, by applying an agile methodology in a waterfall environment and successfully bridge the two worlds
  • Demonstrate how you will deliver simplicity; for example do less but better, explain complex issues in a clear simple way which could often represent a challenge to the status quo.
  • Demonstrate how you have established trusted advisory relationships with political and/or corporate leaders of local government organisations of a similar size and scale to Basingstoke & Deane Borough Council.
  • Demonstrate how you are able to adapt rapidly and make decisions taking into consideration the environment of our local authority setting that has officers and members
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

10%

Price

40%

Questions asked by suppliers

1. Do interested suppliers send their initial applications for the opportunity via the South East Business Portal or the Digital Marketplace?
Thank you for your question; for clarification; applications to be considered for shortlisting are to be submitted on the Digital Marketplace.
The council intend to use the South East Business Portal following shortlisting.
2. Can BDBC please clarify if they are expecting a response to question 4 "Please note the same project examples can be used to answer the questions providing they demonstrate they’re capable of meeting our requirements"?
Thank you for your enquiry

We are not expecting a response to Q4, it’s a statement for information only. The aim of the statement was to clarify that you can reuse project examples across different skills and experience requirements providing they are pertinent to the requirements of the question.
3. Can you clarify that you are looking for a supplier to help you procure and implement a digital platform as specified in your cabinet decision paper?
Thank you for your interest in this opportunity.
We are seeking a supplier to help us procure. With regards to implementation it is expected that the digital platform supplier will perform the implementation and we will require the partner to assist us with managing the implementation
4. Can you confirm that you will be going out to procure a digital customer platform from a separate provider?
Thank you for your question
This is correct, we are procuring the digital customer platform from a separate provider?
5. Can you confirm that your intention is that you want separate suppliers for digital transformation partner and the digital customer platform?
Thank you for your question; that is correct
6. Can you clarify the role of the existing multi-disciplinary team that you have in place?
Thank you for your question

The digital team is made up of Customer Services, HR and Organisational Development, IT, and Transformation team members. It is expected that others from these teams, and other service area teams will contribute to the project over its timeframe
7. What are your best examples of digital services today
Thank you for your enquiry
Please see examples below:
End to end waste reporting
Parking permits online renewal
Garden waste sign up and renewal automated process
8. What external help have BDBC had so far?
Thank you for your question
We have had consultancy works to assist with the development of the Vision with the councils Strategic Leadership Team. Consultancy to assist with high level technical architecture
9. What services will BDBC be targeting next
Thank you for your question
BDBC are focussing on Grounds Maintenance and Street Care issues at present, such as fly tipping. Our Transformation and Improvement team are prioritising areas for review and our budget cycle process will also inform other service areas which would benefit from digital transformation. Early indications are that Environmental Health and elements of the Planning service would be in scope. However, it is also the insight the digital partner would bring about where opportunities lie that would shape the transformation programme.
10. What is BDBC’s IT sourcing model? Which elements are in-house vs outsourced?
Thank you for your question
All of the IT Service is in-house, and provides for Service Desk, Infrastructure, Systems administration for key applications, Development team, print room function.
We have specialist support for some services i.e telephony, IT Health checks etc..
11. What is your current target operating model for IT (i.e. based upon ITIL)?
Thank you for your question
The IT service is relatively small and does use ITIL processes in some areas. We are currently reviewing our internal processes and will adopt more ITIL. Please note that we aren’t, and have no desire to be following full ITIL practices.
12. Are you able to share your vision and principles for the programme
Thank you for your enquiry
We are currently finalising the exact wording, however, the vision details delivering services that are accessible and easy for customers to use, breaking down professional, organisational and technical silos and breaking reliance on inflexible technology.
13. Are you able to share the Outputs of service reviews for Revenues and Benefits, Development Management, Housing and Licensing
Thank you for your enquiry
At this stage we are not able to share this information
14. Are you able to share the IT architecture of the council
Thank you for your question

Not at this stage ; we however, plan to share this information with shortlisted suppliers
15. In the clarification question (and cabinet decision paper) you’ve stated you are looking for a partner to help you analyse / validate requirements and assist in procurement of a digital platform supplier, and you expect this supplier to do the work to implement the platform. Please can you clarify why you are also asking for agile service design capabilities – it’s not clear where these capabilities will be utilised?
Whilst we are very much a traditional waterfall organisation we have ambitions to replace the front end services such as: CRM, Web CMS and self-service portal and as we move through the review of services to become more agile. Guidance is required as to the best way to achieve a wider transformation and that we wish to do that work in a more agile manner. The supplier will be doing the implementation, but we still require partner assistance to keep the council and supplier working towards an implementation that supports the vision and part of this will include agile working
16. What skill sets are you looking for the digital transformation partner to provide specifically?
Thank you for your question - the skills we are seeking include: business analysis, service design, project management, agile, procurement, coaching
17. Can you share any more information on the vision and principles of the transformation programme? How far are BDBC hoping to get within the 2 years?
Thank you for your enquiry
We are currently finalising the exact wording, however, the vision details delivering services that are accessible and easy for customers to use, breaking down professional, organisational and technical silos and breaking reliance on inflexible technology.
In two years time we want to have replaced our front end systems – such as CRM, Web CMS and self-service portal and have started the journey of rationalising smaller systems and have a roadmap for other services and solutions
18. Please can you clarify the role you see the digital transformation partner having in the design of services and transactions?
Thank you for your question

By using the knowledge and experience from other transformations the partner has taken part in, whilst we have ideas, we want to work with a partner who has practical experience in this field.
19. The council have advised that “We have reviewed the IT architecture of the council and have had the output checked by an independent person.” – in what way was it reviewed? Completeness representing the ASIS environment. Fit for purpose
Thank you for your enquiry
The ASIS architecture is essentially a list and categorisation of the existing systems and applications, we haven't expanded this to integration points. We have also undertaken a review of the systems and applications against our digital principles, this has help inform us of which we intend to keep, replace, consolidate etc.. There are a few systems which need more work to conclude final outcomes. This work has been challenged by an external consultant who is assisting with this work whilst we procure a partner.
20. Are you looking/expecting a single digital platform technology?
We expect the appropriate solution(s) to be identified through our work with the digital partner.
We are expecting a mix of technologies to make up a digital platform but as far as possible, systems should be consolidated. The idea of introducing a mix of systems to provide for our needs would not be inline with our expectations. However if components of a digital platform are not available for our needs we would consider additional products to supplement and support the platform build. To re iterate and conclude we expect our digital partner to guide and support identification .
21. The council have advised that we have performed reviews of various service areas such as Revenues and Benefits, Development Management, Housing and Licensing.” – what did the reviews focus on? And what did you learn?
Thank you for your question, however at this stage we are not willing to share further information