Properties Division, Enterprise Shared Services, Department of Finance, Northern Ireland

Agile Discovery Delivery Team

Incomplete applications

0
Incomplete applications

Completed applications

18
Completed applications
11 SME, 7 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 26 August 2016
Deadline for asking questions Friday 2 September 2016 at 11:59pm GMT
Closing date for applications Friday 9 September 2016 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work The provider will have specialist capability and experience in transforming large scale, business critical, legacy technology and services into efficient modern solutions. They will lead the delivery of an Agile Discovery phase that will consider how data from a range of sources can be consolidated.
Latest start date 26/09/2016
Expected contract length The Discovery phase must be completed within 8 weeks.
Location Northern Ireland
Organisation the work is for Properties Division, Enterprise Shared Services, Department of Finance, Northern Ireland
Budget range The budget for this procurement is estimated to be £85,000 plus VAT.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The Reform of Property Management Programme was established in order to deliver the objectives of the region-wide Asset Management Strategy, which was approved by the NI Executive in June 2013, namely reducing the net costs of service delivery through the efficient use of public assets and promoting effective asset management processes that unlock value. The scope of the Asset Information project, which sits within the RPM structure, is to deliver a trusted management information system and reliable asset information in order to support the business in the strategic planning and efficient management of the estate.
Problem to be solved There is a significant amount of asset information held in a number of systems and standalone spreadsheets across the Properties Division business, and also in other sources within Enterprise Shared Services. This presents significant issues in relation to asset information data quality, transparency and completeness. The provider will be required to run an Agile Discovery phase and undertake extensive user research and analysis of business and stakeholder needs in order to build a picture of both the existing context and future requirements for asset information across the business.
Who the users are and what they need to do As the body responsible for the management and strategic planning of the NICS office estate, Properties Division needs to be able to access reliable, real time data in order to enable better decisions to be made. As contributors, stakeholders need to be enabled to provide data in a consistent and accurate way so that data quality issues are addressed.
Early market engagement
Any work that’s already been done There are a number of legacy systems in place within Properties Division that the system is seeking to replace or link to.
Existing team The provider will be expected to work closely with the Product Owner and Asset Information Project Manager.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
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 on-site 5 days a week. The provider will be expected to travel as required across Northern Ireland in order to conduct stakeholder consultations.
Working arrangements The Discovery Team will be a cross-functional, multi-disciplinary team that will embrace Agile principles in order to produce a product backlog and user stories that will articulate the scale of the problem and scope of requirements. The provider will also be required to contribute to the business case for development and implementation by providing costed delivery options and timeframe for development. The provider's team will work in a collaborative and transparent way with the Product Owner and Asset Information Project Manager and provide the focus to make the Discovery phase happen within the required timescales.
Security clearance BPSS - Basic Disclosure

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
  • 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 developing an overall delivery approach from solution architecture and 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 (2%).
  • Have demonstrable experience of effectively planning for new user-centric IT digital services which incrementally integrate with backend legacy applications and third parties (2%).
  • Have demonstrable experience of leading public sector teams, particularly those with no experience of Agile, in Discovery and iterative development (2%).
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.
  • Have experience in reuse of existing source code and the sharing of same within the public sector.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Proposed approach and methodology for undertaking the Discovery phase, highlighting dependencies on Properties Division and key project risks (35%).
  • Proposed deliverables and timeline for the Discovery phase, 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

74%

Cultural fit

6%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Could you please tell me what the legacy systems you have in place are? Legacy systems that may be replaced include Electronic Property Information and Mapping Service (ePIMS), a web-based system holding property data, and Works Order Processing (WOPS) and Jobs & Orders Online Systems (JOOLS), which are used to manage maintenance and minor works transactions. There are legacy systems elsewhere in Enterprise Shared Services which will not be replaced, but to which, in the interests of data consistency, the new system will need to link; these include AccountNI and HRConnect.
2. Would you be happy for the supplier to work in the suppliers officers and then to travel to the client's place of work and colocate when needed for the key points in the project? The project team then comes together when it is beneficial to the project (meet the stakeholders) and to the project team. This would mean you would get the best people for the job. During the remote working time, there are plenty of remote working communication tools (e.g. Google hangout standups) which we can use. We have worked in this way for many discovery phase projects. This is a high profile project within the Department of Finance and as stated in the requirements the supplier will be based in the client’s offices on a full-time basis.
3. Hello. Would it be possible to reduce travel and expenses costs for this work by only being onsite to conduct workshops, interviews and meetings and conducting the "thinking"/analysis part of the Discovery Phase from base offices? This has the benefit of reduced expense for the tax payer and is a standard approach that has worked elsewhere. This is a high profile project within the Department of Finance and as stated in the requirements the supplier will be based in the client’s offices on a full-time basis.
4. If we are successful in being shortlisted, do we have the opportunity to seek additional clarifications once we have received the requirements document? Yes, clarifications will be accepted and responses circulated to all shortlisted suppliers. Details of this process and the date by which clarifications will be accepted and addressed will be circulated to shortlisted suppliers.
5. Regarding the basic clearance requirements, would the resources require the clearance from the outset of the delivery? Yes, it is important that all resources have been cleared to this level from the commencement of services. This is the normal disclosure required for suppliers working on NICS premises or with assets/information. However, we are aware of the Cabinet Office guidance which advises that security clearance should not be carried out speculatively, therefore if the successful supplier does not already have this clearance in place they will need to make every effort to do so in a timely manner in order to avoid any delay to the project start date.