The Digital, Data and Technology Directorate (DDaT) within the Home Office

Home Office – Project & Programme Management support for Technology Platforms for Tomorrow Programme

Incomplete applications

18
Incomplete applications
14 SME, 4 large

Completed applications

18
Completed applications
14 SME, 4 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 5 November 2018
Deadline for asking questions Monday 12 November 2018 at 11:59pm GMT
Closing date for applications Monday 19 November 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work The Home Office requires project and programme management support to a range of Technology Platforms for Tomorrow projects to enable the delivery of project plans, deliverables, budgets and business engagement. Support will include delivery of five key TPT projects covering Windows 10 Build, O365, Mobile, Infrastructure and Technology roll out.
Latest start date Tuesday 15 January 2019
Expected contract length 12 months contract term + 12 months extension option.
Location London
Organisation the work is for The Digital, Data and Technology Directorate (DDaT) within the Home Office
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The Technology Platforms for Tomorrow (TPT) Programme is deploying a corporate technology overhaul across the Department, which will impact circa 29,000 staff. We are delivering a modern Windows 10 OS with O365 and associated collaboration tooling. The programme is also replacing the Department’s legacy application estate and has upgraded the end user device estate, including replacing the mobile phone estate with modern smartphones. In order to support the above TPT requires project and programme management support that can support the delivery of a number of technical projects.
Problem to be solved The TPT programme is delivering a range of new services, devices and infrastructure to the Home Office. These are being delivered via dedicated Windows 10 build, O365 and Mobile projects and supporting tools such as SCCM, MDM, SCOM and Airwatch. The in-flight projects have a wide range of dependencies, deliverables and costs that require dedicated management to ensure that they deliver to end users and to the wider aims and objectives of the TPT programme.
Who the users are and what they need to do All Department staff (circa 29,000) will receive new and upgraded technology across eight diverse business areas, i.e. Borders, Immigration Enforcement, Crime, Police and Fire Group, Capabilities and Resources, etc. New devices, services and infrastructure are being introduced across the Home Office estate throughout 2018 via a number of major projects (Windows 10 build, O365 implementation, mobile IOS and device roll out). Each project has a requirement for technical project management to support the delivery, financial management and its contribution towards the overall TPT Business case.
Early market engagement Market engagement is not applicable to this DOS 3 procurement.
Any work that’s already been done TPT is an ongoing programme delivered by the End User Compute department within DDaT. Key TPT projects have been delivered throughout 2017 and continue to be delivered in 2018 and 2019. Each project has a defined capex and opex budget, plans and identified risks and issues that are reported to the TPT PMO on a regular basis. The Project and Programme Management resource will support the active management of these projects and facilitate greater engagement with stakeholders, finance, commercial, legal, third party suppliers and users. The outcome will be better run and managed project delivery across TPT.
Existing team The Supplier will be responsible for providing project and programme management support reporting to the dedicated Programme Managers within TPT. The role will require engagement and collaboration with a range of third party suppliers (delivering a range of core services with DDaT, Live Services, Testing, Security and Commercial teams. Performance and cost Information will be required to be provided to TPT PMO and Finance Business partner.
Current phase Live

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Work will be carried out from a Home Office location primarily in Croydon, South London.
Working arrangements The supplier will be required to collaboratively work on site (5 days per week to allow sufficient stakeholder engagement and support to be provided). Supplier costs must be inclusive of all expenses. Supplier will be required to use MS Project Online to provide time sheet information to I&P Finance on a monthly basis. The new supplier will be required to report to the TPT Programme Manager (or delegated representative), work collaboratively with live services representatives and report progress to the TPT PMO.
Security clearance All staff must have SC level security clearance prior to starting work. Staff not in current possession of SC security clearance must be willing to undergo SC security clearance.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions • Statements of work will be agreed periodically with the supplier on a fixed price, capped, or T&M basis with agreed deliverables
• The Home Office will use the standard DOS 3 contract terms

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
  • Delivery of complex EUC infrastructure projects within large and complex environments (including complex application environment).
  • Managing the delivery of new EUC infrastructure whilst overseeing disaggregation from a legacy supplier.
  • Managing continued iterative development of operating systems such as Windows, O365 and smartphones (iOS and Android).
  • 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.
  • Managing teams of technical engineers and support staff and responsibility for ongoing development of a technical support function.
  • Responsibility for planning and forecasting, experience of using related planning tools and of reporting to stakeholder groups.
  • Managing the systematic interaction and business engagement with large volumes of end users.
Nice-to-have skills and experience
  • Experience in skills and knowledge transfer of core infrastructure projects.
  • Account management able to provide summaries and clarity over day to day activities for Programme and project Managers.
  • Have demonstrable experience of matrix-managing a multi-disciplinary programme team within the last 12 months.
  • Reporting directly to in-post Programme Managers 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 3
Proposal criteria
  • Team members and experience
  • Team Structure
  • Mobilise team
  • Flexible resources
  • Approach and methodology
  • Value for money
Cultural fit criteria
  • Ability to function effectively and collaborate in a multi-supplier environment
  • Working successfully in complex public-sector organisations
  • Approach to proactive issue management, problem resolution and improving ways of working
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Reference
  • Presentation
Evaluation weighting

Technical competence

45%

Cultural fit

5%

Price

50%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Can you please provide an indicative budget for this specific lot? We do not intend to provide indicative budget for this tender exercise.
2. Given the Programme is currently 'live', how are DDaT currently engaging PPM capabilities on to the Programme?

Is there an existing PPM service provider or is the Programme using Contingent Labour?

Is this Service to provide new/additional/future PPM capabilities only to the programme?
We are currently engaging PPM through the contract let in January 2018 via Netcompany. This service will replace those services for future requirements.
3. I. Please could you clarify the size of the team needed?
II. Is there a project support competency level that is expected for each member?
III. Can you give any indication if the complexity / level of the work packages to be let – to enable us to judge the mix of capabilities needed?
IV. Is there a pre-existing, mature delivery methodology and governance framework into which the team is to fit, or is establishment of this part of the work?
Our expectation is that the proposed resources should be Prince2 qualified at Practitioner level as a minimum.

The work packages to be supported are Application Packaging and Decommissioning Service, Technical Engineering Service and Solution and Technical Architecture Service.

The working arrangements is as stated in the publication notice - 'Existing Team' and 'Working Arrangements'.
4. In this type of work, our experience is that continuity and the experience of individuals are often essential to a programme when its PPM provider changes.

a) How is the winning bidder expected to provide the continuity that the programme requires?

b) Is this being arranged by the Home Office or are bidders expected to negotiate with the incumbent supplier prior to submitting?
There has been provision made in current arrangements for a handover period between the incumbent provider and a new provider.
5. Are we able to bring in new people for all existing roles? Or are there particular roles for which the Home Office would want to keep using the existing individual currently performing the role? New people can be placed into existing roles.
6. Can you confirm if the roles will be inside or outside IR35? The roles are considered outside of IR35 legislation, however,
the successful applicant will need to provide information to the authority as part of the on-boarding process to prove that they are outside of IR35.
7. We have significant experience working within secure government and have resources that hold or have held SC and DV security clearance.
Further staff would also be willing to go through SC security clearance as required. Should this be necessary, would the Home Office be willing to sponsor these individuals in achieving SC security clearance?
If needed, Home Office will sponsor the security clearance. All staff must be SC cleared. We will ask bidders for details of key personnel, if successful the bidder will be asked for confirmation of security clearance or Home Office will initiate clearance process.