Home Office

Transactional Project Services 2 (TPS2)

17 Incomplete applications

11 SME, 6 large

41 Completed applications

26 SME, 15 large

Published: Monday 14 January 2019
Deadline for asking questions: Monday 21 January 2019 at 11:59pm GMT
Closing date for applications: Monday 28 January 2019 at 11:59pm GMT

Overview

Summary of the work: Project Management and Technological support to facilitate, advise and deliver Technology change projects to the business areas that have been defined in scope.
Latest start date: Monday 1 April 2019
Expected contract length: 24 months
Location: South East England
Organisation the work is for: Home Office
Budget range: Up to the maximum value of £4.9M over the term. Spend in 19/20 on equivalent coverage is likely to be approximately £1m-2m.

About the work

Why the work is being done: The work is to ensure that organisations that are part of the Home Office are able to continue to fully integrate with the HO and make use of technology capabilities. The second reason is to be able to support local HO capability where there may be skills which are not available or require developing and meet specific to the Business Area’s operational needs.
Problem to be solved: Deliver technology change in the wider HO Businesses , in a responsive way, through the use of skilled, experienced and qualified resources.

The supplier will fulfil teams and specialists within the following disciplines:
1. Programme Manager
2. Senior Project Manager
3. Project Manager
4. Assistant Project Manager
5. Technical Architect
6. Solution Architect
7. Business Analyst
8. Business Consultant/Change
9. Project Management Office
10. User Researcher
11. Content Designer
12. Interaction Designer
13. Developer
14.Service Transition Manager
15. Service Architect
Who the users are and what they need to do: • HO PPPT Arm’s Length Bodies, including, but not limited to, GLAA (Greater London Authority) ,DBS (Disclosure Barring Service ), IPCC(Independent Police Complaints commission), HMIC (HM Inspectorate of Constabulary), SIA (Security Industry Authority)
• HO PPPT-related Independent Enquiries
• HO PPPT-related work at the National Crime Agency
• Other PPPT project and programmes as required

An arm’s-length body is an organisation that delivers a public service, is not a ministerial government department, and which operates to a greater/lesser extent at a distance from Ministers. The term can include non-departmental public bodies (NDPBs), executive agencies, non-ministerial departments and public corporations.
Early market engagement
Any work that’s already been done: There are a number of projects that are currently in flight and being undertaken by the incumbent supplier. These projects are at varying stages of completion and should a new supplier be successful in bidding for this work there may be a requirement to handover and transition these projects as seamlessly as possible.
Existing team: The teams with which the supplier will be working will be different across the business units, although there is a single point of contact for the overall project as well as a single commercial lead.
Current phase: Not applicable

Work setup

Address where the work will take place: Home Office London Sites: 2 Marsham Street, Croydon, Hendon.
Potential for working on site of ALBs offices.
Other locations regionally as required.
Working arrangements: Statements of Work will have specific working arrangements and base locations included.

Typically the project team will be expected to be on client site 4 days a week with flexible working where required.
Security clearance: All staff must hold or be prepared to undergo SC Security Clearance to operate on this project.

NPPV may be required but this will be addressed on a case by case basis

Additional information

Additional terms and conditions: Standard DOS3 terms and conditions however any IP generated as a result of projects commissioned by the authority, shall vest with the authority.
The work may be undertaken on a fixed price or T&M basis.

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: Ability to provide highly qualified individuals or teams with SC clearance at short notice.

Ability to articulate client requirements and turn these into SOWs with deliverables and outputs.

Ability to manage, report and provide weekly flash updates with progress updates of projects to the individual project leads, TPS2 project and commercial leads.

Ability to provide the right level of resources in terms of grades and provide a full justification for the individual proposed against the job descriptions and day rates.

Engagement across Business areas to understand the individual projects and work packages, including budgets, plans, creation of ROMs, and approval process etc.

Ability to work with stakeholders of different level of technology maturity, ability to understand complex technology solutions etc.

Reporting on financial metrics on spend to date and project status across the portfolio of projects.

Experience of client side delivery and ability to deliver on time and to budget.

Creation of ROMs,Impact Assessments, and going through approvals processes
Nice-to-have skills and experience: Experience of working in central government department and delivering a similar offering to another government department.

A pool of extensive in house resources and associate network,What the supplier will do to ensure availability of resource for particularly “in demand” roles

Ability to work with challenging stakeholders, working with them to articulate requirements and turn them into meaningful SOWs complete with deliverables and project outputs.

How suppliers will be evaluated

How many suppliers to evaluate

Proposal criteria

Approach to project delivery and team
Project Mobilisation, handover and transition
Project management, budgeting and governance
Applicable case studies and lessons learnt
Value for money

Cultural fit criteria

Ability to work collaboratively with permanent staff and suppliers.
Approach to knowledge transfer, upskilling and sharing of best practice with the client.
Flexibility in approach in order to meet changing priorities and business requirements.

Payment approach

Capped time and materials

Assessment methods

Written proposal
Presentation

Evaluation weighting

Technical competence

45%

Cultural fit

10%

Price

45%

Questions asked by suppliers

1. Is there a current incumbent and if so will they be reapplying?: Yes, however we do not know whether they will apply at this time,
2. Is SC the minimum required clearance for any and all human resources?: This is already stated in the advert.
3. Can you explain your understanding of capped time and materials and can you confirm whether you are expecting the supplier to assume delivery risk, i.e. supplier to complete work at own cost if original budget is exceeded?: The supplier is expected to estimate and price the scope of work (SOWs) on a project by project basis. Each SOW will have deliverables that the supplier must ensure are completed prior to the end of the engagement. These deliverables will be scoped in collaboration with the client.
4. Ability to provide highly qualified individuals or teams with SC clearance at short notice." – Can you clarify this requirement please? Will the authority sponsor SC clearance in the event that individuals who are highly qualified do not possible SC clearance given the process of obtaining SC needs a government sponsor etc. Many thanks: Yes, where it is necessary to do so.
5. Please could you tell us who the incumbent supplier is?: Capgemini
6. The 45% price weighting suggest you place a high value on cost. How will you assess this element, will it be purely on the proposed day rate?: Further information will be included in the tender documentation if a supplier is successfully down selected.
7. Please can you share further details on the current ‘in flight’ projects and types of resources required to ensure successful completion?: Further information on the requirement for transition/handover will be provided at the next stage of process.
8. Of the 15 specialist roles identified, please can you share a view on the expected number of each role in FY19/20 as well as any expectation of the “in demand” roles?: An estimation of the demand for each role will be provided to all successful suppliers in the next stage of the process.
9. In that you have listed the NCA as one of the ALB’s, please can you confirm that DV resources are not required?: DV clearance may be required in some projects, largely this will be the exception.
10. Please can you break out the 45% Technical Competence evaluation, so that we understand the weighting for each individual question both in the ‘Essential Skills and Experience’ and the ‘Nice-to-have Skills and Experience’ question sets?: The 45% technical evaluation is for the next stage in the procurement and not for this stage.
Your response will be evaluated on each of the essential and desirable skills, the 45% has no relevance to this.
11. How do you intend to evaluate ‘Price’? Will it be based on a T&M rate card or a fixed price requirement based on SoW?: Information will be provided in the next stage of the process
12. Will members of ALBs be involved in evaluating responses?: The evaluating panel has not yet been decided, also we are not sure what relevance this question has.
13. While you have mentioned the budget for 19-20, can you please comment on an approx. number of SoWs needed to be catered? Would the SoW relate to transition of work from incumbent of would it relate to a fresh task? Can you commit on a minimum longevity of SOWs? We are asking these questions to enable us to facilitate discounted rates: It is not possible to provide details on the exact number of SOWs for 19/20, this would depend on the requirements from the business.
This may relate to SOWs as part of the transition from the old supplier to new or fresh SOWs as you put it.
In terms of the longevity of SOWs this is difficult to state, it depends on the individual requirement from the business.
14. Can you please give us the brief idea of the technology to be used in these projects? It would be beneficial if you can give us one or two examples of projects which arm-length bodies are trying to achieve. SMEs do not have large pools like 'Large' applicants. Most SMEs have capabilities in particular technologies. This procurement exercise would be much easier to compete for an SME is such information was available at this stage.: Due to the wide ranging requirements that arise across the business it is not possible to give you a list of technology currently utilised by individual projects.
15. You make reference to the need for "A pool of extensive in house resources". Do you have a threshold for the minimum number of permanent staff a supplier would need?: No, however we would expect the supplier to have a good internal resource to draw upon.
16. One of your questions asks for "Ability to articulate client requirements and turn these into SOWs with deliverables and outputs.". How are you differentiating deliverables and outputs?: Deliverables can be defined as the tangible end product(s) that the project will produce in order to meet the project objectives. Deliverables are only produced to enable the achievement of the project objectives.

Outputs can also include a deliverable however may include things which are not planned for, but have been created as a result of the deliverable. Deliverables tend to be time bound whereas outputs may be the unexpected result of a process, i.e. a discovery piece of work may require interviews, the transcript/raw data could be an example of an output from the project.
17. We have seen numerous instances where projects are initially classified as ‘capped T&M’ when, in fact, in was never the intention that the supplier was to assume delivery risk and the commercial basis was subsequently changed (the intention was simply to set a maximum budget). If the circumstances of a project are such that capped T&M is not appropriate (e.g. where requirements/deliverables are undefined, or where there are significant customer dependencies) will the Home Office be open to discussion with suppliers to ensure projects are contracted on a more appropriate commercial basis.: Yes
18. Will this opportunity be awarded to one supplier or will multiple partners be engaged ? Can the Home Office provide clarity around the technical skill sets required from the resources detailed – ie for Datacenter, Network activities, or specific technology vendors ?: 1 supplier
More information will be provided at the next stage.
19. Can you confirm that the scope of capped t&m will be applied at the Statement of Work level and not across the entire contract?: Yes

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