University of Exeter

Digital Transformation -  Design and Architecture Partner. Call off Contract

Incomplete applications

21
Incomplete applications
17 SME, 4 large

Completed applications

29
Completed applications
23 SME, 6 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 1 March 2019
Deadline for asking questions Friday 8 March 2019 at 11:59pm GMT
Closing date for applications Friday 15 March 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Provide design, architectural and information security services and roles to support the Accelerated Digital Transformation Programme.
Latest start date Monday 20 May 2019
Expected contract length 24 month call-off agreement during which time individual work packages will be commissioned.
Location South West England
Organisation the work is for University of Exeter
Budget range The total value of all work packages commissioned under the proposed call-off agreement will not exceed £2.5m.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done To support the University in achieving its vision of being ranked among the Top 10 in the UK and Top 100 worldwide it is launching a Digital Transformation Programme that will implement cutting-edge digital products and solutions for its students, teachers, researchers and staff.

The education service aspires to provide high-quality teaching and learning experiences to students, the research service aspires to multiply research impact by creating more avenues for research and collaboration.
Technology-enabled interactive spaces, intuitive delivery and interdisciplinary learning play a key role to support staff better, use resources optimally, and build our impact regionally, nationally and globally.
Problem to be solved We need a partner to help us design and architect for a digital transformation programme, comprised of constituent projects to create and enhance our digital services, which will give the University of Exeter the competitive advantage when recruiting and delivering services to students from around the world, and supporting academics in their teaching and research.
Who the users are and what they need to do Students need reliable and intuitive systems to support education and wellbeing, academic content, information about timetables or ways of working collaboratively with peers in both digital and physical spaces.

Academics need to be enabled by digital tools to deliver high quality education content and support to students with clear information, including processing of work. To be able to engage in, produce, collaborate, track and store research in line with the highest academic standards, in accordance with funding body and partner rules.

Administrators need clear, simple, reliable, integrated processes to support students and academics with seamless and responsive administrative functions.
Early market engagement Work has been done at the University with external partners to shape the various work packages needed to deliver the enhancements required. Using market expertise and delivery experience within the UK Higher Education sector the overall programme has been scoped to give reasonable expectation of costs and time of delivery across all elements
Any work that’s already been done
Existing team You will be working with the Chief Information and Digital Officer, the Digital Programme Director, the Assistant Director of Strategy & Architecture and the wider Exeter IT team. You will work collaboratively with other suppliers and project teams working on digital projects. You will also work with senior stakeholders across the University of Exeter and partner organisations who manage the services that digital systems support.
Current phase Not started

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place We are flexible about the location of the team, however it would be anticipated that an appropriate contact is on site five days a week throughout the delivery period in our Exeter offices.
Working arrangements How individual capabilities are delivered depends of the requirements of the work stream so flexibility is key, but discussion will be required if a large number of people need to be accommodated on site in Exeter due to physical space constraints. Currently internal IT teams use O365 and MS Teams for collaboration. Any working arrangements put forward must allow collaborative working with internal teams to support knowledge sharing and skills development.
Security clearance Supplier team members need to sign a non-disclosure agreement. There may be a requirement for the work to require security clearance checks. This will be detailed in the Statement of Work. The selected partner must follow UoEs IT and security procedures, policies in relation to access, data and equipment use.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions We will retain ownership of Intellectual Property Rights created during contract. Clauses 13.8/13.9 ofthe Call-Off contract will be deleted and read N/A.
Sub-contracting is only permitted with the University’s prior written consent. The University to have sight of sub-contract terms
Call-Off Contract will be updated to specifically link confidentiality to University’s IPR.
Indemnity provisions will be extended to include breaches of IPR.
Right reserved for fixed price Statements of Work; Supplier shall not unreasonably withhold agreement to such requests.
Requirement to add a formal condition for the supplier to transition services into BAU and the commercial agreement regarding this milestone.

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
  • Evidence of shaping digital services and supporting digital programmes through the production of architectural designs, patterns and similar, collated in service design packs for implementation by development teams.
  • Ability to provide roles including (but not limited to): design leads, solutions architects, data architects, service/business design leads, business architects, domain architects, information security lead, business designers, user design lead.
  • Have evidence of designing and architecting within complex digital transformation programmes.
  • Have evidence of working on complex digital transformation programmes with many dependencies and integrations with backend and legacy applications.
  • Have evidence of iteratively designing and architecting complex transactional digital services in accordance with agile development project phases from Discovery/Alpha to Live in the public sector
  • Have evidence of effective user research and design; and designg digital services that have met the Government Digital Service Standard
  • Have evidence of architecting data to enable the delivery of digital services.
  • Have evidence of designing data products and services
  • Have evidence of designing and architecting modern, modular software platforms
  • Evidence of designing digital services using modern technologies and architectures, and demonstrated understanding of applying appropriate security controls through design
  • Have evidence of building capability in client departments and leaving a self-sufficient, sustainable internal capability
Nice-to-have skills and experience
  • Experience of working in the education sector within a HE environment.
  • Successful design of automation using Robotic Process Automation and/or Machine Learning and/or Artificial Intelligence.
  • Demonstrable experience in delivery of microservices and serverless architectures, as well as integration platforms.
  • Experienced in the design of holistic data architectures.
  • Experience in the following toolsets: Planview, Orbus iServer.
  • Experience in the following frameworks or certifications: PRINCE2, MSP, TOGAF, COBIT & ITIL BABOK, CCBA or CCBP, and CISMP / CISSP / CISM.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 4
Proposal criteria
  • Work History, including experience of the essential and nice to have skills and experience – 15%
  • Approach and methodology, including experience of the essential and nice to have skills and experience – 10%
  • Ability to scale resources as requested – 10%
  • eam structure, resourcing models, experience of working alongside clients in co-located - integrated teams, representative CV’s of key roles of the people involved in making the contract successful– 10%
  • Case studies with supporting references. We will follow up on all references given during evaluation so contact must be clear – 5%
Cultural fit criteria
  • Work as a team – Collaborate, establish good working relationships, generate team spirit – 4%
  • Innovate – Act on initiative, drive improvements, balance risks – 4%
  • Build capability – Encourage learning, share knowledge, address capability gaps, act on feedback – 4%
  • Focus on delivery – Focus on goals, set stretching targets, take responsibility for delivery – 4%
  • Provide value for money – Cost awareness, forecast and monitor performance, identify and address inefficiency – 4%
Payment approach Capped time and materials
Assessment methods Written proposal
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Is there an incumbent No there is no incumbent for this service
2. We have noticed multiple procurements published from your University, is the £2.5 million budget mentioned in this procurement for all of the current procurements listed? The individual budgets published are for each work package. £2.5 million per work package.
3. With reference to 'Experience in the following frameworks or certifications: PRINCE2, MSP, TOGAF, COBIT & ITIL BABOK, CCBA or CCBP, and CISMP / CISSP / CISM', could the University please confirm how we should aim to evidence all of these diverse frameworks within the 100-word response format? Will it be suitable, for example, to provide a response confirming possession of relevant credentials/certified personnel and demonstrating our project management capability, providing a relevant example of where we have used one of the specified methodologies? That approach is acceptable
4. What are the major vendors and systems in place today both in the education and research domains? For education: Scientia Syllabus+ (timetabling), Evoeh MyTimetable (timetabling), SITS (student records), campusM (mobile platform), CareerHub (employability), Panopto (lecture recording), Moodle (VLE), Millennium (library), Turnitin (plagiarism checker) and several in-house systems covering examinations, assignment submission and reporting.
For research: Symplectic Elements (research information management), DSpace (repository), pFact (research costing)
Other: iTrent (HR/payroll), TechnologyOne (finance), IBM Congos (BI), Planon (estates)
Core: WS02 platform, Microsoft Office365
5. Can you provide further details on the work packages that have already been identified? At this stage only the two packages advertised are the only defined work packages.
6. Can you provide some indication as to the roles, structure and skills of the IT team Team structure is based around three pillars - design, develop and operate.
The design (Strategy and Architecture) division includes business analysis, business relationship management, architecture, service design and IT security and compliance.
The develop (Solutions Delivery) division includes teams looking after commercial and in-house systems, developing apps, as well as testing/release and project management. Another capability centres on integration, alongside a team managing cloud and related services.
The operate (Service Management) division includes infrastructure and networks teams, along with teams providing front line support for audio-visual and desktop provision. Operations and Security manage the response to incidents and problems.
7. Are there any plans in place to adopt new technologies outside of the current skillset of the team Yes
8. Can you provide some indication as the the current systems integration strategy and architecture We are committed to the exploitation of our WSO2 integration platform, and have a strategic intent to develop reference data services, outside of applications, to improve ownership and governance, and enable greater agility across the applications estate. Our intention is also to utilise micro-services and server-less architectures, alongside greater use of cloud services –in a hybrid model in the first instance
9. 1. Will the existing partners that have developed the work packages also be bidding for the provision of these services? We do not know at this stage.
10. Is it possible to see an outline of the work packages and plan for delivery of the enhancements to understand the full extent of the services required? The work packages advertised will define the full delivery roadmap
11. Are there any more detailed service descriptions that can be shared? Please define your meaning of service descriptions
12. 4. How do the University of Exeter want the representative CV’s to be provided? Down selected bidders will be informed at that stage
13. Does the University intend to appoint a single supplier to provide all the required services? No but it may be the case if a bidder is down selected and successful on both opportunities
14. We notice the University is procuring for 2 separate Digital Transformation opportunities, if we were able to offer discounts by bidding for both can we show that? Yes this would be welcomed
15. There are two opportunities currently advertised to support Digital Transformation at Exeter University with a budget range of £2.5m. Our assumption is that the total budget range across both opportunities is £5m. Is this correct? Or is it 2.5m across both opportunities? The individual budgets published are for each work package. £2.5 million per work package.
16. Can you confirm what information, if any, will be shared with potential suppliers who are selected for the next stage? No further information is available at this stage
17. Is there a roadmap of the projects and activities that can be shared to help us prepare an architecture resourcing plan? No.The two work packages currently advertised will develop those
18. Please could you name the external partners that the University has been working with to date to help shape the various work packages? This is confidential
19. Is there an anticipated profile of demand for each of the roles? Until the work packages are fully defined we cannot provide this information.