Reading Borough Council

ICT Application and Application Management Review

Incomplete applications

16
Incomplete applications
13 SME, 3 large

Completed applications

13
Completed applications
13 SME, 0 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 21 March 2019
Deadline for asking questions Thursday 28 March 2019 at 11:59pm GMT
Closing date for applications Thursday 4 April 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work A review of the Council's ICT applications to understand:
* whether the applications themselves are fit for purpose and meet our requirements;
*whether the functionality and capabilities of the systems are being maximised ;
*what, if any, opportunities exist to reduce the number of systems deployed .
Latest start date Wednesday 1 May 2019
Expected contract length 3 months
Location South East England
Organisation the work is for Reading Borough Council
Budget range We anticipate the total cost of the assignment will be in the region of £30,000. The Council does not have budget to afford any proposal in excess of £50,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The Council is keen to undertake a review of its applications to understand: firstly, whether the applications themselves are fit for purpose and meet the requirements of services and our IT strategy; secondly, whether the functionality and capabilities of the systems are being maximised within services and across the Council.; and thirdly, what if any opportunities exist to reduce the number of systems deployed by the Council.
Problem to be solved The Council has a challenging savings target to deliver over the next 3 years, a key element of which is increasing the productivity and efficiency of service delivery. We need to know that the application portfolio continues to meet our business needs in the most cost effective way.
Who the users are and what they need to do The users of this project are the strategic managers of the Council who need to decide which applications should be used by the Council to meet the business needs in a cost effective way.
Early market engagement Some informal discussions have been held but no detailed consultation has been conducted.
Any work that’s already been done We are developing our application register to incorporate a range of data about each system, along with criteria for assessing whether they meet the needs of our future strategy, their capabilities and how they are supported.
Existing team The team will work with the Council's ICT client team and the Council's outsourced strategic delivery partner (Northgate Public Services)
Current phase Not applicable

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The Council's main office base is in the centre of Reading and has satellite offices in other parts of the town. Most face to face contact involved in this project will take place in one or more of these locations.
Working arrangements Working arrangements to be proposed by potential providers in their submissions
Security clearance

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
  • demonstrate that it has suitable experience of delivering similar projects within local government. Proposals should include case studies and references for similar projects.
  • provide details of two reference projects that demonstrate capability to undertake the project
Nice-to-have skills and experience demonstrate that it has suitable experience of delivering similar projects within a unitary authority. Proposals should include case studies and references for similar projects.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Understanding the tasks and Ability to meet the requirements:
  • Milestones and tasks:
  • Delivery Team:
Cultural fit criteria Propose an appropriate delivery methodology for the overall project:
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Work history
  • Reference
Evaluation weighting

Technical competence

30%

Cultural fit

10%

Price

60%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. With the following question: 'demonstrate that it has suitable experience of delivering similar projects within local government. Proposals should include case studies and references for similar projects.' We are unable to meet this requirement but would ask whether you would accept evidence based on similar work with other public bodies? This may give a fresh perspective to the challenge. At this stage, the Council is anticipating that there will be suitable submissions from organisations that meet the minimum mandatory requirements. We would discourage organisations who do not meet the minimum requirements from submitting an EOI as they would not be shortlisted.

Should this call for EOI not be successful then it is expected that the Council will reissue a new call for bids with a less prescriptive mandatory requirement.
2. Is all your applications packaged and sitting/deployed via SCCM? No, no applications are packaged via SCCM
3. Do you have an IT Asset Management products such as Snow, Lakeside and Asset Vision? No, Snow is being implemented by our IT Oursourcer but this won’t be available at the time of this project commencing.
4. How many end users do you have and how many applications? Up to 2,000 IT users, Up to 200 applications, 25 of which are identified as either Critical or Important to the running of the Council
5. Is there a current incumbent/supplier and if so will they be reapplying? No, there isn’t an incumbent supplier for Application Reviews.
6. Do the values noted exclude VAT? Values exclude VAT.
7. There is very little difference between the first mandatory requirement and the nice to have requirement – only specifying unitary authority. Are you expecting answers to be replicated if the answer to the first question actually refers to only unitary authorities? If an organisation only has Unitary Local Authority experience then the answer to both questions will cover similar ground. We would encourage all bidders to demonstrate the full breadth and depth of their relevant experience across all of the functions of a unitary authority including experience gained in two-tier authority areas
8. Approximately how many applications are in your application portfolio? 200 – 25 of which are identified as Critical or Important
9. How many business areas use the applications and how many end users are there The applications are used across three directorates and one arm’s length Children’s Company (Brighter Futures for Children - BFfC). There are approximately 2,000 users across the Council and BFfC.
10. To what extent do you the council have existing documented system use cases and business processes which map to the applications? In the majority of cases this is limited.
11. You ask for experience of similar work in Government sector, are you open to experience from other complex organisation sectors i.e. Higher Education, Banking, Retail or Insurance? No, at this stage we require submissions from organisations with Local Government experience.
12. Will the Authority favour a "team" approach to this piece of work, or a single individual who may be more efficient? We are open to either approach.
13. Does the Authority intend this piece of work to include a review of Northgate contracts or just the usage The Northgate header contract is out of scope. The applications novated to Northgate are in scope.
14. Has the Authorities application strategy been well documented or will elements of improvement to the strategy be included on this piece of work? Applications form part of the over-arching ICT and Digital Strategy, it is intended that this piece of work will improve this area.
15. Application Register updating – how will the two pieces of work be co-ordinated? A nominated member of ICT staff will be the main point of contact for the team undertaking this project, they will update the application register. This can become a shared document using Glasscubes, the Council’s collaboration tool.
16. Do you have a timescale that you want to rationalise by? This would depend on the application and whether it has been novated to our outsourced IT provider Northgate PS. Rationalisation date for most applications would be by 31st March 2021.
17. What are the number of applications in/out of scope? There are approximately 200 applications in scope. Standard apps such as Microsoft Office are out of scope.
18. How accurate and detailed is the current app portfolio? The application matrix is kept up to date by both the Council and Northgate PS, there will invariably be some discoveries as part of this project but we anticipate this to be minimal. The applications identified on the application matrix are those in scope.
19. Word restrictions will not allow case studies to be submitted, please advise how we can do this? The information requested should be provided within the word limit set by the template. Separate documents are not required if they are not permitted in the template