Client Side Delivery Technical & Programme Assurance Services

Description

Summary of the work SIA is seeking a client side consultancy partner to support its outcomes against a programme of work and to take on the technical assurance, programme delivery and project management aspects of the programme. Expected Contract Length Initial 12 months with a possible extension of 12 months Latest start date Wednesday 12 October 2022 Budget Range It is expected that the budget will not exceed 600k for the initial 12 month term Why the Work is Being Done The SIA is underway with a 3 year Digital & Data Strategy which sets out a framework under which the initiatives in the Pipeline can be implemented as part of a safe, staged journey. The Workstreams that will provide client side assurance of this Strategy must be enhanced asap, in order for the client to be effective in the delivery programme. The workstreams are: • 1 – Networks Implementation of Strategic Network Solution. The SIA is moving towards a Cloud PaaS and SaaS based service delivery model; therefore a new Azure network build is required to facilitate this. Anticipated timeline: Sep 22 – Jan 23 • 2 - Integrations Migration of current multiple BizTalk integrations to Azure Integration Services (AIS) on a phased approach. Anticipated timeline: Sep 22 – Jun 23 • 3 – Common Data Platform Creation of a common data platform to bring together data currently held across different data systems within SIA. Anticipated timeline: Sep 22 – Dec 22 (Possible) 4 - End User Computing Identify best value outsourced leasing opportunities for SIA’s end user computing needs. Anticipated Timeline: Sep 22 – Feb 23 Problem to Be Solved The SIA is not equipped to undertake the scale of work under the programme (in house) due to lack of capacity, therefore will be leaning on the client side partner to ensure implementation is smooth and delivers to time and money. However, knowledge transfer will be required to ensure the in house programme team can lead on similar projects in future. The supplier is required to provide skilled and experienced resources on a timely basis to support the SIA to deliver its programme and obligations as agreed with its IT managed service supplier. The preferred approach to delivery would be a true ‘partner’ who can lead on the implementation but provide support and guidance, assist in the design, planning and configuration phases and provide technical expertise to support SIA in the project. Where possible, SIA would be looking for the supplier to define the best implementation approach, which may require a change to the order of phases where appropriate. The anticipated approach to delivery of the Phase 2 of the D&D solution is to deliver this in priority workstreams. The supplier will be commissioned to deliver to all potential phases in the Transformation scope; however, which could be more significant. Who Are the Users As an organisation I need to deliver a programme of works aligned to Phase Two of the Digital & Data Strategy to ensure a smooth delivery of outcomes to the programme. Early Market Engagement N/A Work Already Done Some initial work under work streams 1 & 2 has commenced with the SIA's IT managed service supplier. The SIA has a small existing project delivery team, who are currently providing support across the work streams. Work is ready to commence at pace, therefore the supplier is required to be able to commence services by mid October latest. Existing Team The SIA’s existing technical team comprises of a number of key resources dedicated to delivering the Data & Digital Strategy including CIO, Digital Lead, Technical Architect and a number of infrastructure and support roles. However, this team requires bolstering with technical assurance skills in order to ensure the services to be met by the strategy remain aligned to the overall architecture and roadmap. The SIA has a IT managed service provider responsible for implementation of the Phase Two deliverables. Current Phase Not applicable Skills & Experience • Must be able to mobilise & commence work no later than mid (12th) October 2022 1% • Must be able to provide resources who are (BPSS or SC level) cleared 1% • Demonstrate Client-side delivery experience, expertise and know-how in delivering transformation programmes 1% • Demonstrate experience of resources that are experienced in working in IT enabled change projects spanning solution delivery, technical and testing assurance. 1% • Demonstrate experience of resources that are experienced in working in multi-supplier, multi-partner, multi-stream delivery projects and able to effectively manage complex dependencies 1% • Demonstrate experience of resources that have a degree of multiple skills and can be deployed onto related and peripheral IT enabled business change delivery activities 1% • Demonstrate experience of resources that are able to produce deliverables to the required quality to support delivery of programme and project plans 1% Nice to Haves • Demonstrate experience of resources that can assure supplier deliverables meet supplier obligations, agreed quality and acceptance criteria 1% • Resources that can work as part of a mixed team of SIA staff and external suppliers 1% • Resources that can be deployed where continuity is maintained from start of assignment to end (certain resources only) 1% Work Location The SIA main office is in Canary Wharf , London. Work will be expected to be completed either on site or remotely. Working Arrangments The Supplier resources can work either remotely or on site at Canary Wharf London. The supplier resources shall report weekly to the SIA Programme Manager and project team on progress against deliverables. The Supplier will need to ensure dedicated account management and oversight is provided for the full term of the engagement . The Supplier will need to work with SIA internal stakeholders and external stakeholders, including the IT managed service provider. Security Clearance Suppliers must be able to provide resources who are (BPSS or SC level) cleared Additional T&Cs SIA reserves the right to correct any omissions or inaccuracies/and to clarify and/or amend any of the requirements No. of Suppliers to Evaluate 4 Proposal Criteria • Methodology 15% • Delivery 25% • Experience 20% Cultural Fit Criteria • Ability to provide knowledge transfer and share best practice, with a demonstration of how knowledge transfer will be achieved during the delivery 3% • Ability to work effectively and collaborate and work with a broad range of multiple stakeholders 3% • Ability to work effectively in organisations of the same size and scale as the SIA 4% Payment Approach Capped time and materials Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. “Demonstrate experience of resources that...” are you interested in the breath of experience demonstrated by a number of similar projects? Yes, Suppliers should demonstrate experience of similar projects and the experience of suitable resources across such projects. 2. Where the buyer states “Off-Payroll will apply”..... is this strictly the case. Can a UK SME with contracts, working practices and assessments that clearly show appropriate application of Off-Payroll/IR35 legislation apply and utilise resources engaged on a robust outside IR35 basis? The Home Office Tax team who assessed the opportunity prior to publication, has indicated that this service is Inside IR35 and therefore Off-Payroll rules will apply. Once we have selected a provider, we intend to revisit this to validate the proposal meets the same outcome, however we don't expect this to change given initial assessment. 3. How many resources/people (numbers, roles, duration etc.) do you envision you’ll need from the supplier over the initial 12 months? The Authority will be looking for suppliers to propose applicable resources for the duration of the term. However as an estimate, it is anticipated that a minimum would be 2 PMs and 1 BA across the term. 4. You mention an IT Managed Service Provider responsible for implementation of the Phase Two deliverables; however, in some other areas it appears that you are looking for a supplier to support the phase 2 deliverables.Please therefore clarify:a)What exactly “Phase 2” entailsb)What exactly you need from the new supplier in terms of phase 2c)Who the IT managed service provider is, and what exactly they are doing in terms of phase 2d)What the relationship will be between the supplier you are looking for, and the current IT Managed Service Provider Please find our responses to each of these questions below:a) Phase Two of the SIA Data and Digital Strategy encompasses those workstreams as outlined in the opportunity - Integrations, Strategic Network Build, Common Data Platform. Each workstream will be delivered by the Authority's IT managed service provider. The Authority requires a Supplier to provide technical & programme delivery support services of these Phase Two workstreams. B) A Supplier is required to provide Technical and Programme Assurance of the workstreams so that the Authority can be effective in its delivery of the programme. C and D in next answer 5. You mention an IT Managed Service Provider responsible for implementation of the Phase Two deliverables; however, in some other areas it appears that you are looking for a supplier to support the phase 2 deliverables.Please therefore clarify:a)What exactly “Phase 2” entailsb)What exactly you need from the new supplier in terms of phase 2c)Who the IT managed service provider is, and what exactly they are doing in terms of phase 2d)What the relationship will be between the supplier you are looking for, and the current IT Managed Service Provider c) The SIA has an established IT Managed Service Provider, (Version 1 Solutions Limited). The delivery of the work streams will be the responsibility for the managed service provider.d) The Supplier resources will be expected to work with the Managed service provider, for example, a PM activity will be required to actively Project Manage a workstream. There would be interaction between the Supplier resources and the IT managed service provider to ensure work has been completed to timescales and to the programme plan (the Supplier resources will be representing the client / customer's responsibilities under this plan). 6. Would it be possible for this outcome to be delivered in a joint capacity? e.g. a Technical resource entity partnering with a Azure based consultancy to deliver from all aspects? The Authority is seeking one supplier to provide the outcome required. So if a partnership approach is to be proposed, the Supplier will need to identify one prime who will act as the single point of contact for the Customer. 7. is there a current incumbent supplier? There is no incumbent supplier for this opportunity. 8. Does the £600K budget include or exclude VAT and expenses? The 600k budget is inclusive of any expenses but exclusive of VAT. 9. Who is the IT Managed Service Provider we would have to work with? The Authority has an appointed IT Managed Service Provider, Version 1 Solutions Limited - as is published in the public domain. 10. The ‘Problem to be solved’ section describes roles with distinct requirements for qualifications and experience (SQEP): Implementation Leadership SQEP to provide support and guidance SQEP to assist in the design SQEP to assist in planning SQEP to assist in Configuration phases SQEP to provide technical expertise There is a risk that the SIA select an under-resourced ‘Partner’ or a Partner who do not offer SQEP at the appropriate SFIA levels. Can the Authority provide guidance on whether they expect each of the roles called out above to be filled by a Team or an FTE? The Authority expects that suppliers will propose solutions as to how they will meet the requirements for this outcome. The Authority does not intend to be descriptive of how the Supplier resources this requirement, however it will require the Supplier to provide resources which have the suitable skills and experience in these areas. The Authority would welcome the roles mentioned to be completed by a team. The Authority would expect there to be some consistency of the resources in the team to help with consistency across the services for the duration of the term of the contract. 11. Please can the Authority confirm that each of the ten questions (including the Nice-to-have) is worth the 1% shown in the DOS Opportunity and that scores will be carried over to the Written Response phase? This is correct, each essential criteria and nice to have criteria carries the 1%. The scores from the first stage will be taken through to the second stage evaluation. 12. Please can the Authority describe what the down-selection process will be if more than 4 bidders score 1% for each of the first round questions ? In line with the framework, if there are more than 4 suppliers due to equal top scores, all top scoring suppliers will be taken through to the next stage. 13. Question 1 within the Essential skills and experience section appears to be a simple positive response “Yes, we can mobilise and commence work no later than mid (12th) October 2022” in order to score full marks. Please can the Authority confirm this is the case and if not what additional information you are looking for? This is correct, the Supplier should provide a confirmation response that the Supplier can mobilise and commence work no later than mid (12th) October. This needs to take account of things such as availability, leave, onboarding activity, clearances etc. 14. Question 2 within the Essential skills and experience section appears to be a simple positive response “Yes, we can provide resources who are BPSS or SC level cleared” in order to score full marks. Please can the Authority confirm this is the case and if not what additional information you are looking for? The Supplier should confirm they have resources who are BPSS or SC level cleared and the Authority would be keen to understand the level of resources the supplier has who have the relevant clearances. 15. Question 2 within the Essential skills and experience section appears to be a simple positive response “Yes, we can provide resources who are BPSS or SC level cleared” in order to score full marks. Please can the Authority confirm this is the case and if not what additional information you are looking for? Duplicate question. Same answer as the above question.The Supplier should confirm they have resources who are BPSS or SC level cleared and the Authority would be keen to understand the level of resources the supplier has who have the relevant clearances. 16. Question 3 within the Essential skills and experience section uses the term “know-how”. Please can the Authority provide guidance on how this term differs from experienced and expertise to allow us to ensure we provide a comprehensive answer to score maximum marks? The Supplier should demonstrate their practical knowledge and skills in relation to transformation programmes 17. Questions 4 within the Essential skills and experience section uses the term “technical assurance”. Please can the Authority elaborate on the meaning of the term to ensure we provide the best response as different Public Sector Programmes and Projects use the term differently? The Supplier should demonstrate experience of resources who are skilled in Technical Assurance, including actively monitoring the quality of services and tasks completed. 18. Questions 4 within the Essential skills and experience section uses the term “testing assurance”. Please can the Authority elaborate on the meaning of the term to ensure we provide the best response as different Public Sector Programmes and Projects use the term differently? The Supplier should demonstrate experience of resources who have completed testing assurance activities in relation to IT projects. Testing assurance relates to the assurance activities of completed tests and testing activity throughout the workstreams in the Phase Two delivery programme. 19. Questions 6 within the Essential skills and experience section indicates the need for SQEP able to deploy to activities outside the four workstreams (onto related and peripheral IT enabled business change delivery activities). Please can the Authority provide indicative examples of potential activities to allow us to select our best track record? The Authority anticipates there may be further activities outside of the four workstreams and would require the flexibility to allocate tasks and activities to the Supplier resources as required. A potential example of a peripheral IT enabled business change delivery could be a change to an existing Business As Usual IT system which would be scoped as a peripheral project, separate to the identified workstreams under Phase Two. 20. Question 1 within the Nice to have section highlights the need to assure supplier deliverables against agreed quality and acceptance criteria. Please can the Authority confirm that the supplier referenced in the question is only the IT managed service provider? Please can the Authority provide guidance on any existing quality and acceptance criteria in use to ensure our response is tailored to the SIA situation? This is correct, the supplier referenced in this section is the IT Managed Service Provider.The Authority has pre agreed Acceptance Criteria with the delivery partner. The Supplier for this requirement will be expected to assure the deliverables against the pre-agreed acceptance criteria. This detail would be shared at the contract stage, however the acceptance criteria is typical to what you would expect in any IT Change programme. 21. Can the authority define the percentage split anticipated between technical vs programmatic roles? The Authority estimates the split to be 70% technical and 30% programmatic 22. Please can the authority confirm the anticipated contract award date? The Authority anticipates the Contract Award date to be 3rd October.The Authority does reserve the right to amend this timeline if any other changes to the procurement timeline occur. 23. What is the structure and size (people and/or cost) of the current workstream deliveries, including internal teams, suppliers and supplier teams? There is one IT Managed Service Supplier who will act as the delivery partner for all of the applicable workstreams.The internal team is made up of a Programme Manager, with 1 project manager and 1 Business support role underneath them. The Supplier will be expected to work with both the internal and external stakeholders. 24. Can or will you provide more information on what you would like to see covered in the written proposal for Methodology, Delivery & Experience? The Authority will provide further information on what it expects to see in the written proposal for Methodology, Delivery & Experience to suppliers who have been shortlisted to the written proposal stage. 25. Are there any incumbent or specific methodologies/frameworks that are required to be adhered to? The Authority works to standard / recognised best practice methodologies in the PPM space, e.g. Prince 2, Agile etc. These will need to be adhered by the Supplier chosen for this opportunity. 26. Can you confirm that the delivery aspects (development of the solution in all workstreams) is out of scope for this piece of work? It is confirmed that the delivery aspects (development of the solution) in all workstreams is out of scope of this requirement. 27. Can you provide details about the scale of the programme i.e. how many groups/individuals are impacted? What is the impact on people, process and technology? The Programme is a large scale of work relative to the SIA as an organisation. However it will be managed as a defined programme of work so as to mitigate impact and any risk to Business as usual activities and live services. Key stakeholders across the business will be engaged throughout the programme duration via the Programme governance boards. 28. It states that the existing team requires bolstering with technical assurance skills – can you provide more detail on the specific skills required? Do you have an idea of how many resources you expect this to be? The Authority does not expect to be prescriptive in the number of resources required, instead they will be looking for the Supplier to propose their approach to the solution in terms of how they can fulfil the requirement.However, it is expected that specific skills required are:Technical assurance:• General Technical / Solution Assurance • Act as technical lead on projects • Infrastructure architecture alignment • Application integration assurance • Technical design sign off • SIA internal systems integration/compatibility 29. Please can you provide a procurement timetable indicating the dates you intend to shortlist suppliers, the submission deadline for Stage 2, and the date you intend to award the contract to the winning supplier etc.? Indicative timetable is as follows:• Requirement issued 29.08.22• Supplier clarification questions deadline 05/09/22• Answers to clarification questions 09/09/22• Supplier responses by 12/09/22 midnight• Shortlisting suppliers 13-15/09/22• Inform shortlisted suppliers through to stage 2 – invitation to submit written proposal 15/09/22• Supplier written proposal to be submitted by 23/09/22• 2nd stage evaluation of written proposals 26-28/09• Inform successful supplier 29/09• Contract award and drafting 3-7/10• Services start date 12/10*This is indicative and may be subject to change for unforeseen circumstances 30. Please can you confirm if Stage 1 scores will be carried over and form part of the overall evaluation for Stage 2? Yes stage 1 scores will be carried over and incorporated into the overall evaluation scores. 31. The ‘Problem to be solved’ section describes roles with distinct requirements for qualifications and experience (SQEP): Implementation Leadership SQEP to provide support and guidance SQEP to assist in the design SQEP to assist in planning SQEP to provide technical expertise There is a risk that the SIA select an under-resourced ‘Partner’ or a Partner who do not offer SQEP at the appropriate SFIA levels. Can the Authority provide guidance on which roles called out above you would be content to be combined? The Authority does not intend to be descriptive of how the Supplier resources this requirement, however it will require the Supplier to provide resources which have the suitable skills and experience in these areas. The Authority welcomes the roles mentioned to be completed by a team. The Authority would be happy for any of those roles to be combined by resources as long as they were suitably skilled in these areas. 32. Please can the authority confirm that they will be answering questions as soon as possible after being received and not waiting to release their responses in one bundle just prior to the 9th? Yes, the Authority aims to answer questions as soon as possible, and prior to the 9th 33. Is the expectation that SIA will want to vet proposed resources, or is it suppliers responsibility to deploy the right resource? It will be the Supplier's responsibility to ensure supplier resources are vetted to the correct level as set out in the requirements, either BPSS or SC cleared. The authority will want details of the individuals, their skills and experience at the proposal stage. 34. Is the expectation that SIA will want to vet proposed resources, or is it suppliers responsibility to deploy the right resource? Duplicate question - same answer as provided to question 33It will be the Supplier's responsibility to ensure supplier resources are vetted to the correct level as set out in the requirements, either BPSS or SC cleared. The authority will want details of the individuals, their skills and experience at the proposal stage 35. Will work be ‘triaged’ before it gets to the supplier – i.e., will the request be for XXX deliverables to be completed in YYY timeframe? Or will the supplier assess each request and then engage to ensure the right outcome The Authority envisages a work package arrangement on a capped time and materials basis. Therefore it envisages work will be requested to the supplier as a work package for the activities required under said work package. 36. In “Why the work is being done” the phrase “client side assurance” is used – can SIA confirm, will the supplier undertake technical/delivery activities, or provide assurance of the SIA’s approach – or both? The Supplier would be expected to undertake technical/delivery activities. The SIA has a defined approach to the programme of work, but would seek Supplier expertise on assurance of the approach. 37. In “Why the work is being done” the phrase “client side assurance” is used – can SIA confirm, will the supplier undertake technical/delivery activities, or provide assurance of the SIA’s approach – or both? Duplicate question. Same answer as provided to question 36.The Supplier would be expected to undertake technical/delivery activities. The SIA has a defined approach to the programme of work, but would seek Supplier expertise on assurance of the approach. 38. If awarded – could the SIA procure the stated services via another mechanism if preferred? The Authority intends to procure via this mechanism as it believes it can achieve suitable solutions via this mechanism. 39. The ‘Problem to be solved’ section describes roles with distinct requirements for qualifications and experience (SQEP): Implementation LeadershipSQEP to provide support and guidance SQEP to assist in the design SQEP to assist in planning SQEP to assist in Configuration phases SQEP to provide technical expertise There is a risk that the SIA select an under-resourced ‘Partner’ or a Partner who do not offer SQEP at the appropriate SFIA levels. Please can the Authority provide guidance on the SFIA levels you expect each role called out above to be at to minimise the risk to the Authority? The Authority has not specified SFIA levels applicable for each resources/role, it expects the Suppliers to suggest suitably qualified resources in skills and experience as outlined in the skills and experience section. However, the Authority would have a reasonable expectation of supplier resources being at practitioner level or above across specialisms. This would apply across all roles. 40. We understand the ask to be provision of programme management and technical architecture to support and lead the existing team. Is this correct and for both these areas what is the expected split of focus between governance/assurance and implementation management activity? The Authority will require supplier resources to lead on PPM services and oversee customer side delivery responsibilities in technical projects, including;• Programme delivery capabilities • Project management • PMO support • Project Support• Input to and management of Programme board • RAID management and associated project controls • Project budget monitoring • Ownership of approvals and governanceThere will also be a need for technical architecture services including • General Technical / Solution Assurance • Act as technical lead on projects • Infrastructure architecture alignment • Application integration assurance • Technical design sign off • SIA systems integration/compatibility 41. What kind of deliverables do you need the Client side consultancy partner to create in order to support the outcomes for this programme of work? The Authority will require the Supplier to produce deliverables aligned to the delivery plans of each workstream.  The Authority will Identify the necessary team/individuals to support the delivery of each phase (working alongside the supplier’s team). Typical deliverables could be technical design sign offs, Infrastructure architecture alignment, assurance of project milestones, ownership of project management deliverables (project plan, project initiation documents etc)