TPR AE New case management system recommendations (assurance)

Description

Summary of the work Advise and work with TPR to validate the internal development of a case management system in Microsoft Dynamics 365 (D365). TPR IT will develop a proposal for migrating the existing system in to D365, the provider will be asked to provide assurance on the recommendations. Expected Contract Length 2 months +4 months(optional) Latest start date Monday 14 February 2022 Budget Range £40,000- £60,00 Why the Work is Being Done TPR is moving into the next phase of its strategic roadmap, evolving the services and solutions that support Auto Enrolment (AE). Since the original architecture and solutions were established, over the last 10 years, there has been significant change in how the AE services are delivered. This includes the recent transition of outsourced services and supporting technology into TPR. The current manual case management solution uses OpenText Documentum whereas TPR’s Automatic Case Management is now delivered in D365. Due to primary support ending a decision must be made as to whether to upgrade and continue with OpenText or develop the D365 solution to cover both Automatic and manual cases. Problem to Be Solved We require specialist expertise to independently review and assure the D365 solution to cover both Automatic and Manual cases , that will include assessment against original requirements and evaluating conformance with best practice. The structure of the proposed review and assurance to be assessed, will include platform suitability and solution evaluation. Platform suitability: Evaluation of the option of building a CMS on the D365 platform. Identification of key opportunities and risks associated with using D365 for Case Management based on the requirements and objectives provided. Solution Evaluation: Evaluation of the proposal from the TPR internal IT team, confirmation of ability of the platform to meet all requirements. Validation of the inputs for the key criteria for the evaluation; Benefits realisation Flexibility/extensibility Deliverability (timeframe & capacity) Identifying risks and constraints Cost Background info : The features and the functionalities of the currently used version 16.4 and potential upgrade of 20.x is available from the provider. TPR has compiled a Backlog List. This is actually a list of features where the current solution does not meet TPR requirements Who Are the Users The solution is and will be used by TPR staff who manage, and support, the AE service. Early Market Engagement N/A Work Already Done TPR is already using an existing case management system based on Opentext Documentum 16.4 with a bespoke front end. Opentext is expected to complete an assessment in January with three potential outputs. 1) Technical Upgrade Assessment - future state goals 2) Healthcheck Assessment – Performance/Functionality issues 3) Solution Assessment - Case Management Customisation – backlog/wish list The selected supplier will not be expected to review the OpenText work but will need to assess the Internal IT team’s alternative solution against the full list of Case Management requirements. Existing Team AE IT team Current Phase Discovery Skills & Experience • 1. have the necessary skills and experience with D365 CRM • 2. have the necessary skills and experience with the Power Platform, specifically Microsoft Flow and PowerApps • 3. have the necessary skills and experience with Azure Logic and Function Apps • 4. have the necessary skills and experience of Microsoft Azure data and messaging technologies • 5. have the necessary skills and experience with D365 based Case Management systems • 6. have the necessary skills and experience implementing case management systems on other platforms • 7. have the necessary skills and experience in defining requirements for case management procurements • 8. have the necessary skills and experience of innovation and strategic thinking • 9. have the necessary skills and experience in communicating with senior stakeholders • 10. have the necessary skills and experience of working as part of wider client team Work Location See below regarding remote working. If there are any face-to-face meetings or in-house workshop facilitation, it is likely to happen at this address. The Pensions Regulator Napier House Trafalgar Place Brighton BN1 4DW Working Arrangments We will work remotely with the team. Facilitation of the workshops is also likely to be remote. Occasional face to face meeting might be required at Brighton subject to agreement and circumstances. Security Clearance DBS level clearance will be required for all personnel before commencement of the contract and the TPR reserves the right to require SC level depending on the nature work during the term of the engagement. Additional T&Cs In Round 1 response is expected on the 10 technical essential skills. Following an evaluation the suppliers for Round 2 will be selected. Score Description 0 Not met or no evidence 1 Partially met 2 Met 3 Exceeded Due to tight deadlines we are not looking for presentations and final evaluations will be based on the written proposals. No. of Suppliers to Evaluate 5 Proposal Criteria • Case Study/Work History of a similar project in the last 2 years • Technical solution • Team structure • the work must be completed and accepted before 31st March 2022 Cultural Fit Criteria • work as a team with our organisation • be transparent and collaborative when making decisions • share knowledge and experience with our organisation Payment Approach Fixed price Evaluation Weighting Technical competence 65% Cultural fit 5% Price 30% Questions from Suppliers 1. Can TPR advise whether the successful supplier for this requirement will be eligible to bid for the subsequent implementation phase of the project? Today we only have mandate and budget for this "assurance" part of the work. For any similar exercise in the future it is TPR's responsibility to provide sufficient detail to ensure that no future bidder has any significant advantage regarding background knowledge. At present we see no reason to exclude any supplier from a future exercise. 2. What do you validate under ‘Work History of a similar project in the last 2 years” ? Part of the written proposal in round 2 will a requirement to provide details of a project delivered as similar as possible. In absence of that a project delivered that required the same skill set. The scoring matrix will be published for round 2. Example: The evaluation panel is reasonably confident that the respondent:• understands the contract requirements covered by this qualitative requirement and/or• will be able to satisfactorily complete the contract requirements covered by this qualitative requirement to a reasonable standard. 3. Is the mentioned budget range (of 40-60K) for the 2 months, or does it include the optional 4 months also? The budget range is for the first 2 months. There is no budget range for the optional contract period. It is only inserted as a contingency in case the task (or part of it) cannot be delivered and accepted in this financial year. Please note that there is no commitment for work after the 31st of March 2022. 4. Will TPR assist with DBS level clearance? Given the deadlines team members should have it already. 5. Can TPR please clarify if the suppliers who have implemented the existing D365 solution under the previous transformation programme are able to bid for this work? The current opportunity does not contain any restrictions. The potential supplier must consider capacity issues. 6. Will there be an opportunity for shortlisted suppliers to present? Please read the "Additional information" part carefully. "Due to tight deadlines we are not looking for presentations and final evaluations will be based on the written proposals. " 7. Please can you provide an anticipated timeline for shortlisting notification of stage 2, submission deadline for stage 2, and award notification The submission deadline for all 5 potential bidders is 21st January. There is no further shortlisting. The already published contract start date (14th February) is at present tight, but not impossible. 8. In question 7, you say that suppliers must have the necessary skills and experience in defining requirements for case management procurementsCan you provide clarity on what specifically you are looking for here – is this experience in providing case management solutions to clients, or specific case management procurement solutions 7. have the necessary skills and experience in defining requirements for case management procurementsWe believe that the requirement is clearly "case management procurements" . In other words drafting the requirements for an ITT for case management. 9. If the successful supplier is to draft the ITT requirements for an upcoming case management procurement, will that supplier then be excluded on bidding for said procurement? The key element of this work is to review TPR IT team's proposal to replace the existing solution with a D365 solution. The question above refers to future decisions that do not exist. Still, it is unlikely that such an exclusion is necessary as long as TPRs declares previous engagement(s) upfront. The case when a possible conflict would exist is if the ITT requirements are not neutral. However in this case the the drafted ITT requirements would be rejected as unacceptable.