Yorkshire Housing - Digital Change Delivery Partner

Description

Summary of the work Yorkshire Housing is seeking a Digital Change Delivery Partner to provide expert advice, specialist individuals and teams to deliver specific outputs to support Yorkshire Housing’s delivery plan and the strategic direction of Technology, Innovation and Change. Expected Contract Length 24 months with an option to extend for 6 months Latest start date Monday 29 August 2022 Budget Range The estimated contract value is between £2,000,000 and £3,000,000 over 24 months. Why the Work is Being Done Yorkshire Housing needs to reengineer most of its operational processes to make more effective use of technology and move away from a reliance on the current fragmented, non-integrated, legacy systems. We had an ambition to move most of our processes onto a MS D365 platform, however the second phase of the project was paused in February 2021 due to concerns about the quality issues and data risks with the solution provided to date . Following this pause, a Target Operating Model has been developed, approved, and a further IT Options appraisal for the future systems landscape has been undertaken. The initial objective of this review was to determine the most effective way to complete the current journey, i.e. leveraging the investment already made in the D365 solution. However, the analysis highlighted this would likely take a considerable length of time to complete, and require significant levels of investment. This resulted in a decision to consider alternative options. The outcomes of this review were presented to our Board in November 2021, and at our January 2022 Board meeting, the decision was approved to seek to procure an integrated housing management solution, a supporting finance solution, and a set of additional enablers. Problem to Be Solved The Portfolio Delivery team is already in place, however the demand across the workstreams will vary and we will need additional, flexible and specialist support to deliver the workstreams. Yorkshire Housing will provide Statements of Work as part of a work package for a resource or team(s) to deliver the digital change. This would include, but not limited to the following: 1) Housing management 2) Finance 3) Asset Management 4) Unified Comms 5) Integration Hub 6) Master Data Management 7) Building Information Modelling 8) Customer identity access management 9) Infrastructural/architectural solutions to data storage and onward analysis 10) Future proofing 11) Architecture capability 12) Environment management 13) Supporting the build of the ICT and Data Strategy 14) Operational IT support 15) Information Security 16) Document Management 17) Knowledge Management Who Are the Users The Technology, Innovation and Change directorate needs flexible individuals and teams to deliver digital change management projects. Early Market Engagement Not Applicable. Work Already Done Not Applicable. Existing Team The supplier will work with YH Technology, Innovation and Change teams including but not limited to Portfolio Delivery Team - Portfolio Board Members, Sponsors, Architects, SME's, Programme and Project Managers, existing IT team A critical element of delivery is the successful knowledge transfer back into YH to enable us to improve internal capability to build and support the services going forward. Where required in the change management cycle, collaboration with other suppliers may be necessary. This contract will not prevent YH from using other commercial arrangements, including using capability contracts, to pull together a team from a range of suppliers. Current Phase Not applicable Skills & Experience • Experience of providing individuals or teams to deliver similar outcomes stated in the Problems to be Solved section. • Able to work remotely in an Agile manner. • Have the flexibility to source resources and specialist skills from within your organisations within tight timescales to meet programme milestone. • Have the ability to effectively engage with staff and stakeholders at all levels to progress outcomes while understanding other demands on their time and other priorities. • Share experience and knowledge with YH staff to help build their capabilities. • Demonstrate experience of understanding the types of roles and team experiences that are required to develop modern digital, data and technology services. • Demonstrate experience/approach to ensuring continuity of service is maintained during assignments e.g. if resource needs to be replaced at short notice. • Provide the skill, qualifications and experience relevant to the projects in the above section ‘Problem to be solved’. • Experience of delivering technology advice and solutions to Social Housing providers. • Experience of deploying specialist and individuals teams that have worked on digital projects in change management environment and/or services that crosses in social housing, local government, or wider public sector. Work Location Remotely / Leeds LS10 1FB Working Arrangments Remote working, using MS Teams for communication. Onsite as required. Yorkshire Housing and the digital change delivery partner will agree and commit to a series of Statement of Works. Resource and team requirements and outcomes delivered will vary across the contract term and the SOWs will reflect the work required. Security Clearance None - however standard business confidentiality agreements, non-disclaimer agreements and policies will need to be complied with and signed where appropriate. Additional T&Cs All outputs will be owned by YH. All materials/outputs derived from the contract shall be the property of YH. No. of Suppliers to Evaluate 5 Proposal Criteria • Approach and Methodology. • Your approach to sourcing security cleared staff, and your approach to getting staff security clearance. • Your approach to sourcing specialist resources at short notice. • Your understanding of the Digital Service Standard and Government Design Principles. • Your approach to deploying specialist individuals into established YH teams. • Your ability to evidence where value has been added to projects you have worked on. • Your approach to managing conflict resolution (resources, stakeholders). • Your approach to dealing with multiple stakeholders (skill and seniority) and managing expectations. • Your approach to hybrid working. Cultural Fit Criteria • Work collaboratively as part of a multi-disciplinary team with YH and 3rd party suppliers. • Have the ability to challenge and question existing behaviour or perspectives while maintaining good working relationship. • Your experience working effectively in a blended team, maintaining accountability over the delivery of the outcome whilst the client provides other key roles and subject matter experts. • Your experience working collaboratively with other suppliers to meet client organisational goals. • Your approach to challenging practices and behaviours that do not support digital transformation, and how you work constructively to improve them. • How you solve problems. • Your approach to making decisions. • Your approach to sharing knowledge and experience. • Your attitude to making mistakes. • Social Value is also included here. Payment Approach Capped time and materials Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Please clarify what level of security clearance will be required i.e. BPSS, SC etc. If it is SC or higher, is the authority prepared to sponsor SC? As stated on the opportunity published.None - however standard business confidentiality agreements, non-disclaimer agreements and policies will need to be complied with and signed where appropriate. 2. Just for absolute clarity, please could you confirm that Yorkshire Housing are looking to procure an integrated housing management solution, a supporting finance solution, and a set of additional enablers and NOT looking to deliver this functionality in Microsoft Dynamics 365? This is correct. 3. Is there an incumbent? If so, who? We require a single Digital Change Delivery Partner to provide individuals or teams to deliver the outcomes specified however collaboration with other suppliers may be necessary. That stated we do not have an incumbent performing this specific requirement and we are looking for a single strategic partner in the medium term to support our change management programme. 4. Can you confirm if shortlisted suppliers will have the opportunity to present? There will be a presentation stage for shortlisted suppliers. 5. Has any external supplier been involved in the initial scoping work? If so, who? We are in the initial phase of baselining and mobilising the over portfolio of change. 6. Can you please provide an anticipated timeline for this procurement that includes dates for: 1) Shortlisting Notification for Stage 2 2) Submission Deadline for Stage 2 3) Presentation 4) Evaluation period 5) Award Notification 1) Shortlisting Notification for Stage 2 – by 22/07/20222) Submission Deadline for Stage 2 – 12/08/20223) Presentation – w/c 15/0820224) Evaluation period - w/c 15/0820225) Award Notification - w/c 22/082022 7. Who from your team will be scoring applications for this opportunity and what positions do they hold? Senior Procurement ManagerDirector of Technology, Innovation and ChangeHead of Change and Programme DeliveryProject Manager 8. Who is the incumbent and how long they have been the incumbent? We require a single Digital Change Delivery Partner to provide individuals or teams to deliver the outcomes specified however collaboration with other suppliers may be necessary. That stated we do not have an incumbent performing this specific requirement for YH. 9. What if anything, have you selected instead of dynamics365? Are you looking for one solution or support with multiple different solutions but with a common digital strategy?Are you looking for bespoke development or cots? We have a Procurement Consultant procuring the Housing Management and Wi-fi / WAN projects and it may be expected the Digital Change Delivery Partner may provide individuals or teams to support these two workstreams?YH are not looking for a master vendor to deliver a single solution under a master contract and seek to procure multiple different solutions with the common strategy outlined in our Business Case.We are looking for COTS. 10. You state under ‘Problem to be solved’ that “Yorkshire Housing will provide Statements of Work as part of a work package for a resource or team(s) to deliver the digital change.”Could you confirm how many specialists or teams you intend to award to? The wording suggests more than one supplier will be appointed. The contract will be awarded to a single strategic partner and who will supply specialist individuals or teams to deliver outcomes across the digital change programme. 11. Do you expect to appoint one supplier to deliver all statements of work? Yorkshire Housing are seeking one supplier to deliver all statements of work. 12. Please can you confirm if the Target Operating Model was conducted in-house or by a third-party? The Target Operating Model has been conducted in-house but with support from a third party who will not be participating in this competitive process. 13. How many people are on the current architecture team and how is it structured? We currently have a Head of Innovation & Architecture which is a new role and has not yet been appointed to. We then have a Business Architect, Solution Architect (Systems) and Solution Architect (Infrastructure). We also have 1 day per week of a lead business architect. 14. Does the delivery include the supply and installation of hardware/devices? We require the flexibility to commission this if the need arises. 15. What, if any is the buyer’s preferred IDAM solution and/or has one been procured? We are looking at Customer Identity Access Management as part of a future procurement. 16. Will the Digital Change Delivery Partner be required to provide BAU support and/or Helpdesk services? This is not currently expected but could be a future opportunity. 17. How would you like suppliers to response to the following criteria:‘Share experience and knowledge with YH staff to help build their capabilities.’Are you looking for suppliers to have experience in delivering this, or would you like suppliers to provide responses on how they will deliver against this? Your previous experience of delivering this and how you would deliver knowledge transfer during the delivery of outcomes and the handover process upon outcomes being complete to Yorkshire Housing. 18. Please can you confirm re. question 9 in the Essential Skills and Experience section whether providing experience of delivering technology advice and solutions to other organisations within public sector would be deemed acceptable? Experience of deploying specialist individuals and teams that have worked on digital projects in a change management environment and/or services that crosses in social housing, local government, or wider public sector is deemed acceptable. 19. Please can you clarify what is meant by “Environment management”. Is this referring to the IT environment or general sustainability of the wider environment? This is a potential SoW identified under problem to be solved and relates to a digital change workstream for solutionising Environmental Management. 20. Q1: How large is social value as a % of cultural scoreQ2: Is YH open to working with global teams for more competitive pricesQ3: What version of ERP and type of Microsoft product has YH implemented (Business Central or Finance and Operations?) Q4: If shortlisted, will the presentation be in person or completed remotely via Teams? Social Value is allocated 10%YesWe do not have an ERPRemote via teams 21. 1. Under the essential skills and experience of “Able to work remotely in an Agile manner”, please could you clarify if you are specifically referring to the Agile methodology or more generally working in an agile manner when working remotely? This refers to agile working home based remote working. 22. 2. Please could you clarify the difference between the following two essential skills and experience:a) Provide the skill, qualifications and experience relevant to the projects in the above section ‘Problem to be solved’.b) Experience of providing individuals or teams to deliver similar outcomes stated in the Problems to be Solved section. This should be one essential skills and experience criteria.Experience of providing individuals or teams with the relevant skills, qualifications and experience to deliver similar outcomes stated in the ‘Problems to be Solved’ section. 23. It is stated that the vendor should be able to work in an Agile manner. For clarity, does “Agile” refer to your preference for use of agile project methodologies (short cycles or sprints, rapid revisions, etc.) or is it used more broadly to describe the physical location of the team? This refers to agile working home based remote working.As part of other essential skills and experience suppliers should demonstrate their experience of agile project methodologies. 24. 1. There are a number of items in the ‘problem to be solved’ section relating to data. Can you share whether you have performed any quantitative assessment of data quality to date? We are currently running a Programme to look at Data Quality. This will run alongside our transformation programmes. 25. 2. Has the development of your TOM included reengineering operational processes? Not as yet. 26. 3. Can you please share whether you have a service design blueprint which was used for the initial MS D365 implementation? No. 27. 4. Do you have an existing integration strategy and does this include centralising on a form of middleware/ESB? This is part of our transformation plans. 28. 1. Item #10 in the ‘problem to be solved’ section refers to “future proofing”; could you expand on this problem area and what a statement of work could entail? This refers to the approach taken by suppliers to safeguard technology changes i.e. integrations. 29. 2. Are there any geographical restrictions on any roles or key team members? No. 30. 3. Can you share whether you have an existing change management framework which has been used with success? This is currently being designed. 31. What are the expected time scales (anticipated SLAs) to meet individual SoW? The expected time scales (anticipated SLAs) to meet individual SoW has not been determined yet. These will be agreed with the appointed Digital Change Delivery Partner. 32. Considering the requirement is T&M based, will the Authority accept suppliers Account Management, Project Management and other supporting costs involved to deliver the service? The requirement is Fixed Priced based on capped time and materials.This means a fixed price will be agreed for each SoW and this may include the supplier Account Management, Project Management and other supporting costs involved to deliver the service.