London Fire Brigade - OneRisk Consultancy Project

Description

Summary of work LFB operate in a complex built environment and are required to manage a range of risks across the GLA area, with over 200,000 premises inspected and manged by over 500 specialist and 4000 front line users. LFB requires the services of an external consultancy– for a period of up 6 months to research, develop and finalise a procurement ready specification for the ‘OneRisk’ project.   Summary of the works include:- Phase 1 - To clarify LFB requirements for a procurement process, we require comparative analysis in relation to existing LFB systems, LFB requirements, national peer provision and available market provision. Phase 2 - Once requirements are clarified and agreed, we require a procurement-ready specification documentation to be drafted, developed, finalised and approved. This will enable LFB Category team to go out to tender with a ‘fit for purpose’ and compliant documentation to procure our requirements. The specification needs to be split into ‘Functional’ and ‘Technical’ requirements. Functional specification - Develop a functional specification – LFB has created a wide range of documentation detailing the business requirements and transformation outcomes. We require a validation of these, with a focus on user experience (user journeys, user cases). This will require working sessions with the target users to create overarching documentation. Technical specification - The technical specification will be focused on the features and functionality of the software or system that will meet business requirements. Where the supplied staff will work London Who the organisation using the products or services is N/A Why the work is being done This work is being done due to The London Fire Brigade (LFB) having made a commitment to this improvement through the Transformation Programme, in order to better protect and serve the community. There is an expectation for the supplier to complete the work within 6 months. The business problem The London Fire Brigade (LFB) is committed to improvement through the Transformation Programme, in order to better protect and serve the community. To do this, we need to transform our current situation to give the best possible premises-based risk information to our users, in a fast, efficient and effective way. Some of our existing systems are legacy solutions and require replacement, for others there are contractual factors providing an opportunity for change and we would like to take advantage of developments in technology. The people who will use the product or service User type: London Fire Brigade (LFB), specifically our system users (LFB employees) Definition: LFB System users need to understand and access a variety of different types of risk information linked to individual premises within built environment across London. We need to record and manage this data, deliver our statutory obligations and to make it available to our users on a variety of platforms. That may mean a tablet on a fire engine at an operational incident, a laptop computer, a tablet or another mobile device, or a fixed computer system in an office, operational command unit or home, etc. Any pre-market engagement done A PIN was published 0n 24/10/2023 and a pre-market engagement event was held on 24/11/2022. However, this was focused on a very specific route which we have not progressed any further and we now wish to review our requirements, specification and procurement process for this project. Work done so far Extensive stakeholder engagement has been undertaken, this includes the development (by an external consultant) of a "stakeholder requirements" document (262 pages) and a complex on-line business process model. Detailed specification has been drafted internally for 15 modules, plus an ICT Notes section and a glossary. However, this work is complex, not in a procurement ready format, so needs reworking and the content needs to be checked against requirements. Which phase the project is in Discovery Existing team Programme Director (Transformation) Head of Enterprise Application Management (ICT) Technical Project Manager (ICT) Business Project Manager (Prevention & Protection) Procurement and Contracts Manager There are also a range of other user/delivery stakeholders within the Project Team. Address where the work will be done London Fire Brigade, 169 Union Street, Southwark, London SE1 0LL. Other LFB premises across London. Remotely Working arrangements Whilst we accept a proportion of the work will be undertaken remotely, supplier progress update meetings should be expected at least 1 per week. The Supplier will be required to attend LFB premises for all necessary meetings and research during normal office hours. The LFB may agree to some meetings elsewhere on occasion, or via the on-line meeting system the LFB has in place at the time, but the supplier will be expected to attend LFB defined locations in person, whenever possible. The supplier will be required to respond to contact requests or information requests during normal office hours. Security and vetting requirements No security clearance needed Latest start date 8 December 2023 Expected contract length Contract length: 0 years 6 months 0 days Special terms and conditions special term or condition: No special terms or conditions Budget Indicative maximum: £149999 Indicative minimum: The contract value is not specified by the buyer Further information: £30,000 to a maximum possible spend of £149,999 which will include all additional costs, expenses and contingencies. Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply Terms and acronyms Term or acronym: LFB Definition: London Fire Brigade. Questions and Clarifications 1. The response template has character count of 750 characters including spaces. Are you expecting all six questions answering within that 750 limit or do we have 750 characters per question? Thanks Dear Suppliers please be advised each supplier response should not exceed 750 characters in length (the equivalent of about 150 words). This means you have a 750 characters limit per question. Last Updated : <strong>24/10/2023</strong> 2. If we were a successful supplier for this bid, does that exclude us from future-related procurement? i.e. would there be a conflict of interest? Many thanks in advance The successful bidder will not be mandatorily excluded from future procurement for the OneRisk Management System. The LFC intends to include a discretionary exclusion criteria aligned to regulations 57(8)(f) and regulation 41 of the PCR 2015. At all points the LFC will ensure that regulation 18 is complied with. Last Updated : <strong>24/10/2023</strong> 3. Is it acceptable to use diagrams in our response to this procurement. Diagrams may be used, but the main focus of evaluation will be on the written response. Also, please note that any diagrams may affect the character limit available for your response. Last Updated : <strong>25/10/2023</strong> 4. 1. Is this opportunity open to an Agency or are you expecting a single BA/ consultant to work with you on the engagement. 2. What existing systems are you using that you would expect to be evaluated 3. Would you expect the external consultant who undertook the stakeholder engagement to to bid for this work? 1. This opportunity is open to all providers that are able to facilitate the resources required to undertake the work. It is considered unlikely that a single BA/ consultant will be a sufficient resource for some parts of the work required. 2. We have a range of different existing bespoke risk databases covering areas such as Regulatory Fire Safety, Community Safety, Persons at Risk, Premises Risks, Operational Risks, Risks to Firefighters, etc. 3. This is a competitive process and we have no exception either way in terms consultants previously engaged. Last Updated : <strong>25/10/2023</strong> 5. Can we just confirm that there is only 2 questions and answers as looking at the link this seems to be the same as the one we received first thing this morning? Many thanks I can confirm the clarification questions and responses are currently up-to-date. Last Updated : <strong>25/10/2023</strong>