Gloucestershire County Council - Digital & Technology Transformation Partner

Description

Summary of the work Gloucestershire County Council requires support from a trusted and highly skilled partner in the design and delivery of a new digital and IT target operating model and a strategy for sourcing new services both informed by capturing the digital aspirations of the council and its strategic partners. Expected Contract Length 6-8 months Latest start date Monday 23 September 2019 Budget Range Gloucestershire County Council has allocated between £200K and £300K (excluding VAT but including expenses) for the delivery of 3 defined work packages as part of the digital transformation programme. This fixed price engagement has been divided into those 3 defined work packages which need to be able to be delivered and priced independently and as a complete package. It is the intention to award all work to one supplier and it is identified that work packages 2 and 3 could be delivered in parallel. Why the Work is Being Done Gloucestershire County Council is developing a business-wide Digital Transformation programme enabled through improved technology and processes, transforming the delivery of IT services for council staff, customers and strategic partners such as Gloucester City Council & NHS organisations. The following THREE distinct work packages are required: 1. Requirements gathering to define current and future state to support the digital aspirations of both County and City councils. 2. Development of a Target Operating Model (TOM) for digital and IT services. 3. Sourcing and procurement strategy options and recommendations. Problem to Be Solved The council wants to transform the digital experience for its staff, partners and the general public with a view to increased efficiency and effectiveness of business processes and public interactions. We recognise that digital has the potential to enable a fundamentally different offer. The council would like to understand the benefits of different operating models in order to inform decision making and ensure an operating model fit for a fast changing future. A number of the current IT outsourced managed service agreements are due to expire by 1st April 2021 an efficient and effective sourcing and procurement strategy is imperative. Who Are the Users Gloucestershire residents, council staff or strategic partner organisations need to easily access and interact with the council systems and services through the most appropriate and effective channel to improve their overall digital experience across the county of Gloucestershire. Early Market Engagement None. Work Already Done Initial stakeholder mapping has started alongside business engagement and kick-off communications for the programme. “Looking to the Future” sets out the council’s vision and level of ambition for the county over the coming years: https://www.gloucestershire.gov.uk/council-and-democracy/corporate-plans-and-strategies/looking-to-the-future-new-council-strategy/ and this is underpinned by the ICT Strategy 2019-2024. Existing Team The successful supplier will need to work collaboratively with the council’s programme, its partners and supplier resources. An ICT Programme Manager has already been recruited and additional programme resource requirements are under review. There is currently an internal multidisciplinary team being formed to include ICT, Procurement, Transformation and Improvement, HR and Organisational Development, Communications and Customer Services. Current Phase Not started Skills & Experience • Detail how you will provide an objective and independent approach without association to software solution or technology platform providers. • Demonstrate your experience in the design of an organisation’s IT operating model to support their digital aspirations. • Detail your experience in supporting customer project teams both on-site and remotely. • Demonstrate your experience in providing procurement expertise on similar projects including design and delivery of a sourcing strategy. • Ability to work collaboratively with Gloucestershire County Council and strategic partners' current external service providers. • Provide evidence where you have used market-leading research to support the evaluation of new technology services to drive an organisation’s innovation and to support the completion of a technology/digital strategy. • The successful supplier must be able to start work from mid - late September 2019 • Provide examples of two projects where you have successfully delivered extensive user requirements gathering to inform a new operating model or sourcing strategy to support digital or technological transformation. • Provide examples of at least two public sector / Local Authority projects where as a result of engagement their digital transformation programme has realised tangible benefits (please list). Nice to Haves • Demonstrate your experience working with senior management in public sector bodies and preferably with Local Authorities. • Demonstrate your experience in research and benchmarking in order to understand market trends Work Location Gloucestershire County Council Shire Hall Westgate Street Gloucester Gloucestershire GL1 2TG Working Arrangments You will be expected to work openly and collaboratively with the council, its strategic partners and supplier resources. The council has a flexible working policy however the expectation is that the team will attend the office location(s) when business requirements dictate. Expectation is that a concentrated effort will be required in the early days of the project to help us establish the programme of activities with potentially less going forward. Travel time is not included in the 'working day' and expenses should be factored into the fixed price bid. Any exceptions must be pre-agreed with the council. Security Clearance Individuals may be required to demonstrate or undergo Disclosure Barring Service checks. Additional T&Cs The delivery partner will be required to sign a Non-Disclosure Agreement in relation to the requirement to work in collaboration with the councils existing outsourced IT providers. The supplier will be responsible for holding structured meetings with key stakeholders, producing a summary report of findings forming a comprehensive User Requirements document. They may be asked to present this at appropriate council forums for approval and sign off. The Supplier will then work with the relevant council staff to help develop an Outline Business Case before commencing work on the development and delivery of the TOM and an associated procurement strategy. No. of Suppliers to Evaluate 3 Proposal Criteria • Describe how your approach and methodology meets our needs in terms of supporting the ongoing development of our transformation programme in terms of capacity, capability and roadmap alignment. • Explain how the engagement would work including flexibility of your approach and evidence when you have delivered this type of contract, detailing what worked well and not so well. • Describe your team experiences, capabilities, set up (including roles and work history) and how you would adapt the team to changing priorities during the course of the project phases. • Understanding user needs: detail how you will ensure user needs are understood and met in the development of the new operating model. • Knowledge transfer: How will you ensure that the council’s project team are ready to take on control and support future stages of the programme. • Name at least 2 references for similar work, the council will approach some or all of the organisations named in your responses. • Describe how you will deliver the necessary outcomes with attention to resourcing, effort and timescales. Cultural Fit Criteria • Demonstrate how you have established trusted advisory relationships with political and/or corporate leaders of large Local Authority organisations of a similar size and scale to Gloucestershire County Council. • Demonstrate how you are able to adapt rapidly and make decisions taking into consideration the environment of our Local Authority setting. • Demonstrate how you have successfully worked with managed service provider teams in a public sector environment. Payment Approach Fixed price Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Can the authority please advise if the successful supplier for this opportunity be considered to bid for future phases/work associated with this opportunity? Submitting a bid, whether successful or unsuccessful, for this opportunity would not preclude a provider from submitting bids for future opportunities associated with this project. 2. You have asked Suppliers to provide examples of at least two public sector / Local Authority projects where as a result of engagement their digital transformation programme realised tangible benefits. Can the Supplier provide one example from a Local Authority and one example from the Private Sector within their bid or must both examples be taken from public sector / Local Authority projects? The question asks for two or more examples from public sector / Local Authority projects in order to demonstrate depth of experience in this sector and delivery of tangible benefits. All examples provided will be assessed against the question and marked appropriately. 3. Does Gloucestershire CC have a desire to Transform how their services are created and operated or how they are used (B2C, B2B2C) or both It is Gloucestershire County Council’s desire to transform all of our services in time. This engagement will help and advise on next steps. 4. How is Gloucestershire CC intending to measure the Transformation to show success ? This engagement is measurable by defined outcomes as listed. The full change programme will baseline services, capturing and tracking benefits appropriately. 5. Is Gloucestershire CC looking solely for an advisor that can gather information and help define a TOM/strategy or are there expectations that the partner will do some working in enabling the transformation ? The scope of this engagement is clear, future work is yet to be defined. 6. Has any previous work related to this opportunity been undertaken by a supplier? This opportunity is new and has not been previously published.