HMCTS Reform - Technical Digital Product Management

Description

Summary of the work HMCTS Digital Transformation projects for HMCTS services and wider Reform projects. Expected Contract Length 2 Years Latest start date Wednesday 5 December 2018 Budget Range Sufficient budget has been secured to cover the cost of a high calibre team of up to 19 consultants in total. The first 6 months only requires a team of 12 consultants. You will be financially assessed on the initial 12 member team you propose Why the Work is Being Done HMCTS is undergoing an extensive reform enabled by a technology work stream. A vital element of this modernisation will be the delivery of new digital solutions. The main objective of the work stream is to ensure that the products and services developed by the Programme fit within a coherent integrated architecture which maximises reuse across the services. The programme will deliver an end-to-end digital service for users enabling them to start a case/ application online, progress their case online, and for HMCTS to decide the case online where applicable. Problem to Be Solved The reform service model introduces flexible, proportionate, digital services and reduces reliance on paper and physical hearings. It will reduce delays and provide swifter, more certain justice ensuring civil courts are accessible and offer a quality service to all. A new end to end digital service is to be developed in an agile method (aligned to the Government Service Design Manual). The service must align to users needs and deliver value quickly/early. Technical components (microservices architectures) are used on projects, and the suppliers are expected to embed their use across the reform programme. Who Are the Users There are many Users: 1) As an applicant (citizens and legal representatives) I need to submit and track my case online, with an option to opt into online hearings so that the process is delivered efficiently. 2) As a HMCTS admin I need to track appeals and manage hearings so that the process is delivered efficiently 3) As a member of the judiciary, I need to access all relevant information so that I can make an appeal judgement 4) As another government department I need to submit/transfer the relevant evidence so that HMCTS have all the relevant information Work Already Done Initial projects are already well underway. The first digital solutions already available to the public include Probate, Divorce, Social Security Appeals and Civil Money Claims. Existing Team The Technical Work stream report to the Business Project Manager and Service Owner. The existing Technical team is a blend of internal staff and external contractors/consultants from a range of suppliers. The current team consists of 12 external consultants and a number of Civil Servants. The team integrate with the technical work stream team of 400 personnel, a mixture of civil servants and supplier resources. Current Phase Not applicable Skills & Experience • Provide a high calibre team (12) consultants. Provide names, their technical skills demonstrating where they have previously delivered. Inability to present consultants at proposal/presentation stage will deem the supplier non-compliant(5%) • Providing a reference, demonstrate your experience of supplying a Product management team for capabilities and service within a complex Agile delivery environment, preferably within a highly regulated business operation(5%) • Providing a reference, demonstrate your ability to define the business processes, transition states and capabilities required to deliver the new target HMCTS operating model (5%) • Providing a reference, demonstrate how you can support the Business leads in the development of a transformation vision with a prioritised development pipeline reflecting alignment to benefits (5%) Work Location London - Petty France / Aldgate, Birmingham , and other locations Working Arrangments The programme utilises the SAFe methodology, aligned to GDS standards, however, it is a complex programme that operates within an overarching Waterfall programme delivery approach. SoW/Work-Orders will be issued to define the outcomes of each project phase. The suppliers team will initially be required to work onsite at the base location 5 day week. For works performed at a non-Base location (or supplier's own premises) and London (outside of the M25), all reasonable travel and expenses costs shall be met in accordance with the rates set out in the MoJ travel and subsistence policy and require prior approval from HMCTS. Security Clearance Where roles require access to production systems and live data, SC clearance will be required, all other team members will require a valid BPSS. No. of Suppliers to Evaluate 5 Proposal Criteria • Explain what skillsets your organisation believes to be important for the proposed team operating within the digital product management space, supporting this major agile programme (5%) • Provide resumes or profiles for the team that are proposed, explain what specific skills the individuals have what tangible value the individuals can provide to the programme (5%) • Providing (2) client references, identify the key attributes and deliverables of the proposed team during similar engagements (5%) • Describe the criteria and qualifications your organisation seeks when recruiting people for the proposed roles to meet the requirement. Describe how your organisation supports them during the engagement (5%) • Describe how your team works with technology and business teams, specifically describing where digital product management fits in digital transformations (5%) • What would your tooling recommendation be for this engagement, describing specifically why you believe it is of importance in a major transformation programme (5%) • The programme consists of 8+ service projects. Providing references describe your approach to product development, management and delivery, show where your team have successful delivery of Product development (5%) • Using references, describe the challenges your team are likely to encounter delivering within complex major transformation programmes, lasting several years, and how you have overcome them during previous assignments (5%) • Many transformation programmes fail to deliver the desired Product(s). Describe what you believe to be Product Managements single most important role to achieve the HMCTS reform goals and mitigate failure(5%) • Detail where HMCTS will receive Value for Money, how the civil service will benefit from your organisations capability, and how this will vary during the contract lifecycle (5%) Cultural Fit Criteria • Provide evidence of using Lessons Learned within the last 3 years to deliver improvement within a change programme.(2%) • Provide evidence of an ability and willingness to work collaboratively within a multi-vendor delivery environment. (1%) • Provide evidence, that within the last 3 years, your organisation has added value to a Programme/project through the use of innovation and continuous improvement. (2%) Payment Approach Time and materials Evaluation Weighting Technical competence 70% Cultural fit 5% Price 25% Questions from Suppliers 1. What will be involved in your financial assessment if we as SME trying to supply 12 consultants for the initial 6 months. Pricing will be assessed on a like-for-like basis. At proposal stage we will share a pricing template which will ask for rates for all levels of resources, and include a description of the skills they require. The total rate (assuming one of each level of resource, excluding juniors) will be used for the financial evaluation. The bidder should determine the mix of seniority in their response to the proposal criteria, and this team MUST attend the presentation. This process will highlight any bids that attempt to skew pricing in their favour, and these will be deemed non-compliant. 2. Are the 12 consultants mentioned in the existing team section an incumbent or are they performing different roles? The Programme can advise there is an incumbent supplier providing some of the services that this tender covers. 3. Are you looking for a supplier to provide the whole team or it could be few consultants to be part of a team of 12? The HMCTS programme are seeking a single supplier to provide the capability. However, HMCTS are content for SMEs to work collaboratively, provided there is a Prime interface with HMCTS and take full accountability for the capability service. 4. Why do you believe you need specifically a team of 12 consultants, but not a digital outcome to be delivered according to your specification? The HMCTS Digital Transformation Programme is highly complex and there is no one single Outcome. Please review the many documents on the government portal to assess full breadth and depth of deliverables. The programme has high level plans and has been running for 2 years. It believes it understands what capabilities it needs to thresh out the specific Project Outcomes. 5. Is the requirement for 19 consultants (Product Managers) or is it for a team of 19 which includes Developers, BA, Testers, Architects?Could the Authority clarify the role requirements for HMCTS Reform – Technical Digital Product Management? The requirement is for up to 19 Product Managers during the 2 year assignment. The number of consultants required will flex during the 2 year assignment, however the business believe the initial 6 months is for 12 Product Managers 6. Can you provide further information on the skill set of the resources you are looking for? The Programme would prefer the Bidders to demonstrate what skills they feel appropriate. If HMCTS specify the list, then all Bidders will simply confirm at this stage that they have all the skills listed, and only when the evaluation team meet with the Bidders team does the true skillset materialise. The programme wish to short list Bidders that can themselves demonstrate the relevant skills and education required to deliver the Agile Project Product Management skill set . 7. Can you advise whether you are initially looking for 12 similarly skilled resources or a team of resources with different skills / experience levels. The HMCTS Reform transformation programme is seeking a team capable of complementing each other in the delivery of the Product Management capability. It is incumbent on the bidder to specify the team shape and seniority. 8. Can you advise of the split between resources with BPSS and SC clearance needed in this engagement? Will you support resources that don't have SC in obtaining the relevant clearance. Most, if not all, of the Product Managers will only require BPSS clearance. Where there is a specific requirement that touches on live data, then HMCTS will support the supplier, but not pay, for the resource to obtain the higher security clearance. 9. Do you expect the names and technical skills of the 12 consultants in the 100 words response? We won't be able to cover it during this stageCould you please clarify it? HMCTS expect the names and technical skills of the 12 consultants so the programme we can be certain the Bidder is actually capable of providing a team, and not merely submitting a speculative bid. To assist Bidders, the Buyer will accept a one A4 page dossier (minimum size 10, Arial), at this stage, to be submitted to hmctsdostender@gmail.comPlease confirm in your submission if you have used this facility 10. As we are not an incumbent with HMCTS, it is difficult at this stage to choose precisely the whole team we would want to put forward. Is it possible to put forward technical skills and capabilities with appropriate references with a few individuals named in the initial first round 100 word response? Whilst the HMCTS realises that no company holds a "resource bench", and good quality people are in high demand, there will be very little time between stage one down selection and proposal submission, 2 weeks. Bidders will have the same issues identifying the good resources to submit for proposal stage. HMCTS expect the Bidders to be selective in their tender submissions so must be sure their team is available. HMCTS need a team of 12 high calibre people able to start at contract commencement with no delays. 11. For a non-incumbent, given the limited background information buyers can supply on DOS, it is quite difficult to understand all the likely capabilities required to deliver this work. Are there any other publicly available documents you can refer us to which would help with this challenge? The HMCTS Digital Transformation programme is one of the Government critical programmes. It has been running for more than 2 years and there are volumes of material detailing objectives, strategy, TOM, achievements to date. A simple browser search "HMCTS Digital transformation" will introduce the Bidders to the programme and the journey 12. Can you please Clarify how you want to see names, technical skills demonstrating previously delivery experience of product managers in a 100 words. As word count is very limited HMCTS expect the names and technical skills of the 12 consultants so the programme we can be certain the Bidder is actually capable of providing a team, and not merely submitting a speculative bid. To assist Bidders, the Buyer will accept a one A4 page dossier (minimum size 10, Arial), at this stage, to be submitted to hmctsdostender@gmail.comPlease confirm in your submission if you have used this facility 13. Do you expect the names and technical skills of the 12 consultants in the 100 words response? We won't be able to cover it during this stageCould you please clarify it? HMCTS expect the names and technical skills of the 12 consultants so the programme we can be certain the Bidder is actually capable of providing a team, and not merely submitting a speculative bid. To assist Bidders, the Buyer will accept a one A4 page dossier (minimum size 10, Arial), at this stage, to be submitted to hmctsdostender@gmail.comPlease confirm in your submission if you have used this facility 14. Can you please confirm the dates for different stages. Are we correct in assuming that all the team members will need to be present on the day of presentation? If so, when will be the presentation held and where? HMCTS currently plan to receive the proposals 5/11/2018 and hold presentations week commencing 12/11/2018. Presentations will either be held in Aldgate or Westminster. HMCTS expect key members of the team proposed to be present. 15. Please confirm who the incumbent supplier is, that is referred to in the response to question 2? The incumbent supplier providing some of the services that are covered by this tender is Capgemini UK Plc 16. Please explain the who owns, administrates and has access to hmctsdostender@gmail.com including thesecurity arrangements? The gmail email account is under the control of one of HMCTS' Contract and Commercial Managers, he is the only person that can access the account legitimately. The email account security is limited to standard Gmail. The account will be used to collate the responses, which will only be viewed once the opportunity closes. 17. 'HMCTS need a team of 12 high calibre people'. Please explain why these roles haven't been advertised as DOS Specialists? Crown Commercial permits a team capability service to be procured under an outcome based tender 18. Please confirm that the only role in scope for this tender is a Product Manager, and the relevant level(s)? HMCTS can confirm the role is purely for Product Management. The levels are for the Bidder to define once they have reviewed the programme material in the public domain for which HMCTS have already guided Bidders towards. 19. Can you advise if the initial team of 12 will be involved in development activities alongside scoping and shaping requirements. HMCTS can confirm they would expect the 12 Product Managers to work with the Development/Delivery teams scoping and shaping requirements, and prioritising backlogs and responding to queries that arise in the development process.