Supplier Intelligence Performance Management Systems enhancements - SIPS

Description

Summary of the work Supplier Intelligence Performance Management Systems enhancements - SIPS Expected Contract Length Maximum 2 years Latest start date Wednesday 1 September 2021 Budget Range The estimated budget is circa £350,000 based on early market engagement The cost of individual work elements must be broken out when providing costings Why the Work is Being Done To drive efficiencies across Highways England and its supply chain by taking submission of performance data by an e-Solution (Portal). To enable the supplier and key internal stakeholders to view their performance data through cloud based reporting and visibility of and supporting commentary, amendments and supporting material. To allow internal and external stakeholders to visualise the organigram and hierarchy of the supply chain, contracts and programmes. Readiness for the Digital transformation taking place across Highways England, allowing integration with multiple feeds including API’s. Problem to Be Solved The component parts are as follows: Develop / Enhance the current D365 solution Establish a hierarchy within the current D365 solution based on multiple criterion. Migrate data into one instance (table). Bridge the unique reference names (URN) used across multiple systems providing supporting data. Develop / Enhance a web-based portal / e-Solution Enhance or develop a front-end (e-Solution) to allow Suppliers to submit directly. Develop a consistent visual design and user-experience Allow visibility of data submitted and performance reporting through e-Solution. Including RBAC based on the hierarchy. Allow an approvals process at multiple levels for data submissions Performing live calculations presenting back into the e-Solution Store data received through the e-Solution & Other sources within the D365 / Azure platform Ingesting data from other sources through API and Azure. Hold the raw and calculated data provided through e-Solution. Roll-out of developed solution to multiple stakeholders Providing a full suite of supporting documentation including Low level Design (LLD) High Level Design (HLD) User Guides Data Dictionary Provide training to the supply chain and key internal stakeholders Support and maintenance costs for up to 2 years Who Are the Users This workstream should fulfil the following use cases: As a supplier I need to submit my raw performance scores via an eSolution As a Performance Manager (PM) I need to validate the performance score by submissions, supplier, or category As a SME I need to validate evidence based on my role by submissions, supplier, or category As a Team member I need to have final moderation and view all the history by submissions, supplier, or category As a user of the e-Solution, I need to see the hierarchy, category, tier information, performance score, history of the submission (based on my role based access). Allowing visibility of the supply chain (based on RBAC) and their touch points across the organisation. As a user of the e-Solution, I need to the organigram of contracts, suppliers, programmes based on RBAC As a user of the e-Solution, I wish to access and update the contact details based on RBAC. As a user of the e-Solution, I need to see the performance data based on integrated feeds i.e. API, Azure. As a HE Special user, I wish to update, share and manage confidential material. Sharing based on RBAC with the Supply chain. Early Market Engagement Early market engagement has been completed to help define requirements and understand market capabilities Work Already Done Existing D365 solution in place storing the current data. Existing Team The winning bidder will need to work alongside existing C&P team and IT stakeholders and IT Business Partner teams Current Phase Discovery Skills & Experience • Microsoft Dynamics CRM Partner (with accreditation) • Driving engagement, adoption, and use of enterprise data platforms in complex multi-supplier multi-stakeholder environments. • Development of web based user interface (e-Solution) • Data Architecture / Solutions Architect • Delivering data projects using Azure DevOps and other techniques to drive adoption and benefit by users • Microsoft Azure expertise • .Net experience Nice to Haves • Transport / Infrastructure / Highways England sector experience • Microsoft SharePoint • Provision of a personalised web experience for customers Work Location Highways England The Cube 196 Wharfside St Birmingham B1 !RN Working Arrangments Our business is located across the whole of England and so are our teams and suppliers. We would expect our supplier to work flexibly and be mobile when required, but also support remote working and the utilisation of collaboration tools. Subject to prevailing COVID restrictions some co-location at the supplier’s offices would be helpful. Security Clearance We expect all our suppliers to have BPSS as a minimum, access to our Production environment will require security clearance. Additional T&Cs Expected completion date 31st March 2022, latest June 2022. Expected enhancements, deployment and reporting requirements through to the end Q2 FY23. No. of Suppliers to Evaluate 3 Proposal Criteria • Approach and methodology, including indicative roadmap with timescales • Evidenced successful delivery of similar projects • Team structure, support levels and confidence in consistent and on-going delivery. • How they’ve identified risks and dependencies and offered approaches to manage them • Breakdown details on costing for the above services • Value for money Cultural Fit Criteria • How will they engage with Highways England teams to deliver this requirement • How do you excite and engage non-technical staff, construction and delivery-focused staff? IT staff? Supply chain? • Have the ability to clearly communicate to all member of internal staff and share information in a clear and concise manner Payment Approach Capped time and materials Assessment Method • Case study • Work history • Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. Can you please advise the timelines of this procurement (e.g. shortlisted companies notified, anticipated contract award)? Also, can you confirm if shortlisted suppliers will have the opportunity to present? • Indicative* timelines at this stage are:o Opportunity available on DOS – 24th May until June 7tho Long list evaluation – 8th June until 21st Juneo Shortlisted proposal – 22nd June until 28th Juneo Shortlist Evaluation – 1st July until 9th Julyo Approval / Award – 17th August*Dates are subject to change through governance processesShortlisted suppliers will be given an opportunity to present their proposal. 2. Who is the incumbent and how long they have been the incumbent? The Authority does not give out the names of incumbent suppliers.The incumbent has been working with the Authority for 3 years 3. Who from your team will be scoring applications for this opportunity and what positions do they hold? • IT Project Management• Procurement• Systems and Reporting Project Team • Other IT Stakeholders around architecture and governance 4. Can the content from the Market Engagement please be made available? Available through - https://highways.sharepoint.com/sites/SIPMS 5. Can the content from the Market Engagement please be made available? Available through - https://highways.sharepoint.com/sites/SIPMS 6. The Authority has stated that a Dynamics 365 system is currently in place. Can you please state who the incumbent supplier, if any, is for this existing service? The Authority does not release the names of incumbent suppliers. 7. The TCV on this engagement is estimated to be approximately £350,000. The DOS5 framework offers a data breach liability up to £10m, which is not commensurate with the anticipated TCV. Would the authority consider a liability value more commensurate with the overall contract value? The Authority is willing to consider liability values that are more in line with the risks attributable to the TCV 8. Can the Authority confirm if an existing web-based portal / e-Solution exists, and if so what technologies underlie this? D365 Platform holding the data.Utilising Dynamics Portal, PowerPortal, PowerApps & PowerAutomate (Flow) 9. The opportunity states that the contract length will be a maximum of 2 years, but then later states that the latest completion date is June 2022. Can the Authority please provide clarity on this? The Authority simply wants to avoid a situation where both themselves and the supplier are subject to any unnecessary contractual administration, if for any reason the requirements change for unforeseen reasons and work extends beyond the expected date. 10. CThe opportunity states that the contract length will be a maximum of 2 years, but then later states that the latest completion date is June 2022. Can the Authority please provide clarity on this? The Authority simply wants to avoid a situation where both themselves and the supplier are subject to any unnecessary contractual administration, if for any reason the requirements change for unforeseen reasons and work extends beyond the expected date. 11. Can the Authority provide clarity on the scope of the engagement – is this a Transformation (Build/Enhance), Transition (taking on support from an incumbent supplier) and an Ongoing (support and maintenance up to a maximum of 2 years)? This is a Transformation (Build/Enhance), support is currently in place with the incumbent supplier through to March 2022. Details of ongoing support for the enhancements / Hand over to Transfer to the incumbent supplier would be defined during the next phase of this procurement exercise. 12. Can the Authority please advise the timelines of this procurement (e.g. shortlisted companies notified, anticipated contract award)? Also, can you confirm if shortlisted suppliers will be required to present as part of the next stage for those suppliers who have been down-selected? Indicative* timelines at this stage are:o Opportunity available on DOS – 24th May until June 7tho Long list evaluation – 8th June until 21st Juneo Shortlisted proposal – 22nd June until 28th Juneo Shortlist Evaluation – 1st July until 9th Julyo Approval / Award – 17th August*Dates are subject to change through governance processesShortlisted suppliers will be given an opportunity to present their proposal. 13. Clause 11.2 of the CORE Terms states that the cap on liability is the greater of £5M or 150% of the Estimated Yearly Charges. Given that this opportunity is low value would Highways England be willing to discuss a change to be facilitated via the Order Form to reflect that the liability is capped at 150% of the Estimated Yearly Charges? The Authority is willing to consider liability values that are more in line with the risks attributable to the TCV 14. Regarding the security clearance, it state that “access to our Production environment will require security clearance” – is BPSS security clearance (minimum requirement) sufficient for this or will additional clearances (e.g. SC) be required beyond that? The Authority does not anticipate anything requirement beyond BPSS