Defence Online

Type of document: Contract Notice
Country: United Kingdom

1. Title: DIGITAL PORTFOLIO OPERATIONS SUPPORT
2. Awarding Authority: Ministry of Justice, Digital & Technology, Prisons Digital, GB. Web:
3. Contract type: Service contract
4. Description: Off-payroll (IR35) determination Contracted out service: the off-payroll rules do not apply
Summary of the work Digital Portfolio Operations Support
5. CPV Code(s): 72000000, 72260000, 72200000, 72300000, 72261000
6. NUTS code(s): UKI, UKI3, UKI32, UKE32
7. Main site or location of works, main place of delivery or main place of performance: Location No specific location, for example they can work remotely
Work setup
Address where the work will take place UK Based. The aligned teams are based in Sheffield & London
8. Reference attributed by awarding authority: Not provided.
9. Estimated value of requirement: Budget range Up to £3,000,000 Inc. VAT.
10. Closing date for applications 21.2.2022 (23:59).
11. Address to which they must be sent: For further information regarding the above contract notice please visit
12. Other information: Deadline for asking questions Monday 14 February 2022 at 11:59pm GMT
Latest start date Monday 2 May 2022
Expected contract length Up to 24 months
About the work
Why the work is being done HMPPS & the MOJ Digital & Technology Directorate has a bold strategic vision to replace prison legacy systems with simpler, clearer, faster digital services by 2024. To deliver these objectives the Prisons Digital Team is planned to expand in size and scale over the next 12 months.
Problem to be solved HMPPS digital function is growing and will expand further. The planned portfolio of work, to deliver our strategy, is high value, complex and increasingly interdependent. Several areas come under formal government programme controls.
Partner required to:
expand our support function, scale and mature our digital ways of working so :
the portfolio roadmap is maintained
the prioritisation process is supported
dependencies are managed
governance is provided, coordinated and supported
delivery metrics are identified, developed, monitored
workforce planning is managed, supported
risks and issues are identified, managed, escalated
further build and develop the support we provide to HMPPS in managing, planning and delivering the digital business change into their operations.
strengthen our communications strategy and capability to enable us deliver effective messages through a range of communication channels to a wide variety of stakeholders and users.
support our work to develop our talent, working with individuals, teams and leaders using experts in organisational development
The partner will:
operate, embed and optimise our digital ways of working
design organisational structure capable of supporting long term
handover ownership to in-house team to be established in year 2 of the contract.
Who the users are and what they need to do • HMPPS Prison Digital – Digital Teams, Service Owners, Deputy Director – they need to understand progress across all the digital teams
Digital & Technology People Team – they need to understand workforce planning and requirements
Digital & Technology Portfolio & Controls – they need to accurately report digital team progress and information within and across the MOJ and wider in government
HMPPS Sub/Committees, Programme Teams & Boards – they need to effectively manage & govern delivery of their programmes, of which Prison Digital is part
HMPPS Business Change & Reform Programme teams – they need to specify business needs and ensure operations are ready for the digital business change
HMPPS end users – they need to know what is being developed, when it’s arriving and what they need to do to be ready and able to use the new services
Early market engagement N/A
Any work that’s already been done We are developing an operating model, based on agile principles, rituals and ceremonies which details the digital function’s ways of working and dovetails into the wider MOJ controls and governance. Some elements of the operating model are already implemented but need to be operated or supported. Other elements are designed but not yet implemented. Some elements are being designed or have yet to be designed.
The portfolio of work is ongoing, but will significantly expand in the first 6 months of the next 22/23 financial year.
Existing team There is a Portfolio and Controls Function in Digital and Technology with one full time resource allocated to HMPPS.
The remaining activities are currently performed by a small business support and strategy team and by the digital delivery teams. Our intention, with this contract, is to release the strategy and digital teams from these tasks so they can deliver the digital services.
Current phase Not applicable
Working arrangements There will be a requirement for visits to prisons, regional offices and teams in London headquarters. There may also be a requirement to travel for meetings in Sheffield or London. Outside of these visits and any meetings, there is no requirement to be office-based and individuals can work from home.
Security clearance A minimum of Baseline Personnel Security Standard (BPSS) standard is required.
Additional information
Additional terms and conditions
Skills and experience
Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.
Essential skills and experience
Knowledge of agile development methodologies, principles and approaches and experience of appropriately applying them at a large scale
Knowledge of portfolio management and a proven track record of supporting and managing a complex digital business change portfolio of work
Experience of collaboratively designing communications strategies, executing a communications plan and producing clear, user-friendly communications in a variety of digital and non-digital formats
Experience of delivering an agile portfolio of work within a traditional project and programme management environment
Experience of planning and supporting complex business change initiatives and implementations
Proven experience & expertise in collaborating across teams and departments and transferring ownership and knowledge to in-house teams.
Nice-to-have skills and experience
Experience of complex, public sector digital programmes
Experience of appropriately applying agile principles and approaches within the context of significant business programme change.
How suppliers will be evaluated
All suppliers will be asked to provide a written proposal.
How many suppliers to evaluate 5
Proposal criteria
A recent case study of a similar assignment that explains your approach and methodology and how it can ensure successful delivery. (20)
Provide an example team structure including skills, experience, responsibilities and the relevance of individuals. Explain how you will ensure the team delivers their responsibilities throughout the assignment (15)
Provide a project plan for what your team would deliver during the timescales, how would you split the time between the project phases (5)
Demonstrate how you will deliver value for money throughout this project (5)
Demonstrate how you would collaborate with current teams and departments and ensure an effective hand over to the in-house team (15)
Cultural fit criteria
Has diverse representation in their workforce (5)
Encourages new entrees to digital professions and upskills and develops their workforce (5)
Work collaboratively with digital teams, people teams, portfolio and controls function and HMPPS stakeholders (5)
Is innovative and forward thinking, shares knowledge, experience and honest feedback with clients and takes responsibility for the quality of their work(5)
Payment approach Capped time and materials
Additional assessment methods
Case study
Presentation
Evaluation weighting
Technical competence
60%
Cultural fit
20%
Price
20%
Questions asked by suppliers
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TKR-202227-EX-1768722