Cumbria County Council ICT Beyond 2012 Supplier Engagement

Cumbria County Council ICT Beyond 2012 Supplier Engagement Event WELCOME Building pride in Cumbria

Cumbria County Council Jim Savege Corporate Director Organisational Development Building pride in Cumbria

Housekeeping • Fire drill at 9. 30 • Fire exit behind the screens and collect in the car park • Toilets by reception • Presentation followed by questions and coffee • Opportunity to talk to members of the team • Forms for collecting questions Building pride in Cumbria

Supplier Engagement - agenda • • Context, background, strategic intent ICT Strategy & Procurement process Approach and detail Qs & As Building pride in Cumbria

ICT Beyond 2012 - Context • Cumbria County Council – size, scope, ambition • Partners, shared services and communities – who we are working with • ICT Provision & Accessible Cumbria – a parallel approach Building pride in Cumbria

Cumbria – a county of contrasts Building pride in Cumbria

SIZE MATTERS 1. 4. 3. 2. 7. 5. 8. 11. 10. 6. 9. Building pride in Cumbria Greater London - 100% Buckinghamshire - 95% Bedfordshire - 90% Hertfordshire - 85% Hampshire - 80% Oxfordshire - 60% Surrey - 40% Cambridgeshire - 30% Essex - 15% Berkshire - 10% Kent - 5%

ICT Beyond 2012 Cumbria County Council • • 9, 500 staff (3, 500 users) plus schools £ 44 m savings in 2011/12 Technology as driver for improvement Geographical, policy and financial challenges Building pride in Cumbria

ICT Beyond 2012 CCC background • • • ICT outsourced 2005 Managed service contract expires March 2012 Service improvement and investment New ICT strategy Different approach from 2012 Building pride in Cumbria

ICT Beyond 2012 Partners • CCC – leading, facilitating, shaping • Our partners – • • schools (CLEO) District Councils NHS Cumbria Constabulary Building pride in Cumbria

ICT – The Wider agenda ICT Provision - bundle/tower approach - underpins service delivery and organisational efficiency Accessible Cumbria – Superfast broadband: national pilot – Use of network infrastructure Building pride in Cumbria

Cumbria County Council Alan Ratcliffe Assistant Director Improvement Building pride in Cumbria

ICT Strategy – our plans • • • Build on investment made: core systems and estate Greater use of emerging technology: drive to do more Ambitious but achievable Building pride in Cumbria

ICT Strategy – principles • • Improving Access – users and staff Managing and using Information effectively Enhancing Mobility through technology Architecture – putting the jigsaw together Building pride in Cumbria

ICT Strategy – Key Programmes • • • Customer insight and access Smart working Integration Business intelligence Technology Building pride in Cumbria

ICT Strategy – Delivery • • CCC ICT Client Team Supplier(s) Partner(s) Building pride in Cumbria

ICT Beyond 2012 - procurement • CCC welcome comments/views • ICT Provision and Accessible Cumbria – parallel process • Strong track record of partnerships • Procurement process and resources designed to deliver • Aligned to Council Plan and key outcomes Building pride in Cumbria

Indicative Procurement Timetable Task Indicative Deadline OJEU published March 2011 Expression of Interest and PQQ documentation available Mid March 2011 Expression of interest and PQQ evaluation of responses End of April 2011 Successful bidders notified Early May 2011 Invitation to participate in dialogue/bidders briefing Early May 2011 Dialogue phase 1 outline solution End of May to End of July 2011 Reduce number of bidders for phase 2 End of July 2011 Dialogue Phase 2 detailed solution August to October 2011 Issue ITSF to final bidders End of October Preferred bidder(s) selected Mid- December 2011 Contract conclusion End of December 2011 Contract signature January 2012 Transition process including TUPE January to March 2012 Contract start date April 2012 Building pride in Cumbria

ICT Beyond 2012 Contracting Principles • • • Year on year efficiency savings Clear specifications and pricing Sector benchmarking Working Better Together Continuous Improvement These are our MINIMUM expectations Building pride in Cumbria

But does it matter? Building pride in Cumbria

Cumbria County Council Alan Cook Senior Manager Corporate Information Building pride in Cumbria

The Basic Principles • Service broken into bundles • This is the run service for IT • New applications will be sourced on a spot price and incorporated into the run service. • It incorporates a gap funding model to utilise our public sector network for the advantage of the community. • Performance will be measured against four key areas – Emphasis on balanced score card across the four elements Building pride in Cumbria

A new way to manage the existing service Potential Sourcing Units and Bundles ITIL Service Management functions Lot 1? Training Services Service Desk Services Field Support End User Devices End-User Applications Mail Collaboration Information Provision Non-Core Apps Core Applications Security Services Voice Services Network Services Wide Area Network Office / Service Location n/w Infrastructure Services Print Fulfilment Storage & Backup Mid-range / Unix /Wintel Data Centre Network Building pride in Cumbria Service Desk End User Computing Business Applications Network Hosting / Data Centre Customer Services Lot 2? Applications Portfolio Infrastructure Portfolio

Lot 1 (provisional) • Data centre and WAN – Potential to provide services to other public bodies – Plan to move to a fully virtualised model (the cloud) over the course of the contract. • Extended WAN to include schools – Utilise the resources of the County Council inc CLEO – potentially through a lease arrangement. – Provision of services to communities – Provision up to but not including the ports in the building Building pride in Cumbria

Accessible Cumbria Project Public sector LA WAN Schools & libraries Extended WAN using CLEO Community POP framework? BDUK Funding Gap funding Building pride in Cumbria A range of options

Lot 2 (provisional) • Business applications – Support and development of existing systems – Changes purchased on a business case basis • End user computing – Everything up to and including the front door. – Move to virtual desktop computing by the end of the contract at the latest. – Refresh plans built on equipment warranty. Building pride in Cumbria

Lot 1 and 2 • Any bidder can apply for either or both lots • PQQ will be assessed based on your stated intention • Prime contractor model though open to proposals • Service support will be the responsibility of the prime contractor or may be taken in house depending upon the developing model. Building pride in Cumbria

A New Way of Looking at Performance Four Areas • Move away from traditional performance • Balance scorecard is a basket of objective and subjective measures to reflect a sophisticated approach to contract performance Delivering resilient dependable services which our users can depend on Transforming our services and delivering constant improved infrastructure Creating one team with the client to set the contract up for success Driving out efficiency reducing annual ICT revenue costs by x% per year Building pride in Cumbria

Performance via Balanced Scorecard • Each quadrant will have objective and subjective measures • The intention is not to penalise but to incentivise. Measurable service improvements preferred to cash back. • Looking for innovation that drives service cost reduction • Client accesses performance information directly through joint service desk app. • Knowledgeable client with the expertise to constructively challenge all proposals by the contractor. Building pride in Cumbria

The Knowledgeable Client • Accountable for the enterprise architecture but will work with us on all innovations • Systems architects and subject experts who can constructively challenge the service improvement plans of the contractor • Project managers and business managers who own the client relationship with the County Council • Risk reward approach to innovation and cost saving Building pride in Cumbria

Questions and Answers • • Is the timescale achievable? How many bidders? How many stages? How committed are the other organisations? • Joint or several lots? Building pride in Cumbria

Questions and Answers • How will we evaluate bids? • How will bidders register and receive documentation? • How will bidders raise qu’s and how will CCC communicate responses? Building pride in Cumbria

Contact details • www. thechest. nwce. gov. uk • Contact us: ict. procurement@cumbriacc. gov. uk Questions and answers will be published at: • www. cumbria. gov. uk/business/council. asp Building pride in Cumbria