Ministry of Defence

700418348 - Provision of DLMC Programme Delivery as a Service (DInfoCom/0113)

7 Incomplete applications

4 SME, 3 large

13 Completed applications

9 SME, 4 large

Important dates

Published
Tuesday 3 March 2020
Deadline for asking questions
Tuesday 10 March 2020 at 11:59pm GMT
Closing date for applications
Tuesday 17 March 2020 at 11:59pm GMT

Overview

Summary of the work
The customer is looking for a delivery partner to provide a small, focused team to support the establishment of the conditions for successful delivery of DLMC services in-line with a revised Mandate and in support of Defence People Strategic Objectives.
COPY OF STATEMENT OF REQUIREMENT CAN BE OBTAINED FROM TONI.PRINCE177@MOD.GOV.UK
Latest start date
Monday 18 May 2020
Expected contract length
18 Months with the option to extend for a period of up to 6 Months
Location
South East England
Organisation the work is for
Ministry of Defence
Budget range

About the work

Why the work is being done
The DLMC Programme will enable the transformation of Learning Management and Delivery across Defence through the development of a suite of modern, sustainable digital information services

A recent 2* deep dive into DLMC resulted in Navy, Army and Air Command endorsement to retain a pan-Defence reach, but with a smaller initial delivery scope, focusing on prioritising common requirements.

The Programme now needs to set the foundations for successful delivery at pace through a revised mandate, agreed funding model, Defence-level governance and central approvals before it can move into the delivery phase.

Cyber Risk Assessment has been completed and is deemed Not Applicable (RAR: HWFF9CNY)
Problem to be solved
The required outcomes for this phase of work are:

a. Support the programme to develop and Implement a DLMC Delivery Strategy and associated Sub-Strategies in line with the deep dive outcome.

b. Support the programme in the development of the DLMC Outline Business Case (OBC) and subsequent Full Business Case(s), along with the production of associated supporting evidence in line with JSP655.

c. Validate, revise as appropriate and maintain the technical architecture design in line with Defence Digital Enterprise Architecture standards and Defence Digital ICT Design Authority.

d. Validate, revise as appropriate and maintain the business architecture design in line with Defence Digital Enterprise Architecture standards.

e. Ongoing support to the programme in the establishment of ‘Service Delivery’ and ‘Benefits Realisation’ work streams.

f. Continuous knowledge transfer to new and existing crown servants through the delivery of these outcomes and support to the Programme Manager in the identification of interventions to up skill teams in digital delivery.

Full details are listed in para 17 of the SOR, for a copy of the SOR please email: Toni.Prince177@mod.gov.uk
Who the users are and what they need to do
User needs and example user journeys can be found in Annex A of the SOR.

DLMC has 11 defined user personas:
• Training Analyst/Designer
• Quality Manager/External Auditor
• Data Analyst
• Learning Establishment Administrator
• Trainer / Assessor
• Directed Learner
• Elective Learner
• Line Manager
• Learning Governance Administrator
• Senior Sponsor / Commander
• System Admin
Early market engagement
Any work that’s already been done
The DLMC Discovery and Alpha phase outputs defined a set of 8 Digital Services (set out at Annex A of the SOR) alongside example user journeys and key features of each service. These Digital Service Summary Views were endorsed by Navy, Army and Air Command in Oct 19.
Existing team
The selected Partner will be working with MOD Crown Servants and independent contractors that are already working on the programme, and delivering live services in both Andover and Corsham.
Current phase
Discovery

Work setup

Address where the work will take place
The work will be based predominately in Andover however frequent travel to other MOD sites including London, Corsham, Shrivenham, Portsmouth, and High Wycombe will be required.

Expenses are to be in accordance with MOD Statement of Business Travel Guide, Fuel costs will not be granted for travel between home and Andover.
Working arrangements
1) Delivery Partner team to work on site in Andover on MODNet for a minimum of four days per week (Monday to Thursday).

2) There will be a requirement for working at remote MOD sites and laptops will be made available for this purpose.

3) The Delivery Partner will need to work closely alongside existing teams in Defence People, Defence Digital, DPAS, Scrutiny, TESRR, Defence Academy, UKStratCom, Navy, Army and Air Commands to deliver the required outputs.
Security clearance
SC clearance is required for all resources representing or provided by the supplier.

The Authority will not sponsor SC or DV clearance. Clearances must be in place from the start of any contract and remain valid for the duration.

Additional information

Additional terms and conditions
DEFCON 5J (Edn 18/11/16) Unique Identifiers, DEFCON 76 (Edn 12/06) Contractors on site, DEFCON 129J (Edn 18/11/16) Electronic business Delivery Form, DEFCON 513 (Edn 11/16) Value Added Tax, DEFCON 516 (Edn 04/12) Equality, DEFCON 518 (Edn 02/17) Transfer, DEFCON 531 (Edn 11/14) Disclosure of Information, DEFCON 534 (Edn 06/17) Subcontracting/Prompt Payment, DEFCON 537 (Edn 06/02) Rights of Third Parties, DEFCON 550 (Edn 02/14) Child Labour/Employment Law, DEFCON 566 (Edn 12/18) Change of control of contractor, DEFCON 642 (Edn 06/14) Progress meetings, DEFCON 658 (Edn 10/17) Cyber (if over Not Applicable), DEFCON 694 (Edn 07/18) Accounting for Property of the Authority

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
  • Demonstrable experience within the last 2 years of ‘client-side’ support in the management of Programme Governance, including Benefits, Dependency, Cost and Risk Management. (5%)
  • Demonstrable experience within the last 2 years of supporting the establishment of Programme Scope definition to inform strategic decision making. (5%)
  • Demonstrable experience within the last 2-years of applying the Technology Code of Practice & Government Service Standard to deliver the Discovery and Alpha phases of a Digital Transformation programme. (5%)
  • Demonstrable experience within last 2-years of the MOD/Cabinet-Office approvals process including provision of supporting evidence, negotiation with central Scrutiny teams to define appropriate level of due-diligence commensurate with digital-delivery. (4%)
  • Demonstrable experience within last 2-years of assessing benefits/drawbacks/implications of different technology strategies (e.g. re-use solutions COTS, build/development of other open-source/bespoke solutions) and routes to market to procure IT products. (2%)
  • Demonstrable experience within the last 2 years of planning and architecting a digital solution. (2%)
  • Demonstrable experience within the last 2 years of planning data and application strategy/approaches from legacy systems to new solutions. (2%)
Nice-to-have skills and experience

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Provide a high level plan to your approach, with an understanding of workpackage content to ensure the quality of outcomes. (10%)
  • Provide core team structure and CVs of team members who could be part of the service (10%)
  • Explain how you plan to mobilise the team quickly and retain key resources for the duration of the contract (5%)
  • Evidence your ability to flex up and down resources to meet the demand of the requirement during different phases, whilst ensuring quality and consistency throughout (5%)
  • Evidence your commitment to quality of the deliverables, outcomes and experience of the resources, and rapid remediation/replacement if an issue occurs (3%)
  • Identify the risks and dependencies associated with this requirement and potential mitigation's (2%)
Cultural fit criteria
  • Able to communicate effectively with staff, technical SMEs and senior management to identify pragmatic solutions to problems within a resource constrained environment. (5%)
  • Recent proven experience of an open, transparent and collaborative working relationship at all levels with excellent communication and co-ordination skills when conducting daily stand-ups, team meetings, presentation and demonstrations. (5%)
  • Demonstrate an ability and willingness to work collaboratively within a multi-vendor delivery environment to achieve outcomes. (5%)
  • Demonstrate an ability and willingness to challenge the status-quo with a no blame culture and encourage people to learn from their mistakes. (5%)
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. Question 2019-07-12-88EYRQ: "buyers cannot exclude prospective suppliers for not holding a security clearance. If buyers will require a security clearance, they will have to sponsor the supplier when they are awarded the contract."
Based on this, please can the authority confirm that:
(1) Given the DOS framework mandates buyers cannot discriminate against suppliers without current clearance, they will sponsor clearances as required.
and;
(2) That whether or not a supplier holds security clearance will have no bearing on the Authority’s decision whether to award the contract to that supplier.
SC clearance is required; ideally this will be in place already (or an existing clearance can be confirmed) for an immediate start. You can read the process for getting security clearance at:
https://www.gov.uk/guidance/security-vetting-and-clearance#contractors-and-consultants

If the winning supplier is not SC cleared at the time of award the Authority will sponsor.
2. Our lead would be unable to commute to Andover on a daily basis, would the authority consider him being based at Corsham please?
In order to provide effective management of the team, the lead will be required to work on site in Andover for a minimum of four days per week (Monday to Thursday) unless travelling to other MOD sites as listed on the advert.
3. What is the budget range or maximum available budget for this project?
Funding approvals have not yet been obtained, however, this should be completed by the end of next week. Following the approval, in order to obtain VfM, the Authority wishes not to divulge this information.
4. Please can you advise if the recent deep dive was supported by external contractors.
Yes. Actica & CGI Contract expires 31 March 2020.
5. Please can you advise whether the existing independent contractors are from a single supplier. Are there incumbent suppliers in the programme?
See CQ 4 response above.
6. Will the marks from Stage 1 (shortlisting) be carried forward to the 2nd Stage as indicated by the percentages allocated to each?
Confirmed. All suppliers will be informed of their score awarded from Stage 1. Suppliers successful at Stage 1 will have their scores forwarded to the next stage. The total highest score of all stages combined (Essential Skills / Written Proposal / Cultural Fit & Price) will determine the most economical advantageous Tenderer and will be awarded the contract (subject to value and approved funding).
7. What is the size and make-up of the current contractor team in relation to this programme?
The current contractor team has flexed in accordance with the deliverables and expertise required to fulfil the contract. At its max, there were seven. However, this SOR requests different deliverables so direct correlation of requirements is not advised.
8. What do you envisage the size of the supplier team under this contract?
See CQ7
9. Do you envisage the contracted team to have its own internal governance structure, or will it be working within an existing MOD governance and team structure?
The contracted team will be expected to report to a civilian line manager within the Programme team. However, it is anticipated that internal structure will also exist within the contracted team to ensure an escalation route and focused communication chain.
10. In relation to the new programme, what permanent customer team roles would we be working with?
As above, however it may be that specific Authority roles will be allocated or best placed to engage on specific deliverables.