This opportunity is closed for applications

The deadline was Monday 30 November 2020
Ministry of Defence; Defence Digital

DD/IT/SVCS/010 - OSM P3M & Technical Support Implementation

8 Incomplete applications

7 SME, 1 large

10 Completed applications

4 SME, 6 large

Important dates

Published
Monday 16 November 2020
Deadline for asking questions
Monday 23 November 2020 at 11:59pm GMT
Closing date for applications
Monday 30 November 2020 at 11:59pm GMT

Overview

Summary of the work
Core P3M support to OSM Programme and Technical Support (e.g. deign reviews) to secure delivery of ITSM tooling and SPOC replacement. P3M and RAIDO support to EPMO standards of project workstreams, using existing schedules, ARM, ADAM registers, etc.

Short listed suppliers to be provided more information to inform subsequent submissions.
Latest start date
Monday 15 February 2021
Expected contract length
The contract will expire 31.03.2022, pending financial approval there will be 3x3 month options.
Location
South West England
Organisation the work is for
Ministry of Defence; Defence Digital
Budget range
£3.8m ex VAT (that includes a LoL for T&S of £50k for the duration).

The option periods (if invoked) will be subject to additional funding approvals.

About the work

Why the work is being done
The OSM programme and the Service Centre (FOSM) were created to replace aspects of ATLAS. We need to deliver the solution and DD-SDO activities to create the OSM solution. OSM P3M Core & Technical Support – Implementation provides;

• Continued secure delivery of the OSM programme
• Ensure confidence that implementation of the Service Centre and exit from the incumbent is achieved in time
• Provides resources to support the P3M Support (Management and Control layers) to build and maintain delivery momentum and meet the OSM plan milestones
• Reduced risk and greater coherence in the disaggregation of ATLAS services and onboarding new MSPs.
Problem to be solved
The OSM Programme has been running since 2018. The provision of P3M & Technical support to the programme are key requirements to secure delivery. The programme is in-flight and has comprehensive plans, risk and dependency logs, governance models, etc. along with a rich mix of suppliers and technical specialists. The new P3M & Technical Support supplier will be required to work collaboratively with the existing programme team and use and build on existing artefacts and structures, to maintain momentum, continuity and ensure successful delivery.
See clarification question for further detail on new supplier SQEP/Role requirements and scope of work.
Who the users are and what they need to do
The Users and their needs;
• The programme team leads and SMEs, needing P3M services, RAIDO support, scheduling support, progress tracking support, etc.
• The programme management team, needing an understanding of the P3M position, project status and progress against time, budget and deliverables, risk and opportunity position, dependencies, etc.
• The Governance board structures (1*, 2* and 3*), the EPMO and the wider stakeholder community, needing summary and highlight status reports, both through the EPMO reporting and ad-hoc.
• Wider stakeholder audience, needing status and engagement
• Technical support to the programme and to technical governance boards, to support design reviews, design coherence, etc.
Early market engagement
Any work that’s already been done
A Cat-A procurement project has run a competition and secured Main-Gate approval to contract for a new Service Centre supplier; Capgemini. The OSM programme has set up the enabling work for business change and Authority tooling. The P3M and Technical support to the DD-SDO OSM Programme must build on this existing work to secure delivery of ITSM tooling and SPOC replacement project, providing P3M and RAIDO support to EPMO standards of project work-streams, using existing schedules, ARM and ADAM registers, etc.
Existing team
Civilian, Military and contractors within the OSM Programme team and other stakeholders across defence, such as the ASDT team, Security Accreditation, the OSM BAU Run team, GOSCC, EMPO, etc. Specifically, you will work collaboratively with five roles continued from the incumbent supplier; OSM Programme Continuity, OSM Programme Technical Continuity, Service Centre Implementation Continuity, Service Centre Technical Continuity and Project Controls Continuity, along with Crown Servant leads and Programme Manager and other delivery partners, contracted to supply specific deliverables and SQEP.
Current phase
Beta

Work setup

Address where the work will take place
Defence Digital, Building 405, Westwells Road, MOD Corsham, SN13 9NR
Working arrangements
The Programme is run from MoD Corsham, however due to COVID, most activity is carried out remotely and you will be expected to provide a team capable of working remotely. There will be occasions when team members will need to visit MOD Corsham, for collection and return of badges, laptops, etc. and for specific meetings &/or workshops.

T&S pre-approved for visits to other sites, such as Main Building; very little travel anticipated.
Security clearance
SC clearance as a minimum must be in place prior to each individual starting work on the contract due to the projects the individuals are required to work with.

There is no requirement for DV clearance.

Additional information

Additional terms and conditions
No Company laptops that are not MOD authorised for use at Official Secret. No personal laptops.

T&S must be pre-approved. T&S is paid when the Authority require you to visit other sites and will be paid in accordance with MoD Civilian Policy, T&S will not be paid for travel to Corsham.

T&S will be paid based on receipted actuals and in compliance with MoD Policy, no other expenses are permitted.

Suppliers must use the Authority’s Purchase to Payment Tool called CP&F.

IR35 does NOT apply.

A Security Aspects Letter (SAL) will be issued.

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
  • Demonstrate, with evidence, your organisation’s experience of successfully delivering complex projects to the APM BOK 7 methodology
  • Demonstrate, with evidence, your organisation’s experience of successfully delivering P3M capability and support to existing in-flight project teams in a pragmatic and constructive manner
  • Demonstrate, with evidence, your organisation’s experience of successfully delivering Service Desk transition in a large / complex organisation
  • Demonstrate, with evidence, your organisation’s experience of managing Risks, specifically determining the material programme risks and identifying mitigation actions and actively managing the mitigations
  • Demonstrate, with evidence, your organisation’s experience of delivering governance reporting to Senior Management boards, both through systems of record and through unstructured narrative
  • Demonstrate, with evidence, your organisation’s experience of successfully delivering Technical Support capability to existing in-flight project teams in a pragmatic and constructive manner
  • Demonstrate, with evidence, your organisation’s experience of providing Technical Support to an ITSM project relying on both ITIL and SIAM constructs
  • Demonstrate, with evidence, your organisation’s experience of facilitating design workshops, conducting design reviews, reviewing plans for completeness, ensuring design coherence, etc.
Nice-to-have skills and experience
  • Demonstrate, with evidence, your organisation’s experience of successfully delivering complex projects in a UK Government context
  • Demonstrate, with evidence, your organisation’s experience of successful delivery of a complex ITSM programme relying on SIAM constructs in UK Government setting
  • Demonstrate, with evidence, your organisation’s experience of implementing Cabinet Office guidance to exit and dis-aggregate monolithic outsource contracts in a UK Government setting

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Demonstrate experience and a proposal of how you will successfully and rapidly build up a new team and on-board them to an existing in-flight development programme
  • Demonstrate that the teams applied will have appropriate security clearance upon joining
  • Demonstrate a credible plan of how you propose to rapidly on-board a team with remote working and limited face-to-face contact
  • Demonstrate experience and a proposal of how you will successfully deliver Service Desk transition and support to an existing in-flight project delivery team
  • Demonstrate how your approach recognises and minimises risk and disturbance to the existing programme, and how your approach maintains the momentum of existing delivery plans
  • Demonstrate experience and a proposal of how you will successfully deliver P3M capability and support to the existing in-flight project teams
  • Demonstrate experience and a proposal of how you will successfully deliver Technical Support capability to the existing in-flight project teams
  • Demonstrate experience and how you will deliver effective risk management, specifically determining the material programme risks and identifying mitigation actions and actively managing the mitigations to good effect
  • Demonstrate experience and a proposal for the successful delivery of timely and effective governance reporting to Senior Management boards, both through systems of record and through unstructured narrative
  • Demonstrate experience and a proposal of how you will provide effective Technical Support to a Service Desk transition programme
  • Demonstrate that your team consists of fully trained, qualified and experienced technical specialists on Service Desk transitions, MSPs and Service Architecture, in support of this work
  • Demonstrate that your team is suitably qualified and experienced to hit the ground running and deliver the P3M and Technical Support requirement with minimal supervision
Cultural fit criteria
  • Describe how you will work with our existing teams, artefacts and processes, getting the most from them, avoiding installing new approaches
  • Describe how you will provide support in a constructive, collaborative and insightful manner, without “laying down the law” within our project
  • Describe how you will provide support, coaching and mentoring to members of our Team
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

5%

Price

35%

Questions asked by suppliers

1. Please can you specify what Technical Support will include in regards to this contract?
Support to the team regarding the technical issues and questions that arise in such a programme – such as facilitating design workshops, conducting design reviews, reviewing plans for completeness, working with other SMEs on the programme, helping to ensure design coherence across the Authority Designs, the Service Desk provider and MSPs, etc.
2. Please can you provide an indication of the timelines for the next phase(s) of the procurement, in particular your expected timescales for submission of proposals and presentations.
The timelines for this requirement are racy.

Stage 1 feedback for all bidders, and proposal documentation for shortlisted bidders will be provided on 04 December 2020.
Presentations for this requirement will take place w/c 11 January 2021.
3. Given the Capped Time and Material, please can you provide further details of how the pricing / rate card information needs to be presented in the proposal.
Rate cards allowing us to see how your pricing is made up, will form an Annex to the proposal document and will not be included in the word limit. The Authority require both a priced and un-priced copy of your proposal.
4. Is there an incumbent, will they be applying?
The current provider is PA Consulting Services Limited, I have not discussed this procurement with them so can not advise on whether they will or will not be tendering.
Defence Digital operate fair, open and transparent tender processes, and bids are assessed purely on the information provided at each stage of the process.
5. Is MOD able to SC clear team members who do not currently hold that level of clearance?
The Authority will not be able to provide SC Clearances. SC must be in place prior to and for the duration of the contract.
6. How should we structure our 100 word answers to make our evidence as clear and focused as possible?
Please structure each answer to provide evidence of experience using the ‘STAR’ technique. ‘S’ Situation (set the scene), ‘T’ Task (describe the purpose), ‘A’ Action (explain what your organisation did), ‘R’ Result (share the outcome).
7. Are there specific supplier job roles that are required or is it up to us to propose these roles?
Suppliers down-selected to Stage 2 will be required to structure their proposal around the provision of the following job roles/functions:
P3 Core Support:

• 1 x FTE (Full Time Equivalent) Dependency Management – 15 Feb 2021 to 31 Dec 2021 (Maximum 220 Days)

• 1 x FTE Benefits Reporting & Realisation – 15 Feb 2021 to 31 Mar 2022 (Maximum 280 Days)

• 1 x FTE RAIDO / Risk Management - 15 Feb 2021 to 31 Mar 2022 (Maximum 280 Days)

• 2 x FTE Scheduling – 15 Feb 2021 to 30 Sept 2021 (Maximum 159 Days)
8. Are there specific supplier job roles that are required or is it up to us to propose these roles?
Part 2 -

• 1 x FTE Scheduling – 1 Oct 2021 to 31 Mar 2022 (Maximum 124 Days)

• 1 x FTE Project monitoring, review & reporting - 15 Feb 2021 to 31 Dec 2021 (Maximum 220 Days)

• 1 x FTE Take-On Project Manager- 15 Feb 2021 to 31 Sept 2021 (Maximum 159 Days)

• 1 x FTE Capability Build Project Manager - 15 Feb 2021 to 31 Dec 2021 (Maximum 220 Days)

• 1 x FTE Transition Office Project Manager - 15 Feb 2021 to 31 Mar 2022 (Maximum 280 Days)
9. Are there specific supplier job roles that are required or is it up to us to propose these roles?
Part 3

• 1 x FTE People Change Project Manager - 15 Feb 2021 to 31 Mar 2022 (Maximum 280 Days)

Technical Support:

• 1 x FTE Technical Specialist (Service Desk) - 15 Feb 2021 to 31 Sept 2021 (Maximum 159 Days)

• 1 x FTE Technical Specialist (MSPs) - 15 Feb 2021 to 31 Sept 2021 (Maximum 159 Days)

• 1 x FTE Service Architect - 15 Feb 2021 to 31 Dec 2021 (Maximum 220 Days)
10. Please can you confirm how you propose to evaluate the pricing element of the proposal.
You are to list each of the specific roles we have published in the CQs above and provide your day rate for each role. We will then take the day rate and multiply by the maximum days for that role (as published) and add them all together to give us your overall price.

T&S will NOT be taken into account when we evaluate the price element of your bids.
11. We note that this requirement is identical to the one previously published in the summer (DD/IT/SVCS/003 – OSM P3M Core & Technical Support – Implementation). Is the Authority able to clarify why this requirement has been republished?
The Authority has redefined the requirement.
12. The opportunity states – "No Company laptops that are not MOD authorised for use at Official Secret."

Is this Official or Secret?
It was a typo. It should have read "Official Sensitive" and not "Official Secret"
13. For the roles specified, it is open to supplier interpretation as to what level of seniority/skills-level is required. Are you able to provide SFIA-like mappings, so that there is a common interpretation of the requirement and a level playing field?
The reality of this requirement is that it requires a very blended team, it is up to the bidders to determine where the skills and expertise of their team lie. There is no requirement for everyone to be ‘Expert’ level.
14. Please can you specify how the pricing information should be provided in the Proposal, and whether it should include a full SFIA rate card?
Your pricing should be clearly laid out as an annex to your proposal in a table; Role & Day Rate.

Providing SFIA rate cards is not a requirement,
15. What are your expectations in terms of handover activities from the incumbent supplier? Will there be a handover period, or will the winning bidder mobilise based on previously delivered artefacts and engagement with Authority personnel.
There will be engagement with authority personnel and the new team MUST work with existing artefacts. There is a continuity team appointed to assist with the transition of any incoming supplier.
16. Please can you confirm that 3 Case Studies will be required, using the standard (350 word) template?
That is correct.
17. Please can you confirm that the Work Histories will be required for each specified role, with the standard template (3 x 500 words)?
That is correct.
18. What is the planned Deadline for the Proposal Submission date (for short-listed bidders)?
The proposal deadline will be 1700hrs on 11 December 2020.
19. Given there is a need to respond close to the Christmas break could the Authority release the proposal templates early?
Shortlisted suppliers will be issued the proposal template on 04 December 2020.
20. For a supplier new to the programme, it is hard to determine which roles require more experienced practitioners to upskill/transfer knowledge vs carry out P3M day to day roles, please can you provide any further guidance? It would appear from the description and our basic understanding of the programme that a number of the roles need to be more experienced (e.g. SFIA Level 5/6).
The team required will be blended between SFIA level 2-5, the majority of roles we envisage would be at level 3-4.
21. Will there be an opportunity to raise any further CQs once the down selected bidders receive the proposal templates?
Due to the timescales of this requirement, there will be a small window of opportunity to ask further CQs during stage 2.
22. If bidders submit a team (set of work histories) that are not deemed to be experienced enough for the requirement could the bid be determined to be non-compliant?
We are looking for you to propose a team of suitably qualified people, the proposal will take into account your team structure and will provide us with the confidence that the balance across your team is suitable to deliver the requirement.
23. Please can you clarify the scope/seniority of the PM roles (e.g. Take-On PM). For example, will the emphasis of these roles be on project management skills to support an Authority Lead in the specific areas, or will they be leadership roles requiring more seniority and expertise (higher SFIA Level) relevant to the area?
Please see the response to CQs 20 & 22.
24. How much will continuity influence your decision in your choice of supplier?
We are looking for the provider that can demonstrate they meet the specified criteria and provides the best value for money solution for the requirement. Therefore, all suppliers will be judged solely on the basis of their bids, continuity will NOT be a factor in the evaluation.
25. If there are contractors engaged in the current service (i.e. non-permanent employees with PA Consulting), do the MoD's contract allow these contractors to transfer to the new provider in the interests of continuity?
There is no expectation that such a transfer would be necessary, should you wish to pursue this matter any further, is not a decision that the Authority would be involved with.