Awarded to Deloitte LLP

Start date: Monday 28 June 2021
Value: £1,980,180
Company size: large
DLMC - Army HQ

701329375 - Provision of DLMC Design Partner

12 Incomplete applications

7 SME, 5 large

12 Completed applications

6 SME, 6 large

Important dates

Published
Wednesday 17 March 2021
Deadline for asking questions
Wednesday 24 March 2021 at 11:59pm GMT
Closing date for applications
Wednesday 31 March 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Summary of the work
The customer is looking for a Design Partner to provide a suitably SQEP team to undertake discovery and Alpha activities to identify evidence and establish confidence in the recommended solutions they identify. The Partners outputs will help inform business case(s) seeking approval for the development phase(s).

Cyber-Risk-Assessment-Reference is RAR-VZTB2N9N (Low)
Latest start date
Monday 28 June 2021
Expected contract length
2 Years plus a 6 Month Option Period (If required)
Location
South East England
Organisation the work is for
DLMC - Army HQ
Budget range
The Authority will not be releasing the Budget for this requirement to ensure VFM is achieved via competition.

About the work

Why the work is being done
DLMC is a Pan-Defence Digital Transformation Programme to deliver a modern, integrated learning and management capability to supersede two legacy systems: TAFMIS and DLE.
The Programme needs to establish a DLMC Service Design for implementation that enables a Pan-Defence Digital Transformation. A Programme architecture function already exists and the service design partner will need to work alongside this function and the Programme team to develop a high level service design.
Problem to be solved
The Service Design Partner (SDP) is to develop the detailed design (Business, Information and Technology) for DLMC, with evidence to demonstrate that meets Defence’s needs for Learning Management and Delivery Information Services. This requirement will be an Output Deliverable and deemed outside of the scope of IR35.

IF YOU REQUIRE A COPY OF THE STATEMENT OF REQUIREMENT PLEASE E-MAIL: Toni.Prince177@mod.gov.uk

To Note: The Technical Evaluation (75%) will be divided as follows:

- Essential Skills and Experience - 22%
- Nice-to-Have 3%
- Proposal Criteria 33%
- Cultural 7% Plus Social Values 10%
Who the users are and what they need to do
• 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 Programme conducted an initial “programme” level Discovery/Alpha phase in 2018 which provided a High-Level Solution Design and a summary of DLMC’s digital services.
A Design Authority team has been created to work alongside the Programme team and approvals have been received to move to the Design phase.
Existing team
The selected Partner will be working with MOD Crown Servants and other contractors already engaged on the programme alongside those delivering live services in both Andover and Corsham.
Current phase
Discovery

Work setup

Address where the work will take place
Army Headquarters, Andover, SP11 8HT
Working arrangements
Partner team to work predominantly remotely with regular online meetings between Programme team, contractors, civil servants as required to maintain traction and collegiate approach. Intention is to provide MODNet access.
The Partner will need to work closely alongside existing teams in Army HQ and Defence Digital, MOD Scrutiny, GDS, the user community to deliver the required outputs.
The supplier may need to provide its own end-device equipment for prototype work.
Expenses are to be in accordance with MOD Statement of Business Travel Guide. Costs will not be paid to and from the normal place of work.
Security clearance
SC clearance is required; ideally this will be in place already for an immediate start. You can read the process for getting security clearance at:

https://www.gov.uk/government/organisations/united-kingdom-security-vetting

If the winning supplier is not SC cleared at the time of award the Authority will sponsor.

Additional information

Additional terms and conditions
DEFCON 5J - Unique Identifiers, DEFCON 76 - Contractors on site, DEFCON 129J - Electronic business Delivery Form, DEFCON 513 - Value Added Tax, DEFCON 516 - Equality, DEFCON 518 -- Transfer, DEFCON 531 - Disclosure of Information, DEFCON 534 - Subcontracting/Prompt Payment, DEFCON 537 - Rights of Third Parties, DEFCON 539 – Transparency, DEFCON 550 - Child Labour/Employment Law, DEFCON 566 - Change of control of contractor, DEFCON 642 - Progress meetings, DEFCON 658 - Cyber, DEFCON 694 - 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 recent experience (within last 2 years) of developing digital service designs for learning solutions, including planning, transformation, integration and transition. (3.5%)
  • Demonstrable recent experience (within last 2 years) of successfully planning and architecting, a digital solution within a complex user needs environment. (3.5%)
  • Demonstrable recent experience (within last 2 years) of applying the Technology Code of Practice & Service Standards. (3.0%)
  • Demonstrable recent experience (2 years) of undertaking user research that balances both business and end user needs within a complex organisation, with stakeholders at all levels and seniorities. (2.0%)
  • Demonstrable recent experience (within last 2 years) of planning successful data and application strategy/approaches from legacy to new solution (2.0%)
  • Demonstrable recent experience (within last 2 years) of designing solutions that co-exist with other systems. (2.0%)
  • Demonstrable recent experience (within last 2 years) of assessing: benefits, drawbacks and implications of different technology strategies (e.g. re-use solutions, COTS, build and development of other open-source/bespoke solutions). (2.0%)
  • Demonstrable recent experience (within last 2 years) of developing prototype solutions and how these were tested and assessed as ready for beta development. (1.0%)
  • Demonstrable recent experience (2 years) of working with crown servants to provide knowledge transfer opportunities and respond to requests for upskilling in specific areas aligned to agreed ouputs. (1.0%)
  • Demonstrable recent experience (within last 2 years) of managing changing priorities when delivering outputs. (1.0%)
  • Demonstrable recent experience (within last 2 years) of building security into designs and solutions from the outset. (1.0%)
Nice-to-have skills and experience
  • Demonstrable recent experience (within last 2 years) of analysing and identifying work packages required to inform a technical road map. (1%)
  • Demonstrable recent experience (within last 2 years) of the replacement of legacy solutions on an incremental basis. (1%)
  • Demonstrate recent experience of Defence Digital (DD) and MOD approvals processes including providing evidence to support Business Case approval, working with Scrutiny and Assurance communities. (1%)

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Provide a summary of your proposed solution and a high level plan including an understanding of workpackage / sprint content ensuring the quality of outcomes and artefacts produced (18%).
  • Outline your exit plan and how you will ensure sufficient, quality documentation is provided to allow delivery of your design. (7%)
  • Identify the risks and dependencies associated with this requirement and potential mitigation (3%)
  • Provide core team structure and CVs of team members, showing how the team fulfills the essential skills requirements. (2%)
  • Explain how you plan to mobilise the team quickly and retain key resources for the duration of the contract (1%)
  • Evidence your ability to flex up and down resources to meet the demand of the project during different phases, whilst ensuring quality and consistency (1%)
  • Evidence your commitment to quality of the deliverables, outcomes and experience of the resources, and rapid remediation/replacement if an issue occurs (1%)
Cultural fit criteria
  • Evidence of working across a wide range of disparate stakeholder groups to ensure successful outcomes on behalf of the Authority. (3%)
  • Evidence of how you communicate effectively with users, assurance entities and service delivery agents to solve issues amongst complex integrations. (2%)
  • Evidence of flexible, “can-do” collaborative attitude and ways of working, with a no blame culture embraced within a multi-vendor delivery environment. (1%)
  • Evidence of a willingness to take ownership of problems and issues at their own initiative to ensure a successful outcome. (1%)
  • Social Value – Describe how you will consider equality and diversity in the provision and operation of services. (5%)
  • Social Value – Demonstrate action to identify and manage cyber security risks in the delivery of the contract including in the supply chain. (5%)
Payment approach
Capped time and materials
Additional assessment methods
Evaluation weighting

Technical competence

58%

Cultural fit

17%

Price

25%

Questions asked by suppliers

1. Could the Authority share if there is a current incumbent providing this service?
Approvals have recently been received to allow design work to commence. There is therefore no-one currently providing this service.
2. Who’s in the incumbent and how long they have been the incumbent?
N/A - see response to question 1.
3. Who’s on the panel?
There will be representatives from the Programme and the delivery organisations on the panel.
4. Would the authority please be able to share an indicative budget for this work?
Budget Range: £3M - £5M
5. Will participation in DLMC Design Partner exclude us from delivery later in the programme?
There will be further approvals required prior to moving into delivery. Delivery will be managed via a separate, fair and open competition. In order to protect the Authority any successful bidder will be required to agree and sign NDAs for future requirements. (If required)
6. Please confirm whether the scope of this opportunity falls inside or outside IR35.
As advertised, this opportunity falls outside the scope of IR35.
7. Will there be any restrictions on the successful supplier bidding for future work on this initiative beyond this initial planning exercise?
See response to question 5.
8. Is this opportunity outside of IR35?
See Response to question 6.
9. Will the successful DLMC Design Partner be precluded from applying for any of the follow-on work in Tranches 1, 2 or 3?
See response to question 5.
10. Has a service owner within the business been identified?
By the nature of a pan defence programme no single service owner has been appointed and instead the responsibilities are mapped into the existing governance structures
11. Has a product manager been identified?
By the nature of a pan defence programme no single product manager has been appointed and instead the responsibilities are mapped into the existing governance structures
12. Has any pre-discovery work been done to help set a succinct problem statement for the discovery?
As outlined in the SOR, high level discovery activity has already taken place and eight business services outlined. These have been supplied. The discovery and alpha phase is to build on this identifying more detailed user stories/journeys and identifying potential solutions.
13. Are there existing programme delivery methods we need to dock into?
There are existing delivery organisations and approaches which will need to be engaged / collaborated with and the programme has implemented and is continuing to develop agile working practices and methods and expects the supplier to engage with us proactively.
14. Are users defence wide? (Tri-service)
Users are from all TLBs including civilians.
15. How will the authority ensure a fair competition with suppliers who may have worked on legacy DLMC systems or the recent discovery programme?
There are commercial mechanisms in place which mean providers already involved in DLMC may not be involved in transferring knowledge to colleagues within their organisation which could assist with informing / drafting bids.
16. Can you share information about ” Support the delivery of the Defence People Strategy”
Down selected Bidders taken forward to the Proposal Stage can request a copy of the Defence People Strategy if required.
17. When do you expect to notify down selected bidders?
It is anticipated down selected bidders will be informed week commencing 12 Apr 21.
18. Confirm that Contractors engaged in Service Design are not excluded for Beta/Procurement participation?
See response to question 5.
19. Will the successful partner also be able to bid for the beta work?
Please refer to question 5
20. Please could the Authority confirm if there is an incumbent supplier still supporting the DLMC Programme “initial “programme” level Discovery/Alpha phase” and/or the current “Design Authority team”?
There is a current incumbent supporting the Programme team who supported the initial phase and are presently providing support to the Design Authority Function.
21. Will the successful partner also be able to bid for the beta work?
See response to question 5.
22. Do you have a preference for use of the MOD AWS or Azure MODCLOUD solutions?
The choice of Platform is to be considered as part of the Design work the Partner is to deliver.
23. Can you please share the high-level solution design that was provided by the initial programme discovery?
Please refer to Para 18 of the Statement of Requirement (If you have requested a copy, if not, please submit an email request)
24. Demonstrable recent experience (within last 2 years) of designing solutions that co-exist with other systems” – When you say co-exist do you mean integration or running in parallel with other systems?
Both
25. Is there a draft of the Service Delivery Organisation Operating Model Design available for review?
The Operating Model Design sits within a Delivery Strategy Document which can be shared with down selected Bidders taken forward to the Written Proposal Stage.
26. Could you please provide a Security Aspects Letter (SAL) for this project at the same time as inviting shortlisted bidders to the 2nd Stage of the tendering process (Written Proposal)?
A draft Security Aspects Letter if required can be submitted to down selected Bidders at Written Proposal Stage.
27. Is the interface with Collective training (outputs/outcomes) defined and are dependencies articulated?
There are collective training initiatives across the commands. DLMC has engaged with all and drafted dependency agreements where consensus has been reached.
28. How are the Benefits and Requirements managed, interlinked and measured?
Work is ongoing to develop benefits maturity and mapping to emerging agile requirement detail.