Awarded to tlmNexus Ltd

Start date: Monday 1 November 2021
Value: £622,999
Company size: SME
Ministry of Defence, United Kingdom Military Flying Training System (UKMFTS)

Provision of a Logistic Information System / Information Management System for Hawk T1 Aircraft

9 Incomplete applications

8 SME, 1 large

12 Completed applications

10 SME, 2 large

Important dates

Published
Monday 22 March 2021
Deadline for asking questions
Monday 29 March 2021 at 11:59pm GMT
Closing date for applications
Monday 5 April 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Summary of the work
The United Kingdom Military Flying Training System (UKMFTS) requires an Information Management System (IMS) to operate and maintain airworthiness of their Hawk T Mk1/1A fleet. The system must manage lifing, configuration control and maintenance schedule for the platform and its components, including engines.
Latest start date
Monday 1 November 2021
Expected contract length
24 months, with an optional extension of up to 6 months (if required).
Location
No specific location, for example they can work remotely
Organisation the work is for
Ministry of Defence, United Kingdom Military Flying Training System (UKMFTS)
Budget range
It is estimated that the work can be delivered within the budget range of £300,000 - £500,000 per annum.

About the work

Why the work is being done
The United Kingdom Military Flying Training System (UKMFTS) requires an Information Management System (IMS) to operate and maintain airworthiness of their Hawk T Mk1/1A fleet. The system must cover fatigue index calculations and capture flying hours and cycles of components, airframe and engines. It must also provide configuration control for engineering instructions and modifications, and scheduled maintenance.
Problem to be solved
The current IMS is obsolescent and will be out of support on 31 Oct 2021; however the Hawk T Mk1/1A has an OSD of 2030 and continuity of service is crucial for continuity of Hawk operations. There is an Air-safety requirement to have a replacement IMS in place, with supporting accreditation and safety assessment, before the current IMS solution expires.

The replacement system will be used, accessed and operated at 10 sites (Mil & Civ) for potentially up to circa 65 Hawk T Mk1/1A airframes operated at front line through to depth maintenance and storage. A final figure on number of aircraft to be transferred is yet to be confirmed but is currently considered likely to be no more than 70.

The system must have appropriate security accreditation.

Target in-service-date (ISD) is 01 Nov 2021.
Who the users are and what they need to do
The UKMFTS Hawk Delivery Team and their staff are the primary users of this IMS. In addition secondary users at the front line commands (RAF/Navy), aircraft support and maintenance and the aircraft design authority (DA) have full use of the system. Different users will require different capabilities depending on role.

As the engineering authority, I need to approve the change to reference data to maintain airworthiness records.

As the maintenance data input user I need to be able to record life consumption data and update the scheduled maintenance and engineering instruction satisfaction.

As a configuration controller, I need to be able to amend any data input and create fleet-wide reporting metrics.

As a read-only user, I need to be able to view all recorded data and print reports.
Early market engagement
Any work that’s already been done
Existing team
You will be working with UKMFTS (United Kingdom Military Flying Training System), Defence Equipment & Support (DE&S) Delivery Team and Hawk Continuing Airworthiness Organisations.
Current phase
Live

Work setup

Address where the work will take place
The work will be carried out remotely. The Hawk Delivery Team is based at MOD Abbey Wood, Building 1300. System users are based at RAF Valley, RNAS Culdrose, Boscombe Down, RAF Scampton, RAF Leeming, Farnborough, Brough, Filton (Bristol), and RAF Shawbury.
Working arrangements
The supplier will work remotely, with periodic travel to sites for maintenance as required. A monthly review will be conducted virtually, and a quarterly face-to-face review at one of the sites listed above or the supplier's location.

It is anticipated that remote support should be available 5 days / week, during normal office hours.

Development of the system and its usage will be conducted at OFFICIAL.
Security clearance
Preference for contractors to already hold SC clearance, however we would be willing to sponsor the SC clearance process at the supplier's expense.

Additional information

Additional terms and conditions
Suppliers must use or be prepared to sign up to the Authority's Purchase to Payment Tool called CP&F.

Travel and Subsistence must be included in the fixed price.

Payments will be in monthly/quarterly in arrears and aligned to deliverables.

A Security Aspects Letter (SAL) will be issued.

Further defence- specific contractual conditions will apply and will be provided to the winning bidder.

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
  • Have a proven track record in delivering an information management system, including case studies (2%)
  • Demonstrate excellent competence in ensuring solutions are fit for purpose (2%)
  • Demonstrate excellent competence in providing handover training and deployment support (2%)
  • Demonstrate excellent competence in building front-end applications to interrogate and view the database (2%)
  • Demonstrate excellent competence in data mapping/migration (2%)
  • Proven track record in delivering a flexible repairs service (2%)
  • Proven track record in ability to interface with other systems (2%)
  • Demonstrate experience of delivering successful business process design and change as part of systems delivery projects (2%)
  • Demonstrate experience of delivering technology-supported change that delivers clear benefit to an organisations' customers (2%)
  • Demonstrable evidence of ability to run agile teams remotely and collaboratively and manage geographically dispersed teams (2%)
Nice-to-have skills and experience
  • Demonstrate experience supporting a reactive environment and supporting technical customers/users (2%)
  • Provide evidence of delivering innovative ideas whilst ensuring the core needs are met (2%)
  • Provide evidence of innovative training delivery (2%)
  • Provide evidence of leveraging cloud-based technology (2%)
  • Provide evidence of working with security or defence organisations, or similar secure operating environments, within the last 5 years (2%)

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Describe your technical solution, including approach and methodology (25%)
  • Describe your training delivery proposal (5%)
  • Describe your timeframes for delivering the solution (5%)
  • Describe your proposed approach to transitioning / migrating from the current system on time (5%)
  • Confirm your team structure & organisational make up, and its suitability to the requirement (5%)
  • Describe key assumptions and exclusions (5%)
  • Describe your understanding of user needs and how these will be met (5%)
  • Describe how your solution drives efficiency measures and delivers value for money (5%)
  • Describe how system and data security will be delivered, including appropriate accreditation (5%)
  • Describe how risks and dependencies are identified and managed (5%)
Cultural fit criteria
  • be transparent and collaborative when making decisions and recommendations (10%)
  • take responsibility for their work (10%)
  • challenge the status quo (10%)
  • can work with clients with low technical expertise (10%)
  • work as a team with our organisation and stakeholders (10%)
  • seek to find improvements in all aspects of work including system and service design (10%)
  • have a no-blame culture and encourage people to learn from their mistakes (10%)
  • share knowledge and experience with other team members (10%)
  • work effectively as part of an integrated, yet distributed, team (10%)
  • ability to manage the wellbeing of your team including safe working practices during the Covd-19 pandemic (10%)
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

10%

Price

25%

Questions asked by suppliers

1. Please share detailed scope of work.
Thank you for your question. All details required to apply for the shortlisting phase should already be present. Please ask more specific questions if there are any individual areas that require clarity.
2. The submission date for the initial response is on the Easter Monday Bank Holiday, and the preceding Friday is also a public holiday. Would the Authority consider extending the submission deadline?
Thank you for your question. The submission dates for applications aren't able to be changed at this stage.
3. Can you confirm the latest start date for the work please? The published opportunity stated Monday 1 November 2021, but this also appears to be the date you need the new service to go live.
The new supplier must be able to start work no later than 1 Nov 2021. It is expected that there will be a transition period following contract start to account for data migration and other setup services leading to initial operating capability (IOC). IOC means migration of the active fleet (~40 aircraft) to the new system, and should occur within 4 months of contract start, and no later than 31 Mar 2022. Full fleet migration i.e. including stored aircraft, should occur within 6 months of contract start. The timeline and approach for this should be built into your proposal.
4. Are you anticipating this to be a bespoke service tailored to your needs, or an off-the shelf system?
The Authority is open to all viable solutions.
5. Is there an incumbent supplier? If so, can you advise who this is please?
Yes there is an incumbent supplier. The Authority declines to disclose who this is at this stage of the application process.
6. One of the essential skills/experience is “Proven track record in delivering a flexible repairs service “. Can you clarify what you mean by this please? Does “flexible repairs service” mean how we respond to issues and bug fixes etc.?
Yes - a proven track record of responding to, investigating and resolving issues.
7. Please provide the number of users and number of locations that need to access the IMS for Hawk T1.
The locations are specified in the advert. Exact User numbers are not known at this stage however it is expected to be circa 70 (35 Read/Write and 35 Read Only).
8. Please provide details of the database that the current IMS data reside in (eg name of technology/product, version number, support currently for accessing/manipulating data.
The Authority declines to disclose these details at this stage of the application process.
9. Please provide details of preferred architecture for solution eg Containerisation, Database, Security requirements
Preferred solution architecture is a Database. LIS Security should meet the requirements of JSP 440 - Defence Manual of Security, Resilience and Business Continuity.
10. Please provide some more detailed about expected migration timeline from contract award to Initial Operating Capability.
Please refer to the response to Question 3 above.
11. Please can you confirm if the stated budget range is intended to cover the development of the new system, data migration and other setup services leading to IOC and ongoing support of the new system for the remainder of the 2 year contract period?
The stated budget range is per annum, inclusive of any elements of setup/migration required, followed by delivery of the service and on-going support. It is expected that the cost breakdown for these different elements will be provided at the proposal stage.