Ministry of Defence, Information Systems & Services

ISS Matrix Managed Planning Service

Incomplete applications

5
Incomplete applications
5 SME, 0 large

Completed applications

17
Completed applications
14 SME, 3 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 5 April 2017
Deadline for asking questions Wednesday 12 April 2017 at 11:59pm GMT
Closing date for applications Wednesday 19 April 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Specialist role Programme manager
Summary of the work The role is aimed at experienced planners and involves developing and actively managing plans and schedules across the ISS Portfolio and its constituent projects and programmes. Experience in MS Project (EPM) is essential, recent/relevant experience in the defence sector desirable. Expected to spend time providing knowledge transfer and upskilling staff.
Latest start date 05/06/2017
Expected contract length Expiry will be 22nd December 2017, options included to extend up to a maximum of 2 years.
Location South West England
Organisation the work is for Ministry of Defence, Information Systems & Services
Maximum day rate The maximum paid (including agency fee's) will be £525 per day.
There will be no room to increase this rate due to budget constraints.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Early market engagement
Who the specialist will work with Planners will be the responsibility of the PMO, they will be deployed across our Project Teams working with a variety of Civil Servants, Military Personnel and contractors.
Planners are owned, managed and deployed by the PMO and will be tasked by project teams.
Planners will be moved around the organisation depending on priorities - this will be managed by the PMO.
What the specialist will work on You will be expected to 'hit the ground running' across the portfolio to develop and improve existing project plans using EPM 2013 to ensure consistency and coherency is provided. There will be a need to work with projects to produce deliverable plans which are fully resourced. You WILL be expected to provide monthly reports and MI to the PMO. Experience required of PBS/WBS, Critical Path Analysis, IMS & Dependency Management.

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place There will be two locations of work;
2 Posts will be in Abbeywood, Stoke Gifford, Bristol, BS34 8JH
9 will be based in Corsham, Westwells Road, Corsham, SN13 9NR
Working arrangements 5 days a week (37 hours per week) within a bandwidth of 08:00 - 18:00 (hours to be agreed with individual teams). Individuals will be permitted to leave by 1500hrs on Friday. Individuals will be matrix managed and deployed across the organisation, they will be expected to attend fortnightly planning meetings with the MMPS PMO lead. No expenses will be paid, all the tasking will to be carried out on site there will be no 'OFF-SITE' working. All resources will be provided access to the organisation's IT system and no utilisation of personal or company laptops will be permitted.
Security clearance SC is required as a minimum due to the nature of the business being above Official. At least 4 planners will need to hold DV clearance and therefore we will be unable to take people with dual-nationality.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Planners will be required to provide monthly communications to the PMO.
Planners will be expected to spend a percentage of their time providing knowledge transfer and up-skilling staff through workshops and coaching / mentoring.
No company / personal laptops are permitted on site.

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Experience of managing project plans, tracking and report progress using MS Project (/ideally MS EPM) 20%
  • Understanding of the management of plans and schedules at different hierarchical levels through consolidation or using Integrated Master Schedules 10%
  • Experience in performing schedule risk and impact analysis with a detailed understanding of critical path analysis, schedule integrity and progress reporting 10%
  • Experience in developing and managing fully resourced schedules (including resource loading and levelling to actively manage workload and over or under allocations). 15%
  • Understanding of planning for technically complex large-scale IT projects and programmes 10%
  • Must have detailed understanding of standard project management principles and techniques (e.g. APM, MSP, Prince2, PMI). 5%
  • Understand dependency linking (int & ext dependencies) 5%
  • Recent and relevant experience in the defence sector 5%
  • Experience of applying Risk Management methods and principles 5%
  • Provide coaching to the project teams to enable them to work more effectively and with minimum direct planner support, hence improving overall efficiency 5%
  • Ability to make informed decisions using Management Information (MI) 5%
  • Knowledge of Agile Project Delivery 5%
Nice-to-have skills and experience

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many specialists to evaluate 3
Cultural fit criteria
  • Transparent and collaborative when making decisions
  • Have a flexible approach
  • Understand and acknowledge tha they are part of a managed service and are directed by a POC within the PMO
  • Ability to integrate and work as part of a team
  • Proactive rather than reactive
  • Highly motivated
Assessment methods
  • Work history
  • Interview
Evaluation weighting

Technical competence

65%

Cultural fit

5%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Could we clarify how many Planners you require and if SC Clearance is required, before commencement of the position? We require 11 planners.
2. Will the specialist be accepted if they hold Discloure scotland/BPSS and SC will be attained when the role is offered or you expect specialists to have the SC before submission. We expect planners to hold SC clearance before submission due to the short time we are offering this contract.
3. We have the ability to resource this request through another framework at preferential rates - are we able to bid through that framework ? Only DOS will be used for this requirement - please DO NOT cold call.
4. Does this fall outside of IR35? At this point in time this will fall inside IR35 until the compliancy has completed their checks using the HMRC tool.
5. Who should submit evidence? Evidence should only provided by bidders that can confirm yes to all Technical experience. Due to this post being for multiple individuals you are required to complete only 1 template but will be allowed to submit a maximum of 11 CVs per organisation.
6. Where and when do I submit my evidence? All responses MUST be received by the MoD Commercial Officer Natalie Maddox-Hussain by 23:59 on the 23rd April 2017 for this procurement. Responses after this time will not be considered.
You are required to email your CVs to Natalie.Maddox-Hussain238@mod.gov.uk copied to Bethan.jones175@mod.gov.uk
7. What format must Evidence be in? Evidence must be in CV format. CVs must be in WORD FORMAT ONLY and must not include day rates.
The CV file must be in the following format: ‘YYMMDD_CCT341_SUPPLIER NAME_Candidate Name_CV.
Responses in any other format will NOT be evaluated.
You are required to submit an excel spreadsheet with the following details for your candidates;
Name
Date of Birth
Day Rate
SC/DV Start Date
SC/DV End Date
SC/DV Reference Number
Car Make / Model
Car Colour
Car Registration
8. How many candidate CVs can bidders submit? Companies can submit up to 11 CVs.
9. What is the maximum number of pages of CV and Font Size? The maximum number of pages per CV is 4 sides of A4 in Arial, font size 12. Any CV which is longer than the specified limits will be truncated and only the [4] four sides of A4 will be evaluated.
10. Can bidders include Links within CV or embed or attached files to email submission? No. The response should be ‘self contained’ i.e. do not link to external information as it will NOT be evaluated. Do not ‘embed or attach’ files or other ‘objects’ within any of the documents or to your email response – they will not be opened (nor evaluated).
11. Will all responses automatically be evaluated? NO. THE AUTHORITY RESERVES THE RIGHT TO REJECT ANY RESPONSE WHICH IS HAS NOT FOLLOWED THE ABOVE INSTRUCTIONS OR IS OUTSIDE THE BUDGET ENVELOPE.
12. What is the procurement timescales for this requirement? The timescales are as follows;
2359hrs on 23rd April is deadline for CVs.
W/C 24th April will be sift
W/C 8th May will be interviews held in Corsham

If you have not been notified that your candidate has been successful in securing an interview by 1700 hrs Thursday 04th May 2017 presume this means your submission has not be taken forward.
13. What is the length of the contract? We hope that Planners will be in post by 22nd May (latest 05 June) and the contract will expire on the 22nd December 2017.
Funding pending we will offer the following options;
1) 02.01.18 - 31.03.18
2) 01.04.18 - 30.09.18
3) 01.10.18 - 31.03.19
14. Is there a current incumbent? We implemented a Managed Planning Service during Jan - Mar 17 with 9 planners, we are now growing this requirement and have no incumbents left in post.
We are looking to obtain the best the market has to offer and all candidates will be treated equally.
15. What tool is currently being used across ISS? We are using EPM 2013.
16. Other than EPM what other tools could planners be using? There may be a requirement to use Active Risk Manager (ARM).
17. Are we able to leave early on a Friday, we need to travel? Planners are expected to be on site until 1500hrs as according to the advert.
18. What are the contracted hours? Contract hours are 40 per week, this is 8 hours Monday to Friday (including lunch break of 30 minutes). There is no option to accrue additional hours worked.
19. How many years experience should the planner have on using the required tools? Ideally, we require someone with strong knowledge and very recent experience of using the EPM planning tool over a 2/3 year period
20. QUESTIONS All questions asked direct to myself or Bethan will be deleted. Please follow guidance and use the tool should you wish to ask a question.
21. will you accept candidates with out clearance and put them through the process? No! Due to the nature of the business and the fact the planner needs to 'hit the ground running' we require people we can deploy across the portfolio. Planners will have access to sensitive material and therefore we can not be waiting for clearances to come through.
22. Please confirm without doubt whether the role is inside IR35, as high quality candidates are point blank rejecting consideration of the role because of this. As stated in question 4 'this role will fall inside of IR35' until the compliance team has checked every existing contract and new requirement. We have hundreds of contracts that need running through the tool this is not a quick process.
23. How many Planner vacancies are you looking to fill? As stated in Q1 - we are looking for 11 planners.