Ministry of Defence - Defence Logistics

Ministry of Defence - Logistic Information Services - Capability Baseline Assessment

Incomplete applications

3
Incomplete applications
1 SME, 2 large

Completed applications

15
Completed applications
8 SME, 7 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 13 December 2017
Deadline for asking questions Wednesday 20 December 2017 at 11:59pm GMT
Closing date for applications Wednesday 27 December 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work To produce a baseline capability assessment report of the extant LogIs application estate.
Latest start date Monday 29 January 2018
Expected contract length until 31 March 2018
Location South West England
Organisation the work is for Ministry of Defence - Defence Logistics
Budget range £150k - £300K (Ex VAT) Assumed that any T&S costs are included in overall price and within agreed budget ceiling.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done This work is to be done in support of the Defence Support Network (Information Services) (DSN(IS)) sub-strategy. This sets out the ICT response to departmental and operational needs in the context of wider Government imperatives and provides a guiding view of how logistics can meet the challenges and opportunities provided by digital technologies. The Defence budget remains challenged and digitisation provides opportunities for achieving ‘more with less’. DSN(IS) will seek to transform the existing portfolio of legacy systems and applications. This will optimise the applications of today and add capabilities for the future capitalising on industrial and academic innovation.
Problem to be solved Following an in depth analysis of the LogIS application suite the requirement is to produce a single, de facto report detailing:
• Baseline complete Defence wide Logistic application suite as defined in the DAR and LNECA.
• What logistics functionality does each application enable.
• Where there are duplications in functionality, highlight possible opportunities for consolidation / retirement.
•An assessment of the required Defence Logistic functions to support DefSCOR , post 2021.
Who the users are and what they need to do As the Programme Manager for LogIS I need to fully understand the current functionality of the whole LogIS application estate to help inform options and decisions on future transformational direction.
Early market engagement Prior to advert release Industry data pack released via Team Defence Information (TDI) website.
Any work that’s already been done The Defence Logistic Directorate Information Enablers Vision and Strategy, the DSN (IS) Sub Strategy and supporting report and various reports produced previously but not providing the full baseline capability position.
Existing team The provider will be expected to work closely with a team within Defence Logistics and staff within the Defence Equipment and Support (DE&S)organisation primarily the Support Chain Information Service (SCIS) Project Team as product owners and subject matter experts.
Current phase Not applicable

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place MOD Abbeywood, Filton, Bristol, BS34 8JH
Working arrangements The supplier will work closely with the MOD teams in Bristol. It is anticipated that whilst some work will be conducted remotely regular contact with Defence Logistic (DL) is maintained. The contractor will base some resource with the DL at key points throughout the engagement. The cost of attending any meeting or performing tasks away from the contractors premises shall be borne by the future contractor. The supplier will submit weekly reports to the Service Manager regarding the status of the project, achieving key milestones and issues that may impact on timescales and cost. Significant updates required as necessary.
Security clearance SC must be in place prior to contract commencing due to nature of projects. SC status must be valid for duration of contract. Supplier Cyber Protection Assurance Questionnaire must be completed (https://supplier-cyber-protection.service.gov.uk/) (Risk Assessment Reference RAR-U3B33VPE)

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions These MOD DEFCONs from part of the Call-Off Contract : DEFCON 76(Edn12/06) Contractors on Site; DEFCON 531(11/14) Disclosure of Information; DEFCON659A (02/17) - Security Measures
Suppliers must use the Authorities Payment Tool called CP&F or be prepared to sign up to the tool.

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
  • Understanding of MoD Logistic Services and Applications/systems 35%
  • Experience of producing Analysis reports 25%
  • Stakeholder management 15%
  • Approach and methodology 15%
  • How the Approach meets user needs and the organisations goals 10%
  • Must be able to provide a flexible resource profile that can adapt to demands across the engagemen 5%.
  • Experience of using Agile methodologies to plan and deliver improvements - 5%
  • Have ability to think creatively and be able to articulate innovative ideas to solving complex business & IT problems (5%)
  • Have ability to think creatively and be able to articulate innovative ideas to solving complex business & IT problems (5%)
Nice-to-have skills and experience Recent relevant experience in MOD projects

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Technical Solution
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets organisations policy or goal
  • Estimated timeframes for the work
  • How they have identified risks and dependencies and offered approaches to manage them
  • Team structure
  • Value for money
Cultural fit criteria
  • Experience of working with (and knowledge transfer to) Government departments such as the MoD
  • Work as a Team with our organisation and other suppliers
  • Transparent and collaborative when making decisions
  • Have a no-blame culture and encourage people to learn from their mistakes
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Work history
Evaluation weighting

Technical competence

65%

Cultural fit

5%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Can you confirm the last two Essential skills and experience criteria (Have ability to think creatively and be able to articulate innovative ideas to solving complex business & IT problems (5%)) are duplicated? Yes, these two questions are duplicates. Please answer only one.
2. An essential requirement is: Understanding of MoD Logistic Services and Applications/systems 35%. Could you expand on the level of knowledge and currency you expect a supplier to bring to the table of the existing landscape. Given the weighting on this skill, it will preclude potential partners who may have innovative solutions from bidding. From experience making up this deficit is not feasible by over-performance against other criteria. It is our expectation that every day will count with this piece of work and a supplier with limited understanding of MOD Logistic Services could burn a significant amount of time in getting up to speed.

The relationships between applications and systems are similarly complex and again, a supplier who has a good working knowledge of the main applications and who has first-hand experience would potentially bring benefits.

We are however, very much open to innovative ideas and will take these into consideration when making an overall decision.
3. Can the Authority supply a link to access the Industry data pack released via Team Defence Information (TDI) website? http://www.teamdefence.info/communities.php?sid=66192b0f817dd36d53cc6b331001fa6c&communitytype=1006
4. Please explain how we should interpret the percentage listed against each item in "Essential skills and experience", especially as these figures do not add to 100%. The percentages provide weightings that will be applied to each skill and experience requested. The total figure for selection stage is 115%.
5. The item "Have ability to think creatively and be able to articulate innovative ideas to solving complex business & IT problems (5%)" appears twice under "Essential skills and experience". Please advise if this is deliberate and we are meant to provide a different response for two 100-word responses? Or would you like us just to repeat our response? The skills and experience section contains duplication. Please provide one answer only.
6. Could you please review the tender delivery date of 27th December. A lot of small to medium companies are closed for Christmas from 22nd December to 2nd or 3rd January. Would the Authority consider extending the deadline to 5th January. As the standard response time on DOS is 2 weeks from the date the requirement is published, the deadline was automatically provided by the portal and we were unable to amend it.
7. The individuals that would lead this activity (who have directly relevant knowledge, qualifications and experience) will be on annual leave with effect from 15th December, returning to work on 2 January 2017. This leave coincides with this year's Christmas holiday. Can the Authority extend the submission date to 10 January 2018 to enable us to submit a coherent and deliverable fixed price for this work? As the standard response time on DOS is 2 weeks from the date the requirement is published, the deadline was automatically provided by the portal and we were unable to amend it.
8. As part of the "Supplier Cyber Protection Assurance Questionnaire", among other Data Security and Cyber Risk Management it appears to indicated that "the minimum acceptable response for the Cyber Risk Profile of the identified contract" would require any supplier to have a valid Cyber Essentials Plus Certificate at the time of submitting a bid for this contract. Can you please confirm this is correct? Yes, it is correct. However, If you as a supplier do not have the cyber certificate, you need to demonstrate the compliance in some other manner. Although a valid Cyber Essentials certificate would be preferred.
9. In the “problem to be solved section”, four specific requirements are listed. Please can you verify that the interpretation is correct: • “Assessment of the required Defence Logistic functions to support DefSCOR post 20201” means providing a rationalised point-of-view about the future capability and functional requirements of logistics applications (rather than the future Organisational Design of the unit responsible for supporting logistics ICT). DefSCOR will establish the way in which we work (our future operating model) by enabling generation of a revised set of logistics processes. We need to understand how effectively our existing application portfolio would support this revised process set, to highlight any gaps and duplication and to enable understanding of the optimised portfolio which would be most effective.
10. In the “problem to be solved section”, four specific requirements are listed. Please can you verify that the interpretation is correct: • “Where there are duplications in functionality, highlight possible opportunities for consolidation/ retirement” – means highlight possible opportunities for consolidation/ retirement based on overlaps within the current solution and also including areas where applications don’t currently perform functions, but could do so, subject to some solution re-design. Correct – if we are currently using only a part of an application’s potential functionality, then we would naturally be interested in the potential for exploiting it more fully, if this aided our target for an optimised portfolio.
11. Please can you verify that the interpretation is correct: • “What logistics functionality does each application enable” - means mapping each application to a logistics Business Capability Model or similar functional decomposition (based on what each application actually does in the current solution This assumption is broadly correct – we need to understand the functionality being delivered by each application in order that informed decisions can then be made regarding their future – for example consolidation, extension, replacement or retirement
12. In the “problem to be solved section”, four specific requirements are listed. Please can you verify that the interpretation is correct: • “Baseline complete Defence-wide Logistics application suite, as defined in the DAR and LNECA” – baselining here means creating a list of all applications within the definition Baselining would provide a complete picture of all applications currently enabling Defence Logistics. Most of these will exist either in the DAR or LNECA.
13. The “problem to be solved” and “who the users are and what do they need to do” sections seem to be focussed on functional considerations of applications (mapping of capability onto reference models and looking for simplification. There appears to be no specific reference to factors of cost, quality and risk. Please clarify the extent to which this engagement will cover: • Obsolescence risks (outdated technology, aged languages, poor documentation) • Cost drivers (license costs, support and maintenance costs) • Architecture issues (low agility due to monolithic design, poor APIs, weak data architecture) • Commercial risks (vendor lock-in, vendor failure) The key task is to understand the current set of applications which enable Defence Logistics. An assessment of these applications is now required, to understand the functionality being delivered by each. It would add value to know the support arrangements for each application, eg. expiry of existing contracts. At this stage we are most interested in identifying duplicated functionality and inter-dependencies but an awareness of the cost of maintaining each application, the number of users and the operational criticality would also be factors which would assist future decision making as we seek to optimise the logistics portfolio.
14. Can you provide a link to the Industry Data Pack (Team Defence Information website) that is accessible for all eligible bidders for this engagement? (Current link requires membership of TDI) The DSN-IS data pack is now visible to non-members on the TD-Info website, the link is https://secure.teamdefence.info/community.php?community=1000094
15. We would like to partner with another organisation and use experience from both organisations in our PQQ responses. Is this acceptable to the authority? If so, would the authority like us to identify in our responses which organisation carried out the work being referred to? It is acceptable for the Authority if one company subcontracts another. However, the Authority cannot accept open joint bids.
16. “Given the tight delivery timelines we may wish to partner/sub contract certain deliverables to accelerate outcomes for the DSN team. Can we assemble a partnership/subcontracts proposal post the PQQ and pre-RFP?” “To accelerate outcomes for DSN will the DSN team support and facilitate a multi supplier approach where clear benefits exist” Multi supplier approach is acceptable to Authority, but one company must sub-contract another. Authority will only contract with one company, which will be responsible in facilitating and delivering the overall requirement.