Awarded to Actica Consulting

Start date: Monday 21 May 2018
Value: £560,750
Company size: SME
Ministry of Defence -ISS (Information Systems and Services)

Defence Learning & Management Capability (DLMC) - Future Services Delivery Partner

1 Incomplete application

0 SME, 1 large

10 Completed applications

4 SME, 6 large

Important dates

Published
Wednesday 14 March 2018
Deadline for asking questions
Wednesday 21 March 2018 at 11:59pm GMT
Closing date for applications
Wednesday 28 March 2018 at 11:59pm GMT

Overview

Summary of the work
The delivery Partner needs to:
1) Deliver products and artefacts relevant to the Discovery and Alpha phases of an agile delivery programme.
2) Provide artefacts to support an initial gate approval.
3) Work in a way that supports GDS Digital Service Assessments.
Latest start date
Monday 14 May 2018
Expected contract length
11 Months
Location
South West England
Organisation the work is for
Ministry of Defence -ISS (Information Systems and Services)
Budget range

About the work

Why the work is being done
DLMC is a Defence-wide digital transformation programme. It will deliver a modern, integrated learning and management capability to supersede two legacy training platforms: Training and Finance Management Information System – Training (TAFMIS-T) and Defence Learning Environment (DLE). ISS requires the engagement of a Delivery Partner to help it determine how future services will be developed and inform the submission of a Business Case for an initial approval point.
The work will be in parallel to on-boarding activity underway on the TAFMIS-T platform and service discovery and options analysis work underway for DLE services.
Problem to be solved
Help ISS explore, plan, architect and deliver the full range of options for how future DLMC services will be incrementally developed. The partner needs to:
1) Deliver products and artefacts relevant to Discovery (including confirmation) and Alpha phases of an agile delivery programme (e.g. User Research, Personas, User Stories, Prioritised Backlog, timebox plan, current service exploitation etc.)
2) Deliver products and artefacts in support of an initial approval (e.g. Concept of Analysis, prototypes, Business Case evidence, Cost Model, Procurement Strategy etc.)
3) Demonstrate ways of working that support GDS Digital Service Assessments at the end of each phase of work
Who the users are and what they need to do
All personas to be confirmed by User Research in the Discovery phase:
DLMC Users:
1. Trainee: accesses training record, learning content, information pertinent to activity engaged in.
2. Trainers: deliver, manage training. Accesses lesson plans, attendance, exam, evaluation, feedback/improvement resources.
3. Training Requirement Authority (TRA) : manages requirements through life, including authorisation points to review/ approve.
4. Training Delivery Authority (TDA): manages training task to meet requirement, ensures coherence between the TRA and the training provider; be able to design training.
5. Training Provider (TP): manages programming/scheduling of training with imbedded resource/trainee & trainer management, assessment and internal validation tools.
Early market engagement
Any work that’s already been done
Some work carried out (results will be made available) not all remains current and some will require revalidation if taken through to support approvals:

The key approaches from this work were;

1) Confirmation of a partial COTs fit to the way some training is currently delivered
2) Some legacy services may be re-usable – this is to be confirmed
3) The programme is affordable
4) Transformational opportunity to enhance processes to align with best practice LMS's
5) Lessons identified from previous Discovery/Alpha work will need to be adopted.
Existing team
The selected Partner will be working with ISS Crown Servants and independent contractors that are already working on the programme. The ISS DSP (Digital Services project) interfaces with the wider Programme team that is being managed from Army HQ in Andover.
No other suppliers are involved at this stage in terms of delivering the phase.
Current phase
Discovery

Work setup

Address where the work will take place
Predominately the work will be based at MOD Corsham, SN13 9NR, however there will be a frequent need to liaise with programme and on-boarding project team based at Army HQ, Andover and user research at centers of training provision on the UK Defence estates.
Working arrangements
1) Partner team to work on site on MODNet for a minimum of four days per week (Monday to Thursday).
2) There will be a requirement for working at remote MOD sites.
3) The Partner will need to work closely alongside MOD Scrutiny, GDS, the User Community, the Programme team and wider stakeholders to deliver the required outputs.
Security clearance

Additional information

Additional terms and conditions
Def-Stan 05-138 shall apply. We have assessed the cyber risk level as low (RAR – 5225BZMK Defence Learning & Management Capability (DLMC) - Future Services Delivery Partner).

We aim to get feedback to you within ONE week of the advert closing.

Responses should be submitted on the templates provided in Office 2013 format only.

T&S will be paid based on receipted actuals and in compliance with MoD Policy; other expenses are excluded.

Suppliers must, or be prepared to sign up to, use the Authorities Purchase-to-Payment Tool called CP&F.

More detail will be provided at the tender stage, for shortlisted suppliers.

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 experience, within the last 3 years, of ISS and MOD approvals processes including providing evidence to support an IGBC, working with Scrutiny and Assurance communities. (20%)
  • Demonstrate, within the last 3 years, experience of applying the Technology Code of Practice & Digital Service Standards; provide experienced/qualified personnel to support Agile Discovery and Alpha phases. (20%)
  • Demonstrate, within the last 3 years, experience of GDS Digital Service Assessments. (10%)
  • Experience of successfully planning and architecting, a digital solution. (10%)
  • Experience, within the last 3 years, of delivering training and learning solutions, including planning, transformation and integration. (10%)
  • Demonstrate, within the last 3 years, experience of planning successful data and application strategy/approaches from legacy to new solution (10%)
  • Ability to assess: benefits, drawbacks and implications of different technology strategies (e.g. re-use solutions, COTS, build and development of other open-source/bespoke solutions). (10%)
  • Ability to assess: benefits, drawbacks and implications of different commercial routes to market to procure IT products and services, in line with the Technology Code of Practice. (10%)
Nice-to-have skills and experience
  • Experience of delivering digital transformation projects in government (80%)
  • Demonstrated recent experience of analysing and identifying work packages required to inform a technical road map. (10%)
  • Recent demonstratble experience of the replacement of legacy solution on an incremental basis. (10%)

How suppliers will be evaluated

How many suppliers to evaluate
5
Proposal criteria
  • Evidence how you will align the MOD CADMID approvals process with a GDS agile digital service assessment to a successfully achieve project approvals. (20%)
  • Provide a high level plan to your approach, provide an understanding of workpackage/sprint content to ensure the quality of outcomes and aretefacts produced (20%).
  • Evidence how you will assess: benefits, drawbacks and implications of different technology strategies (e.g. re-use solutions, COTS, build and development of other open-source/bespoke solutions). (20%)
  • Provide core team structure and CVs of user researchers, business analysts, performance analysts, Technical Architects, IT procurement specialists, cost modellers, developers who could be part of the service (8%)
  • Explain how you plan to mobilise the team quickly and retain key resources for the duration of the contract (8%)
  • Evidence your ability to flex up and down resources to meet the demand of the project during different phases, whilst ensuring quality and consistency (8%)
  • Evidence you commitment to quality of the deliverables, outcomes and experience of the resources, and rapid remediation/replacement if an issue occurs (8%)
  • Identify the risks and dependencies associated with this requirement and potential mitigation (8%)
Cultural fit criteria
  • Experience of working, collaborating and delivering as an Agile Team (through Discovery/Alpha)
  • Evidence of flexible, “can-do” collaborative attitude and ways of working, working across a range of disparate stakeholder groups to ensure successful outcomes on behalf of the Authority.
  • Evidence of a willingness to take ownership of problems and issues at their own initiative to ensure a successful outcome.
  • Evidence of working with clients with different levels of technical expertise.
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. Could the Authority explain whether the scores at this stage will be carried forward to the final decision and, if so, what weighting they will attract.
The scores attained at this stage will not be considered at a later stage.
2. Does the authority needs all roles to be SC cleared for this project?
Yes, SC clearance will be required for this Project .
3. Does the authority have a view on the size of the core team required and scale of potential additional resources required over the contract period?
The Authority does not have a prescribed view on core team size. Suppliers should demonstrate their ability to flexibly use resources to meet the varying demands of different project phases.
4. Can the Authority please confirm the budget for the project?
The Authority is not releasing the budget for this requirement. The pricing strategy of this requirement is Capped T&M and therefore the budget for each statement of work will be agreed between the successful contractor and the Authority at the point of delivery.
5. Can the Authority please confirm whether those contractors shortlisted for evaluation will be required to use completed Digital Outcomes and Specialists 2 templates for the submission of the written proposal and case studies?
Shortlisted suppliers will be invited to submit their proposals using the DOS templates. This includes the Work History and Case Study.
6. Can the Authority please confirm whether you will ask for CVs in a particular format during the evaluation phase?
The Authority will expect all shortlisted suppliers to submit evidence using the DOS templates. Further details will be released to those bidders who are shortlisted.
7. Can the Authority please confirm whether it has any view on the desired team size and structure?
The Authority does not have a prescribed view on core team size. Suppliers should demonstrate their ability to flexibly use resources to meet the varying demands of different project phases.
8. In two of the nice-to-have items of skills and experience, the Authority refers to "recent" experience.  Noting that the essential items of skills and experience explicitly refer to "within the past three years", please will you confirm how you will interpret and score the phrase "recent" for these two items of nice-to-have skills and experience.
The Authority will consider within the last 3 years to be recent evidence.
9. Noting the Digital Marketplace guidance here: <http://www.gov.uk/guidance/how-to-shortlist-digital-outcomes-and-specialists-suppliers#how-to-shortlist-interested-suppliers> Please will the Authority confirm that you will not be using weighting on the skills and experience items during shortlisting and that the percentages will only apply during evaluation.
The weightings will not apply to the shortlisting stage.
10. What is the budget range for this opportunity?
The Authority is not releasing the budget for this requirement. The pricing strategy of this requirement is Capped T&M and therefore the budget for each statement of work will be agreed between the successful contractor and the Authority at the point of delivery.
11. Would the company acting as a delivery partner for the Discovery and Alpha phases be precluded from working on the Beta development?
Bidders will not be excluded, however bidders will need to comply with any Ethical Wall or Non-Disclosure Agreements which are put in place for any future procurements.
12. Can the Authority please confirm that the award of this contract will not exclude the winning Contractor from other opportunities including those with MOD ISS, Army HQ and those relating to the DLMC Programme or wider Defence Learning delivery opportunities downstream?
Bidders will not be excluded, however bidders will need to comply with any ethical wall or non-disclosure agreements which are put in place for any future procurements.
13. The Authority has stated “We have assessed the cyber risk level as low (RAR – 5225BZMK Defence Learning & Management Capability (DLMC) - Future Services Delivery Partner)”. Please will you confirm when you will require us to complete the Supplier Assurance Questionnaire for this opportunity?
All shortlisted suppliers will need to complete the quesionnaire as part of the proposal stage. Whilst the output of the questionnaire will not form part of the assessment criteria, failure to complete the questionnaire by the deadline will result in suppliers not being successful. Any suppliers who are unable to meet the Cyber Level requirements will be expected to confirm that they will put the necessary measures in place and agree to a Cyber Improvement Plan.
14. Can the Authority please confirm this contract would be outside of IR35?
The Authority has assessed that this requirement will be outside of IR35 Regulations.
15. Guidance says "Suppliers have been asked to provide one example for each skills and experience requirement. This means you shouldn’t score a supplier down if they only provide one example (unless you specifically asked for several examples in your requirements)."
Suppliers should provide one example for each skills and experience requirement unless the question specifically asks for more than one.
16. Question 15 should read "Could you confirm that we are to use only 1 example for each question?"
Suppliers should provide one example for each skills and experience requirement unless the question specifically asks for more than one.
17. Can the Authority please confirm whether the items listed under "Any work that’s already been done" were performed by Crown Servants or by Contractors? If the latter will the Authority please share who those Contractors were?
Work already done was performed by both Crown Servants and Contractors.  In The Authority has previously had a DOS contract with Mastek to run a technical assessment of potential COTS products to meet the DLMC requirements.  The output from that work will be shared with the successful supplier.
18. Is the Authority currently being supported with its work for the on-boarding of the TAFMIS-T platform and the service discovery/ options analysis work for DLE services. If support is being provided who are the providers?
Yes the Authority is being supported by PA Consulting for the TAFMIS-T on boarding and by Atkins for the DLE options analysis.
19. Does the authority have a view of the roles and number of people that are required?
The Authority does not have a prescribed view on core team size. Suppliers should demonstrate their ability to flexibly use resources to meet the varying demands of different project phases.
20. We would be grateful if you could clarify a point on the following proposal criteria “Provide core team structure and CVs of user researchers, business analysts, performance analysts, Technical Architects, IT procurement specialists, cost modellers, developers who could be part of the service (8%)”. We understand that DOS proposals are constrained to 2000 word responses. Does this mean that the CVs that are requested will not be included in the word count?
Shortlisted suppliers will be invited to submit their proposal using the approved DOS templates. As such CVs should be submitted using the Work History template in support of the Proposal template which details the team structure to be proposed.