Ministry of Defence Information Systems & Services

CCT620 - ISS PMO Project Planning Improvement

Incomplete applications

8
Incomplete applications
5 SME, 3 large

Completed applications

18
Completed applications
12 SME, 6 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Wednesday 13 June 2018
Deadline for asking questions Wednesday 20 June 2018 at 11:59pm GMT
Closing date for applications Wednesday 27 June 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work To assess and provide an independent evidence based perspective, roadmap and Change Mgmt plan for project planning and artefacts. To provide project artefacts where missing and supporting policies and guidance. To initiate the rollout of artefacts, policies and guidance to Delivery team(s)
Latest start date Monday 17 September 2018
Expected contract length 6-8 Months,but will expire 31.03.19. Extension Option: 6 months (pending financial approval)
Location South West England
Organisation the work is for Ministry of Defence Information Systems & Services
Budget range £450,000.00 (Ex VAT)

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done ISS PMO provides project reporting to Senior Management. The data from EPM and ARM underpinning these reports needs to be consistent and reliable, providing a single source of the truth.
ISS provides project assurance to the ISS review board. Project documentation consistency is required to provide confidence that the project is achievable and will meet its agreed outcomes.
Currently within ISS, projects have inconsistencies in how they are documented. Many projects purely rely on schedules with no planning artefacts underpinning this, therefore leading to little evidence the project will deliver the outcome the customer requires.
Problem to be solved 1. Produce a gap analysis detailing what policies/artefacts/guidance are required, liasing with PMO and Delivery Teams
2. Produce templates, policies and guidance in agreement with ISS
3. Identify and document the risks, assumptions and dependencies that affect the success of this work/implementation
4. Initiate the implementation within the contract time constraint of the templates/policies within selected delivery area(s)
5. For ISS to continue the change, we require a roadmap/change management plan to FOC to allow ISS to incorporate the new policies/templates into all delivery areas within extant ISS resource
Who the users are and what they need to do ISS users will be:
1. PMO: requirement to see a definitive set of artefact templates with corresponding policies and guidance. An overall improvement of planning artefacts, contents and information/consistency within selected project(s), resulting in reliable reporting and more confidence through project documentation for project assurance.
2. ISS Delivery team(s): policies and direction on producing project artefacts. Clear direction on what information is required for assurance and the reporting cycle. Improved project artefacts aiding the assurance process in providing more confidence the project understands its scope, work and can justify its work estimates.
Early market engagement
Any work that’s already been done During 2017/18 Project Controls EPM planning specialists have engaged with key project teams within ISS to generate, mature and maintain EPM schedules. Also part of this work was to undertake EPM upskilling of Crown Servants to continue this work.
Some planning policies and guidance have been created to assist project teams.
Project Planning training courses have been created to upskill project teams.
Work is also underway to build a PMO artefacts library and PM handbook.
Existing team The selected Partner will be working with ISS Crown Servants and independent contractors that are already working on the projects and within the PMO.
Current phase Live

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place MOD Corsham SN13 9NR, however there may be a requirement to liaise with projects within MOD Abbeywood in Bristol.
Working arrangements 1) The partner team to work on site at MOD for a minimum of four days a week (Monday to Thursday).
2) There may be a requirement for working at remote MOD sites.
3) The partner will need to work closely alongside ISS PMO and project teams.
4) No allowance for T&S, however it should be noted that some work will be required in Abbeywood, Bristol
Security clearance SC Clearance must be in place prior to the contract starting due to the projects the team are required to work with.

The Authority WILL NOT sponsor SC or DV Clearance, it must be in place and remain valid for the duration of the contract.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions We aim to return feedback within two weeks of the advert closing. Bid Responses to be submitted on the templates provided and in Mircosoft Office Excel/Word 2013 format only.
Suppliers must use Purchase to Payment Tool called CP&F or be prepared to sign up to the tool. The contract will be subject to acceptance of a Security Aspects Letter at Official-Sensitive level.
IR35 Off Payroll Rules: The provision of this service is out of scope of this legislation, for this requirement.

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
  • Demonstrate recent experience of strong P3M knowledge based on APM
  • Demonstrate recent experience in project planning and the knowledge required to determine best practice.
  • Demonstrate recent experience of delivering public sector change projects/programmes
  • Demonstrate analysis and evidence gathering experience; ability to understand where the gaps lie based on evidence and producing written analysis
  • Demonstrate recent experience in producing planning policies that work in a pragmatic way for all Delivery Teams, including providing evidence
  • Demonstrate recent experience in producing planning templates that work in a pragmatic way for Delivery Teams, including providing evidence
  • Demonstrate recent experience of project planning in an Agile Project environment, including best practice examples for artefacts, policies and guidance
  • Demonstrate recent experience of Stakeholder Management operating at senior level working collaboratively
  • Demonstrate recent experience of P3M Structures and Portfolio delivery reporting
Nice-to-have skills and experience
  • Demonstrate recent experience of ISS programmes, processes, systems or services
  • Demonstrate experience of ISS and MOD approvals process
  • Demonstrate experience in ISS and MOD CapInt process
  • Experience of training and upskilling of Project Planning
  • Understanding of EPM and Sharepoint

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Provide a high level plan to your approach for identifying and introducing new planning artefact templates, policies and guidance into a mature business/project area in both Waterfall and Agile. (15%)
  • Evidence recent examples that you have produced for project planning artefact templates, policies and governance. (5%)
  • Evidence/explain how you will introduce planning policies and templates with a pragmatic approach that allows flexibility for projects; ‘one size fits all approach’ will not satisfy our requirement. (15%)
  • Evidence/explain how you have provided transition/change plans to enable an organisation to continue the route to full rollout and adoption of policies and templates within delivery areas.(15%)
  • Evidence your ability to mobilise your team quickly and to flex up and down resources to meet the demand of the project, whilst ensuring quality and consistency. (5%)
  • Evidence of lessons learnt from previous change management projects specifically within project delivery governance. (10%)
  • Evidence recent experience of delivering public sector change projects/programmes. Communications and Stakeholder Management operating at all levels collaboratively.(10%)
  • Evidence your experience of ISS programmes, processes, systems or services.(5%)
  • Evidence and explain how you have communicated new policies and change across multi-discipline teams. (10%)
  • Evidence and explain how you have understood and incorporated project requirements whilst ensuring the results remain generic for the business.(10%)
Cultural fit criteria
  • Work as a team with our organisation and other suppliers (2%)
  • Build trust and rapport with project team members, encouraging good working relationships. Plus, ability to share knowledge and experience with others. (2%)
  • Be transparent and collaborative when making decisions. (2%)
  • Have a no-blame culture and encourage people to learn from their mistakes. (2%)
  • Can work with clients with varying levels of technical knowledge. (2%)
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

10%

Price

25%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. What date will the contract commence? Due to the holiday period, the contract work activities will commence at the earliest, 6 September 2018 with the latest date being 17th September 2018. Please note: the awarding of the contract may take place prior to the start date in September.
2. When will the Presentations take place? The Authority will confirm with the successful shortlisted suppliers whether a presentation will be applicable. If the Authority deems a presentation is required, these will take place on 23rd/24th July 2018 at MOD Corsham.
3. Can you please confirm if we will manage our team a with a head of planning or PMO or who our team will report into? The team will report to the Head of Planning Services within the PMO.
4. Can you please confirm the split of resource across Corsham and Bristol? For the majority the team will be based in Corsham but there will be a requirement for the team (or members within the team) to visit our Bristol office to meet with delivery teams as part if the analysis and rollout phases.
5. Can you please confirm how many should be SC or DV cleared? All SC Cleared.
6. Can you please confirm if you are looking for: A team of project planners who can also improve the way project planning is done; or a few consultants who can analyse the way project planning is currently done and strategise new ways of working by providing templates and artefacts to be used by the current planning team? We are looking for a team to analyse our current ways of planning (not scheduling), provide an analysis of what is required, produce templates, policies and guidance based on that analysis. Then initiate the new ways of planning into selected delivery teams(s) whilst providing ISS with a change management plan to allow this work to continue post contract.
7. Can you please confirm how many project planners you need? This is an outcomes based request. It is up to the supplier to determine what number of people will be required based on the request, timescales and budget.
8. Can you please confirm if you are willing to also accept DV clearance? Yes we are.
(Note SC is sufficient)
9. Is there currently, or has their recently been, an incumbent carrying out similar work for the Authority? This is a new requirement with no incumbent. The Authority had previously placed separate individual contracts for ‘Planners’ to assist the business under DOS 2 - Lot 2 – Specialist
10. It is understood that ISS recognises waterfall, agile and dev-ops delivery models. Is ISS expectation that there will be one set of guidance that works for all - or overall portfolio / programme guidance and then specific delivery processes for waterfall / agile / dev-ops work? We also assume that ISS does not have specialist enterprise tooling for Agile / Dev-ops delivery (but uses Project Server 2013 or Project Online) for everything - is that correct? ISS recognise waterfall and agile models. The Authorities expectation is that guidance where appropriate will cover both models but will also consider specific guidance for areas where a combined approach is not suitable. Yes, ISS uses Project Online for scheduling and uses specific Agile tools in some areas
11. We note the requirement focuses on "templates, policies and guidance " - but says nothing specifically about role definitions and competencies required. In a world where project failure (or success!) can be attributable against the humble engineer all the way up to the most senior sponsor - is the gap analysis to cover off existing (per role) remit and capability and future implied remit and capability (as this will scale the level of effort required to make transformation)? No, the requirement does not include role remit and capability
12. 12. From previous work we understand that some areas have developed reasonable governance and planning frameworks. Is the location of all the "goodness" distributed within ISS mapped out, or is that assumed part of the discovery process expected? No previous work has been undertaken to map out where good practice has occurred. This will be part of the discovery process.
13. Is the scope limited to "project" - or are there actually programme entities and portfolios that the PMO work needs to cover off? Is the PMO operation covering prioritisation and resource allocation? The DTs do work at both project and programme level, so yes, the scope does include both project and programme levels in this requirement
14. From knowledge of ISS - we understand there are sometimes several directions that projects and programmes need to report into. For the "gap analysis detailing what policies/artefacts/guidance are required" - Is the governance operation presently clear and documented (giving rise to clear requirements), or will that analysis / design be needed in the gap analysis? Is the number / type of governance boards (giving rise to requirements) known / estimable? Reporting and governance is understood within ISS so is not included in this requirement
15. Please could you clarify the tendering process, specifically - the portal does not appear to allow for a scope, price or case study to be submitted (only responses to the 100 word questions). At what point do you require scope and price? Please see attached link for guidance on DOS 2 : https://www.gov.uk/guidance/digital-outcomes-and-specialists-buyers-guide#shortlist-interested-suppliers
In accordance with the DOS 2 Process, the successful shortlisted suppliers will be invited to provide the tender documentation for further evaluation. This is in accordance with the method stated in the advert. As stated at Question 2, the Authority will confirm with the successful shortlisted suppliers whether a presentation will be applicable. If the Authority deems a presentation is required, these will take place on 23rd/24th July 2018 at MOD Corsham.
16. Can you confirm whether the current policy/artefacts/documentation is on MODNET? What is the security classification of the majority of documentation? Would it be possible for team members to work on non MODNET laptops, assuming the laptops and systems are appropriate for the security classification of the documents? Yes, current policies/artefacts and documentation is on MODNET. The majority of the documentation is Official Sensitive. The supplier will NOT be allowed to work on non-MODNET laptops
17. We would like to ensure that our offer is value for money, and that the work can benefit from reachback into our organisation’s Subject Matter Experts (SMEs). We would anticipate that these SMEs could be required part time, for different phases of the work. Would you consider a blended working arrangement whereby a core team is located on-site for the stated minimum of four days per week, with SMEs providing additional support and expertise on a part time, and potentially off-site basis? All proposals will be considered providing evidence is supplied showing the proposed model (working arrangement) has been successful in past projects of a similar nature, scale, complexity and timescale.
18. For questions 5 and 6, please can you clarify what is meant by “including providing evidence”? Evidence in this case means a ‘reference’ to where and when you have done this
19. For question 4, please can you confirm whether this analysis/evidence gathering is in relation to capability assessment and improvement? Yes. We require the supplier to demonstrate their ability to gather evidence for a gap analysis and produce written analysis and improvement plans
20. Will you accept NPPV2 or NPPV3 as the equivalent to SC clearance? We can accept NPPV 3 if it states in it that an SC has been included if it does not state this on the clearance letter then the answer would be No.
21. Can you confirm that the Supplier Evaluation criteria stated in the Digital Marketplace apply to the Written Proposal/Case Study phase, not the 100-word answer phase? The evaluation of the shortlist suppliers will be conducted as stated in ‘The Scoring Process – section 1 – Score Suppliers on each criteria for Technical Competence and Cultural Fit”. The successful shortlisted suppliers will be notified of the next stage of the evaluation process.
22. For the avoidance of doubt please can you expand upon the following abbreviations: 'CapInt' and 'EPM' Please see below:
CapInt = Capability Introduction
EPM = Enterprise Project Manager
23. 2 of the criteria ask for experience of 'ISS and MOD' processes. Noting that the response format requires the evidence to be supplied in the context of a specific situation it is unlikely that we can find a single example that covers both ISS and wider MOD approvals. Can we assume that an experience of ISS or MOD Approvals (and CapInt) processes is acceptable? Yes an single example of either MOD or ISS will be acceptable
24. Can the authority please provide details of the timetable for receiving written proposals and subsequent competition steps for the x3 down-selected vendors? The Authority has provided approximate timescales and these are subject to change:
W/c 9th July –
- Successful shortlisted suppliers notified, instructions and templates issued
- Notified if presentation will proceed
W/c16th July –
- Written proposal & case studies submitted for evaluation
W/c 23/24th –
- Potential Presentations to be held at Corsham
W/c 30th July -
- Evaluation to be completed and Debrief letters issued
W/c 6th August -
- Call-off contract to be awarded
25. Can the authority please confirm that if successful in this procurement the supplier will not be excluded from any future competitions with ISS? All ISS procurements will be individually assessed on their own merits prior/during any competitions
26. Can the authority confirm that suppliers are only required to provide answers to the x14 skills and experience questions by the 27th June? This is correct as stated in the Digital Marketplace guidance ‘How to Shortlist Digital Outcomes and Specialist Suppliers.
Please see link below: https://www.gov.uk/guidance/how-to-shortlist-digital-outcomes-and-specialists-suppliers
27. How many ISS Delivery Teams does the Authority expect to be assessed as part of the gap analysis? The Supplier will be required to work with all 7 Develop Delivery Teams and the PMO
28. How many individual projects will be covered by the gap analysis? Key projects within each DT will require analysis, each DT has a vastly different number of projects. Some DT have very few projects but are very large and complex. Other DTs have many more projects, although are smaller. The requirement is to understand best practice (artefacts, polices , guidelines) from the DTs, projects and PMO to use those along with industry standard best practice, the suppliers experience/knowledge to provide generic ISS Planning Artefacts, Policies and Guidance. As a guideline we would estimate approx. 3 projects per DT will be covered but this number will vary depending on the Authority’s needs.
29. Can the Authority provide the locations of the remote MOD sites mentioned in the ITT? For the majority the team will be based in Corsham but there will be a requirement for the team (or members within the team) to visit our Bristol office to meet with delivery teams as part of the analysis and rollout phases.
30. One of the “Nice-to-have skills and experience” questions is “Demonstrate experience in ISS and MOD CapInt process”. Could the Authority please provide a definition for what it means by “CapInt” and elaborate on, or summarise the MOD process referred to. CapInt. (Capability Introduction) is the ISS project delivery framework based on the MOD CADMID/MIT lifecycle and APM best practice. It is one of ISS SIAM (Service Integration and Management) ITIL aligned process set.
31. Demonstrate experience in ISS and MOD CapInt process” – can the authority please provide details of the ‘CapInt’ process? Thank you CapInt. (Capability Introduction) is the ISS project delivery framework based on the MOD CADMID/MIT lifecycle and APM best practice. It is one of ISS SIAM (Service Integration and Management) ITIL aligned process set.
32. What is the purpose of the Gap Analysis? The Gap Analysis is to firstly look at best practice for planning artefacts and policies within the PMO and DTs/Projects to gain knowledge of our current situation/baseline. To then take that baseline and compare it with Industry Best Practice and the suppliers knowledge to see what is required to bring ISS up to that standard. This will also provide the Authority and Supplier to determine if any DT bespoke artefacts (or components of) are required.
33. For evidence purposes what time scale does the Authority define as recent experience? For the Essential skills and Experience section, Recent is defined as up to 12 months with the exception of ‘Experience in Project Planning and knowledge required to determine best practice’, ‘Experience in producing planning policies’ and ‘Experience in producing planning templates’ where we would require demonstrable experience within the last 3 months.
This is due to the requirements focus on planning artefacts and policies. The Authority require a supplier with specialist planning working knowledge and to demonstrate this as a core skill.
34. For evidence purposes what time scale does the Authority define as recent experience – in Nice-to-have skills section? For the Nice-to-have skills section, Recent is defined as up to 12 months.
35. For evidence purposes what time scale does the Authority define as recent experience – in Proposal Criteria section? For the Proposal Criteria section, Recent is defined as up to 12 months with the exception of ‘Evidence recent examples that you have produced for project planning artefact templates, policies and governance’ where we would require evidenced examples from within the last 3 months.
This is due to the requirements focus on planning artefacts and policies. The Authority require a supplier with specialist planning working knowledge and to demonstrate this as a core skill