RM1043/CCT575 - Programme, Project and Change Management to Global Connectivity and to exist DFTS

Tender description

Summary of the work Exit from DFTS contract GC services and systems achieve acceptance into ‘Live’. Site migration projects, Tech refresh and change projects delivered to T/C/P. Plans and schedules produced and validated. Strategic advice and communications provided to Programme Team and stakeholders. Financial Management of the Programme including forecasting and modelling. Expected Contract Length 16 months contract with option for additional 8 months is required (pending financial approval) Latest start date Monday 12 March 2018 Budget Range Up to £5M over 16 months Nominal £50K for T&S not to exceed this figure Why the Work is Being Done GC Implementation programme is a 5-year contract to replacing existing Network capabilities on approx. 1200 Authority sites and introduce or change GC services including Cyber access, Boundary Protection, Above SECRET. Site migration covers 5 areas; • UK WAN, • Oversea WAN – Europe, US & Canada, Rest of the World, Cyprus • Point to Point, • Above Secret • Gateways The programme also includes delivery of change and technical refresh projects and the closure and exit from the DFTS contract and will also provide strategic advice and communications to stakeholders. Problem to Be Solved Exit from DFTS contract is achieved to align with GC migration. GC services and systems are assured, accredited, compliant with relevant standards and aligned with other ISS services, processes and functions and achieve acceptance into ‘Live’. Site migration projects are delivered, ensuring all dependencies are managed effectively to T/C/P. Tech refresh and change projects are undertaken to meet T/C/P. Plans and schedules are produced and validated. Strategic advice and communications provided to Programme Team and stakeholders. Effective management of Financial element of the Programme including forecasting and modelling support. Who Are the Users For site migrations, users are located across the Defence Estate, worldwide and also on various contractor and PFI sites. For service changes and introduction, Cyber and Boundary Protection Service, the users representatives are predominantly located in Corsham and include Joint Cyber Unit, ISS. Change Management will be delivered to Defence users across the estate. For Above Secret, users are located on a small number of key sites. (Detail to be shared later). For Tech refresh, users are located across the estate. Work Already Done GC programme is migrating sites and services to a Fujitsu MOD Core Network. 646 of 970 UK sites have migrated fully. No overseas sites have migrated. No Point-to-point services have migrated. 8 services have transitioned to the new provider including encryption, Miscellaneous Connectivity Service, LAN and WAN. Migration of Boundary Protection Services (BPS) has commenced and must dock with changes to the Cyber Access Service. The Above Secret service has transitioned and migration has started. A contract is in place with DFTS supplier to manage the migration activities and service closures. Existing Team The existing core team comprise a mix of Civil Servants, Military and Contractors totalling 69 people. The Civil Servants resource consists of Programme Lead, Project and Change management, commercial and financial skill sets, Military resources is providing Requirement Management and the current Contractor resources provide Programme, Project and Change Management as well as Technical Support and Assurance of designs. There is also specialist support provided through several different areas within ISS not included in the core team count such as Security Assurance. Current Phase Live Skills & Experience • Defence - Experience of working with Defence customers and understanding of how ICT integrate with military operational posture • Defence - Experience of ISS programmes, processes, systems or services • Defence - Familiarity with MODs Fixed Estate supporting ICT in UK and overseas. • PPM - Experience of delivering public sector ICT change projects/programmes • PPM - Stakeholder Management operating at senior level working collaboratively • PPM - Programme and Project management methodologies such as APMP • PPM - Providing Strategic advice to stakeholders • Technical - Familiarity with the full spectrum of MOD’s Fixed Telecommunications Capabilities including DNS & IP, Cyber, Point to Point. • Technical - Familiarity with Gateways • Technical - Familiarity with key ICT documentation • Specialist Knowledge - Familiarity with Government Network contract or architecture • Specialist Knowledge - Experience of Approvals, MGBC, RN and IN processes through to IAC submissions. • Specialist Knowledge - Introduction of Services into live • Specialist Knowledge - Experience of Financial and Cost Modelling in support of ICT Programmes Nice to Haves • Knowledge of operating within a multi-supplier delivery model • Application experience of: EPM/MS Project, Microsoft Office applications, ARM • Familiarity with Global Connectivity Programme or processes Work Location MoD Corsham Westwells Road Corsham Wiltshire SN13 9NR Working Arrangments The bidder will be expected to deploy the majority of resources at MOD Corsham to be available during core business hours Monday through Friday. Occasional remote working will be acceptable by exception. Resources will be expected to engage fully with the extant MOD team, Fujitsu and ISS stakeholders and will participate in team meetings and governance. Access to fixed MoD systems will be provided and a number of MODNet laptops will be made available. NO personal laptops. Travel within UK may be required, dependent on tasking but these will be limited and T&S provision will not exceed £50K pa Security Clearance The Authority WILL NOT sponsor SC or DV Clearance, it must be in place and remain valid for the duration of the contract due to the sensitive nature of the work. DV required for individuals delivering the Above Secret. No BPSS or Disclosure Scotland.Individuals should be UK nationality only. Additional T&Cs Additional information will be provided for successful suppliers following shortlist stage. The successful suppliers must request Security Aspects Letter. The overall evaluation will be based on Most Economically Advantageous Tender (MEAT) T&S will be paid based on receipted actuals in compliance with MOD Policy Suppliers must use the Authorities Purchase to Payment Tool (CP&F) or be prepared to sign up to use the tool. Adhere to Authority working process as advised, access will be provided to successful supplier. No. of Suppliers to Evaluate 5 Proposal Criteria • 10% Defence: Experience working with Defence customers and understanding how ICT integrates with military operational posture, Experience of ICT programmes, processes, systems/services, Familiarity with MODs Fixed Estate in UK/overseas. • 10% PPM: Experience delivering public sector ICT change projects/programmes, Communications, Stakeholder Management and Strategic Advice operating at senior level working collaboratively. PPM methodologies such as APMP. Project and Programme Governance. • 10% Technical & Design Reviews: Familiarity with full spectrum of MOD’s Fixed Telecommunications Capabilities including DNS & IP, Cyber, Point to Point and Gateways and familiarity with key ICT documentation. • 10% Service Introduction and Change: Demonstrate how Supplier supported introduction of BPS, CAS and manage consequential changes. Evidence challenges when handing over migrated services into live and exiting existing services? • 15% Site Migrations: Demonstrate how supplier supported migration of sites from one supplier network to another, including Point to Point Services, Overseas migration and management of complex site migrations. • 10% GC Change Projects: Demonstrate how the supplier has delivered Change Projects in support of Programmes. • 10% Above Secret: Demonstrate how the supplier has deliver Above Secret change projects. Familiarity with Above Secret systems, customers and ways of working. • 10% Specialist Knowledge: Familiarity with Government Network contract or architecture; Experience of Approvals, MGBC, RN and IN processes through to IAC submissions • 10% Provision of Financial and technical advice. How the supplier intends to provide financial, cost modelling and technical advice to support Technical solutions and exit from the DFTS contract • 5% Engagement Governance & Reporting: Demonstrate how the bidder proposes to manage the governance & reporting with the team Cultural Fit Criteria • 40% Able to operate at a senior level and work transparently and collaboratively with MoD and contractor Teams • 40% Have a no-blame culture and encourage people to learn from their mistakes, supporting Knowledge transfer • 20% The ability to work in a diverse team and embrace a ‘one team’ ethos Payment Approach Fixed price Evaluation Weighting Technical competence 55% Cultural fit 5% Price 40% Questions from Suppliers 1. In a previous version of this tender, the Authority identified a specific requirement for a commercial resource. Does that requirement still exist? The commercial resource is no longer part of this new requirement. 2. Can the Authority confirm this contract would be outside of IR35? Yes, IR35 legislation does not apply to this requirement 3. Can the Authority please confirm that the award of this contract will not exclude the winning Contractor from other opportunities including those relating to Global Connectivity downstream? The authority can confirm that the award of this contract will not exclude the winning contractor from other opportunities relating to Global Connectivity 4. Can the Authority please confirm that as this procurement is for an outcome, that this contract will sit outside of IR35 legislation ? The contract will not be subject to IR35 and it is a DOS Outcome 5. In relation to the defined specialist knowledge, could you please clarify the Government Network in question (e.g. PSN)? The specialist knowledge is required on Government Networks such as the DFTS network, MOD Core Network, or similar PSN Networks, within the UK or Overseas. 6. There appears to be a repeat of the pre-qualification questions within the proposal criteria. Is this intentional? The skills and experience criteria is the evaluation criteria for the down selection process. Whilst this information will be available to evaluators at the proposal stage it will not be re-evaluated. Those shortlisted suppliers will be provided with additional information on the outcomes required and invited to an assessment stage including a 2000 word proposal. The proposal and cultural fit criteria advertised will be evaluated against the proposal, case studies and a presentation. 7. Can the Authority please confirm the procurement timetable, in relation to the submission of the proposal, work histories, the presentation dates and contract award. • Proposal Submission by Suppliers 13/02/2018 including written proposals and case studies• Presentations planned for 21/02/2018 and/or 22/02/2018• Contract Award planned for 08/03/2018 8. Please see additional information regarding payment terms The method of payment for this contract will be via invoice submitted via CP&F (MOD’s electronic Contracting Purchasing and Finance) system. Other methods (i.e. manual invoicing) will not be considered.If you are unfamiliar with CP&F please see the following link:https://www.gov.uk/government/publications/mod-contracting-purchasing-and-finance-e-procurement-system/cpf-guidance-for-suppliers 9. Can the Authority please confirm whether or not the following interpretation of the scoring template and the Digital Marketplace guidance for the Evaluation Phase is correct? The Authority will evaluate: o the Written Proposal against the following criteria: “Essential Skills and Experience”, “Nice-to-have skills and experience”, “Proposal criteria” and “Cultural fit criteria”; o the Case Studies against the following criteria: “Essential Skills and Experience”, “Nice-to-have skills and experience” and “Cultural fit criteria”. The skills and experience criteria is the evaluation criteria for the down selection process. Whilst this information will be available to evaluators at the proposal stage it will not be re-evaluated. Those shortlisted suppliers will be provided with additional information on the outcomes required and invited to an assessment stage including a 2000 word proposal. The proposal and cultural fit criteria advertised will be evaluated against the proposal, case studies and a presentation. 10. The Authority has stated in a published clarification question response for this opportunity that the commercial requirement associated with the previous version of this opportunity is no longer required. Can the Authority confirm any further details regarding the potential team size, roles and structure now envisaged by the Authority that may be required to satisfy the requirement? The Authority will provide more detail within the Additional Information (for those successful suppliers after the short list down-select) on the size of the issue and the tasks to be completed but it is up the supplier to ascertain the number of staff required to undertake the activities. 11. The Authority has included a reference to “MEAT” in the section “Additional terms and conditions”. The Digital Marketplace guidance, however, provides a specific method for scoring fixed price proposals . Can the Authority please confirm the intended approach to scoring proposals in response to this opportunity? The Authority will assess on the Written Proposal, Case Studies and Presentations. Based on these the Authority will be assessing Technical competency (55%), Cultural Fit (5%) and Price (40%) 12. Can the Authority please confirm how it will require us to express our pricing approach within our Written Proposal? The Authority will be seeking a Firm price bids. The Methodology (i.e. milestones payments, monthly payments, other mechanism) is left open at this stage and bidders are free to propose a payment methodology. Please note: MOD standing practice is payment in arrears or on delivery. 13. Can the Authority please confirm any further details regarding its ‘fixed price’ payment approach. The Authority will be seeking a Firm price bids. The Methodology (i.e. milestones payments, monthly payments, other mechanism) is left open at this stage and bidders are free to propose a payment methodology. Please note: MOD standing practice is payment in arrears or on delivery. 14. Can the Authority please confirm whether it is seeking an ‘option for additional 8 months’ as part of the written proposal? The written proposal should include both priced proposal for 16 month period AND separate 8 month Option period. At this stage the Authority cannot confirm the budget, but planning purposes bidders can assume it to be 50% of the advertised budget. 15. Can the Authority please confirm any further details regarding the ‘option for additional 8 months is required (pending financial approval)’ including any key factors and the potential budget for this option? The written proposal should include both priced proposal for 16 month period AND separate 8 month Option period. At this stage the Authority cannot confirm the budget, but planning purposes bidders can assume it to be 50% of the advertised budget. 16. Can the Authority please confirm when it expects that ‘Exit from DFTS contract is achieved to align with GC migration’ relative to the ‘16 month contract’ associated with this procurement and/ or the ‘option for additional 8 months is required (pending financial approval)’? There is no define date for the DFTS Closure work. It is anticipated this work will begin once services have been migrated to the Fujitsu contract. As migration complete staff will be transferred on to this project. Bidder should anticipate staff will be transferred to the Closed work once services have migrated. Current constraints means the work should be undertaken within the 16 month contract window but there may be a required for the additional 8 months to complete the activity.