MOD Project Delivery Centre of Excellence support

Tender description

Summary of the work Support delivery of the PD Function Strategy through developing MI requirements, developing consistent and coherent PD artefacts, reviewing organisational construct, developing PMO functionality, assuring standardised roles/job descriptions roll-out and supporting culture enquiries. Expected Contract Length Anticipated contract end date: end March 2020 Latest start date Monday 2 December 2019 Budget Range up to £300k until March 2020. Why the Work is Being Done Through the functional leadership model, significant activity is being undertaken across Defence to strengthen the operating model for Project Delivery and deliver a programme covering people, processes (including tools), governance and enablers designed to improve overall Project Delivery capability. The Project Delivery Functional Strategy, published in February 2019, sets out a programme of work focussed on ensuring Defence has the right people, with the right skills, in the right place, at the right time. The Project Delivery Function in Defence will be aligned with the rest of government. It will be a function comprised of professional, respected people delivering high quality outcomes; people with a clear career structure, support, training and qualifications that enable them to deliver and develop. A function that consistently delivers high quality outcomes using sharper governance and simpler, more consistent, processes. A report/schedule of work will be generated within one week of contract award, clearly defining the deliverables outlined below, and the proposed acceptance criteria for and detailed deliverable development timescales for each. Work Packages 1 to 6 are to be provided by not later than end March 2020 to the satisfaction of MOD Project Delivery Function Head. Problem to Be Solved Requirement (costed options) to support PD Strategy implementation: WP1.Organisational Design: Review Function organisational construct and current hub and spoke delivery model. Ensure clear delineation of roles and responsibilities, remove duplication of activities. WP2.Management Information (MI) and Tools: Develop MI requirements for PD Function driving consistency of MI/Tools. Update Transformation Data/Information Architectures, User Story and reporting Dashboards, expand to include all MOD Change Initiatives, sourcing data/info sources across Defence using Power BI to report. WP3.PD Standards development: Ensure consistency/coherence of PD standards. Update KiD to amalgamate/cohere with Transformation material Develop PD artefacts/templates to enable evidence-based decision-making. WP4.MOD PD COE Programme Management Office: Support CoE to set up the functionality of a PMO; generate standard products and dashboards for MI, review team communication channels, recommending options to meet future challenge and needs of the Function. Transfer of knowledge. WP5.Support to PDCF Rollout (Assurance): Support rollout of IPA Project Delivery Capability Framework across Defence. Work with TLBs/FLCs/EO’s to assure consistency of role mapping/use of standardised role profiles and job descriptions. WP6.Culture: Support delivery of culture enquiries across full breadth of Defence using Cabinet Office model and building on work of MOD empowerment teams. Link to PD diversity and inclusion and strategic workforce strategies. Who Are the Users N/A Existing Team The successful bidder will be required to work with crown servants within the PD CoE, MOD Commands (e.g. Navy, Army, Air) and Enabling Organisations (e.g. DIO, DE&S, DBS). Interaction and collaborative working will be required with other suppliers who are providing contracted services within other areas in Defence. Current Phase Not applicable Skills & Experience • Be able to identify and develop Frameworks and Methodologies in line with Project Delivery Best Practice • Stakeholder and Communications management • Experience in delivering successful Organisational Design within a federated organisation • Behavioural insights and implementing major change within a complex organisation Work Location Ministry of Defence Project Delivery Centre of Excellence, Teak Level 0, Wing 1, Abbey Wood (North), Bristol, BS34 8QW Working Arrangments Onsite three days a week for face-to-face team meetings. Although the main base will be in Bristol, frequent travel will be required to London, Andover and other MOD Locations. Expenses can be claimed however will be limited to the equivalent of the crown servant (e.g. non-1st class rail travel). Alternative methods of communication such as skype will be supported in order to keep costs to a minimum. Security Clearance Minimum Clearance required: SC No. of Suppliers to Evaluate 6 Proposal Criteria • Technical solution • Approach and methodology • How the approach or solution meets user needs • Estimated timeframes for the work • How they’ve identified risks and dependencies and offered approaches to manage them • Team structure • Value for money • Provide CV's for ALL people who will be delivering on the contract • their approach and previous experience in delivering the required outputs, preferably in an MOD environment. Cultural Fit Criteria • Be transparent and collaborative when making decisions • Share knowledge and experience with other team members • Work as a team with our organisation and other suppliers • Can work with clients with low technical expertise Payment Approach Time and materials Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Is there a current or preferred supplier for this programme of works? This is a new requirement therefore there is NO current or preferred supplier. 2. Are there current incumbents providing this support? This is a new requirement therefore there is NO current or preferred supplier. 3. Will you be prepared to sponsor SC clearance for suitable candidates? This is a short duration contract and therefore there is insufficient time to sponsor SC applications. 4. Is there any incumbent for this work or pre-work relating to the outline? This is a new requirement therefore there is NO current or preferred supplier. The team will be able to share relevant documentation following contract award. 5. Is there a current incumbent? This is a new requirement therefore there is NO current or preferred supplier. 6. Can the authority please confirm the IR35 status of the roles within this requirement. These roles are inside IR35. 7. Does the quoted budget include VAT? No, it is excluding VAT. 8. It is possible to bid for one lot or do we have to field a team to cover everything? The authority will consider all bids. The tasks are listed in priority order in the SOR. 9. Can we assume that a LOL for expense's is not included in the proposed budget cap, but they can be claimed on top of the cap at standard crown service rates. Expenses can be added in addition. 10. This opportunity is issued through the Digital Outcomes Lot which is based on team outcomes. It is based around 6 work packages. The requirement states that: 'A report/schedule of work will be generated... clearly defining the deliverables... and the proposed acceptance criteria for and detailed deliverable development timescales for each'. This indicates you are probably looking to manage the work using a deliverables-based approach.Given this, please can you confirm why the roles should fall within IR35 (as per an earlier Q&A)? As a team-based, work package-based, digital outcomes assignment, surely IR35 should not apply? Having sought additional guidance we can now confirm that this request is OUTSIDE IR35. Please ignore the answer to question 6 as this is now inaccurate. 11. Please can you clarify why this was deemed inside IR35? This is listed as a Digital Outcomes opportunity, not a Digital Specialists one and so we have understood this is focussed on delivering a service which meets the requirement outlined in the work packages, not just providing people to fill open roles on a temporary basis. Having sought additional guidance we can now confirm that this request is OUTSIDE IR35. Please ignore the answer to question 6 as this is now inaccurate. 12. Share a link to the Feb 19 Project Delivery Functional Strategy A link to the strategy will be made available in the next day or so; we have been working with CCS on how this document can be shared. 13. What will be required in the next stage, assuming you are selected, after the submission against the 4 essential skills i.e. written proposal, presentation, interview etc. Interview and CV’s for all personnel who will be working on the project will be required. 14. Please could you advise under which question we should provide evidence of capability for WP2 (MI) and WP4 PD (PMO set up)? Please provide your evidence of capability in line with the area that you are bidding on. 15. Are the roles pre-defined for this engagement or is the buyer looking for the supplier to outline these roles at the next stage in the process? Are you asking an alternate question regarding IR35? If so, upon further guidance we can confirm that this requirement is OUTSIDE IR35. If not, please resubmit the question and we will respond accordingly. 16. Share current terms of reference for the PD function See strategy - Access to the MOD Project Delivery Functional Strategy can be found via the link (please copy and paste into your address bar as a hyperlink is not working)https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.aof.mod.uk%2F20190124-PDFS_Final_Version.pdf&data=02%7C01%7CNatalie.Watson889%40mod.gov.uk%7Cb1ff3638d99b4a941ae608d75c7c4657%7Cbe7760ed5953484bae95d0a16dfa09e5%7C0%7C0%7C637079561126398688&sdata=%2BTzlDxkS6S57ECB4qqjgdiX4ibvksQU%2BHZRjPfSOLmU%3D&reserved=0You will need to register for a ‘Defence Gateway’ account (unless you already have one); this can be achieved by answering “No” to the 3 questions prompts and then by selecting “Civilian access to KiD”. 17. Share a link to the Feb 19 Project Delivery Functional Strategy See strategy - Access to the MOD Project Delivery Functional Strategy can be found via the link (please copy and paste into your address bar as a hyperlink is not working)https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.aof.mod.uk%2F20190124-PDFS_Final_Version.pdf&data=02%7C01%7CNatalie.Watson889%40mod.gov.uk%7Cb1ff3638d99b4a941ae608d75c7c4657%7Cbe7760ed5953484bae95d0a16dfa09e5%7C0%7C0%7C637079561126398688&sdata=%2BTzlDxkS6S57ECB4qqjgdiX4ibvksQU%2BHZRjPfSOLmU%3D&reserved=0You will need to register for a ‘Defence Gateway’ account (unless you already have one); this can be achieved by answering “No” to the 3 questions prompts and then by selecting “Civilian access to KiD”. 18. Please could you also clarify • the PD function is to advise, not to dictate to Commends etc. Is that correct? See strategy - Access to the MOD Project Delivery Functional Strategy can be found via the link (please copy and paste into your address bar as a hyperlink is not working)https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.aof.mod.uk%2F20190124-PDFS_Final_Version.pdf&data=02%7C01%7CNatalie.Watson889%40mod.gov.uk%7Cb1ff3638d99b4a941ae608d75c7c4657%7Cbe7760ed5953484bae95d0a16dfa09e5%7C0%7C0%7C637079561126398688&sdata=%2BTzlDxkS6S57ECB4qqjgdiX4ibvksQU%2BHZRjPfSOLmU%3D&reserved=0You will need to register for a ‘Defence Gateway’ account (unless you already have one); this can be achieved by answering “No” to the 3 questions prompts and then by selecting “Civilian access to KiD”. 19. PD provides a 3rd line of defence Assurance service across defence transformation and delivery portfolios presently? See strategy - Access to the MOD Project Delivery Functional Strategy can be found via the link (please copy and paste into your address bar as a hyperlink is not working)https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.aof.mod.uk%2F20190124-PDFS_Final_Version.pdf&data=02%7C01%7CNatalie.Watson889%40mod.gov.uk%7Cb1ff3638d99b4a941ae608d75c7c4657%7Cbe7760ed5953484bae95d0a16dfa09e5%7C0%7C0%7C637079561126398688&sdata=%2BTzlDxkS6S57ECB4qqjgdiX4ibvksQU%2BHZRjPfSOLmU%3D&reserved=0You will need to register for a ‘Defence Gateway’ account (unless you already have one); this can be achieved by answering “No” to the 3 questions prompts and then by selecting “Civilian access to KiD”. 20. Work package 6 is to 'Support delivery of culture enquiries across full breadth of Defence using Cabinet Office model and building on work of MOD empowerment teams.' Please could you clarify further what these culture enquiries relate to and what the role of this contracted PD CoE support would be? In the context of the Defence PD Profession the aim is to engage the Profession in a conversation around culture (in order to understand how (or if) a culture and identity is forming for the profession and how inclusive that culture is). The role of this support would be facilitation of the enquiries and analysis of the results in terms of the wider organisation with recommendations to the PD Function on how to support the Profession. This will require some behavioural insights/social science knowledge and application. 21. Work package 6 is to 'Support delivery of culture enquiries across full breadth of Defence using Cabinet Office model and building on work of MOD empowerment teams.' Please could you clarify further what these culture enquiries relate to and what the role of this contracted PD CoE support would be? In the context of the Defence PD Profession the aim is to engage the Profession in a conversation around culture (in order to understand how (or if) a culture and identity is forming for the profession and how inclusive that culture is). The role of this support would be facilitation of the enquiries and analysis of the results in terms of the wider organisation with recommendations to the PD Function on how to support the Profession. This will require some behavioural insights/social science knowledge and application. 22. Work package 6 is to 'Support delivery of culture enquiries across full breadth of Defence using Cabinet Office model and building on work of MOD empowerment teams.' Please could you clarify further what these culture enquiries relate to and what the role of this contracted PD CoE support would be? In the context of the Defence PD Profession the aim is to engage the Profession in a conversation around culture (in order to understand how (or if) a culture and identity is forming for the profession and how inclusive that culture is). The role of this support would be facilitation of the enquiries and analysis of the results in terms of the wider organisation with recommendations to the PD Function on how to support the Profession. This will require some behavioural insights/social science knowledge and application. 23. Do you have an idea of how many people you expect the supplier to supply? The authority will assess all bids as they are presented. 24. Please can you confirm whether this requirement and the indicated budget (£300k) are to cover all 6 work packages? Or should we write our response for one work package only? The authority will consider all bids. The tasks are listed in priority order in the SOR. Bidders will not be discounted should they wish to respond to certain work packages only. 25. For work package 6 – do you want the successful supplier to coordinate enquiries or to support responses to the enquiries? What does the culture refer to? In the context of the Defence PD Profession the aim is to engage the Profession in a conversation around culture (in order to understand how (or if) a culture and identity is forming for the profession and how inclusive that culture is). The role of this support would be facilitation of the enquiries and analysis of the results in terms of the wider organisation with recommendations to the PD Function on how to support the Profession. This will require some behavioural insights/social science knowledge and application.