RM1043/CCT906 - Deployed Platform Services Legacy Contracts Transition Service

Tender description

Summary of the work Transition management and monitoring. Transition execution advising of project management leading practises. Set up and Monitor weekly cycles or advise on cadence. Review Status and governance processes and implement. Risk, Issue and Dependency mitigation and management. Validation of process and transition. Delivery quality reviews and acceptance. Attaining planned milestones. Expected Contract Length 8.5 Months. Option for 2 x 3 months extensions (Subject to Financial Approval) Latest start date Wednesday 5 August 2020 Budget Range £389,241 (Ex Vat) T&S £15,000.00 (Ex VAT) (Limit of Liability (Lol)) Why the Work is Being Done Under New Style of Information Technology (Deployed) (NSoIT(D)) the Deployed Platform Services Legacy Contracts is Exiting and Transitioning from DII to a new contracted service. Current work is commencing regarding exit and as part of this there will be a requirement for engagement which covers the transition implementation phase. In order to ensure that this phase is completed efficiently and accurately planning regarding transition will be needed. Under Transition a requirement is needed to generate a detailed transition plan and strategy along with ensuring the new service delivery partner(s) are sufficiently mature to deliver an effective operational service for deployed land and maritime . Problem to Be Solved NSoIT(D) Transition needs to ensure the efficient commencement of an incoming contract with new supplier(s) and the orderly winding up of the previous contract and exit of outgoing supplier(s). The problem to be solved is how to ensure a smooth transition and continuation of essential contracted services. Minimise risk of any misinterpretation/miscommunication. Minimise impact on end users, stakeholders by establishing a communication strategy. Establish relationships, systems and procedures to be used for ongoing management of the contract. Develop a transition plan outlining tasks, timeframes for before, during and after transition. Establishing a Transition strategy to include an Implementation plan. Who Are the Users The users are within Ministry of Defence, Defence Digital, Deployed Platform Services, New Style of Information Technology (Deployed). Their needs are that the current services under the present incumbent existing services are continued to the new service partner(s). Continuity needs to be ensured and risks identified on any enduring services that are to be incorporated in transitioning from one service to another. Work Already Done The start of the schedule activities for Milestones has commenced but is not mature at present. There will need to be accurate planning of key schedule requirements although the majority of these will have been identified by the Exit activities already commencing and will be more mature in due course will need to be incorporated also into a plan on a page for senior management. The present project manager has also identified the areas/activities that need to be incorporated into the planning/schedule activities but also will need to be investigated further Existing Team 1 x Lead Transition Project Manager 1 x Project Transition Manager Current Phase Discovery Skills & Experience • Evidence by two examples of Transition skills within the last 5 years. 20% • Evidence by two examples of Contract/Project Management skills. 15% • Evidence by two examples of Planning and Schedule skills. 15% • Evidence by two examples MOD Maritime, Land and Legacy skills experience. 15% • Evidence by two examples of Risk,Assumptions,Issue,Dependency and Opportunities skills . 10% Nice to Haves • Illustrate requirements capture and implementation skills. 5% • Illustrate skills in engaging with stakeholders to understand requirements and identify potential data sources. 5% • Illustrate problem solving skills. 5% • Illustrate communication skills. 5% • Illustrate data mapping skills. 5% Work Location MOD Corsham, Wiltshire Working Arrangments The working arrangements required at MOD Corsham is that the individual/team would be required to work for and alongside the Lead Transition Project Manager & Project Transition Manager. However, some work will require independent interaction. Expenses to be agreed with Lean Transition PM and not exceed Business Travel limits within MOD rules. T&S LOL £15,000 ex vat. Security Clearance Valid SC Clearance is required for the duration of the contract. The Authority WILL NOT sponsor SC Clearance, it must be in place and remain valid for the duration of the contract. Additional T&Cs IR35 Does not apply A Security Aspects Letter (SAL) will apply No. of Suppliers to Evaluate 3 Proposal Criteria • The proposed technical solution. 15% • The proposed approach & methodology. 15% • How the approach or solution meets the business goal. 15% • How the approach or solution meets user needs. 15% • Estimated timeframes for the work. 15% • How you identified risks & dependencies & offered approaches to manage them. 10% • Team structure. 5% • Value for money. 10% Cultural Fit Criteria • Work as a team with our organisation and other suppliers. 20% • Be transparent and collaborative when making decisions. 20% • Have a no-blame culture and encourage people to learn from their mistakes. 20% • Take responsibility for their work. 20% • Share knowledge and experience with other team members. 20% Payment Approach Capped time and materials Assessment Method • Case study • Work history Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. The statement of work says "PMO role", but the money suggests 2-3 people. Questions imply more than just PMO skills. Please can you define the number and of what kind of skill is expected in responses? The Authority cannot find where you are referring to as “PMO role”. However, this requirement is under Digital Outcomes & Specialist Framework.Outcomes is used to tell suppliers about the situation or problem, and they’ll propose a team of specialists that will provide a solution that meets the needs. Skill required is regarding Transition skills.The Supplier defines the number of personnel to undertake the requirement. 2. The requirement has specific MOD Maritime, Land and Legacy skills experience requirements. What are these specific skills/experience requirements? Does the MOD want someone who's worked in that team before? The requirement is specific to Transition and the skills/experience is in relation to having carried out Transition within MOD Maritime, Land and Legacy environments. 3. Is there an incumbent in place currently? No 4. Is this to replace the existing team? No 5. Government policy states that "..individuals should not be expected to hold an existing security clearance in order to apply for posts or contracts that require vetting, except in exceptional circumstances where such posts are short term and need to be filled urgently". (Para 3. HMG Personnel Security Controls – Version 4 – MAY 2018 – Cabinet Office). This Requirement seems not to fit those explicit criteria. Can the Authority give the reason(s) for its refusal to sponsor vetting of Supplier candidates that might otherwise be perfectly matched to deliver the Authority outcomes? The Authority’s expectation is that the winning bidder will hold sufficient SC clearance for its personnel at Contract award to deliver the required outcomes. Should suppliers not be able to meet this requirement, it should identify any SC clearances which it requires to be in place to meet the contract requirements for the Authority’s review as part of its response to this requirement. 6. Could you clarify if these roles are new additions to your team, or if this is a re-compete of existing roles, i.e. an incumbent contractor has already been providing the "Legacy Contracts Transition Service" The roles will be new additions to the team. 7. Could you advise the number of individuals likely to be required to complete this work? The Supplier should use the information provided within the advert to define the number of individuals they see suitable to fulfil the requirement. 8. Could you provide more context and detail as to how Data Mapping will be required for this project? The Authority would expect this to be the mapping of Transition/Implementation activities to a schedule. 9. What's the service set being transitioned please? The Authority confirms that there will be services, but they are in the Exit Team remit at present and are not known at this point in time. Please provide more information on this question in order for the Authority to elaborate further if the answer provided is not sufficient. 10. Has the new services contract provider (replacing the incumbent DII contract) been selected yet? Is that supplier selection activity part of this work? The Authority confirms that there has been no selection. The supplier selection will not be part of this work. However, there will need to develop a transition plan outlining tasks, timeframes for before, during and after transition. There will be a requirement to work alongside the Exit Team for Transition/Implementation input. 11. Can the Authority please provide an SOR for this project? The information in the advert covers what is required. 12. Can you clarify and explain what is meant by, “……MOD Maritime, Land and Legacy skills experience” under Essential skills and experience? The requirement is specific to Transition and the skills/experience is in relation to having carried out Transition within MOD Maritime, Land and Legacy environments. All elements within the advert relate to Transition/Implementation activities.