DD/IT/SVCS/003 - OSM P3M Core & Technical Support - Implementation

Tender description

Summary of the work P3M and Technical support to the OSM Programme to secure delivery of ITSM tooling and SPOC replacement project. P3M and RAIDO support to EPMO standards of project work-streams, using existing schedules, ARM and ADAM registers, etc. More information to be provided to short listed suppliers, to inform their subsequent submissions. Expected Contract Length The contract will expire 31.03.2022, there with be an option to extend to 11.11.2022 Latest start date Monday 16 November 2020 Budget Range £4.334m ex VAT (that includes a LoL for T&S of £50k for the duration). The option period (if invoked) will be subject to additional funding approvals. Why the Work is Being Done The OSM programme and the Service Centre (FOSM) were created to replace aspects of ATLAS. We need to deliver the solution and DD-SDO activities to create the OSM solution. OSM P3M Core & Technical Support – Implementation provides; • Continued secure delivery of the OSM programme • Ensure confidence that implementation of the Service Centre and exit from the incumbent is achieved in time • Provides resources to support the P3M Support (Management and Control layers) to build and maintain delivery momentum and meet the OSM plan milestones • Reduced risk and greater coherence in the dis-aggregation of ATLAS services and on-boarding new MSPs. Problem to Be Solved The OSM Programme has been running since 2018. The provision of P3M & Technical support to the programme are key requirements to secure delivery. The programme is in-flight and has comprehensive plans, risk and dependency logs, governance models, etc. along with a rich mix of suppliers and technical specialists. The successful supplier will be required to work collaboratively with the existing programme team and to use and build on the existing artefacts and structures, to maintain momentum and continuity and to secure safe and timely delivery of the programme to existing milestone dates. Who Are the Users The Users and their needs; • The programme team leads and SMEs, needing P3M services, RAIDO support, scheduling support, progress tracking support, etc. • The programme management team, needing an understanding of the P3M position, project status and progress against time, budget and deliverables, risk and opportunity position, dependencies, etc. • The Governance board structures (1*, 2* and 3*), the EPMO and the wider stakeholder community, needing summary and highlight status reports, both through the EPMO reporting and ad-hoc. • Wider stakeholder audience, needing status and engagement • Technical support to the programme and to technical governance boards, to support design reviews, design coherence, etc. Work Already Done A Cat-A procurement project has run a competition and secured Main-Gate approval to contract for a new Service Centre supplier; Capgemini. The OSM programme has set up the enabling work for business change and Authority tooling. The P3M and Technical support to the DD-SDO OSM Programme must build on this existing work to secure delivery of ITSM tooling and SPOC replacement project, providing P3M and RAIDO support to EPMO standards of project work-streams, using existing schedules, ARM and ADAM registers, etc. Existing Team Civilian, Military and contractors within the OSM Programme team and other stakeholders across defence, such as the ASDT team, Security Accreditation, the OSM BAU Run team, GOSCC, EMPO, etc. Specifically, you will work collaboratively with four roles continued from the incumbent supplier; OSM Programme Continuity, OSM Programme Technical Continuity, Service Centre Implementation Continuity and Project Controls Continuity, along with Crown Servant leads and Programme Manager and other delivery partners, contracted to supply specific deliverables and SQEP. Current Phase Beta Skills & Experience • Demonstrate detailed and comprehensive understanding and experience of delivering complex projects to the APM BOK 7 methodology. • Demonstrate a detailed and comprehensive understanding and experience of delivering P3M capability and support to an existing project team in a pragmatic and constructive manner. • Demonstrate a detailed and comprehensive understanding and experience of delivering Technical Support capability to an existing project team in a pragmatic and constructive manner. • Demonstrate a detailed and comprehensive understanding and experience of delivering ITSM SIAM solutions in a large / complex organisation. • Demonstrate a detailed and comprehensive understanding and experience of delivering P3M, integrating with other suppliers, programmes and stakeholders. • Demonstrate a detailed and comprehensive understanding and experience of managing Risks, specifically determining the material programme risks and identifying mitigation actions and actively managing the mitigation's to good effect. • Demonstrate a detailed and comprehensive understanding and experience of delivering governance reporting to Senior Management boards, both through systems of record and through unstructured narrative. • Demonstrate a detailed and comprehensive understanding and experience of delivering a complex ITSM SIAM programme. • Demonstrate a detailed and comprehensive understanding and experience of providing Technical Support to an ITSM SIAM programme. • Demonstrate a detailed and comprehensive understanding and experience of providing Technical Support to an ITIL process based programme and having fully trained ITIL process skilled team members. Nice to Haves • Demonstrate a detailed and comprehensive understanding and experience of delivering complex projects in a Defence context. • Demonstrate a detailed and comprehensive understanding and experience of delivering a complex ITSM SIAM programme in a Defence or Government setting. • Demonstrate a detailed and comprehensive understanding and experience of providing Technical Support to complex programmes implementing Cabinet Office guidance to exit and dis-aggregate monolithic outsource contracts. Work Location Defence Digital, Building 405, Westwells Road, MOD Corsham, SN13 9NR Working Arrangments The team will be based at MoD Corsham, due to COVID, most activity is carried out remotely and you will be expected to provide a team capable of working remotely (if required). There will be occasions when team members will need to visit Corsham, for collection/return of badges, laptops, etc. and for specific meetings/workshops. A standard working day is 8 hours (30 Mins for lunch) Monday to Friday. T&S up to £50,000 (LoL) ex VAT is assigned for the duration of the contract. T&S must be pre-approved and will paid in accordance with MoD Civilian Policy, very little travel anticipated. Security Clearance SC (as a minimum) clearance must be in place prior to each individual starting work on the contract due to the projects the individuals are required to work on. Clearances must remain valid for the duration of the contract. Additional T&Cs No personal or company laptops that are not MOD authorised for use at Official Secret. T&S will be paid based on receipted actuals and in compliance with MoD Policy, no other expenses are permitted. Suppliers must use the Authority’s Purchase to Payment Tool called CP&F or be prepared to sign up to the tool. IR35 does NOT apply. A Security Aspects Letter (SAL) will be issued. We aim to get feedback to you within 2 weeks of the advert closing. No. of Suppliers to Evaluate 5 Proposal Criteria • Proposed approach and methodology – Does it demonstrate a comprehensive understanding and experience of rapidly building up a new security cleared team and on-boarding them to an existing programme? • Proposed approach and methodology – Does it demonstrate a comprehensive and credible understanding of rapidly on-boarding a team with remote working and limited face-to-face contact? • How well the approach recognises and addresses how risk and disturbance to the existing programme is minimised and the momentum of existing delivery plans is maintained? • Proposed approach and methodology – Does it demonstrate a detailed and comprehensive understanding and experience of delivering P3M capability and support to an existing project team? • Proposed approach and methodology – Does it demonstrate a detailed and comprehensive understanding and experience of delivering Technical Support capability to an existing project team? • Proposed approach and methodology – Does it demonstrate a detailed and comprehensive understanding and experience of delivering P3M, integrating with other suppliers, programmes and stakeholders? • Proposed approach and methodology – Does it demonstrate managing Risks, specifically determining the material programme risks and identifying mitigation actions and actively managing the mitigation's to good effect? • Proposed approach and methodology – Does it demonstrate delivering governance reporting to Senior Management boards, both through systems of record and through unstructured narrative? • Proposed approach and methodology – Does it demonstrate a detailed and comprehensive understanding and experience of providing Technical Support to an ITSM SIAM programme? • Proposed approach and methodology – Does it demonstrate experience and ability to provide Technical Support to an ITIL process based programme and having fully trained ITIL process skilled team members? Cultural Fit Criteria • Demonstrate a comprehensive understanding and experience of working with existing teams, artefacts and processes, getting the most from them, avoiding installing new approaches? • Demonstrate a comprehensive understanding and experience of P3M support to teams who have variable levels of P3M maturity and understanding. • Demonstrate a comprehensive understanding and experience of support in a constructive, collaborative and insightful manner, and not “laying down the law” about how things should be done. • Demonstrate a comprehensive understanding and experience of support by coaching and mentoring, actively helping create and update artefacts, rather than chasing actions and dates for others to deliver. Payment Approach Capped time and materials Assessment Method • Case study • Work history • Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Is there an incumbent? Yes there is an incumbent. 2. In the evaluation of the five suppliers at Stage 2, can you confirm whether or not rate cards will be required as part of the evaluation? I can confirm at stage 2 we will expect to see rate cards for the team you are proposing. 3. Who is the current incumbent and will they be reapplying? The current provider is PA Consulting Services Limited, I have not discussed this procurement with them so can not advise on whether they will or will not be tendering.Defence Digital operate fair, open and transparent tender processes, and bids are assessed purely on the information provided at each stage of the process. 4. Given the OSM Programme works closely with the Operation HQ in Defence Digital is there any requirement for DV Cleared Staff? SC is what is required as a minimum entry, we do not have a need for DV on this requirement. 5. What is the scoring criteria that will be used for Stage 1 evaluation and are all questions weighted equally? Scoring will be done in accordance with the DOS scoring mechanism. Each criteria is equally weighted and will be scored either, 0, 1, 2 or 3. 6. Given the Capped Time and Material nature of the work, please can you provide further details of how the pricing / rate card information needs to be presented in the proposal. Rate cards allowing us to see how your pricing is made up, will form an Annex to the proposal document and will not be included in the word limit. 7. Please can you confirm how the T&S LOL element of the pricing will be included in the pricing evaluation? T&S won't form part of the evaluation, we have a pot of money (up to £50k) set aside for T&S, if it isn't used it does not get 'added' in to the requirement budget. T&S is paid as and when the Authority require you to visit other sites and will be paid in accordance with MoD Civilian Policy. I would suggest that all bidders treat T&S as a separate (NTE £50k) line in their bids. 8. Please can you confirm if the 100 word responses to the Essential Skills and Experience will be used in the final evaluation of the proposals? Only the Proposal criteria listed in the advert will be used to evaluate the proposals. 9. In the Budget range section of the DOS advert, there is a limit of liability for travel and subsistence. Please can you confirm if the T&S LOL can be used for T&S for travel to Corsham or if its only for Authority requested travel from a Corsham base location? This is for Authority requested travel only. 10. Please can you provide an indication of the timelines for the next phase(s) of the procurement, in particular your expected timescales for submission of proposals and presentations. As an estimate we anticipate providing stage 1 feedback no later than the w/c 14 September. Shortlisted bidders will be asked for their proposal and case study that week. Once the proposals have been received and evaluated, presentation dates will be given (an estimate would be w/c 05/10). 11. Is there a current incumbent supplier and are they eligible to compete for this requirement? Yes there is an incumbent and the are able to compete if they wish.Defence Digital operate fair, open and transparent tender processes, and bids are assessed purely on the information provided at each stage of the process. 12. Is MOD able to SC clear team members who do not currently hold that level of clearance? The Authority will not be able to provide SC Clearances. SC must be in place prior to and for the duration of the contract. 13. Would you be willing to support the SC Clearance process? The Authority will not be able to provide SC Clearances. SC must be in place prior to and for the duration of the contract. 14. Please can you confirm that the case studies required need to be from UK based Defence/Government programmes. Your case study will be submitted to back-up the evidence provided in your proposal. They will be submitted at the same time, they should be based on comparable programmes and dependent on experience may not and do not have to be based on Defence Government Progs. 15. Please can you provide further details on how the Technical Evaluation will be completed covering: Proposal Criteria, Case Studies, Work Histories, Presentation. Is there any specific weighting for each of the proposal criteria? The proposal criteria are all of equal weighting.Evidence submitted for the proposal and case study will be evaluated and all evidence will be used to create an aggregate score. If the Authority then wishes to utilise presentations, the successful suppliers will be invited to attend a presentation, which will then also be assessed and used to create the final aggregate score.In order for successful bidders to prepare for the presentation, a document will be provided that will ask them to cover specific information relating to their proposal/case study.No new evidence is to be provided during the presentation. 16. Please can you confirm how you propose to evaluate the pricing element of the proposal, in particular comparing one supplier compared to another. Do you require a rate card with specific bands? Or are you evaluating the pricing based on the overall cost of the proposed team? If so, how will you evaluate the price vs quality of the team proposed. The price evaluation will be based on the overall price but a clear breakdown of how the price is made up with roles / rate cards is to be provided as an Annex to the proposal. 17. 'Demonstrate a detailed and comprehensive understanding and experience of providing Technical Support to an ITSM SIAM programme.', in addition to standard PMO services, what type of additional Technical support is required?Are there any specific toolsets that you require technical support for? This does not relate to Technical Support to a specific toolset, but rather the support to the team regarding the technical issues and questions that arise in such a programme – such as facilitating design workshops, conducting design reviews, reviewing plans for completeness, working with other SMEs on the programme, helping to ensure design coherence across the Authority Designs, the Service Desk provider and MSPs, etc. 18. • In the question 'Demonstrate a detailed and comprehensive understanding and experience of delivering Technical Support capability to an existing project team in a pragmatic and constructive manner.', what type of Technical support is required?Are there any specific toolsets that you require technical support for? This does not relate to Technical Support to a specific toolset, but rather the support to the team regarding the technical issues and questions that arise in such a programme – such as facilitating design workshops, conducting design reviews, reviewing plans for completeness, working with other SMEs on the programme, helping to ensure design coherence across the Authority Designs, the Service Desk provider and MSPs, etc. 19. Please can you specify what Technical Support will include in regards to this contract? Support to the team regarding the technical issues and questions that arise in such a programme – such as facilitating design workshops, conducting design reviews, reviewing plans for completeness, working with other SMEs on the programme, helping to ensure design coherence across the Authority Designs, the Service Desk provider and MSPs, etc.