PS267 Fixed Connectivity PIO (Portfolio Integration Office) Delivery Partner 2023-24

Tender description

Which phase the project is in Live Existing team The existing PIO Team is made up of a mixture of civil servants and contractors. Address where the work will be done MOD Corsham, Wiltshire and remotely. Working arrangements Hybrid working, using MOD Virtual desktop while working remotely. Work onsite 1-2 days per week to work with the delivery teams collaboratively, attending joint team meetings, workshops etc., attending other sites where necessary. Flexible working hours and T&S to be agreed and approved by the manager. Provide more information about your security requirements: Security Check (SC) Provide more information about your security requirements (optional): Current, valid SC clearance is required for all workers on the Contract. The Authority will not sponsor any SC Clearances. Latest start date 2023-08-07 Enter the expected contract length: 2 years Special terms and conditions Contract length is to be 12 months plus an option of an additional 12 months. Special terms and conditions Working outside normal office hours (weekends and Bank Holidays) requires prior approval. Special terms and conditions T&S will be paid based in compliance with MoD Policy. All T&S requires prior approval. Special terms and conditions Suppliers must use CP&F. Special terms and conditions PLEASE NOTE: This has been assessed by the Authority as Inside IR35 (off payroll working rules do apply). Are you prepared to show your budget details?: Yes Indicative maximum: 1625000 Provide further information: Please note, this value is for 12 months. This does not include the 12 month extension option. Confirm if you require a contracted out service or supply of resource Supply of resource: the off-payroll rules may apply Summary of work The delivery partner contract will support the Service Executive for Fixed Connectivity (FC) to implement SEM (Service Executive Model) responsibilities as part of Delivery Controls and will deliver the following Work Packages (WPs) as outputs (please read in conjunction with the ‘Context Document): WP1 Implement Delivery Controls, driven from the new SEM Order Book, develop Rich Picture views via Plans On A Page (POAPs) and facilitate the Service Executive monthly Holding to Account (H2A) board. Continue the development and implementation of a coherent Delivery Controls framework. WP2 Assure Project OnLine (POL) represents the agreed Run & Change objects within the Order Book and facilitate the monthly updates of POL schedules to ensure accurate reporting of work completed; resource estimates are accurate and Integrated Master Schedule (IMS) linkages for agreed reporting milestones are maintained. WP3 Continue the development of best practice Document Management within Fixed Connectivity, developing and issuing a matured process to the team, help embed this within the team facilitate and shape and mould the teams SharePoint sites to reflect the agreed management process. Monitor and control all group mailboxes to ensure information is managed in accordance with the agreed process. WP4 Assure the Service Executive (SE) that all Portfolio aspects (Run & Change IMS’) reflect the underlying schedules and all milestones corporately tracked are updated against the monthly reporting cadence and has appropriate running commentary associated with them. Ensure that a POAP – rich picture – is updated that provides the ‘total’ picture of Run & Change within Fixed Connectivity and articulates Blockers, Significant Risks & Issues and any trends that are developing. Assure SE that the portfolio is maintaining the standard project control artefacts across all parts of FC. Track the delivery of project / Programme benefits. WP5 The collation and management of Management Information in compliance with Defence Digital (DD) reporting process. WP6 Dedicated resource to provide secretariat services to all FC meetings, the current meetings are: WP7 Provide diary co-ordination to the PIO and prepare meeting packs for all significant PIO meetings. WP8 This work package will co-ordinate the FC front door process ensuring that only approved changes are brought into via the newly formed order Book. Controlling submissions against options, ILRs & FCRs and on receipt of implementation notes direct the change to the correct Service Owner within the team. WP9 Is the provision of Schedule Management across the Service, Product and Project areas to maintain the standard project control artefacts for all parts of FC. This includes the presentation of information in the progress towards delivering benefits. WP10 The provision of Risk, Issues and Opportunities management across the Service, Product and Project areas to maintain the standard project control artefacts. This includes the collation and management of Management Information (MI) in relation to benefits. WP11 Is the provision of Assumption & Dependency management across the Service, Product and Project areas to maintain the standard project control artefacts across the portfolio. Where the supplied staff will work South West England Who the organisation using the products or services is Strategic Command, Defence Digital, Fixed Connectivity Why the work is being done The Portfolio Integration Office (PIO) responsible for Delivery Controls under this contract, has only a small team dedicated to the support and efficient running of the Service Executive Portfolio. This contract will provide support to PIO that will help deliver efficient Portfolio management and Delivery Controls across the main Programmes. The business problem you need to solve Additional resources are required to ensure that the delivery teams are on track and will achieve the required outputs and outcomes requires an effective governance review framework to be established and operated. First user type: Senior Leaders, Service Owners First user type: Product owners/Project managers First user type: SharePoint Page Owners First user type: Requestors Enter more details about this user type: Accurate timely management information, to manage effective delivery Enter more details about this user type: Capture of data on their project / task in corporate tools (Arm, POL etc) Enter more details about this user type: Management of Access Rights and amendments Enter more details about this user type: Clear, effectively managed process for managing change, via the front door. Questions and Clarifications 1. Please could you clarify what you mean by 'Order Books' in this context. The Defence Digital (DD) Order Book (OB) is a database that captures the totality of work the organisation has committed to deliver in a way that can be prioritised, controlled, monitored, and delivered in a consistent way. 2. It covers all activities consuming resource across the organisation, regardless of whether they are maintaining and developing existing products, outputs, or services (RUN), establishing new products, outputs, or services (CHANGE), improving how we deliver (Business Change) or enabling our delivery (Management or Functional activities). Overall, the Order Book represents the totality of work DD have formally agreed to deliver. 3. Control over the content of the Order Book is essential to ensure that the work the organisation is delivering is manageable, and as far as possible within the capacity of the Service Executive and enabling teams (e.g. Finance, Commercial) to deliver. Last Updated: 19 June 2023, 11:16 2. 1. SoR – WP1 – which specific delivery controls are requested to be implemented from the supplier? 2. SoR - WP6 asks to provide Secretariat services to all FC meetings. What are the list of current meetings and what is the frequency of these? 3. SoR – WP7 states the Secretariat should prepare meetings packs for all significant PIO meetings. What are deemed the significant PIO meetings and what is the frequency of these? 4. Is the supplier expected to lead the requested areas or provide support to them? 1. Delivery controls in accordance with Defence Digital DDP 206 as interpreted in the Fixed Connectivity DRAFT Management Arrangements, these delivery controls represent the standard ‘Project Control’ model in Defence. 2. Meetings to be covered as a priority are: Monthly – Portfolio Level 1* Holding to Account meeting FC Change Control Board FC Schedule/Coherence Review FC Dependency Review FC Risk & Assumptions Review FC Technical Coherence/Service Integrator Review Board Monthly – Service Owner level FC Service Owner H2A Board (1 for Networks and 1 for IUS) FC Service Owner Change Control Board (1 for Networks and 1 for IUS) FC Service Owner Risk & Assumptions Review (1 for Networks and 1 for IUS) Service Owner Dependency Review Service Owner Technical Co-ord Meeting Product Owner H2A Review 3. As per response above. 4. The supplier is expected to lead on the Work Package areas with responsibility for giving direction remaining with the PIO. The FC developed Management and Governance documents will provide the framework to deliver these work packages and help the supplier bed these practices into the team. Last Updated: 19 June 2023, 11:15 3. can you please confirm if the 750 character count includes spaces? This does not include spaces (i.e. 750 characters, excluding spaces). Last Updated: 19 June 2023, 11:15 4. Could the Authority please clarify whether the 750 character count is with or without spaces? This does not include spaces (i.e. 750 characters, excluding spaces). Last Updated: 19 June 2023, 11:11 5. 1. Character Count Clarification: Please confirm whether the limit of 750 characters for each response includes spaces. 2. Summary of Work - WP6: WP6 mentions: Dedicated resource to provide secretariat services to all FC meetings, the current meetings are: . However, no specific details about the current meetings are provided. Can we confirm, what current meetings will the dedicated resource be expected to support and how frequently do these meetings occur? 1. This does not include spaces (i.e. 750 characters, excluding spaces). 2. Meetings to be covered as a priority are: Monthly – Portfolio Level 1* Holding to Account meeting FC Change Control Board FC Schedule/Coherence Review FC Dependency Review FC Risk & Assumptions Review FC Technical Coherence/Service Integrator Review Board Monthly – Service Owner level FC Service Owner H2A Board (1 for Networks and 1 for IUS) FC Service Owner Change Control Board (1 for Networks and 1 for IUS) FC Service Owner Risk & Assumptions Review (1 for Networks and 1 for IUS) Service Owner Dependency Review Service Owner Technical Co-ord Meeting Product Owner H2A Review Last Updated: 19 June 2023, 11:10 6. Please can the Authority provide guidance/elaboration on the term "Order Book" and how it should be interpreted in Essential Question 5 ? The Defence Digital (DD) Order Book (OB) is a database that captures the totality of work the organisation has committed to deliver in a way that can be prioritised, controlled, monitored, and delivered in a consistent way. 2. It covers all activities consuming resource across the organisation, regardless of whether they are maintaining and developing existing products, outputs, or services (RUN), establishing new products, outputs, or services (CHANGE), improving how we deliver (Business Change) or enabling our delivery (Management or Functional activities). Overall, the Order Book represents the totality of work DD have formally agreed to deliver. 3. Control over the content of the Order Book is essential to ensure that the work the organisation is delivering is manageable, and as far as possible within the capacity of the Service Executive and enabling teams (e.g. Finance, Commercial) to deliver. Last Updated: 19 June 2023, 11:09 7. Please can you confirm if spaces are included within the 750 Character count? This does not include spaces (i.e. 750 characters, excluding spaces). Last Updated: 19 June 2023, 11:08 8. 1. For the Stage 1 response, please can you confirm that the character count does not include spaces? 2. For the Stage 2 response, please could you confirm what equation is being used to calculate the score that will be given for the 'fixed price'? 3. For the Stage 2 response, are there any constraints on the use of diagrams or pictures? 4. For the Stage 2 response, how will Essential Skills and Experience and Nice to Have Skills and Experience be evaluated under the advised Technical Competence weighting? Please confirm that we won’t have to re-state our Skills and Experience as part of our Stage 2 response and that the scores from Stage 1 will be carried forward to form part of the final technical score? 5. Will there be an opportunity to ask further clarification questions following the publication of further assessment documents? 1. This does not include spaces (i.e. 750 characters, excluding spaces). 2. Price, in this competition, is given a 40% weighting overall. Each Supplier's proposal price is given a score out of 40. The cheapest price is given the full 40 points, and then other Suppliers were given a score relative to how they compared to the cheapest price. This is calculated by (lowest price/supplier's price) x Weighting. For example, if Supplier A priced the lowest at £10 and price was weighted 40 %, Supplier A would score 40 points. Supplier B Priced £12.50, they would score 32. Supplier C Priced £16 they would score 25. 3. Further details will be provided for stage 2 responses to suppliers who are successful at stage 1. However, we will allow diagrams and pictures. 4. The scores will be carried forward for the 'Essential Skills and Experience and Nice to Have Skills and Experience', with Supplier's given a chance to improve their scores in the second stage of the competition, if there are relevant areas for this to be done (i.e. work histories). 5. Yes, there will be an opportunity for additional CQs to be asked at the second stage. Please note, due to issues on the platform , we are considering moving the second stage of the procurement to a 'manual' method (i.e. conducted via emails), to avoid any delays with potential platform issues. This will be communicated with all successful suppliers at stage 1. Last Updated: 19 June 2023, 11:07