RM1043.8-1-MINISTRY OF DEFENCE - Defence Digital - PS245 NGCN PMO

Tender description

Work done so far The programme has a functioning set of PM artefacts and some operational processes, but significant enhancement is required across the full scope of PMO activity. Which phase the project is in Not applicable Existing team The existing team will be made up of contractors as well as crown servants. Address where the work will be done The location of the office will be: Ministry of Defence, Building 405, Westwells Road, Wiltshire, SN13 9NR Working arrangements The team will need to work effectively with the NGCN Programme Delivery team which will require working in the office in Corsham and attending meetings in the London office as appropriate. We consider that in order to build strong PMO/Delivery team relationship, the PMO should aim to attend the Corsham office on a weekly basis. London meetings are unlikely to be more than once a month. Provide more information about your security requirements: Security Check (SC) Latest start date 2023-08-21 Enter the expected contract length: 4 months and 9 days Extension period: 2 months and 4 days Special terms and conditions Suppliers must use the Authority’s Purchase to Payment Tool called CP&F or be prepared to sign up to the tool. Availability to use Virtual MoDNet on their own company asset (Laptop) There is two extension options within this contract. 1st Option: 1st January 2024 - 30th June 2024 2nd Option: 1st July 2024 - 31st December 2024 An IR35 Assessment has been conducted and the result is that Off-payroll rules do not apply. Are you prepared to show your budget details?: Yes Indicative maximum: 1287760 Provide further information: This figure is ex VAT and it includes £5,000 T&S. 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 PMO service will support delivery of the programme, always ensuring that all activities required for programme success are properly identified, scoped, tracked and reported on. The PMO service will report to the Programme Director and to the Programme SRO and will ensure that all PMO activities meet the requirements set by the PD and SRO. Where the supplied staff will work South West England Why the work is being done The work is being done to support the scoping, development, and production of key artefacts to support the commercial process of a major Defence Digital procurement activity and change programme. The business problem you need to solve PMO Support is needed to deliver additional resources in the project management area. First user type: NGCN Programme Governance and team Enter more details about this user type: NGCN Programme management will use PMO outputs to manage the programme. NCGN Programme Governance will use PMO outputs for oversight and assurance of the programme. Questions and Clarifications 1. 1. Can you share more details of the current and planned PMO structure that this service would need to integrate into? 2. Can you share more details regarding specific PMO roles,competencies or specific expertise that you require as part of this service? 3. What are the current working practices of the team in Corsham? Do you require 5 days/week in Corsham when not in London or do you expect an hybrid working model e.g. 3 days per week in Corsham? 4. Given the intent is to let a fixed price contract, do you have a clear set of deliverables and KPI's defined to measure performance? 5. Does the 750 character limit on responses include spaces, diagrams? 1. The supplier will supply the entire PMO for the programme. 2. The Autority can not provide a response for this question, further information detailing the requirement will be issued in the statement of work. 3. The Authority does not believe the current working practices are relevent to this requirement, what we are seeking from the Tenderers is their proposal for working practice arrangements. 4. No KPIs, however there is a clear set of deliverables. 5. It does not include spaces, the Authority does not accept diagrams. Last Updated: 26 June 2023, 14:54 2. Please could you confirm whether there is any organisation currently proving the PMO service and, if so, who that organisation is? Yes, there is currently two incumbents on an interim basis while we conclude this competition supplying different elements of a PMO Service. Last Updated: 26 June 2023, 13:12 3. 1) Attachment 1 of the bid pack states there are 19 questions/criteria in total with some of the criteria stated as questions. However, Attachment 3 states that only the Essential and Nice to Have Skills and Experience (9 questions) will be used to evaluate responses. Please can you clarify if you require responses to all questions in Attachment 1, or only responses to those questions documented in Attachment 3? 2) Please can you confirm that no response is required to the Social Value Criteria as it is included in the document but a question is not specified. 1. For the initial submission only responses are required for the essential criteria and the nice-to-have. 2. Social Value will not be included in this requirement therefore no responses are required for this project. Last Updated: 26 June 2023, 13:10 4. 1. Please can you confirm the expected contract length as there are 2 * expected 'length of contracts' specified. Are these in parallel, consecutive, role aligned? If you can please confirm. 2. How many persons do you anticipate working on this contract for the 2 contract periods? 3. What is the size of the NGCN programme, budget, people in the programme? 4. What specific PMO services do you require? For example, will you need support in managing project finances, e.g. raising PO’s, paying invoices. Second example, will the PMO carry out technical administration and access support, logs for onboarding and offboarding management. 5. What does T&S stand for? 6. Is the Programme methodology agile, hybrid or waterfall? 7. What are you key project management toolsets that will be utilised in the project? 8. Is there scope to use other toolsets outside the ones you already have? 9. What is the end date of the programme? 10. In addition to supporting programme delivery are you expecting consultancy around PMO processes and artefacts and support in developing those processes and artefacts? 11. How many other persons are working within the Programme PMO presently? 12. Do you expect us to coordinate activity in the PMO as well as our own? 13. Will the PMO be expected to facilitate work and manage stakeholders external to the MoD e.g. with its 3rd party suppliers? 1. The contract will expire 31st December 2023. There are two 6 month options which will be subject to invoking which would run consecutively until 31st December 2024 if enacted. 2. This contract is outcomes based therefore, it is up to the Tenderer to specifify the numbers required. 3. The size is currently circa 100 people 4. No finances will be required, admin and PO required, technical admin and access support required. 5. T&S stands for Travel and Subsistance. 6. The programme methodology will be hybrid. 7. The key project management toolsets which will be utilised are MS Office as well as other specific MOD tooling. 8. No there is not any scope to use other toolsets. 9. The end date of the contract is 31st December 2023. 10. Where there is room for improvement, yes this will accepted. 11. The size is currently circa 100 people. 12. The Authority is unable to respond to this question without further clarification of what is meant. 13. It will consist of supporting third party engagement, leading will not be required. Last Updated: 26 June 2023, 12:55 5. Could the Authority please confirm the core period of the contract, as 2 durations are provided in the document. Could the Authority also confirm whether the budget stipulated includes the extensions listed? To confirm the initial term of the contract is until 31st December 23. To confirm the budget stipulated does not include the extension options. Last Updated: 26 June 2023, 12:20 6. 1. Please confirm if all 4 criteria area (essential, nice-to-have, technical and cultural) responses are required for Phase 1 submission (as per Attachment 1) or just essential and nice-to-have criteria (as per Attachment 3) 2. Please confirm that the max budget of £1,287,760 does NOT include the 2 x 6 month extensions in 2024 3. There are two different contract lengths stated in Phase 1 (4 and 2 months). Please confirm the expected total length of the initial contract is 6 months. 4. Please confirm how the extension options of the contract should work 5. Please confirm whether the example provided on question 2 on ‘essential skills and experience’ should be from the past three years 1. To confirm only essential and nice-to-have responses are required for the first submission. 2. To confirm the budget for this requirement is only for the initial term of the contract (until end of Dec 23). 3/4. The length of the contract will be until 31 December 23, thereafter will be two 6 month optional periods, this will be subject to financial/Authority's approval if deemed necessary. The Authority will notify the Supplier of intent 30 days prior to the start date of the option. 5. The example for question two should be from the past three years. Last Updated: 26 June 2023, 12:14 7. You have asked us to demonstrate experience of change management applied to a complex programme. Could you clarify if by Change Management you mean business and people change management or programme Change as part of the project programme governance? Is the maximum budget of £1287760 for the entire programme or for the specific phase out to tender? Can you clarify if you are looking for the supplier to demonstrate commercial capability where you ask to provide experience of delivering public sector procurement programmes? In regards to change management, this is meant in a way of business, people and change management. There will be no commercial capability required. In regards to the procurement programmes this is relating to a technical aspect rather than commercially. The budget is for the initial term which expires 31 Dec 23. Last Updated: 26 June 2023, 11:56 8. If we were to be selected as a partner would you sponsor our SC Clearance Vetting Process. All of our people will already be BPSS cleared in advance of this. If you can confirm please. Due to timeframes, the expectation is to already obtain SC or DV clearance. Last Updated: 26 June 2023, 11:56 9. 1. Within “Bid Pack Attachment 1: Statement of Requirements” for Defence Digital - PS245 NGCN PMO – there were no specific SOR items detailed within the document. Post evaluation of shortlisting responses, will the SOR be included within the “Publication of further assessment documents” - 11-07-2023? 2. Through the “Overview” section of the “Bid Pack Attachment 1: Statement of Requirements” for Defence Digital - PS245 NGCN PMO, the “Latest start data” and “Expected contract length” don’t align with the section within the “Special term or condition” section which states - There are two extension options within this contract. a. 1st Option: 1st January 2024 - 30th June 2024 b. 2nd Option: 1st July 2024 - 31st December 2024 Which length and number of options are correct? 1. The Statement of Work will be published within the further assessment documents (11-07-23) 2. The initial contract term will expire 31 December 2023. The extension options for this contract are two periods of 6 months. (1st Jan 2024-30th June 2024, 1st July 2024 - 31st Dec 2024). Last Updated: 26 June 2023, 11:54 10. 1 - Please can you clarify why there are two expected contract length terms stated in the Overview of Attachment 1? 2 - Please can you confirm which contract length the indicative maximum budget is calculated against? The initial contract term will expire 31 December 2023, the budget for this is £1,287,760. Last Updated: 26 June 2023, 11:51 11. Please can you specify which services within a PMO is required? For example do you need: Planning Risk management Design management Contract and commerical management Resource management Project controls Etc.. There will be no commercial aspect for the duration of the contract, PMO services required are Planning, Risk management, resource management. Last Updated: 26 June 2023, 11:48 12. Can you please confirm that for the initial response due 07 Jul 23 we only have to answer the questions relating to essential and nice-to-have skills and experience. The response due 3rd July 2023 must only include answers relating to the essential and nice-to-have skills and experience. Last Updated: 26 June 2023, 11:48 13. Please confirm the IR35 status (i.e. inside or outside IR35) as the tender documents contain is conflicting information. • In the section “Off-payroll (IR35) determination”, it states that the off-payroll rules may apply. • However, in the “Special Terms or Condition” section, it states that an IR35 Assessment has been conducted and the result is that Off-payroll rules do not apply. The IR35 status is outside. An IR35 assessment has been conducted and the determination is that Off-Payroll rules do not apply. Last Updated: 26 June 2023, 11:44