PS211 - ESIAM P3M Resource Augmentation

Tender description

Summary of the work Core P3M support to the E-SIAM Programme. Provision of SQEP in support of full PMO capability and Project Managers. Working to Defence Digital EPMO standards, tools and processes. Short listed suppliers to be provided more information to inform subsequent submissions. Expected Contract Length 6 months. Plus additional 6 months, subject to financial approval. Latest start date Saturday 1 April 2023 Budget Range £2,350,000.00 ex VAT for the initial 6 months including £40,000.00 ex VAT for T and S. Why the Work is Being Done The E-SIAM programme delivered a new Service Centre and ITIL processes to Defence Digital. P3M support is required to mantain and enhance: A Front Door process to analysis and priorotise incoming demand. A fully functional PMO to support and manage the improvement and expansion and delivery of E-SIAM capability and capacity. Project Management resources to ensure projects are executed in accordance with Government and Industry best practices in a mixed (Waterfall, Agile, Sys Ops) environment and at pace. Produce and support Management and Project reporting and information. Problem to Be Solved The Operational Service Management capability was delivered as an MVP in October 2021. The E-SIAM Programme is building out the capability and onboarding new services in a highly complex and volatile environment. Rigerous P3M standards need to be maintained to deliver projects without any risk to live service. Robust prioritisation, resource management, project plans, risks and dependencies need to be developed, maintained and balanced against Operational requirements. Who Are the Users The Users and their needs; • 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 reporting and governance. Existing Team Civilian, Military and contractors within the E-SIAM Programme team and other stakeholders across defence, such as Security Accreditation, the OSM BAU Run team, GOSCC, EPMO, Service Executives, etc. Current Phase Live Skills & Experience • Demonstrate, with evidence, your organisation’s experience of successfully owning and delivering complex projects at pace in an evolving business environment.10% • Demonstrate, with evidence, your organisation’s experience of successfully delivering P3M capability and support to existing in-flight project teams in a pragmatic and constructive manner 10% • Demonstrate, with evidence, your organisation’s experience of successfully standing up a PMO function in a large complex organisation 20% • Demonstrate, with evidence, your organisation’s experience of successful delivery of a complex ITSM programme relying on SIAM constructs in UK Government setting 10% • Demonstrate, with evidence, your organisation’s experience of managing Risks, specifically determining the material programme risks and identifying mitigation actions and actively managing the mitigations 10% • Demonstrate, with evidence, your organisation’s experience of delivering governance reporting to Senior Management boards, critically both through systems of record and through unstructured narrative 10% Nice to Haves • Demonstrate, with evidence, your organisation’s experience of successfully delivering complex projects in a UK MOD context 10% • Demonstrate, with evidence, your organisation’s experience of successfully delivering Service Desk enhancements and capability development in a large / complex organisation 10% • Demonstrate, with evidence, your organisation’s experience of implementing Cabinet Office guidance to exit and dis-aggregate monolithic outsource contracts in a UK Government setting 10% Work Location Defence Digital, Building 405, Westwells Road, MOD Corsham, SN13 9NR Working Arrangments The Programmes is run from MOD Corsham currently using a hybrid working model. It is anticipated the Team will be on site 2 to 3 days per week however that will be determined by Business requirements. T&S pre-approved for visits to other sites, such as Main Building in London or the Service Centre in Scotland; only occasional such travel anticipated for a few individuals. Security Clearance A current and valid SC clearance must be in place prior to each individual starting work on the contract due to the projects the individuals are required to work with. The clearance must be valid for the duration of the Contract. Additional T&Cs • Only (a) MOD issued laptops or (b) MOD issued virtual desktop software running on approved Company laptops are authorised for use at Official Secret. No personal laptops. • T&S is paid when the Authority require you to visit other sites and will be paid in accordance with MoD Civilian Policy, T&S will not be paid for travel to Corsham. • 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 P2P Tool called CP&F. • A Security Aspects Letter (SAL) will be issued No. of Suppliers to Evaluate 5 Proposal Criteria • Demonstrate experience and a proposal of how you will successfully and rapidly build up a new team and on-board them to an existing in-flight programme 10% • Demonstrate that the teams have appropriate security clearance upon joining and that you have the capability to manage team members’ clearance renewals, transfers and, for new staff, clearance applications 10% • Demonstrate a credible plan of how you propose to rapidly on-board a team within a hybrid working model mixing remote working with the requirement to be physically onsite. 10% • Demonstrate experience and a proposal of how you will successfully deliver enhanced Service Desk capabilities and support to an existing Team 10% • Demonstrate how your approach recognises and minimises risk and disturbance to the existing programme, and how your approach maintains the momentum of existing delivery plans 10% • Demonstrate experience and a proposal of how you will successfully deliver P3M capability and support to the existing in-flight project teams 10% • Demonstrate experience and how you will deliver effective risk management, specifically determining the material programme risks and identifying mitigation actions and actively managing the mitigations to good effect 10% • Demonstrate experience and a proposal for the successful delivery of timely and effective governance reporting to Senior Management boards, critically both through systems of record and through unstructured narrative 10% • Demonstrate that your team is suitably qualified and experienced to hit the ground running and deliver the P3M requirement with minimal supervision 10% • Demonstrate experience and a in-depth capability to supply resource to back-fill the bidder’s proposed team in the event of staff absence or leaving. 10% Cultural Fit Criteria • Describe how you will work with our existing teams, artefacts and processes, getting the most from them, avoiding installing new approaches 40% • Describe how you will provide support in a constructive, collaborative and insightful manner, without “laying down the law” within our project 40% • Describe how you will provide support, coaching and mentoring to members of our Team 20% Payment Approach Capped time and materials Assessment Method • Case study • Work history • Reference Evaluation Weighting Technical competence 75% Cultural fit 5% Price 20% Questions from Suppliers 1. Is the requirement for PMO resources to supply a complete PMO service, or to supplement an existing PMO function? A complete PMO function for this specific programme. 2. For the P3M and PMO resources required, what is the requirement for resources to be cleared to DV or above? No DV required, SC only. 3. What is the typical notice period required to on-board optional roles onto the contract? Typically a month, sometimes requirements are immediate. 4. Please can you confirm that the Work Histories will be required for all core roles, so that we can demonstrate the ability to resource the programme on day one of the contract. Yes, required for the proposed team. 5. Please can you confirm that if bidders submit a team (set of work histories) that are not deemed to be experienced enough for the requirement they would be deemed to be non-compliant. Possibly - depends how widespread the inexperience is. 6. How should we structure our 100 word answers to make our evidence as clear and focused as possible? At your option, possibly where appropriate adopt the STAR format. Be clear to answer each question in the sequence presented. 7. Given the Capped Time and Material, please can you provide further details of how the pricing / rate card information needs to be presented in the proposal. Further details of the required roles and number of days will be shared. Suppliers will be asked to provide a day rate for each role and a total figure for delivering the initial 6 month Contract period. This will be used for the financial evaluation. It is anticipated that there may need to be some flexibility in the number of days worked, hence a T and M approach where the Authority will be invoiced for actual days worked. 8. Are their any perceived conflicts of interest between the ESIAM P3M supplier and existing MSPs in scope of the SIAM? None perceived. 9. Please can you provide details of the transition arrangements that are in place to support the knowledge transfer and hand-over from the current incumbent finishes on 31 March 2023 and the new provider that is due to start no later than 01 April 2023. Incumbent team are preparing handover packs for each area and owners identified to pick up those packs and to help pass on to a new successful bidder. 10. Please can you confirm if the text in “Additional Terms and Conditions” should read “Company laptops are authorised for use at Official Secret” should read “Official Sensitive”. Confirmed, should read "Official Sensitive" 11. Given the live service nature of some of the services being supported is there a requirement for out of hours working (e.g. evenings, weekends and holidays)? Not routinely, but there have been occasional requirements to support project imperatives. 12. Please can you provide details about how the financial evaluation will be completed during Stage 2? Further details of the required roles and number of days will be shared. Suppliers will be asked to provide a day rate for each role and a total figure for delivering the initial 6 month Contract period. This will be used for the financial evaluation. It is anticipated that there may need to be some flexibility in the number of days worked, hence a T and M approach where the Authority will be invoiced for actual days worked. 13. Please can you confirm if the evaluation scores from Stage 1 will be used to support Stage 2 evaluation? In Stage 1, the Authority will use 'technical essential' and 'technical nice to have' criteria in order to create a shortlist. This will be based on the short responses that are provided through the marketplace (i.e. your stage 1 submission). These scores will not be used to support stage 2. In Stage 2, the technical weighting will be comprised of the 'proposal criteria' as well as the 'technical essential' and 'technical nice to haves' which will be assessed through the proposal document and the case studies. Cultural Criteria will be assessed at Stage 2, as well as Price. 14. Please can you confirm the number of roles that are currently being provided by the incumbent supplier? Twelve. 15. We understand from the Digital Marketplace that BMT are the incumbent for this service, are there any performance issues that are triggering this competition? No; triggered by contract expiry. 16. Please can the authority confirm how the Stage 1 will be evaluated. Will each question be reviewed independently or reviewed as one complete document? Stage 1 will be evaluated by 3 evaluators independently and then a consensus meeting will take place. Each 'essential' and 'nice to have' criteria is looked at independently by the evaluators. 17. What do you anticipate the maximum headcount to be in delivering this service. Thirty one. 18. Have there been any delivery challenges? Yes; this is a complex programme in a multi-supplier complex eco-system, it is inevitable there will be delivery challenges. 19. Which locations outside of MoD Corsham do you anticipate the supplier travelling to and what level of frequency / number of personnel. Possibly the highlands of Scotland, very occasional. 20. Are you confident the £40,000 T&S budget will cover the anticipated travel. Yes. 21. Is there any concern in the performance of the incumbent. No; triggered by contract expiry. 22. Is there a requirement at all for DV and is there also a restriction to UKEO for SC. No DV required, SC only. 23. Could you confirm the likely expectations for onsite work at MoD Corsham. Minimum 2 days per week. 24. Why is the proposed contract term only 6 months + 6 months? The longer term requirement is planned to be sourced through the MoD's new DIPS framework, once live. 25. To mitigate any delivery risk, how will transfer be managed from the current team? What knowledge transfer activities are expected and over what duration? Incumbent team are preparing handover packs for each area and owners identified to pick up those packs and to help pass on to a new successful bidder. 26. How many resources do you envisage to be required from “Day 1”? Fifteen 27. Does TUPE apply? No, roles currently performed by another external supplier. 28. Are you able to provide information on the breakdown of roles required, scope of each role, and the expected level seniority and grades? Please email Hannah.Levin101@mod.gov.uk for this information (due to constraints of the marketplace)