Defence Learning Environment Technical Support Tender

Defence Learning Environment Technical Support Tender

The Ministry of Defence has a requirement for continued Technical support, help desk support and technical development for the Defence Learning Environment (DLE) from 1.4.2016 to 31.3.2018.

United Kingdom-Swindon: Technical computer support services

2015/S 213-389204

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Ministry of Defence, C&C, Other
Greenhill House, Defence Academy, Shrivenham
For the attention of: Andrew Hall
SN6 8LA Swindon
Telephone: +44 1793314855

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity


I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract


II.1.1)Title attributed to the contract by the contracting authority:

Defence Learning Environment (DLE) Technical Support.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services

NUTS code UKK14

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Technical computer support services. The Ministry of Defence has a requirement for continued Technical support, help desk support and technical development for the Defence Learning Environment (DLE) from 1.4.2016 to 31.3.2018 (to include options to extend by 1 year to 31.3.2019 and a further 1 year option to extend to 31.3.2020). The DLE suite of applications currently comprises of a Moodle 2.6 Virtual Learning Environment and an Alfresco content management system hosted on the Joint Server Farm (JSF), a Defence cloud hosting service that is internet facing and delivered through a partnering agreement. The DLE is accessed through the Defence Gateway (DGW).
The Provider is required to provide the following level of service that maintains the extant DLE provision:
— Routine technical support. The provision of suitably qualified and experienced technical engineers that are able to maintain the DLE applications and interfaces, apply patches, bug-fixes and updates on a routine and extraordinary basis. In addition, provide internal management support that can act as an interface with the Defence Academy and the DLE Governance structures;
— Non-routine technical support. Through the DLE change management process, assess, cost and where directed, manage and implement user initiated changes to the DLE;
— Provide a multichannel helpdesk service, personnel to first and third line helpdesk support, an electronic helpdesk management tool and access at second line to the electronic helpdesk tool (the Defence Academy DLE Team will continue to provide the second line helpdesk support function);
— Provide the MoD with a training solution and supporting materials to enable the Authority to manage and administer the DLE in accordance with permissions and the Authority to design and develop blended learning courses for the DLE user community;
— To establish transition arrangements at Contract initiation and conclusion.

II.1.6)Common procurement vocabulary (CPV)


II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no


This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

II.2.2)Information about options

Options: yes
Description of these options: There is an option to extend by one year to 31.3.2019 and a further 1 year option to extend to 31.3.2020.
There are 4 optional work packages:
— costed option 1 — DLE Structures and Reporting.
(1) User Management. The user requires the ability to assign users to be managers or temporary managers of other staff;
(2) Team Structure. The user requires the ability to create team structures that enables team managers to create, update and delete ‘teams’ of users. Teams should be provided with collaborative working tools, reports and notifications;
(3) Management Information. The user requires the ability to:
(a) Build custom reports from predefined report sources;
(b) Assign pre-built or custom reports to any system role;
(c) Filter reports by organization, position or user information;
(d) Scheduled reports that can be sent via email at specified times;
(e) View and export reports in a variety of common formats to include customisable dashboards.
— Costed Option 2 — DLE Cohort Management.
(1) Site Management. The user requires the ability to create homepages for Schools, Op Groups and Colleges. Set block and theme layout at Category and Sub-Category level. Login directly to Schools, Op Group and College homepages from a custom URL.
(2) Learning Plans. The user requires the ability to set learning plans and view reports on subordinate learners with the hierarchy. Progress towards completion should be shown on a dashboard and suitable reports sent to the line manager at the end of the reporting period.
(3) Program/Pipeline Management. The user requires the ability to sequence content within a training pipeline, including the ability to set a course to recur periodically and issue notifications to users that their competence is due to expire/has expired.
(4) Course Management. The user requires the ability to set reminders; gather feedback, track completion and issue certification at course level. Course with a residential or face-to-face element must be able to issue joining instructions that include venue, facilitator and evaluation data.
— Costed Option 3 — DLE Qualification Management.
(1) ePortfolio and Assessment. The user requires the ability to record evidence based learning and assessment in an ePortfolio system.
(2) Competency Structures. The user requires the ability to link job roles to learning resources and courses. It should be possible to produce a report to show which users are deficient in competencies required for their role.
— Costed Option 4 — DLE (Open) Site.
(1) Hosting. The user requires the DLE (Open) site to be hosted on the JSF but not behind the DGW.
(2) Access. The user requires the ability to self-register and browse a detailed course prospectus.
(3) Courses. The user requires the ability to control access to each course in accordance with business rules.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Please note it is Ministry of Defence policy to make payment via the Purchase to Payment system.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to sign a declaration confirming whether they do or do not have any of the listed criteria as part of the pre-qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Full details of the evidence required is detailed in the Dynamic Pre-Qualification Questionnaire. All questions contained in the DPQQ are Pass/Fail. The Pass/Fail criteria is included with the individual questions in the DPQQ. If a Potential Provider fails any questions within the DPQQ they will automatically be deemed unsuccessful.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure


IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 1: and maximum number 6
Objective criteria for choosing the limited number of candidates: Interested suppliers are required to complete the Dynamic Pre-Qualification Questionnaire (DPQQ). It is the Authority’s intention that up to a maximum of 6 suppliers will be selected for participation in the tender exercise, based on the Pass/Fail scores achieved in the DPQQ. If a Potential Provider fails any question within the DPQQ they will be deemed unsuccessful.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

30.11.2015 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. Suppliers interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available at

The MOD SID is a database of active and potential suppliers available to all MOD and UK Defence procurement personnel, and is the main supplier database of MOD Procurement organisations. Please note: the registration and publication of a company profile on the MOD SID does not mean or imply that the supplier has in any way been vetted or approved by the MOD. Suppliers wishing to compete for advertised MOD contracts must respond to any specific call for competition by submitting a separate expression of interest in accordance with the instructions of the purchasing organisation.
From 2.4.2014 the Government is introducing its new Government Security Classifications Policy (GSC) to replace the current Government Protective Marking Scheme. A key aspect of this is the reduction in the number of security classifications used. All suppliers to the Department are encouraged to make themselves aware of the changes as it may impact on this Requirement. The link below to the website provides information on the new GSC.

The Authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy. If any contract documents are accompanied by instructions on safeguarding classified information (e.g. a Security Aspects Letter), the Authority reserves the right to amend the terms of these instructions to reflect any changes in national law or government policy, whether in respect of the applicable protective marking scheme, specific protective markings given, the aspects to which any protective marking applies, or otherwise.

Advertising Regime OJEU: this contract opportunity is published in the Official Journal of the European Union (OJEU), the MoD Defence Contracts Bulletin and

Suppliers must read through this set of instructions and follow the process to respond to this opportunity.

The information and/or documents for this opportunity are available on

You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.
Suppliers must log in, go to your Response Manager and add the following Access Code: 772C758QK7
Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 30.11.2015, 12:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.

If you experience any difficulties please refer to the online Frequently Asked Questions (FAQ’s) or the User Guides or contact the MOD DCO Helpdesk by emailing — or call +44 800282324.

GO Reference: GO-20151030-DCB-7262258.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: