MOD Software Programming and Consultancy Services

MOD Software Programming and Consultancy Services

a. UK MOD is seeking on behalf of Army HQ to expand the optimisation of the delivery of Logistic Support and Equipment through the implementation of coherent demand planning, supported by improved management processes and information support via a Programme called the Global Equipment Manager (GEM).

United Kingdom-Bristol: Software programming and consultancy services

2014/S 010-013384

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

DE&S Commercial, DE&S
ELM L3 #4325, MOD Abbey Wood
Contact point(s): LE HQ Commercial
For the attention of: Bob Tyler
BS34 8JH Bristol
Telephone: +44 1179131723

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:

GEM Programme.
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 UKJ33

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)

Software programming and consultancy services. Statement:
This notice is a re-advertisement of a Contract Notice published in the OJEU and MOD Contracts Bulletin (dispatched on 4.10.2013).
Potential Bidders should note that the term VERITAS mentioned herein is the name given to the bespoke software application developed for MOD and has no connection to the company or products of Veritas Software Corporation or its associates.
1. General.
a. UK MOD is seeking on behalf of Army HQ to expand the optimisation of the delivery of Logistic Support and Equipment through the implementation of coherent demand planning, supported by improved management processes and information support via a Programme called the Global Equipment Manager (GEM).
b. Development on the next Phase of Programme GEM must be based on the existing VERITAS application which sits in the Army Data Warehouse (ADW), managed by the Army Information Systems (AIS) Branch and will be accessed via the Defence IT system (DII). The current VERITAS application is built in Oracle Application Express (APEX) 4.2 and the data is held in an Oracle Database (10G), which is due to be upgraded to Oracle 11G by mid 2014.
c. The outcome of Programme GEM will enable Army HQ and DE&S Operating Centres’ Staff in the Land Environment to more accurately cost the demand plan resulting from HQ Army activity planning, and enable informed decisions to be taken on the cost-effective provision of logistic and equipment support.
d. The expansion required herein, is for a Management Information Solution consisting of 5 Modules to be on contract by quarter 3 of 2014 with the selected bidder developing and delivering the Modules including for continuous support for a minimum of 1 year thereafter. There will also be Options for support beyond year 1 (see Section II.2.2 of advert).
a. VERITAS is the title of the application developed under Programme GEM in 3 Phases. Programme GEM Phase 1 & 2 will have been delivered by this contract award. Programme GEM Phase 3 is the expansion of VERITAS and will be required to follow the specific Architectural Standards detailed below:
(1) All external feed data shall be stored in the ADW Enterprise Data Model using AIS architectural principles and standards (which are basic Kimball DW standards).
(2) Application code shall be APEX and PL/SQL (coding to follow AIS coding standards). Reports can be APEX or Oracle Business Intelligence Enterprise Edition (OBIEE).
(3) User authentication and authorisation shall use the AIS ‘LUMS’ library (an existing package that links to the infrastructure to provide Kerberos SSO and authorisation schemes).
(4) Development tool versions shall match AIS ADW versions and only be upgraded in line with the ADW tools.
(5) Code deployment method shall follow AIS standards via the transfer of SQL scripts (using Oracle Warehouse Builder).
b. MOD Source information is imported via a browse and select capability in VERITAS. This information is placed into the ADW by the VERITAS application and then VERITAS uses that information from the ADW. All calculations and aggregation of data is completed within the VERITAS application.
c. Phase 1 was the demonstration of the Army Equipment Activity Costing Tool (EACT). Phase 2 is the merger of the DE&S Supply Activity Planning & Management Tool (SAPMT) and EACT into one enterprise system named VERITAS Stage 1. Phase 3 is the expansion and upgrade consisting of the 5 Modules detailed in Sub Section II.2.1 below.
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:

1. Scope.
Programme Modules.
The GEM Programme is planned to consist of 5 Modules and will need to be supported by appropriate written guides, hand books, meetings, system demonstration, and training as well as corporate display capability. The Modules are planned to cover all Land Equipments and Joint enablers intended to sit in the VERITAS application. These are summarised as follows:
a. Module 1 – VERITAS Stage 2. The VERITAS Stage 1 application, currently being rolled out, has the capability to hold In-Service cost data for all equipments and commodities. VERITAS Stage 2 will increase the number of cost factors addressed in the tool based on continued application development which includes additional data processing, storage and reporting capabilities. VERITAS Stage 2 will need to cover:
(1) Commodity Costs. The additional commodities to be costed are fuel, ammo, rations, clothing as well as medical and general stores.
(2) Storage and Distribution Costs. Capture the cost of storing and moving equipment, including the cost of breaking equipment out of and placing equipment into storage.
(3) Transactional Costs. Capture the costs that arise from passing equipment between units and organisations, including the costs of returning equipment to an acceptable standard before handover.
(4) Contingency Costs. Capture the cost of maintaining a fleet of vehicles at a state of readiness sufficient to support contingent operations, including the cost of inventory required to support a given operation.
(5) Operational Costs. Identify the cost of generating equipment at Theatre Entry Standard and the resulting operational support costs.
(6) Programme costs. VERITAS Stage 2 will also cover programme costs for the New Equipment Programme Plan and the Equipment Support Plan.
b. Module 2 – End to End Demand Planning Improvement. Army HQ is responsible for its inventory holdings, including the balance sheet value of inventory. In meeting its inventory requirements efficiently it needs to understand its holdings from Warehouse to Front Line and to establish and optimise processes for forecasting. The primary outputs of this Module will be a set of processes that improves the management of inventory across the Army, supported by a tool set that provides timely and accurate information to support decision making. It consists of 3 elements which are:
(1) Automated Analysis. This element will automate and incorporate an End-to-End inventory position through MJDI data exploitation, including location-based stock levels. The results will provide analysts with the information to inform decisions on supply planning and stockholding.
(2) Improved Forecast of Demand. This element will include the exploitation and implementation of Cost Weighted Expected Back Order; this is the key work-stream to allow Army HQ to forecast inventory requirements on a priority basis within restricted budgets. Continued development will enable the Army to determine accurately the level of risk that a reduction in budget has on the availability of mission critical inventory, and hence its ability to deliver its outputs.
(3) Improved Management Processes. This element will analyse the current processes for inventory management between Army HQ and DE&S and develop an improved set of processes as well as supporting information tools to deliver the required outputs and better value for Defence.
c. Module 3 – Fleet Management Optimisation. The purpose of this Module is to develop the output from the Fleet Management Pilot for use within Army HQ. The Pilot output has been developed using Oracle Endeca (3.0), whilst the VERITAS application is built in APEX. This Module is to transfer the capability of FM Toolkit into the VERITAS application to ensure it can be hosted in the ADW and enhance with emerging requirements. The Toolkit utility currently provides:
(1) Transparency of extant in-service Land Equipment information (Front-end pull through JAMES data).
(2) Alignment of Land Equipment outputs (described in the Army Enterprise Model) against both extant & Army 2020 lay down.
(3) Organisational transparency of Equipment Model Land Equipment
d. Module 4 – Performance Management. Army HQ manages in-year delivery of logistic outputs based on inputs from various MOD forums. The requirement is for coherent performance oversight and a need for intelligently aggregated and consistent data. The provision of performance data within this Module will also help prepare Army HQ for a more commercial interface with the future DE&S. The Module consists of the following elements:
(1) Performance Management Metrics development. Logistics and Equipment Defence Lines of Development leads have defined 18 performance management metrics that will be used to monitor and measure the performance of the Army and DE&S in their forecasting and support activities. This module will provide support to Director Logistics (Army) to develop these metrics and build them into the processes that support the Availability Working Groups and Strategic Customer Forums with the DE&S, and internal Army HQ performance forums.
(2) Information Requirement. Analysis to assess the information needs of the different Groups will provide recommended process improvements and an assessment of the data available. This will include the development of activity metrics that are measureable and can forecast, monitor and manage equipment and commodities usage.
(3) Application Development. Information for the different Groups will be presented using the ARAGON dashboard, however the aggregation of data, “what if” analysis and managing the consequences of decisions will all be carried out in VERITAS.
e. Module 5 – DRACAS Information Exploitation. Data Recording and Corrective Action System (DRACAS) is part of the Whole Fleet Management Programme. The team is responsible for the identification of engineering and process issues that drives cost on equipments and platforms. VERITAS will enable DRACAS to use costed maintenance schedules in their work. The aim of this Module is a tool set that enables targeted exploitation of cost and inventory data to deliver and track equipment reliability benefits. The three activities considered key to this Module are:
(1) Information Requirements Analysis. Undertake a requirements capture exercise to help direct this activity. The Information Requirements Analysis activity will conduct a brief requirements clarification exercise followed by the identification of the information needed to meet the requirements and how it should be captured and presented.
(2) Design Enhancement to VERITAS. The detailed enhancement needed to collate, process and present the required information will be designed for release as a VERITAS enhancement. DRACAS will require a more in-depth analysis capability to exploit the inventory data stored in the Tool; including the appropriate data processes and reports.
(3) Provide On-going Technical Support. Ongoing technical support will be required to provide and interpret results, based on DE&S and Army HQ authorised inventory forecast information, to support the following functions:
(a) Identify projects through cost driver and inventory demand analysis.
(b) Provide whole life cost data for return on project investment appraisal.
(c) Track benefits as projects are delivered.
Estimated value excluding VAT:
Range: between 870 000 and 4 500 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Options to provide technical support for VERITAS are envisaged after the initial first year following completion of development. A minimum of an additional 3 years are required with an annual renewal to be agreed with MOD. Year 1 – priced & scoped as part of main contract. Years 2 to 4 to be priced individually.
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:

Indemnity, guarantee or bank bond may be required if the Potential Bidder does not meet the required standard for economic and financial standing.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Firm (non-revisable) prices with stage payments based on achievement of agreed milestones. Preference for P2P billing system.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

If a group of economic operators submits a bid, the group must nominate a lead organisation to deal with MOD. MOD will require the group to form a legal entity before entering into the contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: MOD Contract terms and 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.
1. Selection Criteria.
a. Any Potential Bidder, who believes he has the capability to undertake the VERITAS upgrade activity and manage the GEM Programme over the period stated, should submit an Expression of Interest (EofI) using the Dynamic PQQ in accordance with Section IV below. Potental Bidders should be aware that this is a software intensive programme which is considered to be a highly complex application and be mindful of the fact if submitting a response that they will be required to deliver on a live system.
b. During this stage the intention is to arrive at a short list of the most capable of qualified Potential Bidders for formal inviatation to tender against the requirements advertised herein (see Sub-section IV.1.2 below). This notice is issued subject to the Restricted Procedure under EU Public Contract Regulations 2006.
c. Selection to receive a tender will be based on the assessment of information provided in the PQQ taking account of the following:
(1) The objective and non-discriminatory selection criteria used to select Potential Bidders is summarised as follows:
i. A merit mark will be awarded of between 0 and 5 multiplied by a weighted percentage, assigned to each score based on its relative importance. The total adds up to maximum score of 100% (see PQQ for scoring & weightings);
ii. Only Part 1 Section 5 and Part 2 of the PQQ will attract a marking;
iii. Potential Bidders must achieve at least a Level 3 merit mark for Modules 1 to 5 and an overall minimum score of 55% to be considered for the next stage;
iv. In addition to achieving the minimum marking standards Potential Bidders must gain a pass on the H&S, QA, Financial, Mandatory and Discretionary PQQ entries;
(2) MOD reserves the right to exclude the Potential Bidder from being selected to tender except where he provides, to the satisfaction of MOD, evidence showing it has sufficient economic and financial capability. A financial assessment will be undertaken on the Potential Bidders financial status with an overall pass/fail judgement made after considering areas such as turnover, profit and liquidity. MOD may seek independent financial and market advice to validate information declared or to assist evaluation. MOD reserves the right to exclude Potential Bidder from the next stage based on this advice.
(3) Potential Bidders are required to have a quality management accrediation to ISO 9001-2008 (or acceptable equivalent), with the appropriate scope, covering the location work, that has been awarded by UKAS. A QA assessment will be undertaken on the Potential Bidders status with a pass/fail judgement.
(4) MOD aspire to accomplish all the performance under one contract, therefore will give preference in its selection to a Potential Bidder who can act as a prime contractor, either by himself or with partners/sub-contractors, that can undertake and manage ALL the activities of the requirement stated herein. MOD reserves the right to exclude any Potential Bidder who is unable to meet this criterion, unless no Primes come forward.
2. Advisory Notes.
a. Potential Bidders are to note that the majority of the work will need to be undertaken on MOD site, at Andover in Hampshire, and Abbey Wood, Bristol (UK); therefore they should have the staff and capacity to work away from the company office.
b. Potential Bidders are advised not to make any assumptions about their past or current supplier relationships with MOD (Army HQ) nor assume that prior business relationships will be taken into account in the evaluation procedure.
c. MOD do not propose providing any further technical information or entering into detailed dsicssions other than that provided in the Advert at this stage of the process. Please note that canvassing will lead to disqualification; however this does not include contact made legitimately in order to seek clarification or guidance.
d. Failure to provide the required information, make a satisfactory response to any question, or supply documentation referred to in responses, within the required timescale, may mean that a Potential Bidder is not invited to participate further. In the event that none of the responses are deemed satisfactory, MOD reserves the right to terminate the procurement and where appropriate re-advertise the procurement.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Such information is to be provided through the PQQ response.
Minimum level(s) of standards possibly required: See Sub Section III.2.1 above.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Such information is to be provided through the PQQ response.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

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 3: and maximum number 5
Objective criteria for choosing the limited number of candidates: Potential Bidders are required to complete the PQQ to provide information that allows MOD to evaluate the suppliers capacities and capabilities against the selection criteria set out in Sub Sections III.2.1 / III.2.2 & III.2.3 above and in PQQ evaluation criteria. MOD will use the PQQ response to create a shortlist of Potential Bidders who are eligible to participate, fulfil any miniumum standards and best meets the stated selection criteria.
Potential Suppliers must read through this set of instructions and follow the process to respond to this opportunity (using a Dynamic PQQ). The information and/or documents for this opportunity are avialable on Potential Bidders must register on this site to respond. If you have already registered you will not need to register again- use existing username and password. Please note there is a password reminder link on the homepage. Potential Bidders must log-in, go to the Response Manager and add the following Access Code: 343Y2886GW. Please ensure you follow any instruction provided to you.

The deadline for submitting responses is 12.2.2014 16:00. Please ensure that you allow yourself plenty of time when responding to this PQQ prior to the closing date and time, especially if you are required to upload documents.
If you experience any difficulties please refer to the on-line Frequently Asked Questions (FAQ’s) or the User Guides or contact the MOD DCO Help-desk by e-mailing:

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

Prior information notice

Notice number in the OJEU: 2013/S 196-338635 of 9.10.2013

Other previous publications

Notice number in the OJEU: 2013/S 196-338979 of 4.10.2013

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

12.2.2014 – 16:00
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

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
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.

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 ${procure4londonSiteUrl}.
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: 343Y2886GW.
Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is detailed within this contract notice, you will also have visibility of the deadline date, once you have added the Access code via DCO as the opening and closing date is visible within the opportunity.
Please ensure that you allow yourself plenty of time when responding to this opportunity 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 Telephone +44 8452707099.

GO Reference: GO-2014113-DCB-5384953

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:13.1.2014