Review of Ministry of Defence Information Systems

Review of Ministry of Defence Information Systems

1.) define and implement a Management Information Strategy and Information Systems Strategy that is based on DE&S Management Information needs and key Information Technology capabilities.

United Kingdom-Bristol: Information systems or technology strategic review and planning services

2015/S 085-153618

Contract notice


Directive 2009/81/EC

Section I: Contracting authority/entity

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

Ministry of Defence, DE&S Materiel Strategy Team
Maple 0c #2056, Abbey Wood
For the attention of: Ms Eileen Rogausch
BS34 8JH Bristol
Telephone: +44 3067934324

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/entities

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:

Materiel Strategy – MatStrat0003 – MSP2 – Management Information / Information Systems.

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

Service category No 3: Defence services, military defence services and civil defence services

NUTS code UKK1

II.1.3)Information on framework agreement
II.1.4)Information on framework agreement

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

Information systems or technology strategic review and planning services. Information systems or technology strategic review and planning services.
This requirement is part of the DE&S wider Materiel Strategy change programme to transform DE&S into a best-in-class delivery organisation that is appropriately controlled, resourced and has the freedoms to drive the best value for money for Defence and the taxpayer. Under the change programme, the DE&S organisation was established as a Bespoke Central Government Trading Entity within the public sector on 1.4.2014, with new management freedoms and controls that are appropriate to its challenges and the specialist nature of its business. Contracts were let in November last year for DE&S Managed Service Providers Work Package 1 (Project Delivery) and Work Package 3 (Human Resources). This requirement relates to Work Package 2 (Management Information / Information Technology).
The intended outcome of Work Package 2 is to ensure that the Management Information produced and used within DE&S is trusted within DE&S, across Defence, and by both suppliers and customers. The role of the Work Package 2 Managed Service Provider is to:
1.) define and implement a Management Information Strategy and Information Systems Strategy that is based on DE&S Management Information needs and key Information Technology capabilities, as informed by the Work Package 1 and Work Package 3 Managed Service Providers, and is appropriate for a ‘Match-Fit’ project delivery organisation;
2.) act as a customer friend to DE&S, working with internal stakeholders, the Work Package 1 and Work Package 3 Managed Service Providers, other Government Departments, and suppliers as appropriate to help DE&S to adapt existing Information Systems and / or purchase and integrate new information systems to deliver the agreed Management Information Strategy and Information Systems Strategy.
DE&S performs a vital, bespoke and challenging role in the support of national security: it equips and supports the UK’s Armed Forces for operations now and in future. In procuring and supporting new military equipment, commodities and services, supporting in-service equipment through life and managing global logistic operations, DE&S is responsible for delivering some of the most complex products and services in the world covering approximately 14 000 000 000 GBP per annum of the MOD’s total third party spend with industry. DE&S employs a mix of civil servants and military personnel, plus contractor staff to perform specialist roles and its internal workforce of over 12 500 personnel (as at 1.4.2015) is deployed at over 150 locations in the UK and overseas. The bulk of the workforce, however, is located on several main operating sites, with the majority based at the main acquisition hub at Abbey Wood, Bristol.
DE&S activities range from the provision and support of complex equipments, such as nuclear submarines and combat aircraft, through the provision of global logistic operations in hostile environments, to the provision and support of high volume, low value items such as clothing and commodities such as fuel and food. This often involves innovative technologies, complex safety assessments, sophisticated supply chains and a mix of sourcing strategies. The outputs from DE&S are used by the UK’s Armed Forces in uncertain environments and operational roles that are subject to changing demands.
DE&S’s role therefore demands best-in-class business capabilities and standards that need to be suitable for a wide range of types of products and services, of widely varying value, complexity, uncertainty/risk and criticality/priority.
Potential Providers should note that the DE&S has already appointed MSPs for two other Work Packages – Work Package 1, Project Delivery to transform and improve the operation of its project delivery capability and Work Package 3, Human Resources to build and embed its Human Resource management capability and to support Transformation. The DE&S is the integrator for the work of all MSPs but each of the MSPs contributes personnel to a ‘Rainbow’ Team whose role it is to oversee the strategic change for DE&S.
Work Package 2 is interdependent with Work Package 1 and Work Package 3; and will support both the requirements of Work Package 1 (e.g. enabling the provision of programme information or the interim provision of key Management Information staff to enable world-class project management) and those of Work Package 3 (e.g. enabling the provision of trusted Human Resource information). Work Package 2 will be supported in some areas by the other Work Packages (e.g. Work Packages 1 and 3 will together define how staff (including the Information Systems and Technology Function) will be best managed across the business).
The scope of Work Package 2 extends to providing advice on any information, systems and tools required for DE&S to operate but will not replace or subsume any extant agreements that the DE&S has for existing information systems. It excludes the provision of any major new systems or tools for DE&S although there may be limited scope for the Work Package 2 Managed Service Provider to provide and / or develop tools which are central to delivering the requirement and subject to internal DE&S and wider Government rules.
In summary the Work Package 2 Managed Services Provider will be contracted to deliver the following requirements for DE&S:
1.1 A Management Information Strategy;
1.2 An Information Systems Strategy and associated Information and Technology Architecture;
1.3 A costed and resourced Implementation Plan to deliver the Management Information and Information Systems Strategy;
1.4 Identify and support delivery of early wins;
1.5 Act as a Customer Friend;
1.6 Improve the Business Intelligence Maturity Level;
1.7 Provide Key Personnel; and
1.8 Provide a Reach-back facility.

II.1.6)Common procurement vocabulary (CPV)


II.1.7)Information about subcontracting


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:

Estimated value excluding VAT:
Range: between 15 000 000 and 40 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: It is anticipated that the initial contract term will be for three years with two options to extend by one year (i.e. 3+1+1). Further information on the options will be available in the Invitation to Negotiate.
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Employers liability insurance of a minimum of £5 million.

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

Payment will be via a P2P system. Potential providers should confirm they will accept payment in this way.

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 submit a bid, the group must nominate a lead organisation to deal with the Authority. The Authority shall require the group to form a legal entity before entering into the contract.

III.1.4)Other particular conditions to which the performance of the contract is subject, in particular with regard to security of supply and security of information:

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 a Security Aspects Letter, the Authority reserves the right to amend the terms of the Security Aspects Letter to reflect any changes in national law or government policy whether in respect of the applicable protective marking scheme, specific protective markings given or otherwise. The Authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy.
III.1.5)Information about security clearance:
III.2)Conditions for participation

III.2.1)Personal situation

Criteria regarding the personal situation of economic operators (that may lead to their exclusion) 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 39(1) of Directive 2009/81/EC (implemented as Regulation 23(1) of the Defence and Security Public Contract Regulations (DSPCR) 2011 in the UK) and all of the professional misconducts listed at Article 39(2) of Directive 2009/81/EC (see also Regulation 23(2) in the DSPCR 2011) 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.
Candidates who have been convicted of any of the offences under Article 39(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest (including defence and security factors) for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 39(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Criteria regarding the economic and financial standing of economic operators (that may lead to their exclusion)

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from the economic operator’s bankers or where appropriate, evidence of relevant professional risk indemnity insurance
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) where appropriate, a statement, covering the three previous financial years of the economic operator, of:(i) the overall turnover of the business of the economic operator; and (ii) where appropriate, the turnover in respect of the work, works, goods or services which are of a similar type to the subject matter of the contract.
The information required for evaluating economic and financial ability is detailed in the Pre-Qualification Questionnaire. Where the Potential Provider is a consortium or association of suppliers, the financial information is required for each Potential Provider that is a member of the consortium or association. Where a Potential Provider is a subsidiary of a group, the financial information is required for both the subsidiary and parent company.

III.2.3)Technical and/or professional capacity
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

Accelerated negotiated
Urgency to deliver change into new Bespoke Central Government Trading Entity.

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 6
Objective criteria for choosing the limited number of candidates: Supplier Selection will be via a PQQ process.
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 has been 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: 2015/S 57-100688 of 21.3.2015

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

29.5.2015 – 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


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:

Suppliers interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available 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: 65486EY4P8.
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 800282324.

GO Reference: GO-2015429-DCB-6560099.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Ministry of Defence, DE&S Mat Strat

Body responsible for mediation procedures

Ministry of Defence, DE&S Mat Strat

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

Ministry of Defence, DE&S Mat Strat

VI.5)Date of dispatch of this notice: