713725451 - IMS Tender Notice

{
  "buyer": {
    "id": "GB-PPON-PVRL-5831-GLMM",
    "name": "Defence Equipment and Support"
  },
  "date": "2025-04-14T15:10:01+01:00",
  "id": "015023-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-0502a8",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Bristol",
        "postalCode": "BS34 8JH",
        "region": "UKK12",
        "streetAddress": "MOD Abbey Wood"
      },
      "contactPoint": {
        "email": "Toby.Little102@mod.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - central government",
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://www.gov.uk/government/organisations/defence-equipment-and-support"
      },
      "id": "GB-PPON-PVRL-5831-GLMM",
      "identifier": {
        "id": "PVRL-5831-GLMM",
        "scheme": "GB-PPON"
      },
      "name": "Defence Equipment and Support",
      "roles": [
        "buyer"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "A Request for Information (RFI) was issued to Industry in 2023 to gather information on the existing capabilities available in the market. The RFI responses received enabled the Authority to develop a procurement strategy taking into account existing products and future capabilities, this information was considered by the Authority when developing it\u0027s requirement under the three work-streams as detailed in the Tender Notice. Sufficient information was received from this RFI and therefore further preliminary market engagement is not required."
  },
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2025-10-17T23:59:59+01:00"
    },
    "description": "This Tender Notice outlines the Authority\u2019s intent to competitively assess, select and award a contract to deliver the Integrated Management System (IMS). IMS consists of Assurance Management System (AMS) and Business Process Improvement System (BPIS). \nThe IMS will house the Authority\u2019s Business Process Management System architecture which should be accessible by users comprising Civil Servants and Industry partners of initially up to circa 15000 users. The tool should have the ability to scale users.\nThe IMS is a tool that the Authority will use to access all published policy, process, procedure and control information when they need it. \nThe AMS will provide customisable workflow capability which will enable users to follow processes and capture information to assure that processes have been followed and control points have been satisfied.\nUsing attributes related to the IMS and process performance data, the BPIS will allow the Authority to model changes to its business processes and evaluate the impact.\nFurther information on Key User Requirements for each element of the IMS can be found in the IMS Procurement Specific Questionnaire (PSQ) Briefing pack.\nThe Authority is looking to procure Commercially available Off-the-Shelf software. \nThe Authority is willing to consider licensing, support and hosting models for the COTS software which both meet its stated requirements and offer value for money. This may include a perpetual licensing model or another delivery model such as SaaS (Software as a Service).\nThe solution can be hosted using MOD Cloud hosting or utilising an alternative hosting arrangement compliant with JSP 453 (Digital Policies and Standards for Defence) and National Cyber-Security Centre (NCSC) policies.\nThe solution must comply with both solution security and cyber protection requirements. IMS will adhere to Secure by Design (https://www.security.gov.uk/policy-and-guidance/secure-by-design/). The IMS solution, and provider, has a mandatory requirement to facilitate, manage and support data up to Official Sensitive.\nA formal Service Management support wrap will be provided by the tenderer including Service Level Agreements from when IMS becomes operational.\nThe tenderer will be responsible for determining the best COTS fit and software delivery model to meet the IMS requirement. The tender evaluation process will be centred on an evidenced based process and be agnostic of how the tenderer opt to meet the COTS approach.\nThe evaluation of pricing by the Authority will take into account relevant tenderer, internal and/or third party costs to the Authority arising from the software licensing, support and hosting models adopted by the tenderer.\nThe IMS contract will mandate the use of a COTS product(s) described as follows:\n\u201cAn item that can be bought on the open market. Commercial-off-the-shelf or commercially available off-the-shelf (COTS) products are packaged (ready-made) hardware or software, which are adapted aftermarket to the needs of the purchasing organisation, rather than the commissioning of custom-made, or bespoke, solutions\u201d.\nThe duration of the contract will be up to five years from the date of contract, with an option for up to a further three years of ongoing software licence, maintenance provision and support wrap (and hosting provision where this is provided by the tenderer). \nThe Cyber Risk Profile for this requirement identified by the Cyber Risk Assessment is Moderate (Reference \u2013 273623791). Please see DEFSTAN 05/138 for further information on Cyber Security and the Risk Profiles. You must complete your Supplier Assurance Questionnaire using the following link and include it with your Tender response: https://forms.office.com/pages/responsepage.aspx?id=7WB3vlNZS0iuldChbfoJ5Tia6pS3VU5EuhfRvV-BqYtURTFYMUpPOElZTjNUNDhaVjFLVklJMVpPUi4u\u0026route=shorturl\nThe competitive procurement will be managed in accordance with the Procurement Regulations 2024.\nYou may express your interest in this requirement by completing the PSQ found at the IMS Project Opportunities Notice no later than 14/05/2025. A link to this is provided elsewhere in the Tender Notice.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-04-14T15:10:01+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "015023-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/015023-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-05-05T23:59:00+01:00"
    },
    "expressionOfInterestDeadline": "2025-05-14T23:59:00+01:00",
    "id": "ocds-h6vhtk-0502a8",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Database services",
            "id": "72320000",
            "scheme": "CPV"
          },
          {
            "description": "Information systems or technology strategic review and planning services",
            "id": "72222000",
            "scheme": "CPV"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "PSQ to be assessed against the following criteria and weightings within the Technical Envelope:\nTechnical - 40%\nDelivery - 30%\nOperational - 15%\nCorporate - 15%",
              "name": "PSQ",
              "type": "quality"
            }
          ],
          "weightingDescription": "PSQ to be assessed against the following criteria and weightings within the Technical Envelope:\nTechnical - 40%\nDelivery - 30%\nOperational - 15%\nCorporate - 15%"
        },
        "contractPeriod": {
          "endDate": "2030-11-10T23:59:59+00:00",
          "maxExtentDate": "2033-11-10T23:59:59+00:00",
          "startDate": "2025-11-10T00:00:00+00:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "Option 1: 5 Year Duration\nOption 2: 5 Years (+2) Duration\nOption 3: 5 Years (+2(+1)) Duration"
        },
        "secondStage": {
          "maximumCandidates": 6
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Yes",
              "forReduction": true
            }
          ]
        },
        "status": "active",
        "value": {
          "amount": 9300500,
          "amountGross": 11160600,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "This procurement will be conducted using the Competitive Flexible Procedure in accordance with Procurement Regulations 2024.\nThe six highest scoring fully compliant tenderers at the Procurement Specific Questionnaire (PSQ) stage will be taken through to the ITT of the Competitive Flexible Procedure. The full requirement will be issued at the ITT stage and tenderers will be given appropriate time to respond with their initial tenders.\nThe Authority will complete a tender evaluation against the evaluation strategy which will be detailed at the ITT Stage. Following the evaluation of initial tenders, each tender will be ranked in accordance with the evaluation methodology with the three highest scoring tenderers going through to a demonstration phase. The Authority will provide use cases with detailed scenarios and application characteristics to be demonstrated. In the demonstration phase, demonstrations of potential providers software will provide the Authority with an overview of their applications and will be used to validate the scores given for the initials Tenders, and those scores may be adjusted to take into account the demonstration. Tenderers who have been unable to show during the demonstration phase that they meet the Authority\u2019s mandatory requirements for the solution will be rejected.\nThe Authority expects to progress to the Negotiation Stage of the competitive flexible procedure with the three highest scoring tenderers following the demonstration phase. Upon completion of the negotiations, tenderers will be invited to submit final tenders; these final tenders should take into consideration the issues discussed at the negotiation.\nA final evaluation will be undertaken by the Authority and the contract awarded against the evaluation methodology. The Authority intends to utilise a Most Advantageous Tender (MET) methodology to award the contract. \nThe Authority reserves the right not to proceed with the negotiation phase of the tendering process and proceed directly to contract award with the tenderer who submits the best compliant tender in accordance with the published award criteria. The Authority reserves the right to cancel the competition at any stage with no liability for tenderer costs and expenses."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "status": "active",
    "submissionMethodDetails": "https://contracts.mod.uk/esop/guest/go/opportunity/detail?opportunityId=59299",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "713725451 - IMS Tender Notice",
    "value": {
      "amount": 9300500,
      "amountGross": 11160600,
      "currency": "GBP"
    }
  }
}