713725451 - IMS Tender Notice

This Tender Notice outlines the Authority’s 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).

The IMS will house the Authority’s 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.

The IMS is a tool that the Authority will use to access all published policy, process, procedure and control information when they need it.

The 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.

Using 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.

Further information on Key User Requirements for each element of the IMS can be found in the IMS Procurement Specific Questionnaire (PSQ) Briefing pack.

The Authority is looking to procure Commercially available Off-the-Shelf software.

The 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).

The 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.

The 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.

A formal Service Management support wrap will be provided by the tenderer including Service Level Agreements from when IMS becomes operational.

The 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.

The 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.

The IMS contract will mandate the use of a COTS product(s) described as follows:

“An 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”.

The 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).

The Cyber Risk Profile for this requirement identified by the Cyber Risk Assessment is Moderate (Reference – 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&route=shorturl The competitive procurement will be managed in accordance with the Procurement Regulations 2024.

You 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.