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713725451 - IMS Tender Notice

Defence Equipment and Support

This public procurement record has 1 release in its history.

Tender

14 Apr 2025 at 15:10

UK4 - Tender Notice
Summary of the contracting process

Defence Equipment and Support is initiating a competitive procurement process for an Integrated Management System (IMS), consisting of an Assurance Management System (AMS) and Business Process Improvement System (BPIS). This contract, valued at approximately GBP 9,300,500, is aimed at supporting the organisation's business process management needs and will be based in Bristol, UK. The contract duration is up to five years starting from 10 November 2025, with a possible extension for an additional three years. The procurement process follows a Competitive Flexible Procedure under the Procurement Regulations 2024, and interested parties must submit their expression of interest by 14 May 2025, with the award decision expected by 17 October 2025.

This tender presents significant opportunities for businesses specialising in commercial off-the-shelf (COTS) software solutions that align with stringent security and cyber protection requirements. Companies offering scalable and customisable workflow systems, particularly those experienced in providing software as a service (SaaS) or perpetual licensing models, are well-suited to compete for this contract. The procurement process involves multiple stages, including a pre-selection through the Procurement Specific Questionnaire (PSQ), an invitation to tender, and a demonstration and negotiation phase for the highest-scoring bidders, making it a prime opportunity for businesses looking to expand their portfolio within the public sector.

How relevant is this notice?

Notice Information

Notice Title

713725451 - IMS Tender Notice

Notice Description

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.

Lot Information

Lot 1

Renewal: Option 1: 5 Year Duration Option 2: 5 Years (+2) Duration Option 3: 5 Years (+2(+1)) Duration

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0502a8
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/015023-2025
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

CPV Codes

72222000 - Information systems or technology strategic review and planning services

72320000 - Database services

Notice Value(s)

Tender Value
£9,300,500 £1M-£10M
Lots Value
£9,300,500 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
14 Apr 20251 years ago
Submission Deadline
5 May 2025Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
10 Nov 2025 - 10 Nov 2030 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Defence Equipment and Support
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BRISTOL
Postcode
BS34 8JH
Postcode Area
Bristol
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK5 West of England
Small Region (ITL 3)
TLK52 Bath & North East Somerset and South Gloucestershire
Delivery Location
Not specified
Local Authority
South Gloucestershire
Electoral Ward
Stoke Park & Cheswick
Westminster Constituency
Filton and Bradley Stoke

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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