PITO
IDENT1 CONTRACT
Northrop Grumman
Released under FOI in full on 16th July 2009
SCHEDULE I
CONTRACT MANAGEMENT
Schedule I (Contract Management)
Signature Version
Released under FOI in full on 16th July 2009
PITO
IDENT1 CONTRACT
Northrop Grumman
Released under FOI in full on 16th July 2009
CONTENTS
1
INTRODUCTION....................................................................................................................1
2
NOMINATED REPRESENTATIVES...................................................................................1
3
MANAGEMENT MEETINGS AND PROCEDURES .........................................................1
4
MANAGEMENT INFORMATION .......................................................................................3
5
OPERATIONAL INTERFACE BETWEEN THE CONTRACTOR AND THE POLICE
FORCES....................................................................................................................................3
Schedule I (Contract Management)
i
Signature Version
Released under FOI in full on 16th July 2009
PITO
IDENT1 CONTRACT
Northrop Grumman
Released under FOI in full on 16th July 2009
SCHEDULE I
CONTRACT MANAGEMENT
1
INTRODUCTION
1.1
This Schedule describes the scope of the contract management functions relating to on going
management of the Parties relationship under the Contract and the nominated representatives
of the Parties. In addition it describes the organisational arrangements which will be
established between the Authority and the Contractor in order to provide the appropriate
structure for the continuing relationships between the Parties involved.
1.2
This Schedule contains provisions relating to the respective action items and procedures and
other matters for which the Authority, the Contractor or both Parties jointly have
responsibility to perform.
1.3
This Schedule sets out the key procedures and management processes which relate to the
organisational structure that the Parties have established.
2
NOMINATED REPRESENTATIVES
2.1
This Schedule defines the Contractor's and the Authority’s nominated representatives for
Contract Management (technical, commercial) from the Effective Date through the Transfer
of Operational Responsibility, Full Operational Capability, and including the on-going
delivery of the Services following Full Operational Capacity. At the Effective Date, the
nominated representatives for Contract Management are the following:
Contractor
Nominated Representatives
Authority
Rod Forry
Technical
Colin Patton
Karen Hatcher
Commercial
Marc Roffey
2.2
For day to day operational issues, the Authority and the Contractor shall establish a structure
to allow effective service management, monitoring, control and resolution of issues. The
Authority shall establish a project/ programme support office with appropriate points of
contact. The Contractor shall establish an organisational structure to effectively interact with
the Authority on a day to day basis, as indicated in the Non Functional Requirements of
Clause 1 of the Schedule D (Detailed Operational Requirements).
3
MANAGEMENT MEETINGS AND PROCEDURES
3.1
Executive Level Meetings
3.1.1 Unless otherwise agreed between the Parties, the Authority and the Contractor shall
attend no less than two (2) executive level meetings per year, which shall involve
senior representatives such as the Authority's Chief Executive and the Contractor's
Chief Executive and senior representatives from the IDENT1 user community to
discuss the continuing relationship of the Contract stakeholders, progress on Service
delivery and implementation and other issues relevant to the Parties performance of
their obligations under the Contract and the on going success of the Contract.
Without prejudice to the generality of the foregoing, at the executive level meetings,
the Parties shall:
(a)
review and assess the success of the Contract and the relationship between
the Parties;
Schedule I (Contract Management)
1
Signature Version
Released under FOI in full on 16th July 2009
PITO
IDENT1 CONTRACT
Northrop Grumman
Released under FOI in full on 16th July 2009
(b)
review the strategic direction of the Authority’s and Police Forces’ business
and the implications for the Contract;
(c)
review the Authority’s Objectives as described in Schedule A (Form of
Contract) to ensure the Contract is meeting those Objectives;
(d)
review marketplace developments and their impact on the Contract (if
appropriate); and
(e)
ensure that both Parties are bringing to bear the necessary skills and
capabilities to meet their respective obligations under the Contract.
3.1.2 The Contractor, with input from the Authority shall provide a summary report to this
meeting covering progress on issues identified in the previous meeting and
identifying issues of concern for the future operation of the Contract.
3.2
Programme Status Review Meetings
3.2.1 As set out in Clause 1 of Part A of Schedule Q (Contractor’s Solution), there will be
monthly Programme Status Reviews (PSR) meetings to discuss project plans,
implementation schedules etc. Senior representatives from the Contractor and the
Authority shall attend the PSR meetings.
3.2.2 The Authority may require any or all Material Subcontractor to attend management
meetings where issues of an operational or strategic nature affecting performance of
such Material Subcontractors would, in the Authority's opinion render such
attendance beneficial to the overall performance of the Contract.
3.2.3 Notwithstanding the generality of Clauses 3.2.1 and 3.2.2 above, at the PSR meetings,
the Parties shall:
(a)
review the adequacy and effectiveness of the prevailing Contract
management arrangements in the light of any relevant management,
operational or audit reports;
(b)
ensure that senior managers on both sides have a common understanding of
the operation of the Contract;
(c)
review the overall operation of the Contract and identify any problem areas,
in particular considering any issues and risks that might prejudice the
relationship between the Parties;
(d)
evaluate each Party's skills and resource requirements, and ensure that
necessary on-going high-level technical and strategic skills are available to
deliver the Services;
(e)
track progress on the development and operation of contractual procedures;
(f)
track progress on outstanding CCNs;
(g)
oversee other regular meetings between the Parties’ respective Contract
management teams, together with whatever direct daily contact is necessary
to manage the Contract;
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IDENT1 CONTRACT
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(h)
oversee the operation of the Value for Money Mechanism set out in Schedule
E (Pricing);
(i)
review, and seek to settle at the earliest opportunity, any contractual or
performance issues between the Parties;
(j)
determine any issues that need to be escalated in accordance with Schedule P
(Dispute Resolution Procedure); and
(k)
agree any necessary actions flowing from any of the above and to follow up
any resultant action plans.
3.2.4 For all of the above PSR meetings between the Authority and the Contractor, a
written record shall be made in a timely manner by an Authority representative. A
copy of the written record shall be circulated to all meeting attendees.
3.3
PRINCE2 and Programme Boards
As stated in the Non Functional Requirements of Schedule D (Detailed Operational
Requirements), the Authority requires the Contract to be managed in accordance with the
PRINCE2 methodology. The Authority shall manage the overall direction of the Contract
through the IDENT1 Project Board up until the delivery of FOC and through the
Identification Programme Board for the duration of the Contract. The Authority may
establish, at its sole discretion, other boards as the Authority sees fit to manage further
development activity over the duration of the Contract. The IDENT1 Project Board, the
Identification Programme Board and any further boards shall remain the principal decision
making bodies of the Authority. The Authority shall determine the composition of the project
and programme boards (although the Contractor acknowledges that they are always likely to
include representatives from the association of Chief Police Officers, the Association of
Police Authorities, the police service in Scotland, the Authority and the Home Office), the
frequency of the meetings and their agenda. The Contractor may be invited to attend all or
part of such meetings, and if invited, the Contractor will use all reasonable endeavours to
attend such meetings.
3.4
Management Procedures
The Contractor shall, by the Effective Date, have in place internal corporate governance
arrangements that meet Good Industry Practice and the Contractor shall fully co-operate with
the Authority’s nominated representatives for technical and commercial matters in the
operation of the procedures required to manage the Contract.
4
MANAGEMENT INFORMATION
The Contractor shall provide management information about the performance of the Services
in accordance with, but not limited to, those defined in Schedule D (Detailed Operational
Requirements), Schedule E (Pricing), and Schedule F (Service Level Requirements) to
facilitate effective monitoring of IDENT1 Services and implementation.
5
OPERATIONAL INTERFACE BETWEEN THE CONTRACTOR AND THE POLICE
FORCES
The day-to-day management and operational interfaces between the Contractor and the Police
Forces shall be carried out in accordance with Clause 2 of Part A of Schedule Q
(Contractor’s Solution).
Schedule I (Contract Management)
3
Signature Version
Released under FOI in full on 16th July 2009
