Projects

List of 19 milestones: The RFP references 19 independently contracted milestones, with a link to the full list. Unfortunately, the link does not appear to be working at this time. Could you please share the list of milestones directly, or provide a working link? Understanding the scope of the milestones would help me develop a more accurate and relevant management approach in my proposal.

Ref. No.: RFP-PM-41

Declaration of conflicts of interest: The RFP includes a declaration of conflicts of interest as a required submission component. Is there a preferred format or template for this declaration, or is a free-form written statement acceptable?

a free-form written statement is acceptable

Ref. No.: RFP-PM-42

Governance and decision-making responsibilities throughout the programme?

• Day-to-day operational decisions will be handled by the Project Manager. This includes schedule management, task delegation, and resolving standard project roadblocks.
• Milestone-level escalations and milestone approvals will also be the Project Manager's responsibility.
• Program-level and strategic direction will ultimately reside with the Board.

Ref. No.: RFP-PM-43

The expected collaboration model between the two Project Managers?

One PM to review Technical part, other one to manage timelines, responsibilities and push (organisational)

Ref. No.: RFP-PM-44

Contractor onboarding and procurement timelines across the 19 milestones?

see the 19 Milestones with start and end dates

Ref. No.: RFP-PM-45

Reporting requirements associated with the Sovereign Tech Fund?

Reporting is only directly towards the OSM Board

Ref. No.: RFP-PM-46

Accessibility acceptance and quality assurance processes?

Defined by the auditors Milestone 1a

Ref. No.: RFP-PM-47

The RFP sounds like you won’t pay if you don’t like our work?

The payment structure presents less risk than it may initially appear. Payment is tied to the fulfilment of defined deliverables, not to subjective approval of the work. In accessibility, quality is not a matter of preference, it is assessed against established, measurable standards (such as the WCAG success criteria). As in any contract, provided the work is completed properly, on time, deliverabled are provided and meets these criteria, payment is due. This reflects standard contractual practice: acceptance is based on whether the agreed specification has been met, not on personal satisfaction.

Ref. No.: RFP-PM-48

A fixed-price proposal for the full scope is difficult, because the scope hasn’t been clearly defined yet

Understandable, that's exactly why we invited questions during the process. You'll find a more detailed definition of the scope in the answers we shared.

Ref. No.: RFP-PM-49

Is there an overview of the 19 milestones and their dependencies (link is broken)?

Ref. No.: RFP-PM-58

Are there established processes/tools/project management frameworks already in use that the PMs are expected to work within?

No, there are not but a Kanban style tool + milestone-based delivery + simple governance rules should be light and yet structured enough to make it work for both sides.

Ref. No.: RFP-PM-59

Is the estimated engagement of 5–10 hours/week intended per Project Manager or combined across both roles?

Both roles.

Ref. No.: RFP-PM-60

Should applicants apply entirely individually, or is it acceptable to indicate preferred collaboration with another applicant?

Both should apply separately BUT you are welcome to mention that you've worked with another applicant and what makes that collaboration most effective.

Ref. No.: RFP-PM-61

How is the responsibility split expected to work between the two Project Managers?

See F45's suggested approach.

Ref. No.: RFP-PM-62

What tooling/platforms are already in place for project coordination and reporting?

None currently, ideally something open source would be used.

Ref. No.: RFP-PM-63

How many milestones/workstreams are expected to run in parallel?

Please see the Milestone Schedule

Ref. No.: RFP-PM-64

Could you elaborate a bit on the expected level of STF reporting and coordination?

We expect a brief written status report at the end of each month, structured per active milestone rather than as a single overall summary. For each milestone currently in progress, please include a simple status (green/yellow/red), progress against the deliverable, any dependencies on other workstreams, open risks or blockers, and any decisions you need from us. If an immediate reply is needed or something is urgent, please contact us on Mattermost (there will be a specific STF project channel). When a milestone is completed, add a short confirmation that its deliverable has been met; note that some months have several milestones being delivered in parallel, so the report must accommodate multiple acceptances at once. For meetings, we would like the cadence to follow the actual workload. A short bi-weekly sync is sufficient during the lighter start and closing phases, while a weekly sync is expected during the main phase when three to four milestones run in parallel, with a particular focus on dependencies and blockers between workstreams. The monthly report should serve as the basis for a slightly broader update to the board.

Ref. No.: RFP-PM-65

If we as a provider were selected as programme/project lead, would we still be eligible to apply for and potentially win RFPs connected to any of the milestones? Or would there be any conflict of interest restrictions preventing this?

To avoid conflicts of interest or appearance of such, a Project Manager or their associated companies can not apply for any project Milestones.

Ref. No.: RFP-PM-66