The Shared ICT Service (SICTS), a partnership of the London Boroughs of Brent, Lewisham & Southwark

Microsoft Azure & Office 365 - Assessment & Implementation Services

Incomplete applications

20
Incomplete applications
11 SME, 9 large

Completed applications

20
Completed applications
11 SME, 9 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 25 July 2019
Deadline for asking questions Thursday 1 August 2019 at 11:59pm GMT
Closing date for applications Thursday 8 August 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Part 1 Design and implementation of a Microsoft Azure and Office 365 environment to a common shared foundation level that enables usage of these services.
Part 2 Support subsequent migration of applications & servers along with associated design & configuration to complete the move for LB Southwark to cloud.
Latest start date Friday 13 September 2019
Expected contract length Initial term no longer than 18 months.
Location London
Organisation the work is for The Shared ICT Service (SICTS), a partnership of the London Boroughs of Brent, Lewisham & Southwark
Budget range Up to £1.5m.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The SICTS provides ICT services to its 3 partner authorities of LB Brent, LB Lewisham and LB Southwark along with the Local Government Association. It supports over 10,000 users and hosts over 150 business applications.

Part 1 of this work is creating a common foundation level build and configuration of Microsoft Azure and Office 365 products and services to a best practice standard. This will deliver a shared design that enables access to these services for all partners on an 'as and when required' basis.

Part 2 covers application assessment and migration services for LB Southwark to these new environments
Problem to be solved There are two key drivers, one is specific to Southwark Council who need to exit their current Data Centre by Oct 2020 and the second is a shared driver where each partner has committed to consume £10k of Azure resources by 30th Nov 2019 and a full £100k p.a. consumption of Azure services by 30th June 2020 onwards.
Who the users are and what they need to do The new MS Azure and Office 365 environment needs to accommodate all SICTS users so that it can host appropriate line of business applications and infrastructure services for them, in order to deliver public services.
Early market engagement
Any work that’s already been done
Existing team A small programme team is supporting this work. In addition, the successful supplier will need to work closely with SICTS technical subject matter experts including network engineers, enterprise architects, server engineers, application managers (partner specific resources), DBA, end user compute, etc.
Current phase Not applicable

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Expected that during Part 1 Foundation stage, resources may need to be based on site at the main offices of LB Southwark (London SE1 2HZ), LB Brent (Wembley HA9 0FJ) and LB Lewisham (London SE6 4RU). For Part 2, it is expected that resources will need to be available on site at these same offices on an 'as and when required' basis.
Working arrangements Work to be carried out at stated locations, or at supplier premises where relevant.
Expenses to be included in pricing.
Security clearance

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions As London Living Wage accredited organisations, the authorities will require a contractual commitment to the payment of this.

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Be a Microsoft Gold Certified Partner
  • Demonstrate experience in designing and configuring MS Azure and Office 365 to defined NCSC standards for the public sector
  • Have demonstrable experience in delivering cloud optimisation
  • Have proven ability in migrating large/complex public-sector organisations to a MS Azure and Office 365 environments
  • Have adequate capability and capacity using only UK-based engineers to deliver project outputs on time and within agreed budget
  • Have proven skills in critical assessment of cloud design and configuration and ability to recommend improvements/alternatives
  • Provide evidence of creating testing frameworks to support cloud migrations including all applicable testing standards
Nice-to-have skills and experience
  • Can demonstrate experience in delivering MS Azure and Office 365 in a multi-tenanted environment
  • Can demonstrate experience in transitioning clients from an existing Citrix/App-V/AppSense based environment to Windows 10/MS Azure/Office 365
  • Can demonstrate experience of delivering MS Azure and Office 365 within a local authority shared service partnership
  • Can demonstrate design and configuration skills gained from deploying MS Azure and Office 365 at other London boroughs

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Track record in designing and configuring a large/complex public-sector organisation for MS Azure and Office 365 (3%)
  • Delivery approach for designing, configuring and migrating to a multi-tenanted MS Azure & Office 365 cloud environment to defined NCSC standards for the public sector (7%)
  • Delivery approach to ensure cloud optimisation (5%)
  • Resource plan that demonstrates capability and capacity, from only highly experienced UK based resources, to design, build and transition to MS Azure and Office 365 (4%)
  • Delivery approach to mapping applications/services and supporting their subsequent migrations (4%)
  • Delivery approach and skills in building relevant server environments to support the migration of legacy unsupported applications (2%)
  • Approach to ensure that the MS Azure and Office 365 environment can be operationally supported using a single overarching solution (2%)
  • Approach & methodology for undertaking any remediation work around security identified by our independent, accredited, security expert (2%)
  • Demonstrable resource skills in Citrix, App-V, AppSense, Windows 10, SQL to support the effective transition of existing services to MS Azure & Office 365 (3%)
  • Approach to providing operational guidelines and effective knowledge transfer to in-house resources (2%)
  • Proven skills in the critical assessment of cloud design and configuration matched with an ability to recommend improvements/alternatives (1%)
Cultural fit criteria
  • Co-working with internal staff and 'other' external suppliers (1%)
  • Approach to solving problems as they occur (1%)
  • Delivering collaborative decision-making (1%)
  • Ability to share knowledge and experience to build internal expertise and capacity (1%)
  • Attitude towards making mistakes and how this is addressed and communicated to the customer (1%)
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

35%

Cultural fit

5%

Price

60%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Can a blend of off-shore and/or near-shore engineers/ consultants be deployed by the bidder in support of on-shore resourcing to deliver the outcome requirements? No
2. What weighting is given to the bidder’s experience in delivering Azure/ Office 365, large/ complex solutions, specifically to public sector organisations? Can the bidder demonstrate experience credentials by referring to other industry sector deliveries and will these be considered equal in the evaluation processes? “Experience in delivering Azure/ Office 365, large/ complex solutions, specifically to public sector organisations” is not a specific stated evaluation criterion at either shortlisting or proposal stage. At shortlisting stage, one of the essential skills and experience is to “Have proven ability in migrating large/complex public-sector organisations to a MS Azure and Office 365 environment”. Criteria at this stage are not weighted. The guidance states that all essential criteria have to score at least 2, ie. must be met. The evaluation must be against the stated criteria wording.
3. Do the three partner authorities have a common testing framework method or a preferred testing framework preference? There is no common or preferred testing framework across the partner authorities.
4. Implied workflow is from a central digital workspace (i.e. Citrix) to a distributed model (i.e. Windows 10, Office 365 SaaS) user consumption and service management model. To what extent have each of three local authorities invested in Azure and Office 365 separately? All three authorities are committed to adoption of 0365. All three authorities intend to consume Exchange Online within 12 months. Consumption of other 0365 services across the authorities will be phased over 24 months.
London Borough of Southwark will consume as much Azure services as required to exit its existing data centres. London Borough of Brent & Lewisham will be assessing consumption as part of this engagement.
5. Are participating users migrating from an existing Azure IaaS/ Office 365 SaaS or are users coming from existing on-premises infrastructure/ Office productivity suite environment in respect of each of three partner authorities? Users are migrating from existing on-premise infrastructure. Please note that each partnership already has an existing AD Connect in place for 0365/Azure.
6. Does each of the three partner authorities have a Microsoft Enterprise Agreement covering licensing requirements of this joint SICT Azure/ Office 365 implementation? Yes.
7. Is Intune (or another) MDM/ MAM solution to be provided as part of this SICT bid requirement? MS Intune is only used at London Borough of Southwark for mobile devices. A project is inflight to migrate this from Hybrid to Standalone. Suppliers are expected to review its use in the context of our Windows 10 delivery.
8. Depending on the existing Office productivity suite provision in each partner authority, will there be a requirement to decommission existing environments? Yes.
9. How many of the 10,000 users spanning the three partner authorities will be consuming this new Azure/ Office 365 solution within the duration of this contract? Consumption of the 0365 services will vary but consumption of Exchange online is expected to be 100% across the partners. For Azure services, consumption will be much higher for London Borough of Southwark due to the need to exit its existing data Centres, it also represents 45% of the users.
10. How many of the 150 business applications are anticipated to be made available from the Azure environment within the duration of this contract? An estimated minimum of 60 applications.
11. Do the three partner authorities have a preferred project management method or any other governance criteria that would be relevant to this delivery? We expect the project to be governed under a Prince 2/Agile methodology.
12. Separately, is there an opportunity for the bidder to provide Service Management of this SICT Azure/ Office 365 implementation? It has not yet been determined whether this is required but we would be interested in understanding whether the supplier can provide this service.
13. For those Office 365 Azure PaaS sets that potentially require migrating please provide a sense of scale / volumetric information (e.g. Exchange online PST migrations, on-premises SharePoint / SMB file share data migration to SharePoint / Teams / OneDrive). The London Borough of Southwark has an estimated 52 TB of SMB data with no accurate figures for the total amount of PST data included in this SMB data store. A recent review of 70 users’ PST data identified approximately 0.5 TB of PST files.
Suppliers are not expected to migrate SharePoint or OneDrive data.
14. Is it envisaged that each partner organisation will have separate Azure and O365 Tenants or are the multiple tenants for test, pre-production and production environments for SICTS encompassing all three partner authorities? Each authority has existing 0365 tenancies with AD connect. It is not expected that separate tenancies will be required for test/production. It is likely that each authority will have dedicated Azure tenancies. It is expected that the supplier will advise on the Azure multi-tenancy architecture.
15. To meet the deadline of Oct 2020 data centre migration please can the metrics of migration be quantified that are in scope for the supplier. i.e. how many servers, applications, databases etc are to be migrated to Azure? An estimated 400 servers, 70 applications, 52TB SMB data and 500 databases.
16. Is application transformation to be included in the scope of migration services e.g. SQL servers to be transformed from OS delivered apps to Platform as a Service within in Azure? The use of Azure SQL Managed Instance is in scope.
17. Are there penalties associated with not meeting the Oct 2020 deadline for data centre exit, if so what are they? There are no penalties associated with not meeting the Oct 2020 deadline.
18. Please can you provide a list of in-scope applications, including the relevant technology and support arrangements. In particular, what legacy unsupported applications are in scope? All applications are in scope for the London Borough of Southwark’s migration. Suppliers are expected to provide a full discovery and analysis of these applications.
19. What workloads are in scope? An estimated 400 servers, 70 applications, 52TB SMB data and 500 databases.
20. What environment are you migrating from? (e.g. Exchange 2010 or Lotus Notes). London Borough of Southwark use Exchange 2010. London Boroughs of Brent and Lewisham use Exchange 2013.
21. Do any of the included Boroughs currently use any Microsoft Online Services? Yes.
22. How many users are in scope for this project, broken down by Borough? The estimated user count is Southwark = 5000, Brent = 2500, and Lewisham = 2500.
23. What Email solutions are in place for each of the Boroughs? London Borough of Southwark use Exchange 2010. London Boroughs of Brent and Lewisham use Exchange 2013.
24. What is the breakdown of mailboxes, including Shared? Brent 1221 shared mailboxes, 2500 users

Lewisham 183 shared mailboxes, 2500 users

LBS 412 shared mailboxes, 5000 users
25. What is the functional level of the domains? Brent = Windows2003Forest
Lewisham = Windows2008R2Forest
Southwark = Windows2008R2Forest

Brent = Windows2008Domain
Lewisham = Windows2008R2Domain
Southwark = Windows2008R2Domain
26. Is the domain multi-forest? Each authority has its own forest.
27. Are there any domain trusts in place? Yes, but not between the local authorities.
28. What solutions are in place for:
File Sharing?
Collaboration?
Video Conferencing?
Instant Messaging?
Mobile Device Management?
Email Hygiene?
Journaling?
SMB/CIFS file shares delivered using windows servers (All), NAS solutions from Dell Compellent (Brent/Lewisham) or Hitachi HUS (Brent).

Brent and Lewisham use Sharepoint on premise and sharepoint online. Southwark use Sharepoint online for a small number of users, c30.

8x8 used by Brent and Lewisham with a small POC community using Teams. Southwark council using MS Teams in a POC only across 30 users.

8x8 used by Brent and Lewisham with a small POC community using Teams. Southwark council using MS Teams in POC only across 30 users.

MS Intune (Southwark) & Mobile Iron (Brent & Lewisham)

Proofpoint Cloud

None
29. How many physical sites are in scope? Two data centres are outside of London and three others are within London. Each authority has a main office location within London along with multiple satellite sites, estimated at 100+.
30. What is the bandwidth availability at each site? Main offices are connected by 1Gb/s circuits. Data centres have a minimum circuit of 1Gb/s.
31. What version of Office are currently in use? A mix from Office 2010 through to Office 2016.
32. What is the desktop/laptop OS in use? Windows 7 & Windows 10.
33. Do any of the Borough use third party solutions that rely on a version of Office? There is likely to be a few applications with dependencies on MS Office Versions. The supplier is expected to identify as part of the application discovery and testing which applications have MS Office dependencies.
34. What is currently in use for AV end point protection? Symantec Endpoint protection & MS System Center Endpoint Protection.
35. What solution is in place for telephony? The London Borough of Southwark currently use Mitel for their main corporate telephony and 8x8 for their contact centres. London Boroughs of Brent and Lewisham currently use 8x8 for both contact centres and main corporate telephony.
36. Are there any requirements for encrypted email? No.
37. How many mail domains are in scope for the migration? Approximately 10.
38. What is currently being used for Data Loss Prevention? MWR Countercept.
39. What is being used for Intranet services? The CMS in use:
Southwark = Weblabs for both Intranet and Public facing website.
Brent = Intranet & Public facing website use Umbraco – currently evaluating options for new CMS.
Lewisham = Intranet & Public facing internet website use Sitecore.
40. Is SCCM in use? Yes.
41. Have licences for Microsoft online services already been procured, if so which licence? The London Boroughs of Southwark and Lewisham are licensed for M365 E3 with the London Borough of Brent licensed for E3.
42. How many Servers are in scope for migration to Azure? Approximately 400 servers within the first 12 months. The supplier is expected to provide a detailed discovery and analysis of all authorities’ server estate which is approximately 1000+ servers.
43. Do any applications require repackaging? The majority of applications are delivered using App-V. A smaller number are delivered through SCCM packages and manual installations. Suppliers are expected to provide discovery of all applications and repackage where necessary.
44. How are applications currently delivered? The majority of applications are delivered using APPv. MS SCCM is also used and there are some applications manually installed.