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

SICTS Cloud Programme - Assessment & Implementation Services Version 2

Incomplete applications

7
Incomplete applications
4 SME, 3 large

Completed applications

18
Completed applications
8 SME, 10 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Tuesday 24 September 2019
Deadline for asking questions Tuesday 1 October 2019 at 11:59pm GMT
Closing date for applications Tuesday 8 October 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Part 1 Foundation Stage: Design/build common Azure & O365 environments.
Part 2 (Optional): Support data centre transformation for LB Southwark based on SaaS/Azure/CoLo discovery, design, build and migration.
Part 3 (Optional): Windows 10 application discovery, design, build and migration. O365 discovery and migration services including Exchange, SharePoint, Teams.
Latest start date Monday 11 November 2019
Expected contract length Initial term no longer than 24 months.
Location London
Organisation the work is for The Shared ICT Service (SICTS) partnership of the London Borough Brent, LB Lewisham & LB Southwark
Budget range Part 1 Foundation stage has a budgetary limit of £250k, so no bids which include more than this amount for Part 1 will be considered.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done In Part 1 foundation stage, create a common design and build of Microsoft Azure and O365 environments. It will deliver a shared multi-tenanted design that enables access to these services for all partners on an 'as and when required' basis to support phased adoption.
In Part 2, LB Southwark intends to exit its current enterprise data centre arrangements and move to a blend of SaaS/Microsoft Azure/CoLo (the latter provided within SICTS data centres). 
In Part 3, some partners are looking to undertake a proof of concept with subsequent discovery and migration of services to Windows 10 & O365.
Problem to be solved There are two key drivers, one is specific to LB Southwark who need to exit their current data centre hosting contract ending Oct 2020, and the second is a shared driver to consume £30k of Azure resources by Jan 2020 and an annual amount of £300k by June 2020 onwards.
Who the users are and what they need to do The new MS Azure & O365 environments need to accommodate all SICTS partners, to enable the hosting of line of business applications and infrastructure services to support their delivery of public services.
Early market engagement
Any work that’s already been done A previous tender process commenced in July 2019 but this highlighted that there was a need to provide greater clarity to suppliers on budgetary limitations along with describing which parts were optional. This previous process was cancelled.
Existing team A small programme team is supporting this work. The successful supplier will also 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. to obtain local knowledge and provide them with skills transfer.
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 Parts 2 and 3, it is expected that resources will need to be available on site at these same offices plus UK-based data centres 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 SC Security Clearance (required for staff who will have physical data centre access)

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 current Microsoft Gold Certified Partner within the relevant technologies
  • Demonstrate experience in designing, configuring and migrating complex shared services to defined NCSC standards for the public sector with relevant technologies
  • Demonstrate experience in delivering financial savings through providing cloud optimisation
  • Have adequate capability and capacity through using only UK-based engineers to deliver project outputs on time and within agreed budget
  • Demonstrate experience in delivering O365 migrations for public sector organisations
  • Demonstrate experience of delivering complex migrations of enterprise data centre environments to SaaS/MS Azure/CoLo virtualised environments
  • 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 transitioning clients from an existing Citrix/App-V/AppSense based environment to Windows 10/MS Azure/Office 365 within a local authority shared service partnership
  • Can demonstrate practical experience of addressing the challenges of migrating users to O365
  • Can demonstrate knowledge of maximising the benefits available from the relevant technologies
  • Can demonstrate experience in managing the key risks and issues associated with delivering this transformation

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Approach to designing, configuring and migrating the Shared ICT Service to defined NCSC standards for relevant technologies (8%)
  • Delivery approach to successfully deliver cloud optimisation (4%)
  • Detailed resource plan that demonstrates capability and capacity, from only highly experienced UK based resources, to design, build, transition and handover to SICTS for centralised operational support (6%)
  • Delivery approach to application discovery and logical group mapping for applications/services to support subsequent migrations (3%)
  • Delivery approach with appropriate skills in building relevant server environments to support the migration of legacy unsupported applications (4%)
  • Approach & methodology for undertaking any remediation work around security identified by our independent, accredited, security expert (3%)
  • Approach to supporting the effective transition of existing services to new technologies, using appropriately skilled resources (3%)
  • Approach to providing operational guidelines and effective knowledge transfer to in-house teams and resources (3%)
  • Approach to 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 external suppliers (1%)
  • Approach to solving problems as they occur (1%)
  • Delivering collaborative decision-making (1%)
  • Approach to sharing 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. We have received a question marked "Commercial in Confidence". We are unable to issue a response to this question as it will automatically be public.
2. Will you be accepting 'consortia' or 'partner' bids? The framework allows suppliers to 'join forces' via the subcontracting clauses. The prime supplier must be registered on the framework and take full responsibility for delivery of the services. A supplier bidding for work using subcontractors must declare this as part of the evaluation process.
3. How many users will be part of the POC and will there nominated users from all the different departments involved in the POC? Details are yet to be confirmed but the estimated numbers are 50-100 users.
4. Are there any specific timescales/deadlines for the desktop refresh? It is expected that this would be early 2020 after the Part 1 foundation stage work is completed.
5. How many workloads / instances are approximately in scope (physical / virtual servers) There are an estimated 400 servers, 70 applications, 52TB SMB data specifically for LB Southwark.
6. As part of the base Azure platform what services need to be available? E.g. Internet; Database; Office365, Active Directory; file; applications etc? Database, Office365, Active Directory/DNS, file, business applications, MS MQ, remote access, certificate services.
7. Is there a requirement for the environment or specific services to be resilient i.e. high availability? Yes
8. Is DR a requirement for the Azure platform Yes
9. Do you already have an incumbent already providing support and management of the infrastructure which you will use going forward for the new platform or is there an opportunity for a supplier to provide the ongoing support and management of the Azure platform? Current support is provided by in-house SICTS team.
10. Are there any restriction on where data can be located? i.e. within Europe only? Yes, UK only.
11. Will this Azure platform require a completely new AD infrastructure or will it need to be integrated with the customer’s existing AD infrastructure ? It will need to integrate with existing AD. Azure AD connect is already in place.
12. Do you have any application that do not sit well within a cloud environment i.e. Due to Time Sensitive, Latency, License implications? Yes, these will be hosted in the SICTS Brent Data Centre.
13. What license agreement does the customer have with Microsoft? MS EA, the London Boroughs of Southwark and Lewisham are licensed for M365 E3 with the London Borough of Brent licensed for E3.
14. Is there a requirement for this to be a hybrid solution? Yes, there will be a blend of SaaS, Azure and hosting in the SICTS Brent Data Centre.
15. What are your RPO/RTO, Compliance, Sovereignty, DR/BC, SLA’s ? UK based.

Priority 1 - Recovery ASAP
Priority 2 - Recovery within 24 hours
Priority 3 - Recovery within 48 hours
Priority 4 - Recovery within 7 days
Priority 5 - Recovery over 7 days

Priorities 1-3 are considered as critical and therefore require robust contingency arrangements. Priority 4 and 5 are considered non-critical. DR is required.
16. Will there be any requirement for any segregation between the partner’s on the Azure platform? i.e. specific services that need to be specific to a partner? It is expected that each partner will have its own tenancy.
17. Is the customer taking the opportunity to do a technology refresh? i.e. latest OS/SQL? Yes, where it is feasible.
18. Are there any departments that are “special” – we are thinking more of Social/Child services which need to be available 24*7 ? Certain services such as the LBS corporate website and SMART Jontek Answer Link for assisted homecare support will need to be available on this basis.
19. Do you have any connectivity to other governing bodies i.e. Police that we need to be aware of? PSN and N3
20. What do Southwark’ currently have hosted on these SaaS/Azure/CoLo environments? SAAS or 3rd Party managed hosted solutions:
Housing (Northgate)
Revenues and Benefits (Northgate)
HR & Finance (SAP)
Social & Children (Mosaic)

Azure = none

CoLo = All other services
21. Does Southwark want to migrate data and customer’s to the new platform or will they also want to migrate existing services and legacy applications etc ? Only migration of services that are supported on Azure. Legacy applications will require upgrading and hosting where possible on Azure.
22. Are any of the services hosted on the customer’s current environment required 24/7 or during specific times of day? Certain services such as the LBS corporate website and SMART Jontek Answer Link for assisted homecare support will need to be available on this basis.
23. are you please able to confirm whether a commercial template/quote request will be sent following the response? Suppliers who are shortlisted will be invited to tender, in accordance with the framework process.
24. it is mention contract for 18 months is £250K, is this made up of Azure consumption and Professional Services? If so what is split? The initial contract length is described as “Initial term no longer than 24 months.”
The £250k does not include Azure consumption.
25. As part of the Desktop POC what decisions, if any, have been made already? i.e. agreed standard set of applications; user access; connectivity to specific drives or services etc? This is being reviewed, however the supplier will be required to take a green field approach to ensure that all best practice from MS blueprints is considered.
26. Is there an agreed standard desktop make/model and resource specification i.e. CPU, memory, storage etc ? Yes, the procurement of these is out of scope of this tender.
27. If a partnership bid is permitted should the primary or secondary have be the Microsoft Gold Certified partner or does it not matter? The primary partner must hold the certification as this will be the accountable delivery partner.
28. Part 1 Foundation reads like there's an assumption that the solution is a SaaS O365 environment.. Is this correct ? Data Centre will be a blend of SaaS (application vendors), Azure and CoLo (on SICTS infrastructure). O365 will be MS cloud based.
29. Does this mean that we need to Migrate data from your current environment? (relates to preceding question) To be agreed and would be in the optional items section.
30. How many data centres are in scope? At present three, details of which will be shared with short listed companies.
31. Is there a Network topology we can review? This may be available at tender stage.
32. Before we can give an NBIE price for the Foundation Stage. We need to see the Size and state of the environment to build.
Although Part 2 is optional.. In order to provide an NBIE for SaaS/ MS Azure and Colo we need to review the size and shape and currency of the environment of the environment in scope.
The successful supplier will need to undertake detailed discovery so the following figures are estimates only:

There are approximately 700 servers with 300 already identified as needing to be decommissioned. The remaining 400 operate applications and services that will be migrated before being decommissioned (where required).

These cover around 70 applications, 52TB SMB data and 500 databases.

Server OS versions range from Windows Server 2003 to 2016. MS SQL versions range from 2005 to 2016.
33. What will be the success criterion of the POC in Part 3. Success criteria for POC is yet to be defined.
34. What elements of the solution are governed by the dates of January and June. The Consumption of Azure resources are governed by the January and June dates.
35. In regards to the second essential skill – Can you please elaborate on what you mean by 'complex shared services'?
From a technical view point, do you mean the shared directory services or do you mean services in the SOA architecture?
“Complex Shared Services” refers to the requirements of supporting multiple partners with wide variety of technology and differing demands.
36. Would you sponsor security clearances? No.
37. Do you have a CMDB of Computer Assets? No.
38. Can you please detail the current enterprise data centre arrangements which need to be migrated with Part 2? It would be helpful if you can detail the application's, VM, Operating systems, databases. Would the databases be a mix of sql, open source databases, oracle etc.? This is not available at this stage.
39. Are the suppliers allowed to bid for all 3 lots mentioned in the summary of work? The tender will not be split into lots, and will be for all of Parts 1, 2 and 3, with the Shared Service having the option to contract for Part 1 only.