London Borough of Lewisham

Discovery - M365 Implementation and Adoption of New Working Practices - Option 2 (Hybrid Delivery)

21 Incomplete applications

15 SME, 6 large

3 Completed applications

2 SME, 1 large

Important dates

Published
Wednesday 14 October 2020
Deadline for asking questions
Wednesday 21 October 2020 at 11:59pm GMT
Closing date for applications
Wednesday 28 October 2020 at 11:59pm GMT

Overview

Summary of the work
Discovery works to assist the Internal Project Team with the Microsoft M365 Migration for Lewisham Council (1. Cleanse and Migration of on-premise Active Directory to Microsoft Azure, 2. Migration of all Mailboxes, 3. Delivery of O635 Applications to desktop)
Latest start date
Tuesday 1 December 2020
Expected contract length
6-8 Weeks
Location
London
Organisation the work is for
London Borough of Lewisham
Budget range
£50k

About the work

Why the work is being done
Lewisham Councils response to Covid-19, to facilitate employees, officers and members to work from home, to increase productivity, improve resilience and to take advantage of opportunities offered by cloud based solutions - by February 2021
Problem to be solved
Lewisham Council has a small IT Team who are working with Microsoft FastTrack to implement Microsoft 365. Lewisham Council require a Technical Delivery partner who will work in conjunction with the in-house team and Microsoft to fully implement and rollout to the workforce, all components of Microsoft 365

Lewisham Council recognises the need to ensure that the technical changes are supported throughout the implementation stage and in particular, that any associated business change and user adoption is maximised, either directly by the supplier or in conjunction with an alternate partner.
Who the users are and what they need to do
Approximately 2700 Lewisham council employees, officers and members
Early market engagement
Internal project team liaising with the Microsoft FastTrack team around technical installation
Any work that’s already been done
Work with internal and Microsoft FastTrack team around technical installation. In progress roll-out of Microsoft Teams and Sharepoint Online.
Existing team
Small in-house technical and business team, relationship with Microsoft FastTrack team to include a Project Manager, Enterprise Architect and a Project Officer
Current phase
Discovery

Work setup

Address where the work will take place
Laurence House, 1 Catford Rd, Catford, London SE6 4RU - or Remotely where possible
Working arrangements
Remote, using MS Teams for communications. There will be some element of flexible working, but some meetings will require standard hours working
Security clearance
None - however standard business confidentiality agreements and non-disclaimer agreements will need to be signed where appropriate

Additional information

Additional terms and conditions
Right to cancel or vary the competition:-

Lewisham Council reserves the right:

To amend, clarify, add to or withdraw all or any part of the Invitation to Tender at any time during the tender process

To split the award for the Technical Enablement requirement and the Adoption requirement between 2 short-listed companies

To vary any timetable or deadlines set out in the Invitation to Tender;

Not to conclude a contract for some or all of the services for which tenders are invited; and

To cancel all or part of the tender process at any stage at any time.

Skills and experience

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

Essential skills and experience
  • Develop a detailed analysis of an organisation’s technical architecture relating to the M365 products and the production of detailed proposal to shape the implementation plan and future architecture decisions
  • Have experience Implementing M365 products including: Identity, Tenancy and Exchange; Intune; Teams; SharePoint; OneDrive; W10 Modern Deployment; Planner; Stream; Yammer; Flow; and SCP
  • Develop detailed implementation plans for M365 tailored to a similar sized organisation; which included detailed activities, key milestones, resource and skills requirements, communications plan and risks management
  • Have successfully deliver a discovery phase on similar sized implementations. Covering governance design / information security architecture; technical and non-technical prerequisites; solution design and implementation
  • Have successfully delivered the adoption of M365 products to increase productivity and improve collaborative working practices
  • Developed and delivered a training & adoption plan for M365 to a similar sized organisation; which included detailed activities, key milestones, resource and skills requirements, communications plan and risks managemen
  • Develop an analysis of an organisation’s change readiness and current state and the production of detailed proposal to shape the implementation training & adoption plans
  • Have successfully delivered a discovery phase on training & adoption in a similar sized organisation. Covering policy, training, communications, readiness and measures
  • Evidence how well the proposed training & adoption solution meets requirements
Nice-to-have skills and experience
  • Evidence experience of working with a Microsoft technical Team to deliver:-
  • Active Directory Rationalisation
  • Exchange Mailbox Migration
  • Migration of user home drives to Microsoft OneDrive
  • Experience of configuring Yammer

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Critical experience implementing Microsoft 365 within a Local Authority
  • Critical experience of Microsoft M365 Adoption (New Working Practices) within a similar sized Local Authority
  • Experience of working with the Microsoft technical/Fast Track Team
Cultural fit criteria
  • Share knowledge and experience with other team members and commitment to building Council employees’ capability and skills
  • Have the flexibility to source resources and specialist skills from within your organisations within tight timescales to meet programme milestone
  • Work collaboratively as part of a multi-disciplinary team with our organisation and with another partner (preferably a business change/user adoption partner) on a joint M365 implementation
  • Have the ability to effectively engage with staff and stakeholders at all levels to progress outcomes while understanding other demands on their time and other priorities
  • Have the ability to challenge and question existing behaviour or perspectives while maintaining good working relationship
  • Evidence of working within a Local Authority Culture
  • Have the ability to work remotely and in an Agile manner
  • Have experience of working with a champions network to deliver training & adoption
  • Evidence experience of delivering training & adoption in a local government environment
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

40%

Cultural fit

10%

Price

50%

Questions asked by suppliers

1. Why is the budget different between the Hybrid and S.I options? Is this due to the anticipated resource?
Yes, in the S.I model, we expect the bidding organisation to do everything. In the hybrid model we are expecting the supplier to work with the Microsoft FastTrack team. The resource requirement will be much less technical.
2. What do you anticipate the Hybrid delivery to be made up of? What is the combination of delivery methods?
The outcomes are the same. Using the hybrid delivery model the supplier will be interfacing with the Micrsooft FastTrack team
3. How do you anticipate this discovery to work alongside the S.I delivery option? Usually one supplier will conduct a discovery into the different options and present the findings of the best options to the client. Will there be any overlap or conflict? Do you anticipate to select the same supplier for both?
It's one project, one set of outcomes with two possible means of delivery. It's not two separate projects.
4. How big is the in house team?
The in house team would consist of PM and Solution architect to interface with the supplier. In addition in the hybrid model there will be the Microsoft FastTrack team available.
5. What resource do you anticipate to be required for this discovery?
This should form part of your response
6. We assume this is an O365 adoption and enablement end-to-end process?
Yes
7. Is there a requirement to follow the Microsoft recommended approach or will this be a customised approach?
If the supplier recommended an approach that was contrary to the Microsoft recommendation, then we would want to know why.
8. Is cloud/o365 adoption completely scoped or is that part of the requirement?
Part of the requirement
9. As part of the rationalisation will there be a parallel/on-premise remediation phase? Does that require full remediation on Active Directory or enough to fulfil the project objectives?
This will be part of the discovery.
10. As part of the rationalisation will there be a parallel/on-premise remediation phase? Does that require full remediation on Active Directory or enough to fulfil the project objectives?
This will be part of the discovery.
11. What are the Identity Management requirements?
This will be part of the discovery
12. What’s the scope of the EUC component?
This will be part of the discovery
13. Section 2.7 – Evidence how well the proposed training & adoption solution meets requirements – The training is based on the approach taken so what sort of evidence is required? Are you referring to documentation, approach, timings etc? Can you please elaborate ?
Evidence of having delivered training & adoption previously, and how the the approach taken and sicovery will be used to inform the training & adoption solution (documentation, approach, timings etc)
14. General question – We assume this is an O365 adoption and enablement end-to-end process?
Yes
15. Could you please confirm if Discovery can be done from offsore/Outside EU?
Yes, discovery can be undertaken by an offshore team
16. What version of Office is currently installed cross the estate?
Mostly 2013 but this would be part of discovery.
17. What version of Windows is the estate running and if Windows 10, what build and deployment method is used for it and is it evergreen or static build?
Mostly 2013 but this would be part of discovery.
18. What is the status of the applications estate regarding windows 10 and Office 365 compatibility?
Varied. Details to be defined in discovery
19. Is or has MS Teams been rolled out as just a chat and calling service for now?
Yes, but there is a project underway currently (that will run in parallel to this discovery) to rollout the other features of Teams.
20. Q1) Please confirm this is a discovery piece of work – to discover what is required for the Active Directory Migration, Mailbox Migration and what applications are needed. It is not to do the cleansing and migration at this point.
Q2) Confirm this is review the current architecture and current planned architecture to inform decision making.
Q3) Please confirm that completing the discovery work will not exclude us from bidding to support the changes and implementation required for Lewisham to fully adopt and reap the benefits of M365.
Q1, same as above.
Q2, Confirmed.
Q3. same as above.
21. RESPONSE TO QUESTION 20 ABOVE INCORRECT - WILL RE-ISSUE
RESPONSE TO QUESTION 20 ABOVE INCORRECT - WILL RE-ISSUE
22. Q1) Please confirm this is a discovery piece of work – to discover what is required for the Active Directory Migration, Mailbox Migration and what applications are needed. It is not to do the cleansing and migration at this point.
Q2) Confirm this is review the current architecture and current planned architecture to inform decision making.
Q3) Please confirm that completing the discovery work will not exclude us from bidding to support the changes and implementation required for Lewisham to fully adopt and reap the benefits of M365.
Q1, Confirmed, working with the Microsoft FastTrack team
Q2, Confirmed.
Q3. Confirmed.
The deadline for asking questions about this opportunity was Wednesday 21 October 2020.