Awarded to Silversands Limited

Start date: Monday 30 November 2020
Value: £85,000
Company size: SME
Maritime and Coastguard Agency

OMS Sharepoint Migration Beta

10 Incomplete applications

9 SME, 1 large

22 Completed applications

21 SME, 1 large

Important dates

Published
Friday 23 October 2020
Deadline for asking questions
Friday 30 October 2020 at 11:59pm GMT
Closing date for applications
Friday 6 November 2020 at 11:59pm GMT

Overview

Summary of the work
HMCG requires a full technical design and support service to move the Operational Management System (OmS) intranet from Classic SharePoint to Modern SharePoint.
Latest start date
Monday 16 November 2020
Expected contract length
Location
No specific location, for example they can work remotely
Organisation the work is for
Maritime and Coastguard Agency
Budget range
up to £85,000 excluding VAT

About the work

Why the work is being done
The Operational management System (OmS) enables the Coastguard operational teams to carry out their duties in a consistent manner. It is designed to be both dynamic and interactive and is continuously monitored and managed by the Information Management Team within HMCG so that it is always the single authoritative source for Coastguard policy, guidance and information.

This enables HMCG to fulfil its responsibilities towards our staff who will use the new provision, aligns the work with the strategic direction of the MCA business plan and to other local/mandatory/statutory requirements.
Problem to be solved
Transform the existing Operational Management System intranet to improve the user experience including, enhanced intelligent search functionality, improving the MI so improvements and efficiencies can be identified by the content managers, group permission functionality to ensure multiple author levels and incorporating GDS accessibility guidance into the look and feel of the site.
Who the users are and what they need to do
As a Operations team member (maritime and ARCC) I need to access information necessary to my role in an efficient and easy to follow manner so that I can do my job without stress or confusion

As a Operations team member (maritime and ARCC) I need to be able to acknowledge important information to my role so that I am fully up to date and compliant

As a content manager I need to be able to track and monitor information so that I can keep all information relevant and up to date for the users

As a content Manager I need to be able to track user acknowledgements so that they are up to date with important information and remain compliant
Early market engagement
The project has completed the Alpha stage and the prototype has been reviewed and agreed by content managers and an operations team representative
Any work that’s already been done
Proof of concept has been developed as part of the Alpha stage and will be used for reference throughout the Beta Stage
Existing team
The Project Team includes MCA staff:
Senior Delivery Manager
Business Analyst
User Researcher
Technical Architect
Operational Standards - Content Manager
Maritime Operations Representative
ARCC Operations representative

To support with
1.Front-end development work of the modern Sharepoint site and provide support and guidance to the project team.
2. Implement workflows, content management toolkits and MI to optimise the governance and performance of the new site
Current phase
Beta

Work setup

Address where the work will take place
No specific region, eg they can work remotely
Working arrangements
The individual should be available to work with the project team for 6 months within office hours (09:00 - 17:30). The individual should be able to access the MCA Office 365 site to support the project team

Development of the Sharepoint site should be completed no later than 31 March 2021
Security clearance

Additional information

Additional terms and conditions

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
  • Detail how you delivered intranet solutions in agile team as a digital agency
  • Detail how you plan and manage the design, build and migration of data/information
  • Demonstrate a proven track record of advising, planning, designing and building intranets of a similar nature, using agile methodology, to time and budget
  • Demonstrate experience successfully delivering user-friendly, responsive and mobile device compatible websites and intranets
Nice-to-have skills and experience
  • Evidence a good understanding of best practice information management to assist in the development of structured data
  • Demonstrate experience of GDS guidelines and principles
  • Demonstrate experience working in Agile environment using SCRUM or other Agile frameworks
  • Demonstrate previous experience working with Public Sector clients
  • Demonstrate knowledge across the digital design sector applying research in new design technologies to the benefit of the team and service

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Technical solution
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets your organisation's policy or goal
  • Estimated timeframes for the work
  • How they've identified risks and dependencies and offered approaches to manage them
  • Team structure
  • Value for money
Cultural fit criteria
  • Work transparently and collaboratively in a no-blame culture, encouraging all to fail fast and learn from mistakes
  • Demonstrate experience of supporting and coaching other team members Strong team working experience with the ability to think and problem solve independently
  • Engaging with team to create an environment for knowledge sharing
  • Evidence their confidence to challenge the status quo
  • Evidence of taking responsibility for their Work
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. This work has been submitted under the Digital Outcome opportunities but you are asking for an individual for 6 months. Should this be under the Digital specialist opportunities? A supplier cannot give a fixed price outcome if you are managing the person on a day to day basis.
This work requires an outcomes based approach and we are not looking for a specific individual only. We would be open to working with a supplier who can provide the best outcome for the Sharepoint site, whether that be an individual or a team to support our project team. We mistakenly referred to an "individual" completing the work in the advertisement.
2. You have asked for an individual for 6 months but the work must be completed by the 31st of March 2021. Could you clarify this as there will only be 4.5 months remaining by the time this is awarded.
We expect development work for the modern SharePoint to be completed by 31 March 2021. Training, Early Live Support and project closure is expected to continue post development.
3. Will you consider an intranet in a box product?
We are open to all proposals and will consider all applications that meet the project's outcomes requirements.
4. Is there an incumbent supplier who assisted in the earlier stages?
The Sharepoint site is managed and maintained in house by our Information Management Team. We have a service contract with Silversands who provided support for the Proof of Concept. Please note any query about any previous stages should be directed as a clarification question through this portal.
5. Do you have Office 365 licences with SharePoint Online access? If so, what plans are they on? If not, have you a budget to procure them?
We currently have 1300 E3 licences
6. Do you have a current intranet platform? If so, which platform is in use?
Our intranet site uses the Sharepoint Online platform
7. May we ask if there is currently an incumbent partner that you are working with on this opportunity?
The Sharepoint site is managed and maintained in house by our Information Management Team. We have a service contract with Silversands who provided support for the Proof of Concept. Please note any further queries about the opportunity must be directed as clarification questions through this portal.
8. Is there an incumbent supplier in place who delivered the Alpha and Proof of Concept phases or was this carried out by internal resources?
The Sharepoint site is managed and maintained in house by our Information Management Team. We have a service contract with Silversands who provided support for the Proof of Concept. Please note any further queries about the Alpha/ Proof of Concept phases should be directed as clarification questions through this portal.
9. Hi did you use an external person or company to create the Alpha solution?
Are you looking for 1 person with the required skills to join your team to deliver the solution, or are you looking for a company to deliver the project in total? Thank you.
Silversands provided support for the Proof of Concept. Please note any further queries about the Alpha/ Proof of Concept phases should be directed as clarification questions through this portal.
We are looking for a supplier who can provide support in delivering the overall project. We are open to proposals from individuals and suppliers as long as the project outcomes are met
10. Can you confirm that you are looking for an individual or a partner to provide a solution?
This work requires an outcomes based approach and we are not looking for a specific individual only. We would be open to working with a supplier who can provide the best outcome for the SharePoint site, whether that be an individual or a team to support our project team
11. This question has been split into 2 parts due to length. Part 1of2:
Can you please provide the following details:
1. Which version of SharePoint is being used?
2. How many pages, functions, workflows are there in the Intranet?
1. Our intranet site uses the SharePoint Online platform
2. There are approximately 1200 live pages that would need to be migrated to the new site. This includes the requirement to build workflows to support the effective development, authorisation, review, management and deletion of site content by the Information Management Team. The site must work effectively when the screen size is reduced. When used in the operations rooms, OmS usually would only take up half a screen maximum as Coastguards simultaneously use other systems on the same screen, the ability to have a mobile view is important.
12. This question has been split into 2 parts due to length. Part 2of2:
3. How many interfaces (with other apps) are there?
4. Any 3rd party controls/libraries in use?
3.The Operational Management System is an internal SharePoint site for our operations teams. There are no 3rd party systems integrated into the site. Any external sites are accessed via hyperlinks only. We are looking at the benefits of utilising PowerBI as part of this project.
4. There are no 3rd Party controls/libraries in use within the existing site.
13. Due to the number of questions contained within one clarification question, we have split this into 7 parts.

Part 1 of 7
What SharePoint knowledge do your ICT team have?
Our ICT team have a good level of SharePoint knowledge and support the business with the more complex issues when they are raised.
14. Due to the number of questions contained within one clarification question, we have split this into 7 parts.

Part 2 of 7:

What SharePoint knowledge do your support teams have?
The Information Management Team have a good level of functional SharePoint knowledge. Support is required where coding or complex issues are identified. These would be escalated to the ICT team for support.
15. Due to the number of questions contained within one clarification question, we have split this into 7 parts.

Part 3 of 7:
What SharePoint knowledge do your users have?
The users knowledge of SharePoint varies overall. We have a number of other SharePoint sites that are used as part of the Operational Management System users Business as Usual workload
16. Due to the number of questions contained within one clarification question, we have split this into 7 parts.

Part 4 of 7:

Do you have intranet champions in mind?
We have no specific intranet Champions in mind. The Operational Management System will be managed and maintained by the Information Management Team who would promote the refreshed site to it's users.
17. Due to the number of questions contained within one clarification question, we have split this into 7 parts.

Part 5 of 7:

What knowledge of Teams and other Microsoft 365 features do you have in house?
The MCA utilise a number of Microsoft 365 features including Teams as part of day to day working. Users knowledge of these features varies from individual to individual. We are looking at the benefits of utilising PowerBI as part of this project.
18. Due to the number of questions contained within one clarification question, we have split this into 7 parts.

Part 6 of 7:

As far as migration goes, are there any systems that need migration? If so, how much content needs migrating?
The project is only focussed on the OMS Sharepoint which has approximately 1200 live pages. There is a requirement to migrate these onto the new site
19. Due to the number of questions contained within one clarification question, we have split this into 7 parts.

Part 7 of 7:
Are there any 3rd party systems that need integrating with?
Do you have a current document management solution? If so, what platform? Will this move to SharePoint Online in the future?
The Operational Management System is an internal SharePoint site for our operations teams. Tthere are no 3rd party systems integrated into the site. Any external sites are accessed via hyperlinks.
Document Management Solution - Our intranet site uses the SharePoint Online platform
20. Will successful suppliers gain access to the proof of concept and the list of requirements prior to having to demonstrate the approach and methodology for this work?
The successful supplier will be provided with the Statement of Needs which documents the full requirements for this project. The Proof of Concept will form the basis of development work for discussion and refinement during the Beta lifecycle
21. Could you please detail your current relationship with the supplier responsible for the alpha stage? What is the likelihood that they will be preferred for this stage of the project?
We have a service contract with the supplier responsible for the Alpha stage to support us with our existing site. The appointment of a supplier for the Beta work will be based upon the outcomes criteria. The evaluation process will solely focus on the best fit and approach for the site that will meet our requirements to improve the OMS service
22. Can you please brief about the envisioned engagement plan /model between vendor and Client team to work on the project.
There are a limited number of staff within the Information Management Team who will be able to contribute to the site build, but we expect them to be involved in planning for what will be achieved during the Beta. The winning bidder will be expected to provide resource to create the site structure and workflows and to migrate information from the existing site to the new site. A small part of the migration work would be completed by the Information Management Team.
23. Please let us know the current SharePoint version/s used for intranet?
Our intranet site uses the SharePoint Online platform
24. Can we have details about POC and approach followed?
Following a Discovery session, the POC approach looked at the needs outlined in Discovery. A series of workshops were held to development prototype pages for content and 'look and feel'. The workshops covered a number of requirements from page templates and acknowledgements, author rights, content types, creative design, page governance and migration of content. This developed the statement of needs for the Beta.
25. Where is SharePoint application currently hosted – on-prem or SharePoint online /O365?
Our intranet site uses the SharePoint Online platform
26. Please share non-migration related scope if any, we would require the details to estimate and provide relevant solution
This project is expected to be completed in three stages, Design , Build and Migrate, the first two of which are non migration related. We would like the winning bidder to design the new SharePoint site alongside the Project Team using the prototype outcomes as a starting point. Once the full design has been agreed the winning bidder would develop and build the pages (including templates for future use) and workflows to meet the requirements outlined in the statement of needs.
27. Please let us know if any external users are expected to login the application or are required to share any collaboration features like documents sharing etc.
There will be a requirement for some external users to access the system. There are approximately 10 at the moment but this can change as the is an adhoc need to add auditors to the system. This is always on a read only basis and they will not be required to be able to edit or create documents
28. Please let us know if any 3rd party tools or plugins are used for UI /Workflow or functionality?
The Operational Management System is an internal SharePoint site for our operations teams. There are no 3rd party systems integrated directly into the site. Any external sites are accessed via hyperlinks.

Sharegate is used for offline/DR migration.
29. We assume the project can be delivered complete remotely, please correct if our understanding is wrong.
Correct, there is no mandatory requirement for the work being completed in our offices and we expect to set up regular meetings as part of the sprint sessions via Teams.
30. Mobile accessibility of the application is considered in scope, we assume the web pages need be responsive, please confirm
This is correct, we expect that the web pages will be responsive for all devices.
31. What are the support requirements post project completion
Our expectation is that there will be some early life support to ensure the new site is functioning as expected and attendance and input to project closure activity
32. Can you please share details about current integration with mail Server?
We use Office 365 for our emails and is not applicable to the development of the Beta OMS Sharepoint site
33. Please provide the details about data migration requirement with details including Data Size, Web applications / Site collections etc.
There are approximately 1200 live pages with approximately 5500 files associated that would need to be migrated to the new site and we utilise forms on the existing site for feedback purposes. We require the development and build workflows to support the Information Management Team for effective future site development and improvement, authorisation, review, management and deletion of site content.

The existing site currently utilises 23gb of space

We are looking at the benefits of utilising PowerBI as part of this project
34. What is the number of concurrent users of the application consuming E3 Licenses of Microsoft Flow and PowerApps.?
We currently have 1300 E3 licences - We have a limited number of PowerBI Pro licences but all users have access to Power BI and users can request for powerapp access via our admin team.
35. Please suggest of any of the office products needs to be configured as a part of migration requirement including OneDrive, Yammer, Teams etc.
There is no requirement for any configuration of any of the office products as part of the migration work. Teams channels are separate and users already have their own OneDrives.
36. Due to the number of questions contained within one clarification question, we have split this into 2 parts.

Part 1 of 2
In order to estimation the effort of work, can we expect following information from the current environment:
a. Number of workflow and details about 3rd party workflow tools used
b. Number of custom user screens required (in scope) to be developed
a) We do not use any 3rd party workflow tools on our existing SharePoint site
b) We are looking to implement a list of the top 5 most viewed pages that can be seen by our users which is not currently available in our existing site. All other user screens (pages) will need to be included in the new site fitting the requirements in the Statement of Needs.
37. Due to the number of questions contained within one clarification question, we have split this into 2 parts.

Part 2 of 2
c. Details about the current intranet template used. Are the templates custom created or Out of the box?
d. Details about managed code which needs to redesign
c) We use the out of the box SharePoint templates
d) We expect the new site to be designed to fulfil the outcome requirements. We have no specific requirements to redesign any existing managed code from the existing site.