Awarded to Pivotal Solutions Limited

Start date: Tuesday 16 March 2021
Value: £96,875
Company size: SME
Greater London Authority

GLA PostgreSQL Migration

16 Incomplete applications

14 SME, 2 large

6 Completed applications

5 SME, 1 large

Important dates

Published
Wednesday 27 January 2021
Deadline for asking questions
Wednesday 3 February 2021 at 11:59pm GMT
Closing date for applications
Wednesday 10 February 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Summary of the work
Migrate all data from non-SQL “Basis” RDBMS to PostgreSQL databases, upgrade bespoke java application to supported version, maintain O365 email system integration, workflow functionality, existing Outlook and browser access methods, the existing reporting and archiving functions, and provide support and remediation during the migration process and for two further years.
Latest start date
Monday 1 March 2021
Expected contract length
2 years
Location
London
Organisation the work is for
Greater London Authority
Budget range
Up to £125,000

About the work

Why the work is being done
The GLA uses a correspondence and FOI management system to enable it to continue to deliver its commitment to openness and transparency to the public. The current system is a bespoke Java web application which manages letters and emails sent to the Mayor of London. The existing system needs to be upgraded to resolve support and security issues. The databases need to be migrated from non-SQL “Basis” RDBMS to PostgreSQL databases and the bespoke Java application needs to be upgraded. The JDBC driver for reporting using Business Objects and the interface for Outlook and online mail needs updating.
Problem to be solved
The system needs updating to run on an up-to-date Linux operating system and interface with up-to-date systems. The integration with the GLA’s O365 email system, the workflow, the existing Outlook and browser access methods, and the existing reporting and archiving functions, and existing ability to index mixed binary objects, must all still work and must work with up-to-date systems. All data including archive data and all functionality must be migrated. Support and remediation must be provided during migration and for 2 years following completion.
Who the users are and what they need to do
The customers using this system are members of the public who send emails to the mayor's public email address. Cases are then created and managed by the GLA's public liaison unit and managed by the system, which includes a workflow system to other business units.
Early market engagement
Any work that’s already been done
Existing team
The supplier will need to work with the GLA's Technology Group to install and configure the solution in the GLA's private cloud environment and integrate with O365.
Current phase
Live

Work setup

Address where the work will take place
GLA City Hall, The Queen’s Walk, London SE1 2AA
Working arrangements
Work is expected to be completed primarily remotely with communications taking place via Microsoft Teams.
Security clearance
The supplier will need to sign an “Escalated Privileges” declaration form and non-disclosure agreement (NDA).

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
  • Migrate System Administration tools for user and process-based functions
  • Migrate Scanning module for capturing images of incoming hard copy correspondence
  • Migrate modules for displaying/editing case details
  • Migrate the calculation of relevant dates (e.g. response deadlines)
  • Migrate an email module for the management of incoming and outgoing email correspondence
  • Migrate an interface to the Business Objects reporting module.
  • Provide reactive technical support and maintenance in response to calls from GLA staff
  • Take part in periodic service reviews with the GLA
  • Provide relevant documentation (e.g. technical details of fixes or maintenance services provided) on the delivery of services relating to this agreement
  • Use the GLA’s Change Control process as required and appropriate
  • Ensure compliance with standards and regulation applicable to security and data protection (with the Supplier being the data processor), as may be specified by the GLA
  • Be able to provide remote monitoring of the system within the Service Hours
  • Be able to provide bi-annual on-site health checks
  • Assist the GLA in the recovery of the system, following a system recovery/restore incident
  • Have in depth experience of PostgreSQL database administration, development and support
  • Have in depth experience of Basis database administration, development and support
  • Have in depth experience of 10.3 Livelink Collections Server database
  • Have in depth experience of Red Hat Enterprise Linux server and Ubuntu server
  • Have in depth experience of setting up and configuring Business Objects
Nice-to-have skills and experience
Skills and experience with other reporting solutions (in addition to Business Objects)

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 as a team with our organisation and other suppliers
  • Be transparent and collaborative when making decisions
  • Have a no-blame culture and encourage people to learn from their mistakes
Payment approach
Capped time and materials
Additional assessment methods
Work history
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. Due to the size of budget, up to £125k, to qualify this we need more information on the size of development and the support requirements. Is there any chance of further information to help us size the opportunity please so we don't waste your time.
We estimate 90 days of supplier side effort from engineers and project managers with the relevant skills plus ongoing support. The ongoing support must include remote monitoring, bi-annual health checks and a break fix response service.
2. A clarification, do you mean NoSQL “basis” RDMS and not non-SQL?
We mean that the current database is not a SQL database but that all data and functionality from the existing database architecture needs to be migrated across to an up-to-date and supported SQL database solution.
3. How many days per week is required by the resource?
Are you referring to 90 days of this resource time spread across 2 years?
No, the 90 days is the expected effort needed to deliver the project and does not include ongoing support. Decisions about which resources are to be assigned on which day in order to deliver the project as quickly as possible is expected to be coordinated by the supplier side project manager in consultation with the client side project manager.
4. Can support of the application post migration be provided from Offshore?
Yes
5. How complex are the integrations to O365, Outlook and browser access? What browsers are used and their versions?
Relevant mailboxes can be viewed within the application and cases can be automatically created from these emails. Emails, or batches of emails, can also be assigned to existing cases from the browser interface. Email Reponses and updates can also be sent from the system, again via its browser interface. Emails as well as cases can also be archived from the current system interface. That is the extent of the integration. The current browsers being used are Edge, Chrome and Firefox, versions 44.19041.423.0, 88.0.4324.104, and 85.0.
6. How complex are the integrations to O365, Outlook and browser access? What browsers are used and their versions?
Relevant mailboxes can be viewed within the application and cases can be automatically created from these emails. Emails, or batches of emails, can also be assigned to existing cases from the browser interface. Email Reponses and updates can also be sent from the system, again via its browser interface. Emails as well as cases can also be archived from the current system interface. That is the extent of the integration. The current browsers being used are Edge, Chrome and Firefox, versions 44.19041.423.0, 88.0.4324.104, and 85.0.
7. Is there an incumbent supplier?
Yes
8. Can you please confirm how many days per week is the resource expected and if the budget is up to £125,000 per year or for 2 years?
There is no set number of days for the development work or for the support however we estimate that around 90 days of supplier side effort from engineers and project managers will be needed to complete the migration. Once complete ongoing support must include remote monitoring, bi-annual health checks and a break fix response service.
9. Can you please confirm how many days per week is the resource expected and if the budget is up to £125,000 per year or for 2 years?
To confirm, the budget is £125k for the 2 years.
10. Are you open to a public cloud hosted solution like Salesforce integrated with Business Objects, or would you prefer an on-premise solution running on Linux?
We are open to considering alternative solutions.
11. As there is an incumbent supplier what costs have been put aside for transition and will we be working to the incumbent suppliers exit plan
No costs have been set aside for this process. The existing system will remain within support from the incumbent supplier however it will be the responsibility of the new supplier to manage the transition process.
12. Are new features to be included and any existing issues to be fixed as part of this upgrade process? Can we get some idea about the size and complexity of the existing database(s)?
The project is to focus upon the upgrade only however there are a few exceptions, in particular we would like the ability to preview the contents of emails, including formatting, before they are sent out by the system and we would like a number of reporting issues resolved.

The Live database is 178Gb including data, binary objects and indexes.
In the live database there are;
189,095 case records
585, 202 document records. Broken down as follows;

ATTACHMENT 66,402
EMAIL 272,613
LETTER 35,942
MEMO 13,255
NOTE 196,990
There isn’t any custom configuration it is just using a standard OpenText Collections Server.
13. What RDBMS database systems is the data currently stored in? please provide vendors and versions?
The database vendor is Open Text and the database is officially called OpenText Collections Server and is version 10.3.
Please see https://www.opentext.co.uk/products-and-solutions/products/specialty-technologies/library-and-collection-management/collections-server for more product details.
14. Please provide more details on “Java application needs to be upgraded”. What exactly needs to be upgraded, the JDK Version, Library versions etc?
The Java application runs in Tomcat 6 and uses Java 1.6. It is a bespoke Java web application and uses Ant as a build tool. All components need to be upgraded to supported versions and made to work on the new PostgreSQL database to be created.