The Foreign, Commonwealth & Development Office (FCDO)

Delivery Partner for the FCDO's M365 Tenant to Tenant Migration

32 Incomplete applications

18 SME, 14 large

1 Completed application

1 SME, 0 large

Important dates

Published
Tuesday 1 June 2021
Deadline for asking questions
Tuesday 8 June 2021 at 11:59pm GMT
Closing date for applications
Tuesday 15 June 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Summary of the work
The Delivery Partner will migrate all users, data and M365 applications from the ex-DfID M365 tenant to the ex-FCO M365 tenant including making the necessary IDAM and other policy changes. The Delivery Partner will also support the FCDO to deliver the associated business change activities.
Latest start date
Friday 1 October 2021
Expected contract length
Call Off duration of 1 year (+25%). SoW duration(s) will be set individually
Location
No specific location, for example they can work remotely
Organisation the work is for
The Foreign, Commonwealth & Development Office (FCDO)
Budget range

About the work

Why the work is being done
The Foreign Commonwealth and Development Office (FCDO) was created following a merger of two separate Departments of State (DfID and the FCO) in September 2020. Each organisation currently makes use of its own M365 tenant and individuals are provided guest access to the other tenant, reducing the ability for users to collaborate and act as one organisation. Current arrangements limit the integration of ex-FCO and ex-DFID teams and there is a desire to address this situation by migrating all ex-DfID users and data to the ex-FCO M365 tenant.
Problem to be solved
The FCDO would like all its users and data to reside on a single M365 tenant. It is seeking a Delivery Partner to migrate ~4,500 ex-DfID users, data and selected M365 applications to the ex-FCO M365 tenant, including carrying out the identity and access management (IDAM) work needed to support a single tenant solution.
Who the users are and what they need to do
As an FCDO user I need to access all my M365 applications and data on a single tenant so that I can collaborate across the organisation and do my job.
As an FCDO user I need continuous uninterrupted access to my M365 services and line of business applications so that I can do my job
As an ex DfID user I need to access the same Teams and SharePoint on the ex FCO Tenant as I did on my 'old' Tenant so that I can continue to do my job.
As an ex DfID user I need to have timely communications on any impact to my service continuity and support for planned migration activities so that I can continue to do my job.
As the CTO I need to decommission the ex DfID M365 tenant so that I can simplify the IT architecture of the new FCDO organisation.
As the organisation responsible for supporting the ex FCO M365 tenant I need to know how the migration tooling will connect to the ex FCO M365 tenant so that ex DfID data and applications can be transferred.
Early market engagement
Any work that’s already been done
There is no incumbent supplier for this work but we have established a programme team and have undertaken initial discovery work, a data 'room' will be made available to shortlisted suppliers when the SoR is published. The data room will include volumetric data.
Existing team
The successful bidder will work closely with the existing FCDO programme team to collaborate on business understanding and engagement, programme management and to support FCDO in its assurance activities against the contracted outcomes and quality of delivery.
The FCDO Programme organisation structure will be shared with shortlisted bidders.
Current phase
Not started

Work setup

Address where the work will take place
The team will be required to work remotely owing to Covid 19. Close collaboration with teams in Milton Keynes, London and East Kilbride will be required, potentially including some travel to these areas
Working arrangements
Hybrid working owing to Covid 19 with potential travel to FCDO sites. Our focus is to build a close and effective relationship between the successful bidder and FCDO teams. The FCDO will not be liable for any travel and subsistence expenses. The successful bidder will be provided with FCDO laptops for suitably security cleared named team members and should ensure they follow the FCDO's IT and security procedures and policies in relation to access, data and equipment use.
Security clearance
Minimum SC vetting for all core staff involved, all of whom should be UK nationals or UK dual nationals. It is preferred that any proposed teams already hold clearances to avoid impacting delivery timescales.

Additional information

Additional terms and conditions
All vendors are obliged to provide sufficient guarantees to implement appropriate technical and organisational measures so that the processing meets the requirements of GDPR and ensures the protection of the rights of data subjects. For further information please see the Information Commissioner's Office website https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/

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
  • provide evidence of having delivered M365 tenant to tenant migrations. [20%]
  • provide evidence of designing and implementing coexistence and service continuity strategies during M365 tenant migrations. [9%]
  • have experience in selecting and using tenant to tenant migration tools. Please provide details. [15%]
  • provide evidence of assignments where they have assessed, mitigated and communicated user impact to a geographically dispersed user base. [15%]
  • have experience in identifying users and their M365 services to be migrated from one tenant to another. Please provide details. [5%]
  • have experience in assessing user impact for migrated M365 users. Please provide details. [10%]
  • have experience in identifying service configuration impacts as a result of an M365 migration and in applying appropriate changes to destination tenant settings. Please provide details. [5%]
  • have a proven methodology for testing M365 tenant to tenant migrations. Please provide details. [10%]
Nice-to-have skills and experience
  • provide evidence of working in a highly regulated secure environment, ideally on M365 tenant to tenant migrations. [5%]
  • provide evidence of having successfully managed subcontractors in the delivery of tenant-tenant migrations. [2%]
  • provide evidence of having previously managed business change within large organisations. [2%]
  • provide evidence of having worked collaboratively with customers and their other suppliers to deliver a time-critical outcome. [2%]

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • technical solution
  • approach and methodology
  • how the approach or solution meets user needs
  • estimated timeframes for the work
  • how they’ve identified risks and dependencies and offered approaches to manage them
  • value for money
  • how the approach or solution meets FCDO policies and standards
  • how the approach or solution meets the FCDO's security requirements
Cultural fit criteria
  • collaborate with other suppliers within our multi-supplier environment
  • share their knowledge and experience, in particular to assist with Early Life Support
  • actively promote diversity and inclusion
  • demonstrate actions taken to increase the representation of disabled people in their workforce
Payment approach
Fixed price
Additional assessment methods
  • Reference
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

10%

Price

40%

Questions asked by suppliers

1. What is the estimated budget for this opportunity?
We received a wide range of estimates for this work so have decided against publishing a 'target' budget figure.
2. Is there an expectation that tenant renaming or tenant name promotion is in scope of this request?
Tenant Renaming will be an optional requirement but, as it is not currently an industrialised offering and not deemed a critical business requirement, it will not be marked as part of the evaluation.
3. Is there an expectation that the successful bidder will need to manage FCDO resources or existing sub-contractors?
No the successful bidder will not be expected to manage FCDO or its existing supplier (“other supplier”) resources. However the FCDO does have other suppliers (eg as its Service Management Integrator (SMI) and as its operational services partner for management of the ex FCO tenant) and the successful bidder is expected to work collaboratively with these other suppliers to deliver outcomes.
4. In the nice to have skills experience, is there an error in the question? e.g. “Evidence of provide evidence of having worked collaboratively with customers and their other suppliers to deliver a time-critical outcome.”
The question as listed on the Digital Marketplace “provide evidence of having worked collaboratively with customers and their other suppliers to deliver a time-critical outcome. [2%]” is correct. By “other suppliers” we are referring to existing suppliers to the FCDO.
5. You state that this is a “call off” contract, but elsewhere you say it will be “fixed price”. Does this mean that it is T&M up to an agreed limit, or a genuine fixed price regardless of the contents of any SoWs?
The main Delivery Partner SoW will be fixed price. Business change support is likely to be T&M under a separate SoW. Further detail will be provided to shortlisted bidders in the SoR and associated collateral.
6. There is mention of travel possibly being required to MK, London and East Kilbride, but also that “The FCDO will not be liable for any travel and subsistence expenses.”. Will one “main base” be selected and expenses be allowed for travel elsewhere? If not, please can we have an indication of the expected level of travel so that this can be built into the overall cost.
Once pandemic restrictions ease, we expect the successful bidder to attend monthly team meetings at an FCDO/ successful bidder location. Additional travel to FCDO locations is likely to to be dependent on the successful bidder's methodology (eg the necessity for on-site workshops). Further detail will be provided to shortlisted bidders in the SoR and associated collateral.
7. Will ex-DfID users require access to “new” services as well as legacy, to be provisioned as part of this work?
No the Delivery Partner's scope will be to migrate ex DfID users to the ex FCO M365 tenant whilst keeping their business processes as unchanged as possible.
8. You mention that “The Delivery Partner will also support the FCDO to deliver the associated business change activities”. What is the scope of these associated business change activities and will the supplier be expected to support beyond the initial project times scales?
Business change support requirements will be provided to shortlisted bidders in the SoR and associated collateral. It is currently not expected that this support will extend beyond the main SoW.
9. It is required to decommission the ex DfID M365 tenant to simplify the IT architecture of the new FCDO organisation? We would like to understand the timescales involved as some of them will have dependency on mandatory or recommended data retention policies of Microsoft to continue to support its cloud services.
The Delivery Partner's scope is not expected to include decommissioning of the ex DfID tenant. Further detail will be provided to shortlisted bidders in the SoR and associated collateral.
10. You require evidence of experience of tenant to tenant migrations. Would demonstrable experience of tenant to tenant migration from one service provider (e.g. Amazon or private cloud) to Microsoft Cloud be acceptable?
Bidders are invited to respond to the question as stated. We will evaluate responses to this question in line with the DOS5 guidance.
11. It is difficult committing to a fixed price, without being able to understand the scope and depth of work required, and the current configuration of each tenant. These in turn would establish the recommended team size (Programme Manager, Project Manager, Senior Consultant, Consultant, Engineer), and estimated days required.
Please could you provide this level of information, so we can put together a proposal?
Bidders are currently being asked to evidence their experience against our ‘essential’ and ‘nice to have’ requirements. These answers will then be evaluated and a shortlist of up to 5 bidders will be selected. At that stage additional collateral (including a SoR) will be provided to shortlisted bidders to facilitate production of a proposal. See online DOS5 guidance for further information.
12. Alternatively, would the FCDO be happy to accept a supplier proposal based on SFIA rate card alone?
If there are areas that are outside of the supplier’s control, for example outage, incompatibility, any Microsoft bugs, FCDO delays, then it would not be fair to expect the supplier to complete a programme for reasons outside of their control.
The FCDO are seeking a Delivery Partner to provide firm price delivery outcomes for the main SoW.
13. How many users require migration?
Approximately 4,500 users. Further detail will be provided to shortlisted bidders in the SoR and associated collateral.
14. Where tenant to tenant migration tools are already provided by Microsoft, are there any reasons these cannot be used?
No there are no reasons why such tools cannot be used, subject to adherence to the security requirements as specified in the SoR and associated collateral.
15. What is the target end date?
What would happen if this target end date is not met?
Our desire is for Delivery Partner outcomes to be complete by end March 2022. The impact on the Delivery Partner of missed milestones will be set out in the SoW.
16. Can sub-contractors be used?
Yes, but they will be subject to the same requirements (including security and vetting requirements) as the Delivery Partner.
17. Can suppliers use third-party software or services to enable the migration?
Yes, subject to adherence to the security requirements as specified in the SoR and associated collateral.
18. Is there a time limit by which the migration must be completed?
Obviously, a team of 8 consultants working on this would get it completed more quickly than 1 consultant, however 8 consultants would inevitably cost more. Trying to establish if a multi-disciplinary project team will be required.
Our desire is for Delivery Partner outcomes to be complete by end March 2022.
19. Will the FCDO be managing this project, and in turn directing supplier resource, once a project schedule and timeframe has been agreed?
Or should the supplier provide a project management team, which of course would increase costs. If there is a way to use any FCDO project management resource, that is perhaps “sat on the bench”, this could be a cost-effective approach.
The main Delivery Partner SoW will be outcome based. Bidders will therefore need to determine which resources their project requires in order to deliver these contracted outcomes. Business change support is likely to be T&M under a separate SoW. Further detail will be provided to shortlisted bidders in the SoR and associated collateral.
20. What M365 services are currently utilised by ex-DFID / planned for inclusion in this project?
The majority of M365 services are used by migrating users. Further detail will be provided to shortlisted bidders as part of the SoR and associated collateral.
21. What is the current device management / telephony platform for ex-DFID and have these been considered for this project?
Ex DfID devices are managed by Intune. Telephony is not within the Delivery Partner’s scope.
22. Are we to assume that a mail migration is not part of this project?
Mail migration is within the Delivery Partner’s scope.
23. What M365 Services require migration, for example Outlook, Sharepoint, Teams etc?
The majority of M365 services are used by migrating users so need to be migrated. Further detail will be provided to shortlisted bidders in the SoR and associated collateral.
24. What specific M365 Services require migration, for example Outlook, Sharepoint, Teams etc?
Are all of these services hosted in the UK?
Noting MDM (Intune), Planner, Sway, Yammer, Whiteboard, Forms, Workplace Analytics do not have any UK specific storage available.
The majority of M365 services are used by migrating users. Further detail will be provided to shortlisted bidders in the SoR and associated collateral. All services are hosted in the UK where permitted by Microsoft.
25. Do you have a plan/approach for the identity set up for the ex-DFID users? Is there any third party IAM tooling that are present / need to be considered?
AzureAD is the identity provider of choice. We expect the Delivery Partner to provide a plan and approach for identity for ex-DFID users based on a single FCDO identity end state.
26. Are there any hybrid elements involved, or is this purely a cloud to cloud migration exercise?
The identity estate is currently hybrid-user-based but we are looking to move away from that. Any hybrid activities are not within the Delivery Partner's scope.
27. Each of the essential and nice-to-have questions contain a weighting score. Can you please clarify if this weighting is being applied only at this first stage of the process, or will the score be carried forward and used as part of the evaluation for the subsequent written proposal stage?
The weightings will be applied at the first stage only. Those weightings will not be carried forward into subsequent stages of the evaluation.
28. It is required that “All vendors are obliged to provide sufficient guarantees to implement appropriate technical and organisational measures so that the processing meets the requirements of GDPR and ensures the protection of the rights of data subjects.” What form of evidence will you require of these guarantees and measures being in place?
We will work with the successful bidder to populate Annex 1 of Joint Schedule 11 (Processing Data) and/ or Annex 1 of each SoW to agree the precise Processor/ Controller arrangements.
29. The requirements state that all of the core team must be SC Cleared and based within the UK. Please can you confirm the definition of ‘Core Team’ – is this only core technical staff, or will it include anyone working on the project (such as Project Managers and Delivery Support)?
The core team is anyone working on delivery of the Delivery Partner's outcomes, including anyone that can access FCDO M365 data or information.
30. All the departments of UK government are expected to follow/implement GDS standards and NCSC security recommendations and guidelines. What are the additional standards and security requirements of FCDO?
We use CIS standards in addition to those standards cited in the DOS5 schedules. Any other applicable FCDO security standards and requirements will be shared with shortlisted bidders during the next phase of the procurement.

The deadline for asking questions about this opportunity was Tuesday 8 June 2021.