Awarded to Endeavour Information Solutions

Start date: Monday 25 October 2021
Value: £15,600
Company size: SME
NILGOSC

EDRMS - SharePoint Training and Development Partnership

6 Incomplete applications

4 SME, 2 large

1 Completed application

1 SME, 0 large

Important dates

Published
Friday 3 September 2021
Deadline for asking questions
Friday 10 September 2021 at 11:59pm GMT
Closing date for applications
Friday 17 September 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Supply of resource: the off-payroll rules will apply to any workers engaged through a qualifying intermediary, such as their own limited company
Summary of the work
NILGOSC wishes to invite suitably qualified and experienced suppliers to provide training and development support for a SharePoint EDRMS solution.
Latest start date
Thursday 7 October 2021
Expected contract length
6 months
Location
Northern Ireland
Organisation the work is for
NILGOSC
Budget range
Maximum daily rate of £650 (+ VAT), inclusive of any travel and expenses, for a maximum of 20 days.

About the work

Why the work is being done
NILGOSC is committed to the implementation of an EDRMS not only to improve efficiency and effectiveness across the organisation, but also importantly to comply with legislation and fully implement electronic retention and disposal of corporate records. SharePoint has records management functionality and, as it is a Microsoft application, it is familiar to staff and can be fully integrated with email and other applications currently in use. Therefore, SharePoint is the preferred option as a platform to develop an EDRMS.

This pilot, which will be conducted with IT and Governance records only, is the Alpha Phase of the project and will be used to test how the system will work, prior to rollout to the wider business.
Problem to be solved
NILGOSC is seeking a supplier to provide tailored, flexible training to the project team, to assist with the development of a SharePoint Online EDRMS solution, in line with its Retention & Disposal Schedule. This is a pilot phase, which will involve a subset of corporate records. The focus of the partnership will be to provide training on specific areas of SharePoint Online, with the NILGOSC project team providing operational control. These training areas will include, SharePoint Admin Centre, document stores and site collection settings, retention tagging and labelling of documents, managed metadata, terms store, retention and security policy settings, IRM etc. There will also be a requirement to assist with the development of a workable search and retrieval function, within the EDRMS.
By the end of the Alpha phase, NILGOSC will have developed a SharePoint EDRMS, that will facilitate the automated retention and disposal of corporate records, which can then be further developed using the training provided for Beta and Live phases.
Who the users are and what they need to do
All NILGOSC staff need to be able to access and manage records easily, while ensuring that electronic records are retained and disposed of in line with NILGOSC’s Retention & Disposal Schedule.
Early market engagement
Previously, NILGOSC had sought a supplier to deliver the entire Alpha phase. Including, design, creation, and testing. Due to their resourcing issues and the acquirement of an internal member of staff within NILGOSC with experience of EDRMS, a decision was taken to change the approach for this project. This has led NILGOSC to seek a training partner, with the design, creation and testing brought in-house.
Any work that’s already been done
NILGOSC are running an on-premise Microsoft SharePoint 2016 farm on a Hyper V environment. Microsoft Windows Server 2012 R2 & Microsoft SQL Standard 2017. The SharePoint Database is approximately 3.7TB. This is a core system that holds all NILGOSC’s member records and is accessed daily by staff.

NILGOSC also currently utilise Microsoft 365 through the E3 licence for Exchange Online and Microsoft Teams.

Discovery phase confirmed SharePoint Online as a feasible & preferred option for the implementation of effective corporate records management and disposal.
Existing team
NILGOCS's project team consists of the IT and Governance departments, with the project being led by the Governance Manager.
Current phase
Alpha

Work setup

Address where the work will take place
Templeton House, 411 Holywood Road, Belfast, BT4 2LP
The provider will be expected to work on site for face to face meetings.
Working arrangements
The alpha team will be a cross functional, multi-disciplinary team that will embrace Agile principles in order to develop SharePoint online so it can be an effective records management solution for NILGOSC. The provider will work in a collaborative and transparent way with the NILGOSC project team and will provide targeted training and development sessions.
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
  • Microsoft Certified training partners/developers
  • Demonstrate 2 project successes in providing support for an EDRMS solution through SharePoint
  • Provide evidence of experience in delivering flexible training for SharePoint Online and Microsoft Office 365, bespoke to clients needs
  • Provide evidence of successful document management solutions, including search and retrieval, in SharePoint Online.
  • Provide examples of previous successes in training staff on SharePoint Governance and architecture
Nice-to-have skills and experience
  • Have experience of working with public authorities
  • Have experience of digital transformation
  • Provide evidence of developing SharePoint document libraries for efficient tagging
  • Provide evidence of delivering successful training partnership

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Demonstrate skills, experience and previous successes in similar projects.
  • Outline how value for money will be achieved
  • Evidence provided which matches NILGOSC's training and development support needs
  • How examples provided showcase solutions which the project goals.
Cultural fit criteria
  • Work as part of the Project team
  • Work with clients with a range of technical skills
  • Share knowledge and experience with project team members
  • Be flexible and honour commitments
Payment approach
Fixed price
Additional assessment methods
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. We have a document and EDRMS product that sits on SharePoint Online and integrates with other Office 365 workloads. It is very configurable and flexible and is typically used by our customers to implement ISO level controls on their documentation.
Using our product would provide a big head start to meeting your requirements and the flexibility and configurability in our product all comes from SharePoint and Power Platform configuration so we would still train your staff in SharePoint configuration but they would have large parts of the work already delivered.
Would this approach be of interest?
NILGOSC is seeking suitably qualified and experienced suppliers to provide training and development support for a SharePoint EDRMS Solution. The focus of the project is for the supplier to provide training on specific areas of SharePoint Online. NILGOSC does not require any additional product at this time.
2. Please can you confirm if this is 20 working days over a 6 month period. Or potentially a full 6 month role with 20 specific delivery / training days onsite in NI?
NILGOSC has budget approval for 20 days at a maximum daily rate of £650 + VAT to cover training and development requirements which is expected to last approximately 6 months. We anticipate that the majority of the requirement will be delivered as onsite training but that some development work may be carried out remotely.
3. You state that you require training to be delivered on site. As we have been successfully delivering remote training during the pandemic, is it possible that we can use this model to make the budget viable? Alternatively, is there flexibility in the day rate to make it exclusive of expenses?
NILGOSC has secured appropriate budget approval for this project, and expect onsite attendance for training and workshop sessions, however, some development work may be carried out remotely.