Awarded to OpenText Corporation

Start date: Wednesday 1 December 2021
Value: £230,000
Company size: large
General Medical Council

Opentext Consultancy

11 Incomplete applications

10 SME, 1 large

11 Completed applications

8 SME, 3 large

Important dates

Published
Monday 13 September 2021
Deadline for asking questions
Monday 20 September 2021 at 11:59pm GMT
Closing date for applications
Monday 27 September 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
Provide a written analysis of the GMC's (General Medical Council's) current Livelink document management system and then as a sperate piece of work, provide a detailed, costed update approach.
Latest start date
Monday 4 October 2021
Expected contract length
Location
No specific location, for example they can work remotely
Organisation the work is for
General Medical Council
Budget range

About the work

Why the work is being done
OpenText Livelink is a tier 1, business-critical document management system, used to store files and documents across the GMC. The system supports a number of interfaces, allowing documents/files to be effectively managed across other systems/environments, including (not exclusively) Siebel, Agresso, Kofax and Windows explorer integration.

With the current version (v10.1) now significantly out of support, a replacement is required to remove identified vulnerabilities and take advantage of more efficient architecture and functional improvements.
Problem to be solved
The work will be split into two distinct sections:
1. An initial, detailed written analysis of the GMC's existing Livelink system.

This report will need to cover all modules, infrastructure, integrations points and any other aspects of the system that are important to the success of upgrading the system.

The report will need to provide as much detail as possible, including (but not exclusively) Architecture diagrams denoting the current logical/physical structure of the system.

The report will need to state any assumptions, constraints, dependencies and identified risks.

2. Using the analysis report, a detailed planning document will be produced, outlining the approach and associated tasks for upgrading the GMC's Livelink system. Using this planning detail, the contractor will provide full support and assistance to the GMC project team, in implementing the system upgrade.

The planning document will need to denote all stages of the upgrade, estimated costs for each task/stage, include any required pre-requisite work and define which party (GMC and/or Contracted party) is responsible for each task.
Who the users are and what they need to do
All colleagues working within the GMC who use Livelink. A subset of these users from each GMC Directorate will help user acceptance testing and rollout to the wider colleague community.
Early market engagement
Any work that’s already been done
Existing team
The current, GMC project team consists of a Project Manager and Technical lead (this will be expanded as necessary)
Current phase
Not started

Work setup

Address where the work will take place
Though the team will be working remotely there may be a need to travel to the 3 Hardman Square HQ in Manchester for occasional workshops.
Working arrangements
The supplier will be expected to be available during the typical working hours of project team (Monday to Friday 9:00am-5pm).

Microsoft Teams will be used as the primary meeting/collaboration tool.
Security clearance

Additional information

Additional terms and conditions
Due to the sensitivity of our systems, the successful provider will be required to sign a NDA

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
  • Understanding of the technical requirement - Description of solution for GMC, experience of delivering similar activities
  • Delivery - Project plan, risk identification, GMC dependencies
Nice-to-have skills and experience

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 & Methodology
  • Estimated timeframes
  • Risks & Dependencies
Cultural fit criteria
capability of proposed staff - Pen pictures, description of role in delivery
Payment approach
Capped time and materials
Additional assessment methods
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. Can you confirm if there is an incumbent supplier for your OpenText support arrangements?
Yes there is
2. Could you confirm the timescales for producing the analysis and planning report?
The successful supplier will need to complete:
1. The analysis report within 4 to 6 weeks of starting the contract;
2. The detailed planning report will need to be produced within 2 to 4 weeks from the reviewed and signed-off analysis report.
3. What is the indicative budget for this project?
£270k
4. Please confirm the expected contract length/timeframe for this work.
Approximately 6 months (with potential for extension, if required)
5. Is it mandatory to have experience in GMC to deliver an alternative for OpenText Livelink solution ? Will you reject the supplier on those grounds but have architected large document Management solutions in Financial services ?
The GMC is only looking to upgrade it's existing, Opentext Livelink document management system. No alternatives are under consideration.
6. Has the system been managed internally and how much active development has there been since the original deployment?
The current version of Livelink has been managed and maintained by the GMC's, IS Operational team.
The current system has bespoke integration points with all key IS systems (Siebel, Agresso, Office365).
7. What sort of documentation already exists? What GMC technical staff (who have an existing knowledge of the system) are available to support analysis?
The existing Livelink documentation has been produced over the course of it's lifecycle (approximately 10 years) and may not be fully representative of the current system.

When and where necessary, the Project team will be able to utilise technical expertise within the wider IS product teams, to support the analysis and implementation of the upgrade.
8. Are the project team familiar with the system and/or GMC processes?
Yes, the GMC project team are familiar with the Livelink system. When and where necessary, the Project team will be able to utilise technical expertise within the wider IS product teams, to support the analysis and implementation of the upgrade.
9. Any selected version targeted for the upgrade? 20. x or any older version such as 16. x due to any technical dependencies with other systems?
The GMC want to upgrade their current system to the latest version of OpentText ECM (Enterprise Content Management)
10. Any internal analysis performed by GMC in the recent days, if yes then its details can be shared?
Yes, this will be made available to the successful supplier.
11. Upgrade analysis may include scopes such as hardware/OS migration, Cloud migration, Office 365 and SharePoint online integration? Yes or No?
Yes (excluding cloud migration).
12. Analysis team will have the details of the application roadmap information to finalize the report to identify external factors and for additional impact analysis?
The GMC want to upgrade their current system to the latest version of OpentText ECM (Enterprise Content Management).

Minor updates following this upgrade will be completed by the GMC.

If required an application roadmap can be requested from OpenText.
13. Upgrade will include multiple source system consolidations? and decommissioning of existing systems
The upgrade will need to provide a stable, integrated environment, matching that already in existence.

Consideration will need to be given to the safe process/steps for decommissioning the existing Livelink system.
14. Existing architecture diagrams, usage and system reports will be made available to the analysis team ?
All existing, relevant documentation will made available to the successful supplier.
15. GMC internal team will provide adequate environment access for the analysis team? Yes or No?
Yes. Access to all GMC colleagues relevant to the project will be provided (subject to sufficient notice).
16. Details about the external systems integrated into Livelink CS, for example, records management, compliance, portals Etc will be made available? Yes or No?
Yes. Full details will be provided including access the relevant GMC colleagues with system knowledge.
17. The analysis team can contact business users directly or via internal team coordinator to ask business relevant questions?
Yes. Subject to sufficient notice, the analysis team will be given access to relevant business users if required.
18. The analysis should focus only on OpenText CS(Livelink Server) upgrade to the latest or can include migration to other ECM/EDRM products in the market.
The GMC is only looking to upgrade it's existing, Opentext Livelink document management system. No alternatives are under consideration.