Financial Ombudsman Service Limited (the “Ombudsman Service”)

SharePoint Online Migration

20 Incomplete applications

16 SME, 4 large

0 Completed applications

Important dates

Published
Thursday 25 November 2021
Deadline for asking questions
Thursday 2 December 2021 at 11:59pm GMT
Closing date for applications
Thursday 9 December 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
We need to migrate our existing on-premise SharePoint sites to SharePoint Online to allow us to:

Reduce our operating costs and contribute towards our intended exit from datacentres

Improve our systems security through automated SharePoint updates, including security updates

Optimise use of other MS products such as Teams and O365
Latest start date
Friday 15 April 2022
Expected contract length
5 months
Location
London
Organisation the work is for
Financial Ombudsman Service Limited (the “Ombudsman Service”)
Budget range

About the work

Why the work is being done
The IT strategy supports the Service’s priority to ‘build the capability it needs’ by moving to solutions that are ‘as a Service’ in preference to on-premise options.

One of the foundation projects arising from the cloud preferred strategy is exiting the data centres in 2022 and transitioning legacy on-premise solutions to cloud based options where possible. One of the major solutions on-premise is SharePoint, which must be relocated before the data centres can be exited.

The intention is to contract with a third party for the development of SharePoint Online (SPO) sites mirroring our existing on-premise sites and the migration of existing content.
Problem to be solved
Four existing SharePoint 2013 sites are to be redeveloped in SharePoint Online and existing content, webapps, workflows, analytics and integrations migrated to the new platform.

The four existing sites serve a variety of functions for the business. They comprise approximately 300GB of data, over 2000 pages and make use of Nintex workflows, forms, timer jobs, custom and third party webparts and API integrations. These include:

- The Ombudsman’s knowledge platform
- A quality assurance tool used across our casework teams
- A database of decisions issued by our ombudsmen
- A tracker used to ensure data retention and deletion policies are adhered to

A fifth site, a repository for our technical documentation, has already been duplicated in SharePoint Online. A review of that development is required prior to it being launched.

The Ombudsman’s knowledge platform is the largest and most complex site. It allows staff to access and share casework guidance, seek/provide support and use resources (designed by the Knowledge Team) which help them with their work.

The sites must be quick and easy to update in order to provide accurate guidance to staff. There can be no interruption in service during the development and migration exercise.
Who the users are and what they need to do
The SharePoint sites are used by approximately 2,750 staff, across our casework areas and support teams. The sites are for internal use only.
Several of the sites are used as repositories of technical documentation, casework guidance and legally binding decisions issued by the business. The majority of staff need to be able to easily search and navigate these repositories to find content, but require read-only permissions.

A smaller number of users will require elevated permissions to design and approve content or to have full administrator control over individual sites or all SharePoint sites. Administrators are responsible for the creation and configuration of applications within their site and work closely with content owners and other support areas to ensure the various sites meet the Ombudsman’s knowledge needs.

Our Knowledge Management team require permissions and tools that allow them to report on and adapt the platform whenever necessary. They will require access to the third-party applications which provide analytics and those which can be used to enhance the UX. The UX of any redeveloped site should, as far as is practical, retain existing solutions and features familiar to our staff.
Early market engagement
Any work that’s already been done
Some analysis of the sites has been conducted, but only limited development has taken place. A single site has been developed in SharePoint Online (a repository for technical documentation), although we are currently continuing to use the original SharePoint 2013 version of the site.
Existing team
Our IT department contains SharePoint development capability, but it is intended that the supplier will lead on the development of the SharePoint Online sites detailed above.

We also have a DevOps team who continue to support our existing SharePoint 2013 and SharePoint Online sites. In addition to those detailed above this includes our Intranet and evidence file system, both of which are operate on SharePoint Online.

Each of the sites to be migrated to SharePoint Online is supported by business owners responsible for the content contained within the sites and ensuring that they continue to meet business needs.
Current phase
Not applicable

Work setup

Address where the work will take place
Work can take place remotely and at Exchange Tower, London, E14 9SR.
Working arrangements
Work can take place remotely and at Exchange Tower, London, E14 9SR.
Security clearance

Additional information

Additional terms and conditions
A completed Call Off including Order Form will be shared with the shortlisted suppliers and form part of the additional assessment.

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
  • Must have relevant experience of delivering Microsoft SharePoint Online sites (Describe a recent project to deliver an Microsoft SharePoint Online site - what, when, duration, result)
  • Must have technical expertise in Microsoft SharePoint Online. (Summarise your technical expertise in Microsoft SharePoint Online, citing relevant examples including what you have delivered.)
  • Must have experience of migrating existing SharePoint 2013 sites to Microsoft SharePoint Online, including site structure, workflows, webapps and content. (Explain how this experience was applied in a recent example).
  • Must have technical expertise in use of Nintex and PowerApps for the implementation of workflows. (Provide a summary of a relevant example where workflows have been implemented in a site)
  • Must have experience of delivering integrations involving Microsoft Dynamics and Microsoft SharePoint Online. (Provide an example of an integration you have delivered.)
  • Must have experience of overcoming challenges delivering a migration of existing SharePoint sites to Microsoft SharePoint Online. (Describe the most significant challenge you experienced and how you overcame it.)
  • Must have experience of delivering a project jointly with a client. (Describe the ways which you built team cohesion, ensured the best use of skills and experience and managed issues.)
  • Must have experience of delivering a SharePoint sites to WCAG 2.0 or 2.1 standard at level AA or greater. (Describe how you designed, delivered and tested to these standards.)
  • Must have experience of successfully transitioning a new SharePoint Online system in service (Describe a recent example)
  • Must have experience of completing a content migration. (Outline a successful content migration that you have completed using Microsoft SharePoint Online and what best practices you recommend.)
  • Must have experience of integrating Microsoft SharePoint Online with other applications. (Explain how you have previously integrated Microsoft SharePoint Online with other Microsoft or third-party applications.)
Nice-to-have skills and experience
  • It would be good if the supplier has evidence of relevant certifications. (Outline Microsoft or other relevant certifications that your organisation has and explain why they are beneficial here.)
  • It would be good if the supplier has experience delivering projects involving a range of stakeholders with varying technical knowledge and appetite for change. (Please detail an example)

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
4
Proposal criteria
  • How well the proposed solution meets requirements as set out in the work order. (40% weighting)
  • Confidence that the delivery will be completed within the required timeline. (15% weighting)
  • The proposed delivery approach and methodology (15% weighting)
  • How the supplier identified risks and dependencies and offered approaches to manage them (15% weighting)
  • Team structure (10% weighting)
  • Case Study (5% weighting)
Cultural fit criteria
  • Take responsibility for the delivering a successful outcome for the Ombudsman Service
  • Adopt a “one-team” culture.
  • Be transparent and collaborative when making decisions
  • A culture of quality assurance is embedded in the team
  • Be challenging of the Ombudsman Service where appropriate
  • Share knowledge and experience with other team members
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

5%

Price

30%

Questions asked by suppliers

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