This opportunity is closed for applications

The deadline was Thursday 20 January 2022
Powys Teaching Health Board

Migration Work (Sharepoint) copy

6 Incomplete applications

3 SME, 3 large

14 Completed applications

13 SME, 1 large

Important dates

Published
Thursday 6 January 2022
Deadline for asking questions
Thursday 13 January 2022 at 11:59pm GMT
Closing date for applications
Thursday 20 January 2022 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
Design sites/libraries to hold the data described. Designate activities to collect information from business areas to enable build within SharePoint Online and migration.Creation of a basic training site facilitate training by team.
Generate security groups. Test model to assure security being maintained
Migrate files from local SAN into SharePoint Online.
Latest start date
Monday 17 January 2022
Expected contract length
3 Months
Location
Wales
Organisation the work is for
Powys Teaching Health Board
Budget range

About the work

Why the work is being done
Powys Teaching Health Board (PTHB) has now finished the primary phase of migrating to Office 365. This includes the adoption of Microsoft Teams and Online exchange for email. PTHB is now looking to adopt SharePoint Online as a primary resource for storing shared files and folders as well as a communication resource. This functionality is akin to an intranet.
Work has already commenced on a core communication functionality focusing on corporate communication.
Problem to be solved
There is approximately 8 terabytes of data currently stored on a storage area network (SAN) that is rapidly reaching an end of life state. This data needs to be migrated to SharePoint Online so that users can continue to access this data. This data needs to be structured based on functions within the Health Board to allow for ease of navigation to data as well as provisioning security to manage access. Because this data will contain Personal Identifiable Information (PII) there is a need to ensure that data can be “tagged” to ensure it is retained for specific periods of time.
Who the users are and what they need to do
This impacts all Health Board ICT users. They will need to be able to access and edit documents within SharePoint Online.
Early market engagement
Any work that’s already been done
A corporate level intranet consisting of communication sites is already being created. This will be used as the initial landing page and the source of navigation to the Shared File/Folder libraries.
Business areas are already preparing for migration having identified folders they own, reduce unwanted data and identified content types they are storing.
Existing team
IT team within POWYS
Current phase
Not applicable

Work setup

Address where the work will take place
Work will take place virtually where possible. Where on site meetings are required, these will be located at Bronllys Hospital.
Working arrangements
Meetings will take place over Microsoft Teams and physical meetings will be kept to a minimum.
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
  • Skills in developing SharePoint Online for business processes
  • Experience of providing solutions in a Healthcare environment
  • Experience in provisioning online storage solutions that involve clinical data and other personal identifiable information
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
  • Utilises SharePoint Online
  • Facilitates document collaboration across the Health Board whilst ensuring security of data within business areas
  • Provides delegation to business areas to administrate sites/libraries whilst retaining high level administration within the ICT support team
  • Manages the migration of data for the Health Board, requiring minimal technical input
  • make use of existing project team for collection of requirements from business areas and to provide training
  • can be flexible with managing migration requests. For example, offer specific windows for business areas to sign up for migration and perform ad hoc migration as required
  • Documents are stored online to access and editing on any PTHB device
  • Delivers a cloud-based document store that facilitates collaboration and secure storage of data
  • Start advising the project team on requirements by 14th January
  • Creation of sites and testing of security groups to enable bulk of migration work for critical areas to be completed by 22nd February
  • All data to be migrated to by 31st March
  • Risks and dependencies highlighted prior to the start of work with solutions offered
  • Regular meetings with supplier to highlight any new risks and dependencies that occur during deliver alongside options appraisals to mitigate
  • Architect to design structures and sites and inform information to be collected from business areas
  • Engineer to manage the migration of data, creation of security groups and testing of the security model
  • Project Manager to oversee supplier work and liaise with Health Board Project Manager
  • value for money
  • Navigation allows for core functional units to have data in a single place
  • Documents are retained in accordance with NHS Wales default policy or specific policy of the business area where this is an identified requirement
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
  • take responsibility for their work
  • • share knowledge and experience with other team members
  • challenge the status quo
  • be comfortable standing up for their discipline
  • can work with clients with low technical expertise
Payment approach
Fixed price
Additional assessment methods
Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. Have you had any supplier(s) helping you with the primary phase of migrating to Office 365 (Teams adoption and Exchange Online), or with the corporate intranet that is being created? If so, who are the supplier(s) and will they be bidding for this migration work? If they are not bidding for this work what is their reason to your knowledge?
It would not be appropriate to discuss the intentions of another supplier
2. You have listed “Experience in provisioning online storage solutions that involve clinical data and other personal identifiable information”, if a supplier had experience of migrating personal identifiable information that wasn’t specifically clinical data would you be able to score the answer 2 or 3? If not, why does the supplier specifically need experience with clinical data?
Other PII would be something that would scorable but the score would be less in the absence of experience and/or knowledge. This is because when storing clinical data we must be mindful of both GDRP and Caldicott guidelines and would be looking for SharePoint to assist us retaining data correctly.
3. What is your anticipated budget for this work?
Decline to answer
4. What type of Office 365 licences do you have, and do different numbers of staff have different licences? E.g. 1000 staff with E5, 3000 staff with E3
Currently three types of licence are used. Approx. 1173 F3, 1928 E1 and 543 E3
5. How many staff will be using SharePoint Online to access their documents? How do you plan to train them? Would this be included in this work?
All users will using SharePoint Online. Training is expected to be given via video hosted on a SharePoint site we will have created and provided access to.
6. You have stated that you would like all data to be migrated by 31 March, presumably this would mean that the majority of the other technical implementation work would also be completed by then (building of SharePoint sites/libraries, classifying of personal identificable data, application of retention labels etc.), if so then this feels an ambitious timescale for 8TB of data. Is there flexibility on this deadline?
It is an ambitious timeline and this is potentially some flexibility in the timeline. However, the primary goal is to have the data migrated to SharePoint into sites/libraries within this timeframe. Further tagging etc. would be a secondary goal and where the flexibility would lie in meeting the deadline.
7. The dates on this appear to be wrong. The close date is 20/01/22 yet start date 17/01/22 and advising project team from 14/01/22
Start date would be ASAP. The framework was going to be released prior to Christmas but was delayed.
8. Is this opportunity aligned to a framework?
question not understood