Birmingham City Council

Provision of a Data Archiving Delivery Partner and Solution

9 Incomplete applications

5 SME, 4 large

1 Completed application

1 SME, 0 large

Important dates

Published
Monday 9 May 2022
Deadline for asking questions
Monday 16 May 2022 at 11:59pm GMT
Closing date for applications
Monday 23 May 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
Provision of an overarching Data Archiving Solution to manage the legacy requirements identified by the replacement of SAP with Oracle Cloud Fusion as the Councils preferred Enterprise and Resource Planning solution under the 1b Programme.
Latest start date
Monday 1 August 2022
Expected contract length
24 Months
Location
West Midlands
Organisation the work is for
Birmingham City Council
Budget range
The estimated value for the period of the contract is expected to be no less than £400k and no more than £600k if the option to extend for no more than 2 years is taken up in accordance with the terms and conditions of the preferred Framework Agreement.

About the work

Why the work is being done
BCC's incumbent SAP ERP solution that has been running since 2008, is widely perceived as no longer meeting the Council’s strategic goals and unable to help it achieve the objectives and outcomes it desires to achieve as set out in Council Fit for the 21st Century and Workforce Strategy.
Consequently, a transformation programme has been underway that will replace the SAP solution with a new cloud hosted ERP system based on SaaS and Paas operating principles.
Problem to be solved
Birmingham City Council would require supplier who can provide best fit archiving solution, technical delivery and support
Who the users are and what they need to do
"The BCC Users need the following:
1)Read only archive.
2)Seamless and joined-up data access.
3)User friendly interface to retrieve and extract data with access control and User management.
4)Minimum user training and change impact.
5)The archiving solution is designed in such a way that the Council only pays for the services when they are being used.
6) The incumbent system has been sized approximately of source data.
7)The expected number of archive users will be in the range of 30 to 50."
Early market engagement
None
Any work that’s already been done
A detailed Functional and Non Functional requirements has bene signed off by the business
Existing team
Business Analysis team, Business change team, Projects and programmes team, Apps support, development services, networks team, DBA team, Microsoft are supporting, external specialist development services provider.
Current phase
Beta

Work setup

Address where the work will take place
Birmingham City Council, 10 Woodcock Street, B7 4BL
Working arrangements
Remote, using MS Teams for communications. There will be some element of flexible working, but meetings will require standard hours working.
Security clearance
None but standard business confidentiality and non-disclaimers will be required especially if the Supplier would want to use the Training Environment with live Council Data

Additional information

Additional terms and conditions
Right to cancel or vary the competition:-
Birmingham City Council reserves the right:
To amend, clarify, add to or withdraw all or any part of the Invitation to Tender at any time during the tender process
To vary any timetable or deadlines set out in the Invitation to Tender;
Not to conclude a contract for some or all of the services for which tenders are invited; and
To cancel all or part of the tender process at any stage at any time.

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
  • Have Knowlege of SAP FICO, Oracle DB, Netweaver, Documentum, GUI Access and Cloud Hosting technologies (AWS, Azure & Oracle)
  • Must provide evidence that the Data Centre (DC) is under UK Location and jurisdiction
  • Must provide evidence of Physical security protocols deployed
  • Must provide evidence of DC Redundancies including power supply and network security
  • Power consumption: must comply with UK data centres with a PUE (power consumption measurement) of less than 1.3
  • Must provide evidence of Network Connectivity and related artefacts showing secure file transport protocols, Data-in-transit is encryption with SSH, ensuring data compliance
  • Must provide evidence of future Growth and Stability
  • Must demonstrate a range of complementary services broad range of expertise for upgrades and platforms
  • Supplier must: Comply with the access and security Requirements to include adherence to all other applicable Regulations; and
  • Must ensure that appropriate background checks are applied to personnel (including sub-contractors) involved in the provision/delivery of services to Customer
Nice-to-have skills and experience
  • Demonstrate awareness of Local Government data sets
  • Demonstrate an understanding of BCC's approach to technology and data

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Critical experience implementing Archiving Solutions within a Local Authority
  • Critical experience of SAP Migrations within a similar sized Local Authority
  • Experience of working with the Cloud migration
Cultural fit criteria
  • Share knowledge and experience with other team members and commitment to building Council
  • Have the flexibility to source resources and specialist skills from within your organisations within tight timescales to meet programme milestones
  • Work collaboratively as part of a multi-disciplinary team
  • Have the ability to effectively engage with staff and stakeholders at all levels to progress outcomes
  • Have the ability to challenge and question existing behaviour or perspectives while maintaining good working relationship
  • Evidence of working within a Local Authority Culture
  • Have the ability to work remotely and in an Agile manner
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Reference
  • Presentation
Evaluation weighting

Technical competence

30%

Cultural fit

10%

Price

60%

Questions asked by suppliers

1. Please can you confirm the expected data volume for archiving, predicted growth and data/file types?
Data volumes for this requirement is approximately 8 terabytes. The predicted growth is estimated to be around to be negligible since it will be read-only at the 8TB mark.
2. Please can you confirm whether the Beta was produced by an internal team or an incumbent supplier. If it was an existing supplier are they bidding or expected to bid for this opportunity?
Internal team.
3. Application Stack:- SAP FICO, Oracle DB, Netweaver, Documentum, GUI Access and Cloud Hosting technologies (AWS, Azure & Oracle)

1) What versions of these application are deployed?
2) How will this be licensed?
3) What level of application support is required?
4) What platform are they hosted on?
1, 2, 4 Such detailed information will form part of the Further Competition Document for short-listed providers

3, User admin, start-stop, access, infrastructure support.

The deadline for asking questions about this opportunity was Monday 16 May 2022.