Awarded to Keystream Group Limited

Start date: Monday 7 August 2017
Value: £90,000
Company size: SME
The Ambulance Radio Programme (ARP) hosted by South Western Ambulance NHS Foundation Trust

Supply of Microsoft Office 365 Suite together with Installation and Deployment Services

10 Incomplete applications

7 SME, 3 large

3 Completed applications

3 SME, 0 large

Important dates

Published
Wednesday 14 June 2017
Deadline for asking questions
Wednesday 21 June 2017 at 11:59pm GMT
Closing date for applications
Wednesday 28 June 2017 at 11:59pm GMT

Overview

Summary of the work
ARP requires an Office 365 off-premises service to provide:
Office desktop and mobile software;
SharePoint;
Document management and workflow capabilities;
Skype for Business;
Optional Exchange services;
Required data security and data interchange with bodies on PSN solutions; plus
migration and support services.
Latest start date
Monday 24 July 2017
Expected contract length
Friday 27 October 2017
Location
London
Organisation the work is for
The Ambulance Radio Programme (ARP) hosted by South Western Ambulance NHS Foundation Trust
Budget range
Deployment Option 1: Full migration to Office 365 - Pricing should be provided as Day Rate, expected number of days and Expenses; and Overall cost of support element on an outcome basis, including any Expenses but excluding price of listed items.

Deployment Option 2: Hybrid migration to Office 365 excluding email - Pricing should be provided as per Option 1.

Listed Items:
Office 365 Enterprise E3 Licences (x 40) £
Advanced Security £
Analytics £
Project on-line £
Pro-rata additional Licences £
Any additional costs (please state) £

About the work

Why the work is being done
ARP is looking to procure cloud-hosted Office 365 suite, installation and deployment services and support to meet our business needs with no downtime or service impact to in-flight projects.
Transition to cloud based Office 365 will facilitate both team mobility and wider collaboration with partners as projects move into the delivery phases. We reserve the right not to appoint from this procurement.
Problem to be solved
ARP requires support to help manage a transition into an Office 365 environment for a current staff team of around 40, that is expected to grow considerably within the next 12 months.
There is limited capacity and capability within the team to design the solution yet a considerable need for some 'quick wins' around, particularly, team collaboration areas/ Skype/ SharePoint content and document management, to migrate off existing systems and hardware.
Who the users are and what they need to do
Licences for 40 users at outset - more to follow.
Office desktop and mobile software;
SharePoint and associated collaboration services;
Document management and workflow capabilities (particularly digital rights management and flexible sharing with 3rd parties);
Skype for Business (with messaging, presence, internal voice conferencing, screen sharing and external PSTN dial-in capability);
Optional Exchange services (mail and calendaring);
Monthly billing with no licence commitment;
Recognition that ARP operates as part of the DoH, interacts across the NHS and other public sector bodies. The solution should accommodate the need for required data security and data interchange with bodies on PSN solutions.
Early market engagement
ARP expectations, set out below, are based on early market engagement and an independent initial scoping study.
Development and implementation support in configuration of the Office 365 elements and applications including initial deployment and knowledge transfer to one or more 'super-users'.
Licences are to be purchased on behalf of ARP via the CCS RM3733 TP2 Framework or other suitable public sector framework, if the Provider is not an accredited Microsoft Cloud Solutions Provider.
An option for Trial Licence or other opportunities for user engagement should be included.
Deployment support via consultancy to remaining team members within the London office.
Options/ recommendations for future development/ deployment support to ensure ongoing full exploitation of the platform benefits to the business based on Supplier previous experience of deployments of this size should be included and costed separately.
ARP recognises that it may be recommended that these elements are combined based on Supplier previous experience into one overall package.
Any work that’s already been done
Existing team
ARP requires migration services to provide the following:
Preparation and configuration of tenant and Office 365 services;
Establishment of Office 365 accounts for all users with appropriate permissions based on user role;
Integration of Office tenant with NHSmail2 service and any other PSN services required;
Configuration of SharePoint site templates, 11 organisational sites and associated folder structures;
Preparation for any immediate or future Office 365 services integration;
Migration of existing file data into SharePoint, with consideration of any transformational activities;
Installation of Office 365 software on computer clients;
Optional configuration of new Exchange services and migration from NHSmail2.
Current phase
Not applicable

Work setup

Address where the work will take place
Central London office base.
Working arrangements
ARP requires support services as follows:

- Licensing support and maintenance for Office 365 tenant;
- Ongoing support and problem resolution for ARP staff relating to Office 365;
- Call-off costs for SharePoint configuration and development work.
Security clearance

Additional information

Additional terms and conditions
Standard Contract

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 experience of similar successful deployments, including case study
  • confirmation of capacity to meet ARP requirements
Nice-to-have skills and experience
  • provide case study evidence of similar successful deployment within an NHS environment (NHSmail2)
  • offer trial licence

How suppliers will be evaluated

How many suppliers to evaluate
10
Proposal criteria
  • Detail similar projects and outcomes achieved, together with any added value offerings. (10%)
  • Provide a method statement for entire proposal including timeline and detailing the support offered. (15%) (higher score to be awarded to any Bidder who can reduce the timeline.)
  • Detail the qualifications and experience of individuals who will be working with the ARP team. (10%)
  • Detail your expectation of ARP team involvement to support this activity together with any pre-requisites, both technical and environmental. (5%)
  • Include reference to all elements of the technical requirements provided.
  • Please provide contact details (including email address) of two recent/ current clients for whom you have deployed similar services. References will be sought as part of the evaluation process. (5%)
  • Presentation (Weds 5 July) to assess cultural fit and confirm availability/ capacity to meet ARP requirements. (5%)
Cultural fit criteria
Presentation (Weds 5 July) to assess cultural fit and confirm availability/ capacity to meet ARP requirements.
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

55%

Cultural fit

5%

Price

40%

Questions asked by suppliers

1. The following question has been received from a potential bidder:

What of Office 365 configuration is this project; a) Cutover b) Hybrid migration
ARP Response:

ARP would like Bidders to quote based on both scenarios, please.
2. Implementing Office 365 E3 with ATP in itself is dead easy. Depending on what your current email service is may mean a straight-forward migration using the hybrid co-existence model but it may also mean that their current environment needs patching or re-work first. We don’t know anything about your identity management so you may need Azure AD Connect or ADFS implementing. It may also require changes to the AD configuration depending on how it is set right now. Your advice would be appreciated.
The Ambulance Radio Programme does not currently have any centralised directory service – user accounts are set up on the individual systems for access (those systems being a single Windows Storage Server 2008 device for data storage, and NHSMail2 (a private hosted Exchange 2013 system managed by Accenture) for email).

We believe that there are particular restrictions on the capability to connect or federate to NHSMail2 (for migration purposes) due to its status as a national mail system handling confidential data for the whole of the NHS. We require these restrictions to be understood and accounted for in supplier responses.
3. There is mention of Skype for Business and inbound PSTN dial-in which we presume means Dial-in Conferencing which is a service in Office 365 but it’s an add-on service at the E3 level which would drive up the cost unless you go out to a third-party integrator like InterCall. There is no mention of inbound or outbound PSTN calling so we presume that your current voice service is separate?
You are correct to assume that dial-in conferencing is the only telephony requirement. All other voice services are out of scope.
4. Office 365 is a public service therefore anything you do in Office 365 is in the cloud. Do you need 365 to be PSN and N3 compliant? If you want secure connectivity then you are looking at implementing Azure ExpressRoute so that you can BGP Peer with Office 365 over that connection.
As an NHS organisation collaborating with other NHS bodies and Government departments, PSN/N3 compliance is desirable and it would be useful if suppliers could quantify this as an option in their responses. Please explain in your response how any solution you propose is compatible with the infrastructure currently in use within central Government and the wider PSN, and how these solutions might work in practice in exchanging email and/or documents with these bodies.
5. Please describe how your current system is functioning i.e. How your org data is maintained and how users are getting collaborated on documents?
Data is stored on a networked storage appliance, that has local account controls. User accounts are manually added to this, and the data is stored in a defined hierarchical folder structure. Collaboration occurs manually; users access this appliance locally over the LAN, remotely by VPN and exchange documents mostly as email attachments.
6. Document management and workflow capabilities : Are there any workflow requirements to be considered as part of scope? If yes please specify the details on workflow with steps.
Workflows will be built once a centralised document management system is established. Any standardised workflows or workflow templates that bidders could offer as a starting point for workflow building would be of interest.
7. Integration of Office tenant with NHSmail2 service and any other PSN services required: What kind of integration is this and what kind of data will get integrated? please elaborate with some examples.
This integration would allow seamless access to the Office 365 tenant (with the associated Office 365 service) whilst maintaining NHSmail2 accounts (provided on a hosted platform by Accenture). Examples of the data integration would include being able to schedule Skype meetings from within NHSmail2, see presence from within Office 365, load and save documents from Sharepoint in NHSmail2.
8. Further response to previous question.
Please note that NHSmail2 is a secured email platform within a Government Public Sector Network, rated for OFFICIAL classified information (as defined by the Government Security Classifications Policy) – we would expect bidders to have experience of integrating with such systems (meeting the additional constraints and challenges associated with integration to a secured environment) if they propose this integration in their solution.
9. 11 organisational sites and associated folder structures : How are these sites organised currently and which system is getting used to store the data, is it on file system?
Data is stored on a networked storage appliance, that has local account controls. User accounts are manually added to this, and the data is stored in a defined hierarchical folder structure. There are currently no sites in use as ARP does not have Sharepoint – there will be need to be a migration from the existing folder infrastructure to the new system, but ARP is NOT looking for transformation or redistribution as part of this process – establishment of a single “legacy” folder for each area containing the migrated folder hierarchy will be sufficient.
10. Migration of existing file data into SharePoint: Where are these files currently placed? What is the total size of all files? What is largest file size? Are there any versions maintained for these files? Are there any metadata maintained for these files? Do we need consider versions & metadata while migrating? How permissions are maintained on these files? Do we need to maintain permissions during migrations? If files are in file system, How depth the folders are nested?
• Data is stored on a networked storage appliance that has local account controls. Data is stored in a hierarchical folder structure.
• Total volume of data is approximately 800 gigabytes, over around 225 000 files
• Largest files size is 256mb
• No metadata or versioning is available, so there is no migration requirement for this
• Permissions are applied at a group level; these groups will need to be established in the new system, and folder structures will need to be dropped into a legacy folder within each of the new sites
11. Further response to previous question.
• Maximum depth of folders is at the moment the maximum depth of the folder is 250+ characters, but will “cleanse” any file/folders before migration.
12. Migration of existing file data into SharePoint, with consideration of any transformational activities: This needs study of your existing system to come with our suggestions and may require interaction sessions with your business users. can it be provided before proposal submission?
No transformation will be required. The existing folder hierarchy will need to be divided up across the new sites structure, but this is anticipated to be a simple task to plan, and can be done post-award as part of the project planning.
13. Optional configuration of new Exchange services and migration from NHSmail2 : Assumption is NHSmail2 is using exchange server 2007, right? please confirm. What is the size of all email box and individual size of each mail box? Are there any integrations on this email system? if yes, please specify them with details Do we need migrate all the content of mail box? Or latest 6 months/1-year time frame data?
NHSMail2 is based on a private hosted Exchange 2013 service managed by Accenture. Maximum mailbox size is 4Gb, and ARP has 40 users. All mail data should be migrated.
14. Analytics : are you referring SharePoint site usage details? Please elaborate.
Please provide details of any analytics facilities you can offer as part of your proposal.