Awarded to Agilisys Ltd

Start date: Monday 4 September 2017
Value: £2,500,000
Company size: large
Sefton Council

ICT Transformation Delivery Partner

11 Incomplete applications

6 SME, 5 large

4 Completed applications

2 SME, 2 large

Important dates

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

Overview

Summary of the work
Sefton Council seeks a Delivery Partner to implement a core ICT Transformation programme. The key elements of this programme are:

• Implement Windows 10, Office 365 and SharePoint to a maximum user estate of 2500
• Implement managed desktop services
• Rationalise and migrate applications, databases and data to cloud
Latest start date
Monday 4 September 2017
Expected contract length
8 months
Location
North West England
Organisation the work is for
Sefton Council
Budget range
£2.4m to £2.7m

About the work

Why the work is being done
Sefton Council is implementing a corporate-wide transformation exercise called Framework for Change which will deliver a fundamental step-change to how Sefton Council delivers its services, and it is vital that ICT provision is redesigned as soon as possible to enable this wider transformation. As such, Sefton Council must commence its core ICT Transformation immediately and seeks to achieve the key elements of this transformation by April 2018. [A separate procurement exercise will commence in Autumn 2017 regarding the outsourced provision of the Council's ICT service from October 2018].
Problem to be solved
Sefton Council has developed a programme which will transform the operation of the council and deliver financial sustainability. ICT transformation is critical to this agenda, notably: 1) deliver true agile working for field officers to increase efficiency and responsiveness; 2) enable flexible working for officers working from council properties, thus reducing the office footprint, travel time and associated costs; 3) provide an overall ICT platform to improve online services for citizens and for internal services for staff; 4) enable the council to move to utility computing; and 5) upgrade and enablement of customer services via a new three-centre bases model.
Who the users are and what they need to do
The end users are Sefton Council officers, and they need to:

• Operate a suitable end user device onsite and offsite
• Access applications, data and services
• Communicate via unified communications technology
• Store and access data stored in the cloud
• Operate within recognised ICT security standards
Early market engagement
Sefton Council has previously engaged with external consultants for ICT visioning, ICT Target Operating Model development and Enterprise ICT Business Case & Roadmap development. These engagements have outlined a vision for Sefton Council's ICT provision based around a consumption model which includes cloud computing, managed desktop and deployment of Office 365.
Any work that’s already been done
Three pieces of consultancy work have been conducted: 1) an initial ICT scoping and visioning exercise which identified the current state of Sefton Council’s ICT provision and potential high-level options to redesign this provision; 2) the development of a new Target Operating Model for ICT and options for an appropriate Delivery Model; and 3) the development of an Enterprise ICT Business Case and Roadmap.
Existing team
The Delivery Partner will be working with Sefton Council’s in-house ICT Client Team comprising the Council’s ICT Lead, and 2 ICT Specialists, plus a dedicated project manager will be in place to oversee this programme. The Delivery Partner will also be required to work collaboratively with the existing outsourced ICT supplier; this outsourced team is circa 85 staff across various ICT disciplines.
Current phase
Discovery

Work setup

Address where the work will take place
Bootle, Merseyside
Working arrangements
The Delivery Partner is expected to have an on-site presence at Sefton Council’s offices in Bootle, Merseyside for five days a week (Mon-Fri). Expenses should be factored into the fixed price bid.
Security clearance

Additional information

Additional terms and conditions
The Delivery Partner will be required to sign a Non-Disclosure Agreement in relation to the requirement to work in collaboration with the Council's existing outsourced ICT supplier.

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
  • Experience in specifying requirements relating to Microsoft Enterprise Agreements
  • Experience in the design, delivery and configuration of Windows 10
  • Experience in the design, delivery and configuration of Active Directory Group Policy, ADFS, NPS, DHCP and AV (endpoint and server)
  • Experience in management of System Center Configuration Manager & BitLocker
  • Experience of design, delivery and configuration of Office 365
  • Experience of design, delivery and configuration of SharePoint
  • Experience in Software Provisioning & Packaging and COTS Application deployment
  • Experience of deployment of Windows DirectAccess
  • Experience of identifying and implementing Service Management tools
  • Experience of leading and/or supporting end user device build/image/configuration
  • Experience of deploying/migrating applications built using a broad range of current and heritage technologies to a Windows 10 desktop environment
  • Experience of migrating Microsoft Office 2010 applications to Microsoft Office 365
  • At least 1 years’ experience (within the last 3 years) of designing, building and supporting Cloud-based infrastructure
  • At least 1 years’ experience (within the last 3 years) of implementing Office 365 in a large local authority
  • At least 1 year’s Exchange Mailbox migration experience (within the last 5 years) in a large organisation with legacy mailboxes dating back 5 years or longer
  • Ability to work collaboratively with Sefton Council’s current external ICT partner, where it is necessary to interface with the legacy ICT service
  • Experience of successfully delivering core ICT transformation in local government in the last 3 years
  • Experience of leading (and challenging where necessary) an organisation of rationalising data and applications
  • Ability to lead and support the council through the culture change involved in ICT transformation
  • Provision of a dedicated and highly skilled project delivery team
Nice-to-have skills and experience
  • Experience with multi-site, 2000+ user site migration projects
  • Ability to troubleshoot to a highly detailed and deep level
  • Ability to explain complex technical solutions in a simple manner to decision makers
  • Ability to create comprehensive, structured documentation
  • A minimum of 3 years’ experience (within the last 5 years) designing and building Windows desktop environments in a similar sector
  • A minimum of 3 years’ experience (within the last 5 years) designing Group Policy design for Windows desktop environments
  • A minimum of 2 years’ experience (within the last 5 years) in delivering VPN solutions
  • A minimum of 2 years’ experience (within the last 5 years) in upgrading and re-hosting Microsoft End User applications
  • At least 1 years’ experience (within the last 3 years) of designing, building and supporting Cloud-based infrastructure

How suppliers will be evaluated

How many suppliers to evaluate
8
Proposal criteria
  • Team structure, organisational make-up and quality of submitted CVs (10%)
  • Demonstrable evidence of experience of successful delivery of similar projects (20%)
  • Demonstrable evidence of experience with implementation of Office 365, SharePoint, & Windows 10 (10%)
  • Demonstrable experience of cloud hosting and migration of data to cloud hosting (10%)
  • Approach and methodology to meeting the requirements (15%)
Cultural fit criteria
  • Ability to work collaboratively with Council officers and existing outsourced ICT supplier (10%)
  • Willingness and ability to transfer knowledge & skills to relevant Council ICT staff (5%)
Payment approach
Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

15%

Price

20%

Questions asked by suppliers

1. Are the outputs available from your: 1) an initial ICT scoping and visioning exercise 2) The new Target Operating Model 3) Enterprise ICT Business Case and/ or at least the Roadmap?
The outputs you refer to will be provided to shortlisted suppliers.
2. Please can you confirm who your current outsourcing provider is, so we can confirm whether we have a conflict of interest in this role?
Sefton Council’s current outsourcing provider is Arvato CRM & Public Sector, UK & Ireland.
3. In the RFP it mentions that three pieces of consulting work has already been done in this area. Can you confirm which organisation did this work and whether they are eligible to bid for this role?
Two separate organisations carried out the three pieces of consulting work, but we will not name these companies due to commercial sensitivity. We can confirm that both organisations are eligible to bid for this role.
4. Are the products of this consulting work available to bidders to create a level playing field for this competition?
The products of this consulting work will be made available to shortlisted suppliers.
5. Can we confirm that the organisation appointed to this role would be as part of their role advising on the outsourcing process and therefore be conflicted from bidding for the outsourcing role?
The organisation appointed to this role would not be advising on the outsourcing process, therefore they would be able to bid for the outsourcing role. The organisation appointed to this role would be working on the ICT transformation piece; any work relating to the new Target Operating Model and the terms of any new outsourcing agreement will be carried out by Sefton Council.
6. Given the importance of this procurement and the breadth of the requirements for the questionnaire, would the council accept extending the deadline in which to respond to the questionnaire?
Due to Council timescales, it is not possible to extend the deadline in which to respond to the questionnaire.
7. Re Q3/4, this information is on the public record. Can you confirm that the information published by Sefton Council regarding the TOM at http://www.wzurl.me/o3vnAA (particularly the TOM diagrams in the appendix) and http://www.wzurl.me/JC-5kQ are the most up to date?
The information you refer to is not the full output of all three ICT consultation exercises; the report and slide-deck issued to Sefton’s Cabinet relates to the future Target Operating Models developed for the 5 services outsourced to our existing external provider. We can confirm that the TOM for ICT is the current version, but would stress that the report and slide-deck cover the wider transition of outsourced services -- these documents should not be considered as the outputs of all three ICT consultation exercises. As previously stated, the outputs of these exercises will be provided to shortlisted suppliers.
8. Although not explicitly stated in your brief either way, how do you intend to manage/monitor the risk and impact on performance to applications and end-user experience during this migration? We as a supplier are not able to meet the majority of your requirements alone, but this particular element (managing impact on performance, base-lining performance before and after migrations, etc.) is what we specialise in. Is there scope to discuss this with you and the potential Services Providers?
Whilst we have not explicitly stated this particular element at this initial stage, we agree it is an important consideration and this will be factored into the programme we develop with the successful supplier. It is through this engagement that we will seek assurance that these services are being delivered.