Awarded to Sundown Solutions Ltd

Start date: Monday 20 November 2017
Value: £72,000
Company size: SME
College of Policing

SharePoint 2016 External Document Collaboration Site - Build, Configuration and Migration Support

1 Incomplete application

0 SME, 1 large

4 Completed applications

3 SME, 1 large

Important dates

Monday 23 October 2017
Deadline for asking questions
Monday 30 October 2017 at 11:59pm GMT
Closing date for applications
Monday 6 November 2017 at 11:59pm GMT


Summary of the work
Delivery at pace of a College accredited extranet for digital assets classified up to HMG Official. The supplier must be able to support the migration of legacy digital assets onto the new Document Management System (DMS) and train College staff to enable internal support of the platform into BaU.
Latest start date
Monday 13 November 2017
Expected contract length
31st March 2019
No specific location, eg they can work remotely
Organisation the work is for
College of Policing
Budget range
Budget approval up to £80,000 to include all elements including travel and subsistence costs.

About the work

Why the work is being done
The College is implementing its DMS on a SharePoint2016 platform to improve business processes and accomodate changes required with the introduction of GDPR in May 2018. There is also a growing need to be able share some assets held in the DMS with external partners, delivery of this sharing functionality need to be brought forward to ensure documents held within the DMS can be securely shared and controlled.
Problem to be solved
Current ways of working and storage solutions mean:-
College staff cannot find what they are looking for
It is difficult for College staff to collaborate with stakeholders and colleagues appropriately
Asset recovery is resource intensive and slow
Version control is difficult and inconsistent
Document release control is difficult
Legal compliance is hard to assess
Who the users are and what they need to do
As a College researcher I need to collaborate securely with university stakeholders
As the College Accreditor I need to demonstrate appropriate controls are in place.
As an infrastructure engineer I need to protect or restore digital assets
As a College IAO I need to be able to assess the assets under my responsibility
As a user I need to work on a single version of the truth
As an asset owner I need to control the changes others make to my asset
As a user I want to be guided through the asset creation and change process
Early market engagement
Any work that’s already been done
A SharePoint 2016 platform has been built and commissioned. The College intranet has migrated to the new platform. Metadata, minimum requirement, content types and workflows are being designed for the Document Management System. Two early adopters will be identified and work has started on on-boarding pre work. The HLD documentation for the extranet has been created and the hardware has been procured and base build work has begun. The two early adopters for the extranet have been identified.
Existing team
College Project Manager and Project Exec
4 Change Managers for the early adopters
College Security Unit staff
College Infrastructure Team
College Digital Services Team
College Customer Contact Centre
Current phase

Work setup

Address where the work will take place
The project team are split between College sites and therefore travel between sites is esential. A base in Harrogate or Ryton would be preferred.
Working arrangements
Full-Time, Monday to Friday, 36 Hours per week - Flexible Working Patterns allowed.
The successful supplier can work remotely but will be expected to travel to the College's locations predominately Harrogate and Ryton.
Travel and expenses should be included in the fixed price proposal.
Security clearance
Minimum NPPV3 - valid and current
Desirable SC Clearance - valid and current
SC Clearance alone is not accepted.
Support staff must be UK based, and cleared to NPPV3
The supplier must have sufficient cleared staff to deliver the project. The project cannot wait for individuals to be cleared.

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
  • Extensive experience in the design and implementation innovative SharePoint solutions.
  • Able to demonstrate delivery in HMG secure environments with knowledge of ISO 27000 standards.
  • Recognised formal Certification in SharePoint such as Microsoft Certified Solutions Expert (MCSE) SharePoint.
  • Proven ability to provide T1, T2, and T3 support in a SharePoint environment.
  • Experience in training delivery to technical and none technical audiences.
Nice-to-have skills and experience
  • Any team members holding SharePoint certification in any individual or combination of the following:-
  • Microsoft Certified Master (MCM)
  • Microsoft Certified Architect (MCA)
  • Microsoft Certified Solutions Master (MCSM)
  • Any team members holding formal training qualifications.
  • Experience of working with the College of Policing infrastructure.

How suppliers will be evaluated

How many suppliers to evaluate
Proposal criteria
  • Value for Money
  • Ability to deliver a secure, user friendly interface requring minimal end-user training
  • Approach and methodology
  • Able to deliver to the project time line
  • Ability to deliver all the requirements from existing resources
  • Work as a team with our organisation
  • Ability to provide suitabily qualified and cleared local resource and scale up or down as required
Cultural fit criteria
  • Able to start on the work immediately.
  • Strong team working experience with the ability to problem solve collaboratively.
  • Have excellent communication skills with staff at all levels of the organisation
  • Adhere to the College’s Code of Conduct.
  • Proactively share knowledge and experiences with members of team, especially with Digital Services staff and Business owners.
  • Be innovative and promote ideas and suggestions as applicable.
  • Focus on achieving value for money in all activities.
  • Strong ownership and commitment to delivery
Payment approach
Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Is the £80,000 budget excluding VAT 2?
The maximum budget is £80,000 excluding VAT.
2. Are you able to support NPPV3 clearance, if resources have valid SC clearance?
We have been explicit that we can’t wait for SC cleared to become NPPV 3 cleared.

SC alone is insufficient and due to the timeframe of the project the supplier must initially have sufficient cleared staff to deliver the project. the project cannot wait for clearance post award and we cannot support NPPV3 pre contract award. It is accepted that Staff changes may introduce a vetting need during the project, these will be assessed on a case by case basis.