Scottish Government: Digital Public Services and Business Transformation

Data Hosting - Cloud First Approach

Incomplete applications

9
Incomplete applications
6 SME, 3 large

Completed applications

21
Completed applications
10 SME, 11 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 26 October 2017
Deadline for asking questions Thursday 2 November 2017 at 11:59pm GMT
Closing date for applications Thursday 9 November 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Make use of cloud-based solutions as a source of cost reduction and service innovation.
Move public sector data hosting to a cloud environment where appropriate in terms of security and efficiency.
Align to the Scottish Governments approach to use common platforms and infrastructure, including cloud hosting, across the Scottish Government.
Latest start date Monday 8 January 2018
Expected contract length Until March 2018
Location Scotland
Organisation the work is for Scottish Government: Digital Public Services and Business Transformation
Budget range £560,000 (inclusive of TAX)

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Various studies have identified there are significant financial and operational benefits to utilising cloud computing.
1. Scottish Government has a large data centre that is situated in a building with shared office space. The building requires significant on-going investment to maintain and secure it.
2. What is the most appropriate secure and efficient hosting solution for Scottish Government, 2020 and beyond?
3. Data centres have lacked investment for many years, over 75% of equipment being between 5 and 12 years old, and therefore, inefficient and expensive to run, maintain or keep up to date with latest security and system patches.
Problem to be solved The initial problem is one of resource to progress the programme objectives in a timely manner, a partner will be managed to deliver on two parallel work streams.
Work stream 1 will focus on the activities which provide support for Central Government sector organisations to develop their own hosting migration roadmaps.
Work stream 2 will focus on the activities to drive forward Scottish Government as an exemplar of a cloud first organisation, aligned to the national Digital Strategy.
Who the users are and what they need to do The users are the Central Government organisations who host their own data in internal facilities and the organisations who utilise the Scottish Governments shared services.
These organisations need to plan a migration path from their current internal environments identifying through discovery and supported by a business case to a cloud environment. In the context of this work a partner will deliver that migration strategy for Scottish Government and support the others to achieve the same position.
Early market engagement None
Any work that’s already been done Over the last 18 months the Digital directorate’s Digital Ecosystem Unit Data Hosting programme have worked with organisations to understand the reasons for the lack of progress. The review has identified key issues relating to a broad lack of skills and investment, a lack of understanding of the costs of running the facilities, and little understanding of cyber risk against a largely aging (end of life) IT infrastructure.
Existing team A small team co-ordinating the work exists in Scottish Government.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Saughton House, Edinburgh, EH11 3XG
Working arrangements The supplier will be collocated in Saughton House, Edinburgh, EH11 3XG to engage in the discovery work but in addition will need to engage a wide range of public sector bodies throughout Scotland.
Security clearance Individuals involved must be SG cleared.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
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.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Are you able to co-locate and work in partnership with members of the Scottish Government at SG offices in Edinburgh for the duration of the contract? (Yes/No)
  • Are you able to provide a full team to undertake multiple discoveries from the first day of the contract? (Yes/No)
  • Do you have experience defining complex Data Centre strategies and migrations? (Yes/No)
  • Provide example of your ability to produce clear High Level and Low Level design documentation(20%)
  • Provide examples of your extensive experience of data centre installations (10%)
  • Provide Demonstrated ability to analyse complex data, diagnose problems and identify planning solutions. (5%)
  • Describe examples of your ability to take high level ambiguous information and turn it into solidified detailed plans that drive results.(10%)
  • Provide evidence of overseeing the delivery lifecycle and ensuring this is being done within scope, budgets, and timescales (10%)
  • Provide evidence of where you have previously produced clear reports and recommendations to Government (5%)
  • Describe your approach to communicating complex technical concepts and ensuring knowledge transfer to in-house teams (5%)
  • Describe your experience working with cloud-based technologies(20%)
Nice-to-have skills and experience
  • Describe how you are a good team player, flexible and able to deliver results with the minimum of supervision. (5%)
  • Provide examples where you have demonstrated strong stakeholder engagement and communication skills (5%)
  • Describe what exposure to public service delivery in Scotland you have. (5%)

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 6
Proposal criteria
  • • Detail your approach to delivering the project in line with the timescale targets, delivering continuous outputs throughout. (20%)
  • • Provide details of the team you propose to deliver this contract, including each individual’s CV with relevant skills and experience and proposed team structure and role descriptions (20%)
  • • Detail any risks, constraints or conflicts of interest which may impinge on your ability to deliver this contract including how these will be managed.(20%)
  • • Detail your experience of delivering similar work in the past and how this work will bring value to the delivery of this project.(20%)
  • • Provide a detailed schedule of work, including shared roles and responsibilities between SG and yourselves, as set out in the Statement of Requirements.(20%)
Cultural fit criteria
  • • Describe how you will engage and work with public sector staff with different levels of understanding of data hosting rationalisation to obtain buy in to the process (46%)
  • • Describe how you will meet the co-location requirements of this contract (27%)
  • • Detail your approach to sharing knowledge and experience. (27%)
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Are you able to provide any more information on what "SG cleared" means? The minimum level of clearance required is Baseline Personnel Security Standard (BPSS). The BPSS application process requires that applicants provide:
• a completed BPSS application form
• a criminal record check (CRC) – The quickest method to obtain a Basic Disclosure certificate is to apply online via the Disclosure Scotland website
• photographic ID
• non-photographic ID
• proof of address
Three identity documents are required:
• a passport or current UK photo card driving licence
• original birth certificate or official tax document
• a recent utility bill or bank statement dated within the last six months.
2. Accepting Discovery, is there a view, as we come across with many Public and Private sector enterprises on the Cloud / Service Technology you might seek to exploit ie Azure, AWS, GoogleCP or others including SMEs or might this provide more of a recommended, reusable but technology agnostic approach. In respect of work stream 1 regarding migration roadmaps the organisations will make independent decisions in respect to the nature and supplier of cloud / service technologies to best suit their needs and compliance with policy and strategy. In respect of work stream 2 migration regarding Scottish Governments own services they will also benefit from independent decisions in respect to the nature and supplier of cloud / service technologies to best suit their needs and compliance with policy and strategy.
3. Does the budget include expenses? yes
4. Please can you clarify if the scope of this work includes supporting delivery of the strategy / roadmaps e.g. implementation of the infrastructure required, migration activities etc No implementation or migration activities are in scope for this work as these would be started in the next financial year.
5. What are the expected outputs from this work? For work stream 1, the supplier will provide the output required to support Central Government organisations to develop their own hosting migration roadmaps. This is to be piloted with up to 5 organisations. Specific outputs required to achieve this will be proposed as part of your approach to delivering the project. Work stream 2, the output will be to utilise your proposed approach outputs to produce the transition roadmaps for the current suite of services offered within the Scottish Government data centre, including the identification of associated requirements for people, process and technology as a sustainable service from 2018/19 onwards.
6. Will suppliers be down selected to 6 based on the Digital Marketplace responses and then invited to respond to a formal RFP, or does this process constitute the full selection process? If there is a down select then can the timelines of the end to end process be confirmed i.e down select, RFP release, evaluation, contract award etc This will be a two stage tender process, see dates below;
Selection of six suppliers: 15/11/2017
Invitation to Tender to six selected suppliers: 17/11/2017
Tender responses: 01/12/2017
Evaluation of tenders 06/12/2017
Contract Award: 15/12/2017
Contract Start Date: 08/12/2017
7. With regards to security clearance the notification states that "Individuals involved must be SG cleared". Is this a typo for SC? If not please can you provide a web link to the managing authority for this level of clearance? All non-government staff must have Baseline Personnel Security Clearance BPSS) before they can access Scottish Government buildings.
Please see link below for further details:
http://intranet/InExec/SEAndMe/Secure/Personnel/BPSSintro/BPSSForm
8. Are you able to advise what Operating Systems are included with in the scope of this project and if possible the corresponding versions? Regarding both work streams Scottish Government and the public sector at large utilise a diverse estate of operating systems and versions depending on factors such as age, nature, application vendor requirements and team capabilities. The successful supplier will be expected to have a broad range of skills and experience in diverse environments in respect of the implications for data hosting and migration to cloud services.
9. Will the travel to Scottish Government departments outside of the main location be paid for as per your T&S policy? Expenses are included in the overall budget.
10. With regards to Q11 are you referring to information and knowledge transfer from supplier to a clients in-house team/users or would this be for example from a technical team to a support team? Knowledge transfer will involve working with the Scottish Government teams and stakeholders involved in the programme that the supplier is working with, this will include technical teams and business users.
11. Can you clarify the context of the skills and experience required to “Provide Demonstrated ability to analyse complex data, diagnose problems and identify planning solutions”. Are you looking for general data analytics capability or more specific skills related to data centre provision? The procurement is for data centre rationalisation, the supplier should be able to gather all the relevant data required to analyse and identify appropriate solutions to move services to cloud or other appropriate facilities
12. “Hi One of the essential skills and experience questions asks bidders to provide examples of your extensive experience of data centre installations (10%). Does this mean you are looking for skills and experience in the physical building of data centres so installing cabinets, racks and stacks, cabling etc by engineers? If not, can you expand on the description please? Many Thanks” We are looking for skills and experience that demonstrate real life experience of the workings of a data centre. This will enable a supplier to demonstrate they fully understand all the interdependencies and processes involved in the decommission of a facility and the impact any change has on the individual services and the consequences of removing it on other services.