Bristol City Council

Bristol City Council Cloud Discovery, Design Validation & Migration

Incomplete applications

17
Incomplete applications
12 SME, 5 large

Completed applications

19
Completed applications
13 SME, 6 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 15 January 2018
Deadline for asking questions Monday 22 January 2018 at 11:59pm GMT
Closing date for applications Monday 29 January 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Bristol City Council is looking to adopt a cloud platform to achieve our strategic ambitions.
The work includes discovery, validation/optimisation of our cloud design and manage the migration work (including handover) moving as much of the estate as possible into our cloud environment by the end of November 2018.
Latest start date Monday 5 March 2018
Expected contract length Approximately 9 months with the option to extend for a further 12 months
Location South West England
Organisation the work is for Bristol City Council
Budget range The total budget for all 3 work packages listed in the summary of work is between £180k - £250k

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Technology services provided by the IT directorate are key to enabling the delivery of the council's corporate strategy.

We strive to increase the effectiveness and efficiency of our IT estate through a strategic move to cloud services.
Our current provider of data centre services is changing its business model and its approach to the market creating a need to migrate our current platforms away from their service provision (on premise data centre hosting) to an alternate and strategic solution by November 2018.

To achieve this, we require additional and expert capacity to undertake the migration activity.
Problem to be solved BCC wants to implement our strategy to migrate a significant number of systems and databases to a cloud environment by 25th November 2018. This is our critical date.
Beyond March 2019, our data centre partner will no longer have a co-location service offering therefore the time scale for completion of this work package is a significant constraint for Bristol City Council.
[Important] We will provide further information and context about the project shortly after advert via a series of links.
Who the users are and what they need to do As the IT infrastructure manager I need to ensure that BCC systems are reliably hosted beyond the cut off date with our existing data centre supplier, and the new infrastructure is optimized in terms of cost and performance.
As the Head of IT, I want BCC estate to be hosted in the most reliable, flexible, responsive and efficient way so that I can support the strategic and transformational needs of the council.
As a user of BCC systems I want to experience systems performance at least as good as current after the migration to cloud environment.
Early market engagement An soft market test was undertaken with 9 suppliers to establish anticipated timeframes, lead in times and indicative costs.
Any work that’s already been done - Brought management of ICT servers and databases in house and increased capacity and skills to manage on premise and virtual servers to ensure we have in house expertise for the transition
- Gained Mayor and cabinet support for transition to cloud hosting model with project budgets, governance and plan in place
- High level design of cloud platform completed and ready to be reviewed by our migration partner
- Inventory of BCC systems, servers, databases produced with schedule of 2018 no go dates for migration activity
Existing team BCC Migration to Cloud Project Team: 10 staff
BCC IT Directorate comprises of three functions:
Digital Transformation: 40 staff
Service Delivery & Integration: 60 staff
Commissioning & Supplier Relationship Management: 13 Staff
The successful bidder will also need to work with the Suppliers of the infrastructure and users of systems that are migrated to cloud
Current phase Not started

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Primary location:
City Hall,
College Green
Bristol BS1 5TR

Secondary Location:
100 Temple Street
Bristol BS1 6AG
Working arrangements Our preference is for analysts to interview and perform discovery on site. Document review does not need to occur on site.

We will require performance / management reviews of work in progress, quality standards and budget/backlog burn down.

Must be willing to operate beyond standard working hours to ensure migration activity is performed at non-peak times where necessary

[IMPORTANT] As part of the tender process the supplier must be able to work to this timetable
Written Proposal by 09:00 on 16.02.18 (2 week response time)
Non-Disclosure Agreement signed by bidders by 2.02.18
Presentation on BCC premises: 20.02.18
Security clearance Suppliers will be working with, and should operate handling procedures for documents and materials rated up to Official.

Supplier personnel working on the project will need to complete a basic disclosure via our HR team re any unspent criminal convictions.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Amend existing clause 13.5 at bullet point three to read 'to use any Project-Specific IPRs including inter alia any Deliverables'

Addition to clause 10:
10.8: The Supplier shall give the Buyer, on request, copies of all insurance policies referred to in this clause [or a broker’s verification of insurance], including those of all agents and professional consultants involved in the supply of Services, to demonstrate that the required insurances are in place, together with receipts or other evidence of payment of the latest premiums due under those policies.

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
  • Proven ability of set up/migrating IT estate of large/complex public-sector organisation to AWS cloud compute environment to agreed standards of compliance/performance/cost control/quality parameters
  • Proven ability to deliver solutions within NCSC/CESG constraints to ensure PSN compliance is maintained and alignment with new regulations such as GDPR.
  • Must have adequate capacity to deliver project outputs on time
  • Proven skills in critical assessment of cloud design and recommend improvements/alternatives
  • Proven expertise in cloud optimisation and improvement.
  • Demonstrable expertise at project hand over and knowledge transfer such that BCC staff are able to fully manage and operate the solution as migration occurs within current staff utilisation levels.
  • Must be willing to operate beyond standard working hours to ensure migration activity is performed at non peak times where necessary.
  • Must be able to work to timetable listed in additional information and assessment method sections above.
Nice-to-have skills and experience
  • Willing to work on-site and off-site, to balance cost effectiveness
  • Charges a reduced rate or does not charge additional expenses beyond base day rate
  • Demonstrable experience of working within a multi vendor evironment
  • Demonstrable experience of running a comprehensive test plan and go live plan
  • Demonstrable experience of how your approach to maintaining systems performance during migration
  • Demonstrable experience of robust quality assurance practice
  • Demonstrable experience of migrating or preparing legacy systems for migration within public sector
  • Demonstrable experience of delivering cloud servers at a lower cost and higher performing level than client hosted solutions

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Approach and methodology (we will evaluate how you will deliver our requirements for quality of outcome and knowledge transfer)
  • Risk management (we will assess how you have identified risks and dependencies and offered approaches to manage them)
  • Value for money
  • Supplier capacity/team structure (we will assess your ability to scale to meet our needs and flexibility within the project)
Cultural fit criteria
  • Have a no-blame culture and encourage people to learn from their mistakes
  • Experience of successful collaborative working as part of a multi supplier delivery team sharing knowledge within the team
  • Take responsibility for their work
  • Reinforce agile/DevOps mindset and principles into a developing organisation
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. The project is about migration. What about existing co-located infrastructure? Does this project need to account for disposing of these assets? No this project does not need to provide services for disposal of assets (this will be covered by our in house team)
2. The £180K - £250K budget, is that for Services only, or does that include cloud provider hosting costs? This is a budget estimate for supplier services for the migration activity and NOT the hosting costs.
3. What are the 3 Work Packages that are referred to? The three work packages are outlined in the summary of work statement.
For clarity, we envisage the migration work stream will have three parts as follows:
a) Discovery phase
b) Validation of /recommendations to optimise our high level cloud platform design
c) Manage the migration work to move as much of the estate as possible into our cloud environment by end of November 2018 (including handover of end solution)
4. Can you please clarify if a Cloud Hosting partner been choosen? If so, which one? Yes our cloud platform provider has been selected - it is Amazon Web Services (AWS) - see this referenced in our published list of essential skills and experience.
5. You mention your high level design of cloud platform has been reviewed by your migration partner. Who is the migration partner? Can this high level design be provided please? To clarify : We state that we want the migration partner that we select as a result of this procurement process to review and validate our high level design.

The high level design will be available to bidders who sign our Non disclosure agreement (NDA) on or before 02.02.18 (The NDA will be published on this framework and therefore will be available to you on Monday 22nd January.) The information available under the NDA will be emailed to you soon after.
6. Can the inventory of BCC systems, servers, databases produced with schedule of 2018 no go dates for migration activity be provided please? This information is subject to a non disclosure agreement (NDA). We intend to publish this on Monday 22nd January and it should be signed and returned to us on or before 2nd February 2018.
Once we have the signed NDA we will email you the information requested.

In the meantime if you would find an outline description of our estate helpful it is:

Our estate is comprised of 619 total servers, 549 virtual v 70 physical, 390 Windows v 209 Linux, 20AIX (Windows 2008 & 2012 and various versions of Red Hat (a few) and mainly Centos)
7. Does the Council accept or envisage a phased migration plan?
2. Does the Council require a desktop as a service offering or is the plan to maintain local workstations?
Yes we envisage a phased approach to the migration activity.

We are unclear of the relevance of the second part to your question to the migration work package we are requesting here.
8. What sort of estate do you have?
2. How many COTS packages and systems do you have?
3. How much storage does your bespoke or COTS (Commercial Off The Shelf) systems use?
Or is it the remit of the appointed expert to determine?
The Council's current estate has the following footprint:
Our estate is comprised of 619 total servers, 549 virtual v 70 physical, 390 Windows v 209 Linux, 20AIX (Windows 2008 & 2012 and various versions of Red Hat (a few) and mainly Centos)

We plan to publish a non disclosure agreement (NDA) on Monday 22nd January (via this digital marketplace framework) Once signed by suppliers (on or before 02.02.18) we will supply further information on Bristol City Council's estate, platform design and assumptions supporting that design.
9. 'We will provide further information and context about the project shortly after advert via a series of links. ' Have those links been released yet ? many thanks No the links have not been released yet however see information on BCC estate published in answers to various supplier questions above.

Details of our non disclosure agreement publication and process for further information to be provided is also shown above.
10. How many specialists do you think will be required to complete the work? We need bidders to advise the council on suitable resources to complete the migration work package.
There will be an opportunity for suppliers to provide this information via the written proposal at ITT stage of this procurement.
11. The response guidance states that suppliers should provide only one example for each of the essential and nice-to-have requirements. Will the Council give preference when scoring to suppliers that provide multiple examples? No, we will score as per the guidance. Preferential scoring will not be given for multiple examples per requirement.
12. Is the focus of the BCC Opportunity to provide consulting, management and oversight over the BCC Migration team whilst they perform the migration or is it expected that the supplier provides the resources to perform the actual migration. We seek a partner to provide skills and resources for all three phases of the migration work package. This includes resources to complete the work on:
i) Discovery
ii) Design validation and recommendations to optimise our cloud platform
iii) Migration of systems to the cloud environment (and handover)
13. What is the order of magnitude of the services/servers within scope? The Council's current estate has the following footprint:

Our estate is comprised of 619 total servers, 549 virtual v 70 physical, 390 Windows v 209 Linux, 20AIX (Windows 2008 & 2012 and various versions of Red Hat (a few) and mainly Centos)

Further details of our estate is available subject to non-disclosure detail which will be published today and should be signed and returned to us on or before 2nd February. Once this is done we will release further information on our list of systems, high level cloud design and no go dates.
14. Please can you provide the NDA Referenced in the Advert? Please use this link to access the NDA. As mentioned, please review this with your relevant departments so you are in able to sign the NDA by the time we issue the written proposal on 2nd February 2018. Any Bidder that is not able to sign the NDA will not receive the necessary documents for the written proposal.

https://bcc.zaizicloud.net/share/s/NWoXtaaEQBGyo90agC74cw
15. Can the Council provide any guidance as to the criteria it will apply for deciding if a supplier has “Exceeded” a requirement? The Council will score added value based upon responses which satisfy the requirements plus offer additional assurances, benefit and or demonstrable value to the Council
16. We are unable to access the NDA through the following link: https://bcc.zaizicloud.net/share/s/NWoXtaaEQBGyo90agC74cw Do we need to have an account or is there an alternative way to access this document, ensuring we are able to sign within set deadlines? The link will work via a PC or Laptop, however it will not work via a smart phone/tablet. Please ensure you use the link with a laptop / PC
17. Can you please clarify if a Cloud Hosting partner been chosen? AWS is the chosen partner for the immediate future, however as part of the recommendations and optimisation process we are open to other Cloud hosting environments such as Azure. This may be done through the potential extension period.
18. Will all applications be migrated or will some be kept in-house? We want you to complete a discovery phase to answer this question. We want to target as many application moving to the cloud as possible but recognise that some will either not be possible (because of their legacy status for example) or it is not possible to move to the cloud in the finite timescales we have. For those that do not move to cloud we will need to host them in-house.
19. Can you please provide an indication as to the number of applications that need to be migrated? Before discovery is complete it is difficult to state the number of systems that will be migrated. A description of our current estate which will give you the upper limit of what will be considered for migration is as follows.

Our estate is comprised of 619 total servers, 549 virtual v 70 physical, 390 Windows v 209 Linux, 20AIX (Windows 2008 & 2012 and various versions of Red Hat (a few) and mainly Centos)

Further information on our systems is available subject to a non-disclosure agreement, published today to be signed by 02.02.18 for it to be released to you.
20. I am still experiencing issues accessing the NDA, please can you forward a copy. If you are experiencing issues accessing the NDA, please try using Internet Explorer on a Windows device. Failing that, please email supplier.management@bristol.gov.uk and a copy will be emailed to you.
21. Can you confirm all we need to submit for midday Monday is 100 word max responses for the 8 essential and 8 nice to have skills and experience elements? These responses to the EOI are automated by the portal, the Buyer has no control over what is provided from the Bidders. However, what is expected is that there will be 100 word responses to each of the essential and desirable criteria, which will be evaluated. If there are any questions regarding how the portal works, this should be raised with CCS helpdesk as this is there portal.