Awarded to Silversands Limited

Start date: Monday 19 August 2019
Value: £60,000
Company size: SME
Devon County Council (DCC)

CP1770-19 Management of Programme establishing governance, support & adoption of Office365 tools

6 Incomplete applications

3 SME, 3 large

7 Completed applications

5 SME, 2 large

Important dates

Published
Tuesday 21 May 2019
Deadline for asking questions
Tuesday 28 May 2019 at 11:59pm GMT
Closing date for applications
Tuesday 4 June 2019 at 11:59pm GMT

Overview

Summary of the work
Management of the programme to establish governance, support and full adoption of Office365, specifically:
- rationalising storage, moving away from on-premise to the cloud wherever appropriate
- standardising on use, change management and governance of tools and features
- establishing consistent training, support and development services
- evaluating benefits achieved.
Latest start date
Monday 1 July 2019
Expected contract length
12-months
Location
South West England
Organisation the work is for
Devon County Council (DCC)
Budget range
£50-60k

About the work

Why the work is being done
The Office365 Programme forms part of a wider programme, to deliver DCC’s ICT Roadmap for April 2018 to March 2021, which is summarised at https://inside.devon.gov.uk/news/investing-in-your-digital-transformation-our-ict-strategic-roadmap-2020/. A declared aim of the Roadmap is "continuing to build an agile workforce adopting new ways to collaborate and share". The previous 2015-2017 Roadmap set the strategic direction as Microsoft, equipping people with new Windows 10 Devices to work flexibly from any location and moving to the Office 365 platform to allow easier collaboration and sharing.
Problem to be solved
Now that Office365 has been deployed across the organisation, DCC needs to achieve the benefits by ensuring that staff are using "the right features of the right tools at the right time, storing data in the right place, with the right support, at the right cost to DCC".
Who the users are and what they need to do
"As the ICT Commissioning Team, we need to complete the Office365 Programme by establishing governance, support services and adoption of our Office365 implementation, including SharePoint, Teams and OneDrive."
"As a user of DCC's IT services, I need to understand which features of Office365 to use, how and when to use them, how I get support, where to store information and how to share it."
Early market engagement
Any work that’s already been done
As at May 2019, nearly all DCC’s Windows users (approx. 4,500) have been migrated to Windows 10 and Office365 ProPlus, with E5 licences. (A separate project is under way to deal with the few remaining exceptions). A draft outline plan exists for the remainder of this Office365 Programme, to establish governance, support and full adoption of the Office365 implementation.
Existing team
The supplier will be expected to provide a lead practitioner, working within DCC's ICT Commissioning Team (ICTC). The Office365 Programme works closely with a separate Adoption and Change Programme, also managed within ICTC, educating and encouraging staff in the use of the new tools. Both Programmes come under the ICT Roadmap Board, composed of senior managers with responsibility for change across DCC.
The delivery of technical work is primarily carried out by DCC’s in-house provider, Scomis, supported by other organisations as required. Project outputs must meet DCC's documented technical architecture principles, with any variations agreed with ICTC's Technical Managers.
Current phase
Live

Work setup

Address where the work will take place
Primarily County Hall, Exeter, although some travel within Devon may be required.
Working arrangements
The lead practitioner will work most of the time with the ICT Commissioning Team based at County Hall, Exeter, with support from other practitioners if required, and reporting to the ICT Project Office Manager for administrative purposes. Occasional visits to other sites in Devon may be required. The practitioner will be supplied with a DCC laptop, giving direct access to the DCC environment, for the duration of the work. The supplier will bear its own expenses (accommodation, travel and subsidence) incurred in the course of the work unless by prior agreement.
Security clearance
The winning provider may be required to complete a Public Service Network (PSN) agreement.

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
  • The supplier must be a Microsoft Gold partner - 5 points
  • The supplier must demonstrate experience in driving digital transformation through adoption of technology changing user behaviour across an organisation, and persuading users to adopt new ways of working - 10points
  • The supplier has the expertise to advise on best practice in the use, government and support of Office365 tools - 7 points
  • The supplier must demonstrate experience of establishing appropriate governance for structured programmes of work and their consitituent projects - 3points
  • The lead practitioner proposed must have extensive experience of formal programme and project management, including: (i) Creating and monitoring plans (ii) Creating, publishing and presenting regular highlight reports to stakeholders
  • (iii) Managing issues and risks, escalating as appropriate - 7 points
  • The practitioner must have a record of successfully delivering projects, involving: -(i) Task scheduling and prioritisation. (ii) Managing workloads, constraints and remits of resources
  • (iii) Ensuring outputs match agreed quality measures (iv) Transition of new capabilities to 'Business as Usual - 7 points
  • The practitioner must have a very good working knowledge of Windows 10 and the Office365 product set, including Skype for Business, Sharepoint, Teams, Outlook, and Yammer - 7 points
  • The practitioner must demonstrate excellent interpersonal and communication skills, including: (i) Leadership of project staff. (ii) Ability to explain technology and its business benefits to non-technical staff
  • (iii) Tact, consideration and diplomacy to manage customer expectations - 7 points
  • The practitioner must demonstrate experience of managing many stakeholders up to senior level across large organisations managing expectations and successfully presenting options and recommendations to deliver programme objectives - 7points
  • The practitioner must hold formal qualifications related to programme and project management, at least Practitioner status in PRINCE2, MSP or APMP - 5 points
Nice-to-have skills and experience
The supplier should have experience of delivering ICT projects in a public sector environment, ideally a County Council - 5 points

How suppliers will be evaluated

How many suppliers to evaluate
3
Proposal criteria
  • Presentation / Interview information:
  • It is the Authorities intention to undertake a presentation/interview with the shortlisted bidders once the tender submissions have been received.
  • This will be based on the bidders proposal and may mean scores will change.
Cultural fit criteria
  • The supplier must be experienced in delivering projects and programmes in a complex, multi-supplier environment with many stakeholders - 3 points
  • The supplier should demonstrate understanding of DCC's work and the legislation and initiatives impacting the Council - 2 points
Payment approach
Fixed price
Assessment methods
  • Written proposal
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

5%

Price

25%

Questions asked by suppliers

1. Is the budget range of £50-60k exclusive of VAT?
The budget range excludes VAT.
2. Please give the budget in a day rate in order to bid on this within the budget.
This is a 12 month contract with a maximum capped budget as stated. Bidders need to consider the number of days required to meet the scope of services and that this can be done within the capped budget available.
3. We are not a gold partner does this exclude us?
That is correct, the Authority are looking for a supplier who is a Microsoft Gold Partner.
4. Is the expectation that the successful supplier is required to provide a practitioner for 5 days a week for the duration of the contract, to deliver the expected outcomes?
The emphasis is on delivering the outcomes. The lead practitioner is not necessarily expected to be full-time: the supplier may well provide for other resources to support him/her, to provide specialist advice for example. Suppliers’ submission should outline what they propose. In practice we would suggest that the lead practitioner will find it necessary to be on-site on at least two days per week to meet with stakeholders, although the use of remote working with contact by Skype and Teams is well established, and the practitioner will be provided with a DCC laptop and user account which will enable this.
5. Is there an incumbent and if so, is there any reason why they could not bid for this work?
Essentially the requirement has arisen as a result of a permanent Project Manager being internally reassigned to another role for 12 months, hence the stipulation of the timescale.
6. is there a current incumbent or preferred supplier?
The requirement has arisen as a result of a permanent Project Manager being internally reassigned to another role for 12 months, hence the stipulation of the timescale.