Supply of Microsoft Office 365 Suite together with Installation and Deployment Services

Tender description

Why the Work is Being Done ARP is looking to procure cloud-hosted Office 365 suite, installation and deployment services and support to meet our business needs with no downtime or service impact to in-flight projects. Transition to cloud based Office 365 will facilitate both team mobility and wider collaboration with partners as projects move into the delivery phases. We reserve the right not to appoint from this procurement. Problem to Be Solved ARP requires support to help manage a transition into an Office 365 environment for a current staff team of around 40, that is expected to grow considerably within the next 12 months. There is limited capacity and capability within the team to design the solution yet a considerable need for some 'quick wins' around, particularly, team collaboration areas/ Skype/ SharePoint content and document management, to migrate off existing systems and hardware. Who Are the Users Licences for 40 users at outset - more to follow. Office desktop and mobile software; SharePoint and associated collaboration services; Document management and workflow capabilities (particularly digital rights management and flexible sharing with 3rd parties); Skype for Business (with messaging, presence, internal voice conferencing, screen sharing and external PSTN dial-in capability); Optional Exchange services (mail and calendaring); Monthly billing with no licence commitment; Recognition that ARP operates as part of the DoH, interacts across the NHS and other public sector bodies. The solution should accommodate the need for required data security and data interchange with bodies on PSN solutions. Early Market Engagement ARP expectations, set out below, are based on early market engagement and an independent initial scoping study. Development and implementation support in configuration of the Office 365 elements and applications including initial deployment and knowledge transfer to one or more 'super-users'. Licences are to be purchased on behalf of ARP via the CCS RM3733 TP2 Framework or other suitable public sector framework, if the Provider is not an accredited Microsoft Cloud Solutions Provider. An option for Trial Licence or other opportunities for user engagement should be included. Deployment support via consultancy to remaining team members within the London office. Options/ recommendations for future development/ deployment support to ensure ongoing full exploitation of the platform benefits to the business based on Supplier previous experience of deployments of this size should be included and costed separately. ARP recognises that it may be recommended that these elements are combined based on Supplier previous experience into one overall package. Work Already Done Existing Team ARP requires migration services to provide the following: Preparation and configuration of tenant and Office 365 services; Establishment of Office 365 accounts for all users with appropriate permissions based on user role; Integration of Office tenant with NHSmail2 service and any other PSN services required; Configuration of SharePoint site templates, 11 organisational sites and associated folder structures; Preparation for any immediate or future Office 365 services integration; Migration of existing file data into SharePoint, with consideration of any transformational activities; Installation of Office 365 software on computer clients; Optional configuration of new Exchange services and migration from NHSmail2. Current Phase Not applicable Work Location Central London office base. Working Arrangments ARP requires support services as follows: - Licensing support and maintenance for Office 365 tenant; - Ongoing support and problem resolution for ARP staff relating to Office 365; - Call-off costs for SharePoint configuration and development work. Security Clearance Additional T&Cs Standard Contract Skills & Experience have experience of similar successful deployments, including case study confirmation of capacity to meet ARP requirements Nice to Haves provide case study evidence of similar successful deployment within an NHS environment (NHSmail2) offer trial licence No. of Suppliers to Evaluate 10 Proposal Criteria Detail similar projects and outcomes achieved, together with any added value offerings. (10%) Provide a method statement for entire proposal including timeline and detailing the support offered. (15%) (higher score to be awarded to any Bidder who can reduce the timeline.) Detail the qualifications and experience of individuals who will be working with the ARP team. (10%) Detail your expectation of ARP team involvement to support this activity together with any pre-requisites, both technical and environmental. (5%) Include reference to all elements of the technical requirements provided. Please provide contact details (including email address) of two recent/ current clients for whom you have deployed similar services. References will be sought as part of the evaluation process. (5%) Presentation (Weds 5 July) to assess cultural fit and confirm availability/ capacity to meet ARP requirements. (5%) Cultural Fit Criteria Presentation (Weds 5 July) to assess cultural fit and confirm availability/ capacity to meet ARP requirements. Payment Approach Capped time and materials Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 55% Cultural fit 5% Price 40% Questions from Suppliers Budget range deployment option 1: full migration to office 365 - pricing should be provided as day rate, expected number of days and expenses; and overall cost of support element on an outcome basis, including any expenses but excluding price of listed items. deployment option 2: hybrid migration to office 365 excluding email - pricing should be provided as per option 1. listed items: office 365 enterprise e3 licences (x 40) £ advanced security £ analytics £ project on-line £ pro-rata additional licences £ any additional costs (please state) £