Bristol City Council Cloud Discovery, Design Validation & Migration

Tender description

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 Are the Users 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. Work Already 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 Location Primary location: City Hall, College Green Bristol BS1 5TR Secondary Location: 100 Temple Street Bristol BS1 6AG Working Arrangments 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 T&Cs 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 & 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 Haves 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 No. of 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 Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range the total budget for all 3 work packages listed in the summary of work is between £180k - £250k