DWP Video Conferencing Facility - Discovery, Design and Implementation support

Tender description

Why the Work is Being Done DWP have a requirement to replace their existing Video Conferencing solution with a modern and fit for purpose ‘Video Conferencing Room Collaboration’ service. The current Video Conferencing contract will expire June 2018, the technology is now reaching its ‘end of life’ point and requires replacing. DWP would like to go to procure ‘design and discovery service' This service would design and prove a replacement solution for the legacy technology, based on a Microsoft Skype for Business incorporating Skype Room System solution and Surface Hub. It is anticipated that some sort of connection technology will also be required for the solution. Problem to Be Solved There is a business need for DWP staff to collaborate and communicate using audio and video technology with internal or external colleagues and customers based outside their premises. This will allow for more efficient communication and prevents staff having to travel to other sites as frequently. Moreover, purchasing video conferencing technology allows DWP staff the ability to hold confidential meetings with DWP colleagues from offices around the country. This initial design and delivery stage will provide the groundwork for improving how DWP staff communicate. Who Are the Users As a DWP user I need to engage with colleagues and customers more collaboratively so that I am able to provide better outcomes for customers. Early Market Engagement Evaluation of different Video Conferencing and Collaboration services has taken place and a decision has been made to use a Skype Room Service and Surface Hub collaboration room strategy. Work Already Done a small Proof of Concept has taken place Existing Team Suppliers will be working with the DWP Technology team based in Newcastle and will be required to work on a DWP site alongside DWP colleagues. Current Phase Not started Work Location Newcastle, England Working Arrangments The supplier will be required to work alongside DWP colleagues at the site in Newcastle in an Agile working environment Security Clearance All resources must be BPSS compliant or equivalent, and must be prepared to undergo the clearance process to at least Security Check level. Additional T&Cs Skills & Experience Have experience of successfully delivering AV/Collaboration solutions using Agile delivery principles and methods, outline how you would apply these methods and principles to this contract. 3% Be able to fully base a team in Newcastle upon Tyne to undertake all design and prove activity (Discovery and Alpha) : 3% Have Microsoft Engineering resources available for this work who hold a Skype for Business certification : 3% Have previously implemented Skype Room Service and Surface Hub solution in a commercial or governmental organisation : 3% Have previous experience of successsfully designing room AV Collaboration technology based on Skype for Business/Lync to organisations with more than 150 end-points: 3% have previous experience of successfully designing AV Collaboration solutions within large organisations encompassing technology to bridge standards based VC with Skype for Business/Lync: 3% Nice to Haves No. of Suppliers to Evaluate 5 Proposal Criteria Have previously undertaken sucessful Discovery and Design for room AVCollaborationTechnology based on SkypeforBusiness/Lync to organisations with more than 150end-points? Evidence how you would provide this service to DWP:10% Experience of successful Design and Delivery AVCollaboration solutions within large organisations encompassing technology to bridge standards based VC with SkypeforBusiness/Lync? Evidence how you would provide this service to DWP: 10% Demonstrate previous experience of delivering user education, communication and change management activity which supported successful adoption of a Collaboration AV solution.:4% Demonstrate the capability to deliver innovative and fit for purpose collaboration room designs/blueprints 2% Please evidence the capability to efficicently identify network requirements and design appropriately to support a large implementation of Skype Room System including the need for Quality of Service 2% Please demonstrate the capability to undertake robust security design delivering the DWP Security Principles whilst not degrading the user experience 2% Please demonstrate the capability to deliver a solution with a high quality user experience through user research and design principles 2% Demonstrate previous experience of designing solutions using a connection technology such as Pexip:10% Cultural Fit Criteria Demonstrate the ability to plan and execute a robust transfer of knowledge to identified individuals and take pride in helping to develop the skills and capability of others Demonstrate simplicity (e.g. take simple steps to goals, do less but better, mitigate failures, talk straight with respect) Demonstrate excellence (e.g. set challenging targets, know users, deliver cost-effective high level customer satisfaction) Demonstrate enthusiasm (e.g. bring whole self to work, celebrate success, share passion and energy with others) Payment Approach Time and materials Assessment Method Written proposal Work history Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range