Provision of Microsoft 365 SharePoint Enhancement Service

Tender description

Why the Work is Being Done The Ambulance Radio Programme (ARP) hosted by South Western Ambulance NHS Foundation Trust is looking to procure professional services to enhance the current cloud-hosted Windows 365 SharePoint instance, to meet our expanding business needs, with no downtime or service impact to in-flight projects. Transition to an enhanced cloud-based Windows 365 SharePoint solution should facilitate and underpin the new ARP Configuration Strategy and Document Deliverable Management policies established, which includes the rationalisation of the various ARP sites, simplification of permission structuring without comprising the security protocols and improved search capability to support all non-controlled and controlled files. Problem to Be Solved We require technical expertise and management oversight to help enable the enhancements in a controlled manner for a current internal team of around c.50 and external team including suppliers of c.100. The existing SharePoint solution has considerable limitations including lack of configurability, scalability and search optimization. However, there is limited SharePoint technical expertise and / or capacity within the existing team, to design and implement a more robust and longer-term solution to support the ongoing needs of ARP document management and collaboration tooling. We are seeking a single supplier to partner us through this enhancement and provide innovative solutions. Who Are the Users Ambulance Radio Programme currently has more than 50 staff members and is expected to grow over the next 12 months. Early Market Engagement Early market engagement and an independent initial scoping study have informed our expectations. Work Already Done Existing Team The Ambulance Radio Programme staff team. Current Phase Not started Work Location Predominantly in our London office. Working Arrangments ARP requires the Provider to work collaboratively to provide the following: Rationalisation of the current 23 ARP SharePoint sites; Refresh of permission structures to enable more effective system and user administration; Establish uncontrolled document repository and technical process to submit documents to controlled repository; Deliver search capability across a rationalised and cleansed structure; Recognition that ARP operates as part of DHSC and SWAST and interacts with the wider NHS and other Public Sector bodies. The solution should continue to accommodate the need for required data security and data interchange with bodies on PSN, HSCN and other NHS network solutions. Security Clearance Not required. Additional T&Cs Skills & Experience have experience of similar successful enhancements. confirmation of capacity to meet ARP requirements Nice to Haves evidence experience of similar successful enhancements within a DHSC and/or NHS environment (NHSmail2) evidence experience of working with ARP provide trial licence offer for bolt-on applications (if required) No. of Suppliers to Evaluate 3 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. (20%) Detail the qualifications and experience of individuals who will be working with our team.(15%) 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. (5%) Cultural Fit Criteria Work as a team with our organisation share knowledge and experience take responsibility for their work Payment Approach Fixed price Assessment Method Written proposal Evaluation Weighting Technical competence 55% Cultural fit 5% Price 40% Questions from Suppliers Budget range the budget for this work is capped at £50,000 excluding vat, plus any additional application licences that may be required.