SharePoint Digital Records Management System Design/Implementation

Tender description

Why the Work is Being Done The TRA is a new organisation that will ensure the UK can continue to provide a safety net to domestic industries after the UK has left the EU. We have a window of opportunity to establish a records management system before the organisation is fully operational. Document storage processes, including folder structures, security and process flows must be clearly understood and consistently applied by all staff. This will be the foundation for controlling, managing and exploiting our digital information. Problem to Be Solved There is no agreed approach to organising information on Sharepoint. Business Areas have developed a straw-man for a document storage approach, using a traditional folder system. Investigations are the heart of our organisation and our records management system must support this function. It needs to facilitate process flows and records of decision making. We will receive and handle large volumes of data daily. Information security is a high priority - we need to restrict access to some areas of SharePoint and be able to audit this. This approach must enable us to meet our GDPR and FOIA duties. Who Are the Users There are four business areas (120 people): Corporate Services, Investigations, Analysis, Legal Early Market Engagement Work Already Done Existing Team Corporate services knowledge, information management team. We will set up a SharePoint working group to include people from IT, communications and the 3 business areas. Current Phase Not started Work Location North Gate House, 21-23 Valpy Street, Reading, RG1 1AF Working Arrangments Monday to Friday 9-5 office hours based in our office (in Reading). Embedded in the Corporate Services team where necessary and from own office at other times. Security Clearance All must have BPSS as a minimum. Preference for contractors to already hold SC clearance, however we would be willing to sponsor the SC clearance process at the supplier's expense. One person in the team with SC clearance would be preferable Additional T&Cs Skills & Experience Detailed knowledge and experience of designing and implementing the following technologies: SharePoint including Office 365, SharePoint, OneDrive for Business Experience of migrating on premises SharePoint environments into Office 365 Experience of document management systems and techniques Ability to leading technical design workshops to gather and confirm customer requirements Experience of defining information architecture Experience of presenting technical solutions to non-technology focused personnel Solid understanding of the wider technology landscape and impact to design including networking, security Strong client facing and relationship management skills Ability to adapt and prioritise workloads to meet client objectives Nice to Haves GDPR and FOIA experience Change management experience within a client organisation with stakeholders that may demonstrate aversion to change Training and coaching experience with clients and stakeholders with lower levels of technical expertise Training material design experience No. of Suppliers to Evaluate 3 Proposal Criteria The proposed approach to developing, configuring and implementing a SharePoint solution Approach to engaging with the TRA to gather requirements and articulate these back to the team Estimated time frames Ability to commence quickly Proposals to work with the team and also remotely How the proposal reflects the uniqueness of the TRA Value for money of the proposed solution Cultural Fit Criteria Work as a team with our organisation Transparent and collaborative in approach Delivering consistently within an agile environment Willing to develop our skills through coaching Payment Approach Time and materials Assessment Method Written proposal Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers Budget range £40,000 - £50,000