Office 365 Migration

Tender description

Summary of the work CFL wish to implement a phased migration approach to the current IBM Lotus Notes / Domino / SmartCloud email and Connections collaboration tools set to Microsoft’s Office 365. CFL are looking to procure professional services from a suitable and qualified IT Partner who will work with the internal project team Latest start date Friday 24 May 2019 Why the Work is Being Done CFL are looking to migrate the current IBM Lotus Notes / Domino / SmartCloud email and Connections collaboration tools set to Microsoft’s Office 365. In order to assist with the migration CFL are looking to procure professional services from a suitable and qualified IT Partner who will work with the internal project team to deliver their requirements Problem to Be Solved To provide sufficient detail to enable commencement of the procurement approach for the migration of Office 365 from IBM Lotus Notes / Domino / Smartcloud, Connections . Who Are the Users • Configuration of approx. 1850 users and shared mailboxes, • Coexistence design, • Migration design and planning, • Migration & coexistence implementation, • Functionality testing of O365, Exchange, Teams & client connectivity, • Migration of early adoption programme – IT and an agreed business department, • Migration of 1 x Cohort, • Project Management of agreed partner deliverables, • Call off technical support days, • Skills transfer to IT department Existing Team CFL IT Department Current Phase Not applicable Skills & Experience • Relevant Office 365 migration skills • Relevant IBM migration skills Nice to Haves Managing business change Work Location Gourock and their location Working Arrangments As required No. of Suppliers to Evaluate 3 Proposal Criteria • Technical solution • Approach and methodology • Value for money Cultural Fit Criteria Work as a team Payment Approach Capped time and materials Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Does CFL have the technical resource to carry out the migration and consultancy is required from supplier or the whole team to carry out the migration? We have the technical resource to complete the migration but would look for the supplier to complete a proof of concept, small pilot and 1 x live migration. We would expect the supplier to train the internal staff to complete the remaining migrations and provide some professional service days as a point of escalation. 2. Coexistence implementation" – How long does O-365 and IBM need to co-exit? Only till all users are migrated or beyond it?You must publish the question with your answer on the ‘Office 365 Migration’ page by Monday 1 April 2019 at: Only until all users are migrated 3. What roles are available in the existing team? Notes administratorInfrastructure LeadData migration leadEnterprise ArchitectPMBusiness Change LeadTest Lead 4. May I know if there is any budget in mind? We will not be publishing budget figures. 5. What is the budget for this project? We will not be publishing budget details. 6. Will third-party tools used for migration/cloud-connectivity etc. be included in the price of proposal or are these separate? We would expect the supplier to provide the cost for the supply, configuration and testing of the migration tools 7. How many specalists are expected for this position? Not sure what is meant by this question, we would expect the supplier to use how many as required. 8. Which version of "IBM Lotus Notes / Domino / SmartCloud email and Connections collaboration tools set" is in use at CFL. If different versions are used by different users, please let us know the oldest version nad the newest version being used. BM Lotus Notes Client 9.0.1.13294 - Domino on Premise 9.0.1 (Fix pack version may vary) - Domino Servers Don't have any Smart Cloud versions as its the cloud. We have access to online email and Verse clients. Notes Client used to access email in the cloud also.IBM Connections Plugin 17.05 - IBM Connections CollaborationHybrid Environment.The Domino servers should be out of scope as we are not doing anything to these. We will need the Notes Client for CPS, not sure if we want to use the notes 10 client or leave as is ? 9. Which version of "IBM Lotus Notes / Domino / SmartCloud email and Connections collaboration tools set" is in use at CFL. If different versions are used by different users, please let us know the oldest version nad the newest version being used. BM Lotus Notes Client 9.0.1.13294 - Domino on Premise 9.0.1 (Fix pack version may vary) - Domino Servers Don't have any Smart Cloud versions as its the cloud. We have access to online email and Verse clients. Notes Client used to access email in the cloud also.IBM Connections Plugin 17.05 - IBM Connections CollaborationHybrid Environment.The Domino servers should be out of scope as we are not doing anything to these. We will need the Notes Client for CPS, not sure if we want to use the notes 10 client or leave as is ? 10. Do you have a target completion date in mind for this project? Target completion date is End of December 2019 11. In terms of platform co-existence. Are you looking for full functionality i.e. calendar shares? Yes full functionality 12. Would you expect the supplier to be full-time on-site or is there scope for remote activity? There will be a requirement to be on site for technical workshops etc but remote activity would be okay in some instances. 13. Are there multiple locations needing support or would it be one central location from where the work will be carried out ? The deployment will be from one central location Gourock but will be to multiple locations. It is expected that the supplier will be responsible for the procurement, configuration, testing, Proof of concept and deployment to 1 x live site then the internal team will be responsible for the migration to the other sites. 14. What is the scope of the PoC and Pilot ? Also, how many users are planned for the first live migration ? The PoC will be up to 5 users single site shore based cloud to cloud & 5 users major vessel on prem to cloud, pilot will be shore based cloud to cloud up to 20 users and on prem to cloud a major vessel and live migration cloud to cloud 40 users 15. Please confirm who the people on your selection panel are and their individual roles and responsibilities We will have a project team but will not publish their names. They will represent the relevant areas of the business. 16. Can you please specify the budget range allocated for the system integration of the CRM project? This has still to be fully defined 17. Which Smartcloud collaboration tools are in use in CFL, and in scope for migration (in addition to Verse email) e.g.:a. Communities?b. Content management (including any links to external services)?c. Chat?d. Meetings? a. Communities? Yesb. Content management (including any links to external services)? Noc. Chat? Yesd. Meetings? Yes 18. Is the coexistence scope limited to mailbox objects (e.g. email, calendars, distribution groups, rooms and resources, etc)? Yes 19. The project target completion date is end December 2019. Is there target completion date for the POC, Pilot and Cohort 1? No that is the project completion date 20. Do CFL have infrastructure capacity and licensing required to add servers and storage for a migration/coexistence environment, or should the cost of additional infrastructure be included in any proposal? There is no requirement for additional Migration hardware as the existing server infrastructure will be used.