O365 and application roadmap

Tender description

Summary of the work Consultancy to develop and map our transition to O365 including our on premise applications Latest start date Friday 4 October 2019 Why the Work is Being Done We are moving to O365 and laptops from Office 2016 and virtual PC’s. We need to ensure that we have a clear, achievable and costed plan to make this transition that allows users to access the information they need easily and securely. We currently have on premise applications (SharePoint and Dynamics CRM) which will need to be migrated to hybrid and/or totally cloud based. Problem to Be Solved We have a small in house IT/IM team and limited resources and capacity to undertake a full roadmap to include our move to O365 and approach to key line of business applications. We need assurance that we have considered all aspects including prerequisites, software, security, interoperability and migration. Users need to be able to access core business systems from outside of our network. They need to be able to take advantage of the collaboration tools in O365, workflows and IM features. Who Are the Users As a member of staff, I need to access information stored in on premise systems whilst outside of the office so that I can deliver my role whilst working flexibly. As a member of staff I need to understand how the new features and tools will enhance my work and give me better and to collaborate more with my team. As a member of the technical team, I need to ensure total security of information and audit of access so that I can give assurance of our security to senior management and accessibility to staff. Work Already Done Some preliminary work undertaken for O365 (licensing in place and tenancy created) and SharePoint 2016 (governance plan) in house but needs to be tested and built upon Existing Team We are a small in house team including Senior Leads for Desktop & Comms and Infrastructure & Network. We also have an Information Systems team who support SharePoint, Dynamics CRM and a bespoke web based platform. Current Phase Discovery Skills & Experience • Technical knowledge of O365, SharePoint, Dynamics functionality • Knowledge and experience of planning cloud migrations • Knowledge of security risks and appropriate tools to support migration to cloud services • Exprerience of supporting change management and training plans to support users • Knowledge and experience of public sector information management standards and requirements • Knowledge of a range of security standards including but not limited to ISO27000 Nice to Haves • Experience of working with public sector clients • Whole-of-market digital workplace technology knowledge, including common line of business applications Work Location Our London office, 3 Bunhill Row Working Arrangments We would expect in person engagement at our London office with technical team and a group of users Security Clearance Base line checks No. of Suppliers to Evaluate 5 Proposal Criteria • Approach and methodology • How the approach or solution meets your organisation’s policy or goal • Examples (more than one) of similar, successful projects they have delivered • How they’ve identified risks and dependencies and offered approaches to manage them • Value for money Cultural Fit Criteria • Be transparent and collaborative when making decisions • Share knowledge and experience with other team members • Work as a team with our organisation and other suppliers Payment Approach Capped time and materials Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Are you able to share the budget range for this opportunity? There is not a budget set for this opportunity we are looking for a competitive tender to meet our specification. 2. Is there any integration done with the current installed platforms like SharePoint and Dynamics CRM? We have two instances of SharePoint, one 2016 and one 2010. We have integration between our CRM Dynamics 2011 and our SP2010. We have integration between CRM 2011 and a tool call scribe which links it to our Party Election Finance System 3. Can you give some information (high level architecture, application details etc.) of the applications which may need to be also integrated? We are currently using Office 2016 with One Place Solutions (plugin), we also have SP 2016, Dynamics 2011 which is currently being upgraded to 2015. 4. with regards to "Working Arrangements – We would expect in person engagement at our London office with technical team and a group of users"Are you mandating a full-time, in-person presence at your London Office for the Discovery project, or simply that some in-person engagement some of the time, is required. Simply that in person engagement would be required. We are not mandating full time presence at our offices. 5. When do you intend to reply to questions already asked? These are now in progress 6. Please can you explain, with examples, what evidence you are seeking from, "Whole-of-market digital workplace technology knowledge, including common line of business applications?" We are looking for suppliers who can demonstrate a breadth of working knowledge across common corporate technologies in a vendor agnostic way including for example, low code and open source. 7. What is your expected contract length? We are not setting a max or min contract length 8. What is your budget? There is not a budget set for this opportunity we are looking for a competitive tender to meet our specification. 9. Can you give some information (high level architecture, no. of users, data sizes, content type, specific modules, workflows etc.) about the current Office 365, Azure, Sharepoint, Dynamics CRM environment? For Dynamics CRM and SharePoint the number of users are 150 The Specific modules of CRM which will be extensively used are the Sales for (Contacts/ Organisations), Services (Cases), Marketing for (Marketing Lists / Quick Campaigns), Reports & Settings Workflows run in both Dymanics and SP 2016We do not currenlty use O365 or Azure