Trafford Council - Microsoft 365 Technical Implementation and Programme Delivery

Tender description

Why the Work is Being Done Implementing Microsoft 365(E3) is the main component of the Digital Workforce Strategy due to be delivered during 2020/21. The intention is to provide employees with modern digital tools so they can work more flexibly and productively. It will also provide tools to better manage security, simplify infrastructure and to modernise services. It will address existing challenges e.g. limited collaboration between partners; inconsistent ways of communicating; unproductive time when out of the office; over reliance on physical meetings and lost time due to travelling; time spent on mundane tasks due to lack of automation. Problem to Be Solved Trafford has a small IT Team that doesn't have the capacity, experience and skills to undertake a programme of this size and complexity without external support. Trafford require a Technical Delivery and Programme Management partner who will work in conjunction with the in-house team to fully implement and rollout to the workforce all components of Microsoft 365. This will consist of: Technical and Programme Design – (Technical Architecture, Design Principles); Programme Planning, Management and Delivery (milestone/resource plan, risk and governance; monitor delivery); Technical Implementation (Technical design including pre-requisites, governance design, rollout plan). Who Are the Users Users of the M365 platform are the Council and CCG workforce and Councillors. There are 2,400 users who undertake a wide variety of roles across the Local Authority and Health sector. A Workforce User Adoption/Business Change/Training partner will be procured separately to compliment the Technical Implementation and Programme Delivery partner as this is a vitally important element of the programme. The user adoption activity will need to align with the existing Council modernisation programme. Potential delivery partners must evidence how they will work with other partners in the successful delivery of this programme, should two separate partners be procured. Early Market Engagement A small piece of work was concluded in October 2019 with a Microsoft partner to build an outline business case for investment in Microsoft 365. A further small engagement was undertaken with another Microsoft partner to consider Trafford's requirements ahead of procuring a Technical Implementation and Programme Delivery Partner. Trafford also conducted brief conversations with a range of Microsoft Partners regarding procurement route options ahead of deciding to pursue with the Digital Outcomes. Work Already Done Technical pre-requisites are underway but not finalised mainly because there is an incompatibility issue caused by a period in the Net BIOS name. Work has begun to replace the existing domain but this isn't complete. Work has started to migrate the existing Microsoft 2010 Exchange Servers to Microsoft 2013 Exchange Servers as part of the transition to Exchange Online. Work is underway to implement W10 with approximately 40% complete and those devices run Office 2013. The remaining Windows 7 and 8.1 devices running Office 2010 will all be migrated to Office 2013 by October. Existing Team The Council and CCG maintain an in-house IT department that support the IT applications and infrastructure. The team is quite lean and working on a large number of projects and ongoing support and maintenance, so there is an expectation that the delivery partner will bolster the programme and technical implementation with resources where there is a capacity or skills issue. Knowledge share is also a key component of this programme to ensure that the in-house team acquire the skills to support and maintain the M365 platform. Current Phase Alpha Work Location Trafford Town Hall, Talbot Rd, Stretford, Manchester, M32 0TH Working Arrangments A standard business working day, hours and working pattern as needed to deliver the programme in an efficient way (Monday to Friday). Remote working is expected during Covid-19 lockdown which would revert to a mixed on-site and remote delivery model once lockdown restrictions are removed. Security Clearance Additional T&Cs Social Value As part of the submission you are required to complete the TOMs LITE spreadsheet and sign up to the Social Value Portal. This is a mandatory part of the process and submissions will not be considered without this. Information on this will be provided at the shortlist phase for the written proposal. Skills & Experience Developing a detailed analysis of an organisation’s technical architecture relating to the M365 products and the production of detailed proposal to shape the implementation plan and future architecture decisions. Implementing M365 products including: Identity, Tenancy and Exchange; Intune; Teams; SharePoint; OneDrive; W10 Modern Deployment; Power Apps; Planner; Stream; Yammer; Flow; Power BI; Telephony/Audio Conferencing; Security and Compliance Package. Developing a detailed implementation plan for M365 tailored to a similar sized organisation and complexity; which included detailed activities, key milestones, resource and skills requirements, communications plan and risks management. Successfully delivering technical deliverables on similar sized implementation. Covering governance design / information security architecture; technical and non-technical prerequisites; solution design and implementation; deployment aligned with user adoption plan. Lead for managing and coordinating an M365 programme. Including support for implementation of appropriate governance arrangements; oversee delivery of outcomes; adherence to agreed timescales; risk mitigation and facilitate decision making. Providing technical and programme resource to support in-house IT team on similar implementation. To include provision of additional capacity/technical expertise to the internal team; utilise support provided by Microsoft. Developing design principles tailored to a specific organisations requirements that include approaches to information governance and process design to ensure that implementation of M365 is sustainable and secure. Nice to Haves Aligning with or influencing related business change opportunities, e.g. modern work spaces; designing and equipping meeting rooms. Supporting and delivering public sector transformation. No. of Suppliers to Evaluate 5 Proposal Criteria How well the proposed technical solution meets requirements. How well the proposed programme approach meets requirements. How well the proposed resourcing model meets requirements. How well the proposed approach to risk and dependencies meets requirements and how they will be managed. Work History Cultural Fit Criteria Share knowledge and experience with other team members and commitment to building Council employees’ capability and skills. Flexibility to source resources and specialist skills from within your organisations within tight timescales to meet programme milestones. Work collaboratively as part of a multi-disciplinary team with our organisation and with another partner (preferably a business change/user adoption partner) on a joint M365 implementation. Ability to effectively engage with staff and stakeholders at all levels to progress outcomes while understanding other demands on their time and other priorities. Ability to challenge and question existing behaviour or perspectives while maintaining good working relationships. Payment Approach Capped time and materials Assessment Method Work history Reference Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers No questions have been answered yet Budget range maximum of £300,000 plus vat