DIT Microsoft 365 Adoption and Onboarding Service, Project_541

Tender description

Summary of the work Onboarding Three-levels-of-training-to-form-a-M365-Academy: Foundation, Practitioner, M365 Champion • Foundation-Training-to-ensure-all-staff-understand-how-to-use-the-tools-they-need-to-do-their-jobs-effectively-including: outlook, SharePoint,-teams,-OneDrive • This-should-be-available-to-all-current-staff-across-the-year-(3000) with-the-addition-of-new-starters-(on-average-50-per-month). • Practitioner-level-training-for-specific-tools-available-to-the-whole-department-including-SharePoint-and-any-other-tools-adopted-to-maintain-skills-across-the-department (around-10%-users) • Additional-training-for-super-users-to-develop-a-community-of-M365-champions (around-5%-users) • We-welcome-suppliers'-recommendations-for-the-most-effective-training-format-for-remote-workers-as-a-result-of-COVID-19, based-on-supplier’s-knowledge-and-experience. Tools Adoption Design-and-deliver-adoption-of M365 tools-to-maximise-the-value-of-our-investment-including: • Work-with-DIT-to-define-roadmap-for-M365-adoption-to-maximise-benefits • Design-and-delivery-of the-change-management-strategy • Design-appropriate-governance • Analysis-of-new-tools-capability-and-suitability-for-adoption-in-DIT • Change-behaviour-and-drive-adoption-across-DIT • Work-with-our-comms-team-to-ensure-engagement • Build-and-manage-network-of-M365-champions • Establish-measures-to-monitor-adoption-and-ROI • Working-with-our-service-management-team-to-ensure-support-model-for-new-tools-is-defined • Working-with-our-service-management-team-and-primary-IT-provider-to-ensure-successful-implementation-of-new-tools • Newly-adopted-tools-fed-back-into-M365-academy-for-training Expected Contract Length 12 months (with the option of the Buyer to extend by a further 6 months). Latest start date Monday 9 August 2021 Budget Range DIT will-issue-a range of work packages. A maximum budget of £750,000 for a 12-month-duration, exclusive of VAT. This budget range excludes-any-extension-options. The-value-of-the-optional-extension-period-is £375k, excl VAT. Pricing submission documents will be issued to suppliers who pass Round 1 and pricing-will-be-evaluated-out of 20% (in Round 2). In accordance with-the-DOS-criteria, the lowest-price-attracts-the highest-score. Although capped t&m is-the-expected pricing-mechanism for any SOW entered-into-under-the-contract, the Buyer reserves the right, in the contract to use alternative payment mechanisms such as fixed price or incremental fixed price to enable DIT to have flex to choose the most-appropriate-pricing model based on the-requirements-needed-for each SOW. " Why the Work is Being Done DIT is a global organisation with representatives in over 100 countries across the world. It operates across about 50 industrial sectors across every region in the UK. The technology team in the digital, data and technology directorate provides support across the department. DIT provides all staff with access to the Microsoft 365 suite of applications. We are looking to bring in a supplier to facilitate the adoption of these tools, and maximise the value of our investment. In-accordance with DOS guidance, the evaluation for this project will be undertaken over 2 rounds, the highest scoring 5 suppliers (with scores of 2 or more in the essential criteria) will be invited to submit proposals for Round 2." However, if there is a tie for 5th place resulting in more than 5 highest scoring bidders, the Buyer will select all 5th placed suppliers. Round 2 will be issued via DIT's eSourcing portal Jaggaer at https://uktrade.app.jaggaer.com/web/login.html, with responses being evaluated offline. Please register if not already done so. The individual weightings for essential skills and experience criteria will not be used as part of shortlisting at Round 1, but will form part of the overall score at Round 2. Problem to Be Solved The requirement is for a supplier to provide support of DITs design and adoption of the current and future Microsoft 365 applications and services to ensure DIT are maximising the value of their investment of Microsoft 365. Also, the onboarding of DIT staff to these applications and services through change management and training services. The requirements are for the provision of services, not staff, therefore we have assessed this opportunity to be a services contract and outside the scope of IR35. Who Are the Users As a DIT staff member, I want to know how to use M365 tools such as Outlook, Teams, Sharepoint and OneDrive, so that I can do my job effectively. As an advanced M365 user, I want to receive super-user training and support to become a M365 champion, so that I can promote the adoption of these tools amongst my colleagues. Early Market Engagement None Work Already Done None Existing Team The DIT DDAT team consists of a range of multi-disciplinary teams, working across all areas. The supplier will deliver work packages either by supplementing existing teams to deliver specific training and adoption work or by delivering new short- and long-term projects in teams together with in-house staff (for example a Product or Delivery Manager overseeing delivery). There is no incumbent supplier for this project. Current Phase Not applicable Skills & Experience • Evidence experience of designing and delivering M365 training for a central government environment or a similar sized organisation (3.5%) • Relevant certifications or accreditations for developing and implementing a strategy for training DIT staff, including any relevant professional qualifications completed by the individuals working on this project (1.5%). • Evidence experience of defining and implementing a roadmap for M365 adoption, focussed on maximising ROI, in a central government environment or a similar sized organisation (3.5%). • Relevant certifications or accreditations for developing a strategy for driving M365 adoption, including any relevant professional qualifications completed by the individuals working on this project (1.5%). Work Location 3 Whitehall Place, London, SW1A 2HP, and / or Old Admiralty Building, Westminster, London SW1A 2BL or remotely during current restrictions as a result of COVID-19. Working Arrangments "Typically all work will be performed on-site at DIT’s premises in Westminster, London, unless otherwise agreed. However, at-the-time of-writing, government measures to reduce covid-19 are in operation and as-such, work should be done remotely and in-observance-of social-distancing and shielding-guidance. DIT will continue to observe all government advice in-the-coming months aimed at--reducing the spread-of-the-disease. The service is being delivered-against the GDS-Service-Manual. Statement-of-Works (SOW) will be issued to define the deliverables and outcomes of each project phase and typically span-circa-three months. Actual costs will-be-utilised for each SOW drawn down from the contract. The suppliers' team will-be-required to work with DIT's staff." Security Clearance "All suppliers will be required to have SC clearance before they start. A copy of the clearance from the supplier will be required. For further guidance see : www.gov.uk/government/publications/united-kingdom-security-vetting-clearance-levels/national-security-vetting-clearance-levels DIT is willing to sponsor the SC clearance process at the supplier's expense. ". Additional T&Cs All expenses must-be-pre-agreed-between-the-parties and must comply with-the Cabinet-Office Travel & Subsistence Policy. Liability-Insurance: minimum level-of-cover £5,000,000 Professional-Indemnity: minimum level-of-cover £5,000,000 Suppliers must be able-to-provide resources within a 2-week notice period (not-including-duration-for-security-clearance) with-the-necessary skills to-minimise-impact-on-delivery. The initial-SOW will-be-agreed-with-the-successful-supplier-following award however the underlying requirements will not change. DIT reserves the right to treat any-bid-which-is-caveated-by reference to the UK's relationship with the EU and / or COVID-19 as non-compliant and, as with any procurement exercise, a bidder in submitting its prices for evaluation does so in acceptance of all business risks and circumstances arising from-time-to-time. No. of Suppliers to Evaluate 5 Proposal Criteria • Based on the initial requirements (call-off deliverables in the SOW), please provide CVs of immediately available security cleared resources (5%) • Please outline the structure of the proposed team working on this project, with a description of how much time they will spend on it. (4%). • Outline how you will work with DIT to develop and implement a strategy for training all staff, forming a M365 Academy. Please include a proposed timeframe for the work (8%). • Explain how you will manage, track and maintain the learning of all DIT staff (2%) • Explain how you will work with DIT to define and implement a roadmap for M365 adoption (8%). • Explain how you will work with DIT to define appropriate governance, guidance-and-policy, and-produce artefacts relevant to DIT's specific needs (4%). • Please indicate how you will work with DIT's Internal Communications team to-ensure staff engagement, detailing any expertise or experience in this area (2%). • Explain how you will assess the current and ongoing 'health' of our organisation in terms of M365 adoption and capability (3%) • Explain the ongoing support and material that will be available to DIT once the contract has ended (2%) • Explain how you will ensure successful handover and knowledge transfer to DIT staff/contractors at the end of the contract. (2%) • Explain how you have worked to promote new ways of working, including through M365, to help organisations recover-from-the-impact of COVID-19. (5%) • DIT recognises-that-different-organisations-may-have-particular-insights-into-new-ways-of-working, &-is-keen-to-ensure-that-its-supply-chain-includes-a-diverse-range-of-suppliers, such-as, new-businesses&entrepreneurs, start-ups, SMEs', VCSEs' and-mutuals. Explain-how-you-will-support-this-goal (5%) • Presentation question: Please demonstrate how you will work with DIT to establish a M365 Academy, and implement a roadmap for M365 adoption. (10%) Cultural Fit Criteria • Based on the example statement-of-work, demonstrate how you will be transparent-and-ensure-shared decision-making with stakeholders in DIT when developing a training programme and a plan for M365 adoption (5%) • Please describe-how-you will meet-the-deliverables in the SOW with reference-to-your-experience of-working in a multi-disciplinary team, and collaborating-with customers to deliver against an agreed statement-of-work-to facilitate M365 adoption (5%). Payment Approach Capped time and materials Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. We note that there are only 4 questions with text-box responses required in the DOS application, yet the “How suppliers will be evaluated” section suggests an additional 15 questions to be responded to.Could you please clarify if the additional 15 questions are for the next stage of the procurement, or whether suppliers are expect to respond and upload these questions elsewhere as part of this initial DOS stage? Please note that DIT is following the process as determined by the Crown Commercial Services (CCS). In-accordance-with-the-process, for Round 1, bidders can only respond to questions in the essential-skills criteria (we have not included any nice-to-have questions). Therefore, in accordance with the agreed process, the additional questions are for round 2, but are published at the start-of-the-process.DIT have outlined in section 'why the work is being done' that the top scoring 5 suppliers will be invited to round 2. This will take place following evaluation of Round 1. Therefore you cannot respond or upload any additional information / responses." 2. Do you have any examples for desired accreditation’s in mind for questions 2 & 4? DIT do not require any specific accreditation's or certifications, in recognition of the range of options available. However, we would expect all suppliers and / or their staff to have certifications relevant to delivery of the project. 3. Within the document it states that DIT will sponsor the SC process at the cost of the supplier but in the response section the first question requests CVs for current SC cleared employees? Can you please confirm is current SC clearance is a requirement for response at this stage as two questions appear contradictory? DIT confirms that we will sponsor the SC process. In addition, we have asked for current clearances as part of the questions to be evaluated as we need to ascertain which / if any suppliers can onboard immediately after award, as this will affect the start date. Therefore, we do not see this as contradictory.