Provision of a Data Archiving Delivery Partner and Solution

Tender description

Summary of the work Provision of an overarching Data Archiving Solution to manage the legacy requirements identified by the replacement of SAP with Oracle Cloud Fusion as the Councils preferred Enterprise and Resource Planning solution under the 1b Programme. Expected Contract Length 24 Months Latest start date Monday 1 August 2022 Budget Range The estimated value for the period of the contract is expected to be no less than £400k and no more than £600k if the option to extend for no more than 2 years is taken up in accordance with the terms and conditions of the preferred Framework Agreement. Why the Work is Being Done BCC's incumbent SAP ERP solution that has been running since 2008, is widely perceived as no longer meeting the Council’s strategic goals and unable to help it achieve the objectives and outcomes it desires to achieve as set out in Council Fit for the 21st Century and Workforce Strategy. Consequently, a transformation programme has been underway that will replace the SAP solution with a new cloud hosted ERP system based on SaaS and Paas operating principles. Problem to Be Solved Birmingham City Council would require supplier who can provide best fit archiving solution, technical delivery and support Who Are the Users "The BCC Users need the following: 1)Read only archive. 2)Seamless and joined-up data access. 3)User friendly interface to retrieve and extract data with access control and User management. 4)Minimum user training and change impact. 5)The archiving solution is designed in such a way that the Council only pays for the services when they are being used. 6) The incumbent system has been sized approximately of source data. 7)The expected number of archive users will be in the range of 30 to 50." Early Market Engagement None Work Already Done A detailed Functional and Non Functional requirements has bene signed off by the business Existing Team Business Analysis team, Business change team, Projects and programmes team, Apps support, development services, networks team, DBA team, Microsoft are supporting, external specialist development services provider. Current Phase Beta Skills & Experience • Have Knowlege of SAP FICO, Oracle DB, Netweaver, Documentum, GUI Access and Cloud Hosting technologies (AWS, Azure & Oracle) • Must provide evidence that the Data Centre (DC) is under UK Location and jurisdiction • Must provide evidence of Physical security protocols deployed • Must provide evidence of DC Redundancies including power supply and network security • Power consumption: must comply with UK data centres with a PUE (power consumption measurement) of less than 1.3 • Must provide evidence of Network Connectivity and related artefacts showing secure file transport protocols, Data-in-transit is encryption with SSH, ensuring data compliance • Must provide evidence of future Growth and Stability • Must demonstrate a range of complementary services broad range of expertise for upgrades and platforms • Supplier must: Comply with the access and security Requirements to include adherence to all other applicable Regulations; and • Must ensure that appropriate background checks are applied to personnel (including sub-contractors) involved in the provision/delivery of services to Customer Nice to Haves • Demonstrate awareness of Local Government data sets • Demonstrate an understanding of BCC's approach to technology and data Work Location Birmingham City Council, 10 Woodcock Street, B7 4BL Working Arrangments Remote, using MS Teams for communications. There will be some element of flexible working, but meetings will require standard hours working. Security Clearance None but standard business confidentiality and non-disclaimers will be required especially if the Supplier would want to use the Training Environment with live Council Data Additional T&Cs Right to cancel or vary the competition:- Birmingham City Council reserves the right: To amend, clarify, add to or withdraw all or any part of the Invitation to Tender at any time during the tender process To vary any timetable or deadlines set out in the Invitation to Tender; Not to conclude a contract for some or all of the services for which tenders are invited; and To cancel all or part of the tender process at any stage at any time. No. of Suppliers to Evaluate 3 Proposal Criteria • Critical experience implementing Archiving Solutions within a Local Authority • Critical experience of SAP Migrations within a similar sized Local Authority • Experience of working with the Cloud migration Cultural Fit Criteria • Share knowledge and experience with other team members and commitment to building Council • Have the 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 • Have the ability to effectively engage with staff and stakeholders at all levels to progress outcomes • Have the ability to challenge and question existing behaviour or perspectives while maintaining good working relationship • Evidence of working within a Local Authority Culture • Have the ability to work remotely and in an Agile manner Payment Approach Capped time and materials Assessment Method • Case study • Reference • Presentation Evaluation Weighting Technical competence 30% Cultural fit 10% Price 60% Questions from Suppliers 1. Please can you confirm the expected data volume for archiving, predicted growth and data/file types? Data volumes for this requirement is approximately 8 terabytes. The predicted growth is estimated to be around to be negligible since it will be read-only at the 8TB mark. 2. Please can you confirm whether the Beta was produced by an internal team or an incumbent supplier. If it was an existing supplier are they bidding or expected to bid for this opportunity? Internal team. 3. Application Stack:- SAP FICO, Oracle DB, Netweaver, Documentum, GUI Access and Cloud Hosting technologies (AWS, Azure & Oracle)1) What versions of these application are deployed?2) How will this be licensed?3) What level of application support is required?4) What platform are they hosted on? 1, 2, 4 Such detailed information will form part of the Further Competition Document for short-listed providers3, User admin, start-stop, access, infrastructure support.