RM1043.8-1-BOURNEMOUTH UNIVERSITY - SharePoint design, development and implementation of a Digital Workspace for Bournemouth University

Tender description

About adding context and requirements test Pre-market engagement We completed a market investigation in February 2022, which provided us with information about the availability of suppliers to deliver what we need, the estimated cost, and the estimated timeline for delivery. This was used to draft a business case, which was approved by the BU Leadership Team as part of our Digital Enablers programme. Work done so far Initial requirements gathering and technical design. Please see attached user stories and wireframes. Which phase the project is in Discovery Existing team Internal Project Board Internal Project Manager Internal Business Analyst Internal Systems Architect Internal Stakeholders Address where the work will be done Remote via Microsoft Teams as well as any necessary onsite attendance at Bournemouth University, Fern Barrow, Poole, Dorset, BH12 5BB, United Kingdom or Bournemouth University, Studland House, 12 Christchurch Road, Bournemouth, BH1 3NA as required throughout the commitment. Working arrangements The new Digital Workspace will be delivered using an agile approach by launching a Minimum Viable Product (MVP) which will be followed by iterative releases scheduled throughout the project lifecycle. The supplier should have at least one dedicated, technically competent, experienced representative available either online and/or in-person for stand-ups and managing deliverables over the contract period. We would expect the direction, design, production and testing to be done remotely, in the UK. During the specification phases of each deliverable, we would expect at least one SharePoint Modern architect to be available on-site or online. Provide more information about your security requirements: No security clearance needed Latest start date 2023-06-12 Enter the expected contract length: 1 year Extension period: 6 months Write the term or acronym: BU Write the term or acronym: Digital Workspace Explain the term or acronym: Bournemouth University Explain the term or acronym: A single interface that brings together digital content, apps and services to support the day-to-day tasks of our students and staff. It is not a single system, but a loosely coupled, yet highly cohesive collection of information, systems and services personalised to the user based on their profile and preferences. Are you prepared to show your budget details?: Yes Indicative maximum: 100000 Provide further information: Maximum of £100,000 (excl. VAT) to fulfil every requirement of the project. Any bid over this figure will be disqualified from the process. Confirm if you require a contracted out service or supply of resource Contracted out service: the off-payroll rules do not apply Summary of work BU is looking for a skilled digital team to develop our Microsoft Office365 SharePoint Modern platform to design and build a Digital Workspace for users across BU, including student and staff groupings. Where the supplied staff will work South West England Where the supplied staff will work No specific location (for example they can work remotely) Why the work is being done We want to develop our Microsoft Office365 SharePoint Modern platform to deliver a Digital Workspace to enhance our student offering and replace our current staff intranet. We see the Digital Workspace as the collective term for content, apps and services brought together to support the day-to-day tasks of our students and staff. It is not a single system, but a loosely coupled, yet highly cohesive collection of information, systems and services personalised to the user based on their profile and preferences. Personalisation and choice are two priorities going forward that will ensure students and staff engage digitally with each other and get to the right information and tools at the right time and in the right context. A Digital Workspace would allow them to select the most appropriate channel, such as applications or “apps”, to perform the task they wish to undertake in a way that works for them at a personal level. The ultimate goal is to tailor apps and information to the specific needs and preferences of the individual to not only increase the efficiency of communication and collaboration, but also improve the digital experience and productivity of our students and staff. The business problem you need to solve • Deliver a user-centric digital experience through personalisation and choice to ensure our students and staff have quick access to the right tools to undertake their education, research and practice. • Provide timely, targeted information to revolutionise daily activities and decision making. • Promote efficiency by changing the way we work, communicate and collaborate to release additional capacity to commit to education, research and practice. • Contribute towards social development and a sense of identity, belonging, and community by focussing on groups and teams. • Provide a personalised interface that hides the complexity of all the systems and services working behind the scenes from the user. • Deliver the right content to correct users via the setup of effective user permissions and content publishing workflows. • Maximise the use of Office 365 tools and apps available to users as part of our Microsoft campus license (staff have M365 A3 + A5 Security; students have A3 Student Use Benefit + A5 Security Student Use Benefit). • Enhance user engagement with content and information through the provision of a mobile responsive user interface. • Provide detailed reporting and analytics to inform continuous improvement and shape enhanced engagement. First user type: We have circa 4,500 staff members, circa 18,000 students, circa 120 content creators, and circa 30 administrators. Enter more details about this user type: • As a student/staff member I must see university-wide alerts so that I am aware of circumstances that impacts me. • As a student I need to see university information related to my faculty, programme and cohort so that I am informed of news, events, and support relevant to me. • As a staff member I need to see university information related to my business unit, department and team so that I am informed of news, events, and support relevant to me. • As a student/staff member I must access tools and apps required for my role so that I can work on daily tasks and collaborate with others. • As a student/staff member I want to set personal preferences so that I can view information and use tools in a way that works for me. • As a content creator I need to submit content for target audiences to be approved for publishing so that students and staff receive quality information. • As an administrator I need to access and manage all parts of the platform so that I am able to support users. • This must be achieved with a maximum budget of £100k to fulfil every requirement of the project. Questions and Clarifications 1. We are struggling to understand the full scope of this project. Is this purely the discovery phase or does it include development and actual integration? If this does include integration, at what stage of the process will we get more details of the system that we need to integrate with? The scope of deliverables that we expect from the successful bidder includes discovery, design, development and integration. During discovery further details will be uncovered regarding what integrations are required and possible, but it is intended that at the very least there will be integration with Brightspace and SISO. Last Updated: 28 February 2023, 14:56 2. Can we please confirm that the budget of £100k is for both professional services (covering design and implementation) and licencing? If licencing is included in the £100k budget, how long do the licences need to cover for the budget (i.e. 1 year, 2 years, or further)? The published budget is meant only for professional services to design and develop the BU Digital Workspace and excludes provision for licensing costs. We do however expect bidders to tell us if they foresee a need for additional licensing. See previous question and answer related to licensing. Last Updated: 27 February 2023, 13:25 3. Can you please confirm whether you'd want licences for all staff and students (to a total of ~22,500)? All our staff have Microsoft 365 A3 + A5 Security licenses and all our students have A3 Student Use Benefit + A5 Security Student Use Benefit licenses. We expect bidders who progress to stage 2 to inform us if they foresee any additional licensing requirements and costs to enable all user groups to use the Digital Workspace. The following questions elicit this information: • Are you able to fulfil the BU Digital Workspace requirements without using components or tools outside of the Microsoft Viva, SharePoint Modern, and Microsoft 365 platform? If you foresee the need to use external components or tools, list them here. • Provide details of any additional licensing costs that you foresee to enable all BU user groups to use the Digital Workspace. You should provide a breakdown that identify product, type, number, and cost of required licenses. Last Updated: 22 February 2023, 10:22 4. Is there any data migration required to meet the requirements? We do not expect the successful bidder to migrate data in bulk from existing platforms (i.e. T4, Drupal, SharePoint On-prem), but we could require advice and guidance on recommended practices and tools to be used by our content editors to transfer selected data to new SharePoint/Viva sites. Last Updated: 21 February 2023, 09:28 5. We do not see any mention of Security and compliance. Is this excluded or considered inherent to the Modern workplace design? We require security to be inherent to the Digital Workspace design. We have the following questions that allude to this: • Experience of deploying built-in security features and technology to protect SharePoint Modern sites against security threats and cyber-attacks. • Do you hold certifications for standards related to information and cyber security? (E.g. ISO/IEC 27001, STAR, IASME, NHS IG Toolkit, PCI DSS, Cyber Essentials.) • Demonstrate your ability to deliver SharePoint Modern solutions with built-in security features and technology to actively protect users and data against security threats and cyber-attacks. Last Updated: 21 February 2023, 09:24 6. Have you also undertaken the maturity assessment of the current adoption of O365? No Last Updated: 21 February 2023, 09:21 7. Are you using Yammer as part of O365 tools? No Last Updated: 21 February 2023, 09:18