Agile Discovery Delivery Team - EDRMS Development

Description

Summary of the work NILGOSC wishes to invite suitably qualified and experience suppliers to lead the delivery of the Agile Discovery phase to scope requirements and to advise of available solutions and potential costs for the roll out of an EDRMS solution. Expected Contract Length Approximately 8-10 weeks Latest start date Monday 16 December 2019 Budget Range Supplier daily rate x 10 days Any supplier travel and subsistence costs must be included in the budget submitted. Why the Work is Being Done NILGOSC is committed to the implementation of an EDRMS not only to improve efficiency and effectiveness across the organisation but also importantly to comply with legislation and fully implement its Retention and Disposal Schedule. SharePoint has records management functionality and, as the system is already implemented it is familiar to staff. Also, as a Microsoft application, it can be fully integrated with email and other applications currently in use. Therefore, SharePoint is the preferred option as a platform to develop an EDRMS. Problem to Be Solved NILGOSC is seeking a supplier to deliver the discovery phase (in line with GDS criteria), to scope requirments and to advise of available solutions and potential costs for the roll out of an EDRMS solution. Core areas for consideration as part of the exercise: - Existing estate and data - Data migration requirements - Document and Records Management requirements - Project Governance requirements - Legislative requirements recommendations - Expectations for future solution 'as is' and 'to be' - Information architecture recommendations - Infrastructure - Technology Product evaluation - ROT analysis - Project Initiation Document A number of workshops should be held with key staff. A full and complete report documenting they key requirements and delivery effort for the future solution will be delivered. Who Are the Users All NILGOSC staff need to be able to access records easily and efficiently. Early Market Engagement EDRMS Pre Market Engagement information received from Central Procurement Directorate (CPD). Early Market Engagement also carried out with a random sample of suppliers to establish the feasibility, capability, maturity and capacity of the market as a whole. Work Already Done Have recently updated to a Microsoft SharePoint 2016 farm running on an on premise Hyper V environment. Microsoft SQL Standard 2017 is in use. Data migration is currently ongoing. The current SharePoint Database is approximately 3.7TB SharePoint was developed and implemented as an interim solution for the capture and storage of scanned records. This is now a core system that holds all NILGOSC’s member records and is accessed daily by staff. A migration to Office 365 is ongoing and is expected to be completed in the coming weeks. At this stage the migration exercise is for Exchange email only. Existing Team The supplier will work closely with the Governance Team and IT Team. Consultation with staff throughout NILGOSC may be required. Current Phase Discovery Skills & Experience • Demonstrate previous experience in delivery of successful Discovery outcomes • Proven expertise in the successful delivery of EDRMS based solutions • Demonstrate at least 3 significant project successes in managing content • Microsoft SharePoint certified partners/developers • Experience of document management systems and techniques • Experience of defining information architecture • Strong client facing and relationship management skills Nice to Haves • Working with clients with no previous experience of the Discovery process • Training and coaching experience - Transfer of knowledge to others and material design experience • Proven experience of development and implementation of SharePoint as an EDRMS solution Work Location Templeton House, 411 Holywood Road, Belfast, BT4 2LP The provider will be expected to work on site for face to face meetings and workshops. Working Arrangments The discovery team will be a cross functional, multi-disciplinary team that will embrace Agile principles in order to produce a recommendations report which will articulate the problem and scope of requirements. The provider will work in a collaborative and transparent way with the NILGOSC project team and will provide focus to make the discovery phase happen in the required timescales. No. of Suppliers to Evaluate 3 Proposal Criteria • Proposed approach and methodology for undertaking the Discovery phase, highlighting key dependencies and risks • Proposed deliverables and timeline for the Discovery phase, including team size, roles and responsibilities • Skills and experience of the team • Outline how value for money will be achieved Cultural Fit Criteria • Work as a team with our organisation • Can work with clients with low technical expertise • Share knowledge and experience with project team members • Experience of working with public sector clients Payment Approach Fixed price Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. How important is the requirement, and is lack of this a show stopper, "Microsoft SharePoint certified partners/developers" ? A Microsoft SharePoint certified partner is an essential criteria as our EDRMS system will be developed alongside SharePoint. 2. Please confirm if ROT stands for Redundant, Obsolete and Trivial Yes, ROT is Redundant, Obsolete and Trivial 3. The expected contract length is 8-10 weeks and the budget is day rate x 10 days. Can we ascertain from this that this is a 10 day piece of work spread over an 8-10 week period? Would you require the supplier to be onsite for all of those days or are you happy for the supplier to work remotely when not attending workshops or meetings? We envisage this work being 10 days spread over an 8-10 week period. The supplier will be expected to work on site for face to face meetings and workshops, the supplier can work remotely outwith these. 4. Who is undertaking the O365 migration? If it is a private sector organisation, who are they please, and are they bidding for the SharePoint Discovery work? NILGOSC’s staff are undertaking the migration to Office 365 and are being supported by a third party. It is unknown if the third party will be bidding for the SharePoint Discovery work.