Provision of Microsoft 365 SharePoint Enhancement Service

Description

Summary of the work The existing ARP SharePoint solution has considerable limitations including lack of configurability, scalability and search optimisation. There is limited SharePoint technical expertise and/or capacity within the ARP team to design and implement a more robust and longer-term solution to support the on-going needs of ARP document management and collaboration tooling. Expected Contract Length Three (3) months Latest start date Monday 25 March 2019 Budget Range The budget for this work is capped at £50,000 excluding VAT, plus any additional application licences that may be required. Why the Work is Being Done The Ambulance Radio Programme (ARP) hosted by South Western Ambulance NHS Foundation Trust is looking to procure professional services to enhance the current cloud-hosted Windows 365 SharePoint instance, to meet our expanding business needs, with no downtime or service impact to in-flight projects. Transition to an enhanced cloud-based Windows 365 SharePoint solution should facilitate and underpin the new ARP Configuration Strategy and Document Deliverable Management policies established, which includes the rationalisation of the various ARP sites, simplification of permission structuring without comprising the security protocols and improved search capability to support all non-controlled and controlled files. Problem to Be Solved We require technical expertise and management oversight to help enable the enhancements in a controlled manner for a current internal team of around c.50 and external team including suppliers of c.100. The existing SharePoint solution has considerable limitations including lack of configurability, scalability and search optimization. However, there is limited SharePoint technical expertise and / or capacity within the existing team, to design and implement a more robust and longer-term solution to support the ongoing needs of ARP document management and collaboration tooling. We are seeking a single supplier to partner us through this enhancement and provide innovative solutions. Who Are the Users Ambulance Radio Programme currently has more than 50 staff members and is expected to grow over the next 12 months. Early Market Engagement Early market engagement and an independent initial scoping study have informed our expectations. Existing Team The Ambulance Radio Programme staff team. Current Phase Not started Skills & Experience • have experience of similar successful enhancements. • confirmation of capacity to meet ARP requirements Nice to Haves • evidence experience of similar successful enhancements within a DHSC and/or NHS environment (NHSmail2) • evidence experience of working with ARP • provide trial licence offer for bolt-on applications (if required) Work Location Predominantly in our London office. Working Arrangments ARP requires the Provider to work collaboratively to provide the following: Rationalisation of the current 23 ARP SharePoint sites; Refresh of permission structures to enable more effective system and user administration; Establish uncontrolled document repository and technical process to submit documents to controlled repository; Deliver search capability across a rationalised and cleansed structure; Recognition that ARP operates as part of DHSC and SWAST and interacts with the wider NHS and other Public Sector bodies. The solution should continue to accommodate the need for required data security and data interchange with bodies on PSN, HSCN and other NHS network solutions. Security Clearance Not required. No. of Suppliers to Evaluate 3 Proposal Criteria • Detail similar projects and outcomes achieved, together with any added value offerings. (10%) • Provide a method statement for entire proposal including timeline and detailing the support offered. (20%) • Detail the qualifications and experience of individuals who will be working with our team.(15%) • Detail your expectation of ARP team involvement to support this activity together with any pre-requisites, both technical and environmental. (5%) • Include reference to all elements of the technical requirements provided. (5%) Cultural Fit Criteria • Work as a team with our organisation • share knowledge and experience • take responsibility for their work Payment Approach Fixed price Evaluation Weighting Technical competence 55% Cultural fit 5% Price 40% Questions from Suppliers 1. 1. What other programmes of 365 other than SharePoint will you be utilising? We currently have Office 365 ProPlus, Office Online and SharePoint Online Plan 2 enabled. 2. Can we deliver this offsite/remote as budget is constraints? We are not prescribing approach taken however there is an expectation that the supplier with collaborate at the appropriate times on site in London 3. Can we deliver this hybrid model Offshore – Onsite model? No. Offshore is not an approach we can support 4. Can you please confirm it’s your expectation that we can delivery these services with one resource within the three month timescale? We are not prescribing level of resource and timescales. There is a budget cap for this work. Assumptions should be outlined in each tender response. 5. Can ARP confirm whether the existing SharePoint solution is deployed to an on-premise instant of SharePoint or an Office 365 tenant? The existing SharePoint solution is deployed on an Office 365 tenant. 6. A considerable number of questions have been asked by potential bidders. It has not been possible for ARP to provide a response to all questions raised but will endeavour to cover as many as possible. 7. What is the expected level of project governance to be delivered from the supplier?, will the supplier PM be required to interact with the internal change management processes, or simply liaise with an ARP assigned Project Manager? It is likely that the Supplier PM will be required to interact with internal processes. 8. Can ARP confirm the type of devices that are to used to access the proposed enhanced solution e.g. PC, mobile device, tablet etc. please confirm type, OS and numbers? PCs 36, could increase.Mobiles same number. 9. Can ARP provide a copy of the reference ARP Configuration Strategy and Document Deliverable Management policies for review? Yes there is an original design document. 10. Can ARP confirm the expected reduction in files to be transferred after data cleansing in the form of a percentage? No ARP does not have this information. 11. Can ARP clarify that only the documentation currently stored the current solution will be considered for the enhanced solutions (after data cleanse)? Yes, it is so. 12. Do ARP have a preference for onsite or offsite working when deploying the enhanced solution? No. This would depend upon the cost implications and communication input required during the process. 13. Can ARP confirm that Office 365 user access is in place and fit for purpose, please confirm which method of Office 365 authentication is in place. Standard authentication. 14. Have ARP documented their low level requirements for the proposed enhanced solution? No. 15. Will ARP allow the chosen supplier to engage directly with the internal users to capture and clarify the low level requirements for the solution? Yes. Feedback is always good. 16. Can ARP provide a copy of the current solution governance documentation for review, including related security policies that will apply to the proposed enhanced solutions? Yes 17. Does the current solution utilise the SharePoint Classic or Modern experience for the user interface? Classic. 18. Does the current solution utilise any custom branding elements within the user inferface? Yes. 19. Can ARP confirm that connectivity to the current and proposed solution is via the browser ONLY?, if not please confirm alternative methods of connectivity Yes. 20. Do ARP have a preferred migration tool that can be used to move the current content to the proposed enhanced solution? No. 21. Do ARP utilise managed metadata in the current solution? No. 22. Do ARP utilise Document Sets, Content Types or metadata within the current solutions, if so can ARP provide a detailed breakdown of the usage? No. 23. Do ARP use a Content Type Hub or Term Store within the current solution? No. 24. Can ARP confirm that Microsoft 365 SharePoint is related to SharePoint Online as part of an Office 365 or Microsoft 365 subscription? Yes. 25. Can ARP confirm the Office 365 subscription level for the 50 internal users? Yes, 60 users E3, 1 user SharePoint P1 26. Does the current ARP SharePoint solution have any customisations or 3rd party solutions that need to be incorporated into the proposed enhanced solution? It is not believed to be so. 27. Can ARP please confirm the number of files currently stored within the solution by current site (23)? 165,268 as of 25/01/2019 28. Can ARP confirm that the current solution utilising out of the box document library and pages is only for user interface? If not, please provide a technical overview of the current solution. Yes, out of the box. 29. Which version(s) of SharePoint is currently being used? Online 30. Are there any third-party SharePoint tools or apps currently in use? No. 31. Is there any customisation or bespoke development in the existing solution? Some of the integrated PCL Workbooks with active links may qualify as customisation.