Invitation to Tender for Microsoft Teams structure, Intranet and support - Stockholm 2018-10-09 - Office 365 2018_v3
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Invitation to Tender for Microsoft Teams structure, Intranet and support Stockholm 2018-10-09
Stockholm Environment Institute
Table of contents
1. Administrative conditions ................................................................................................ 1
2. Tender regulations........................................................................................................... 2
2.1 Obligatory requirements ......................................................................................................... 2
2.2 Questions and answers regarding the tender ......................................................................... 2
2.3 Correction of errors and clarifications and supplementation of tenders ............................... 2
2.4 Rights reserved ....................................................................................................................... 2
2.5 Notice of award....................................................................................................................... 2
3. General tender conditions ............................................................................................... 3
4. Requirements regarding the tenderer .............................................................................. 3
4.1 The proposal must include ...................................................................................................... 4
5. Tender price .................................................................................................................... 4
6. Terms of reference .......................................................................................................... 4
7. Evaluation ....................................................................................................................... 5
7.1 Step 1. Obligatory requirements ............................................................................................. 5
7.2 Step 2. Full evaluation ............................................................................................................. 5
7.3 Step 3. Presentation of proposal............................................................................................. 5
7.4 Evaluation criteria for technical and professional requirements ............................................ 5
7.4.1 Approach structure of Microsoft Teams, new intranet and support................................... 5
7.4.2 Qualifications, approach and timings .................................................................................. 6
7.5 Evaluation of technical and professional requirements ......................................................... 7
7.6 Price /quality evaluation ......................................................................................................... 7
Invitation to tenderStockholm Environment Institute
Appendix 1: Terms of Reference ............................................................................................... 9
1. Description of SEI .................................................................................................................. 9
2. Background ........................................................................................................................... 9
3. Objective .............................................................................................................................10
4. Scope ...................................................................................................................................10
4.1 Microsoft Teams and associated Office 365 apps including Planner, OneDrive, SharePoint,
OneNote ......................................................................................................................................... 11
4.2 New intranet ......................................................................................................................... 11
4.3 Support ................................................................................................................................. 12
5. Additional requirements ......................................................................................................12
5.1 Qualifications ........................................................................................................................ 12
5.2 Approach ............................................................................................................................... 12
5.3 Timings .................................................................................................................................. 12
6. Out of scope.........................................................................................................................12
7. Duration ..............................................................................................................................13
8. Presentation of the proposal ................................................................................................13
Appendix 2: Contact information .............................................................................................14
3
Invitation to tenderStockholm Environment Institute
1. Administrative conditions
Contracting authority Stockholm Environment Institute (SEI)
Postal address Box 24218, SE-104 51 Stockholm, Sweden
Corporate ID no 802014-0763
Contact Person regarding Moa Engström
the tender process Head of Corporate Communication
moa.engstrom@sei.org
Submission of tender to moa.engstrom@sei.org
Last date and time to submit tender Monday 22 October 2018 at 14.00hrs CEST
Procurement type Direct award – a procurement without requirements
on tenders in a certain form in accordance with
the Swedish Public Procurement Act (2016:1145),
Chapter 19 Section 4.
Tenders may be accepted without prior negotiations.
Negotiations, if any, can only be commenced at the
initiative of SEI.
Timetable
Invitation to tender published 9 October 2018
Last date for submission of questions 18 October 2018
SEI response to tenderers’ questions (latest) 19 October 2018
22 October 2018 at 14.00hrs
Last date for submission of tenders
CEST
Preliminary dates for presentation of the
25-26 October 2018
proposal
Anticipated notice of award 29 October 2018
Anticipated signing of contract 5 November
Anticipated start date 12 November 2018
1
Invitation to tender 1Stockholm Environment Institute
2. Tender regulations
2.1 Obligatory requirements
This Invitation to Tender, including Appendixes, contains a number of compulsory
requirements, which are so designated by the word must and are underlined. In order for a
tender to be examined, evaluated and adopted these must requirements have to be satisfied.
2.2 Questions and answers regarding the tender
During the procurement process, the contracting authority (Stockholm Environment Institute)
is not permitted to discuss documentation, tenders, evaluation or other such matters with
tenderers in a manner which favours or disfavours one or more tenderers. Questions regarding
contract documents must be submitted in writing directed to the Contact Person no later than
18 October 2018. SEI may at any point in the process seek to question a tenderer, in writing or
verbally, for the purpose of clarifying information pertaining to the tenderer and/or their
proposal.
2.3 Correction of errors and clarifications and supplementation of tenders
Responses by tenderers to requests by SEI for corrections of errors, clarifications or
supplementation of tenders must be submitted in writing to the contact person indicated
above.
2.4 Rights reserved
In addition to all other rights, SEI specifically reserves the right to:
• Accept or reject all or part of a tenderer´s tender
• Negotiate further terms and other conditions of business with the successful tenderer
• Contact any tenderer(s) to obtain corrections or clarifications to a submitted tender if
necessary to make a fair comparison of all tenders submitted
• Extend the tender submission date, for all tenderers, if it is determined to be necessary for
any reason
• Amend or supplement this Invitation to Tender in writing at any time
• With reservations for misprints or typos
• Withdraw the tender at any time
2.5 Notice of award
All tenderers will be notified by e-mail of the winning tender as soon as possible after a
decision has been made to award the contract. A notice of award does not mean that a
binding contract has been entered into between SEI and the winning tenderer. A contract is
not legally binding until it has been signed by both parties.
2
Invitation to tender 2Stockholm Environment Institute
3. General tender conditions
1. Tenders must be prepared based on the conditions indicated in this Invitation to Tender
with all its appendixes, and satisfy the listed must requirements.
2. Tenders must be in writing and signed by an authorised official of the tenderer.
3. Tenders must contain information about the tenderer pursuant to Appendix 2, Contact
information, which is appended hereto.
4. The tender and all documentation appended must be drawn up in English and contain the
information and documents indicated in this Invitation to Tender.
5. The tender must be submitted as one single PDF file (including possible annexes and
certificates), in case of valid technical reasons a tender may be submitted as multiple PDF
files.
6. The tender must be submitted via e-mail to the following address: moa.engstrom@sei.org
marked “Tender for SEI’s Microsoft Teams structure, Intranet and support” in the subject
line.
7. Tenderers, in their tender, must confirm that the tender is valid and binding upon them
for 60 (sixty) days from 22 October 2018.
4. Requirements regarding the tenderer
The following requirements must be satisfied:
The tenderer must fulfil the required legal obligations regarding registration, taxation and other
legal charges in Sweden or in the tenderer’s home country.
The tenderer and/or individuals representing the tenderer must not have been found guilty of
any crime related to the exercise of his/her profession, nor be or be about to; (i) enter into an
arrangement for the benefit of creditors, (ii) become insolvent, (iii) file for protection under
the bankruptcy laws or otherwise seek relief from creditors or (iv) anything analogous to the
matters stated herein before that occur under any applicable law. Furthermore, the tenderer
and/or individuals representing the tenderer must not have been convicted of trafficking in
persons, procurement of commercial sex, use of forced labour, a narcotic offense or to have
been engaged in drug trafficking or other serious criminal offenses. Tenderers to whom
circumstances as the hereinbefore described apply will be excluded from participation in this
tender.
A tenderer must append the following documents in a copy to its tender as evidence that the
requirements have been satisfied:
• A copy of the registration certificate issued by the authorized government agency (in
Sweden, this is the Swedish Companies Registration Office, Bolagsverket), provided that
an obligation to register exists.
3
Invitation to tender 3Stockholm Environment Institute
• A certificate showing that the tenderer is registered for the payment of value added tax,
withholding tax, employee contributions, or similar taxes or charges in accordance with
the law of the country of the tenderer, and is free from debts regarding taxes and social
security contributions.
4.1 The proposal must include
- A statement of interest and acknowledgement of knowledge required for Office 365,
specifically Microsoft Teams and SharePoint outlining how the team is qualified to
perform the task corresponding to the Terms of Reference (Appendix 1).
- A work plan with timeline and budget (incl. breakdown of costs).
- Description of all team members, which clearly states relevant experience for the
assignment.
- At least two examples of similar previous assignments within the past three years,
including reference(s) for each assignment.
5. Tender price
§ Fees and costs must be given in Swedish Crowns (SEK), excluding VAT.
§ The total price, excluding VAT, in the tender must not exceed a maximum total cost of SEK
250 000 (SEK two hundred fifty thousand). The cost would include the work on Microsoft
Teams and related apps and the intranet (article 4.1 and article 4.2) and support (article
4.3) for one year, estimated at 3 hours/month.
§ The tender must include any and all costs for the assignment and state the total cost of
the assignment, and be specified as:
- cost for configuration and work on Microsoft Teams
- cost for the development and work on SharePoint for the intranet
- cost for the support, use of retainer including number of hours, or cost per hour
- if any travel and all travel associated costs, including accommodation and per diem
compensations
- other costs or discounts (specified)
The costs shall be fixed for two years.
The cost for the work on Microsoft Teams and related apps and the intranet (article 4.1 and
article 4.2) will be used in the evaluation of the economically most advantageous tender. For
the evaluation we will calculate with Support (article 4.3) 3 hours/month for one year.
6. Terms of reference
The Terms of Reference (Appendix 1) indicate fundamental and specific requirements for the
performance of the Team sites and the intranet.
The tender must contain an acknowledgement that the tenderer has the technical, financial
and other knowledge requirements for performing the work, as stated in this Invitation to
Tender, within the timeframes specified.
4
Invitation to tender 4Stockholm Environment Institute
7. Evaluation
A selected group will evaluate the tenders. They will evaluate according to the below.
Tenderers should ensure that they have included clear and relevant information in their tender
as to enable the evaluation.
Tenders that fail to adequately satisfy the Terms of Reference and conditions specified in this
document may be arbitrarily dismissed. The total price for the assignment will be used in the
evaluation of the economically most advantageous tender.
Tenders that fulfil the requirements will be evaluated at the sole discretion of SEI. The
evaluation will involve an analysis of the complete tender including, but not limited to the
following evaluation principles and process.
The tenders will be evaluated following Step 1-3 below:
7.1 Step 1. Obligatory requirements
Initially, an examination will be made of the must requirements (see sections 1 to 6). Tenders
that satisfy these requirements and are deemed to be qualified will then be evaluated against
a set of basic technical and professional requirements.
7.2 Step 2. Full evaluation
Tenders that are deemed to satisfy the basic technical and professional requirements will be
evaluated against a set of weighted criteria as set forth below in section 7.4-7.5. The results of
the technical and professional evaluation will thereafter be used for a price /quality evaluation
as set forth in section 7.6.
7.3 Step 3. Presentation of proposal
The two (2) tenders having received the lowest comparison value will be invited to a
presentation of the tender. Evaluation of the presentation will follow the same evaluation
criteria as stated in section 7.4-7.5.
The winning tender is the one with the highest score from the presentation.
7.4 Evaluation criteria for technical and professional requirements
7.4.1 Approach structure of Microsoft Teams, new intranet and support
(maximum 60 points)
The tender, based on the requirements in the Terms of Reference, must describe the approach
intended to be used, with a description of how this will ensure that the deliverables are
satisfied. The following criteria will be assessed:
§ Whether the Agency has understood the assignment defined in the Terms of Reference
4.1 Microsoft Teams and associated Office 365 apps including Planner, OneDrive,
SharePoint, OneNote, 4.2 New intranet and 4.3 Support.
5
Invitation to tender 5Stockholm Environment Institute
(30 points)
§ Whether the Agency has a good solution for the assignment defined in the Terms of
Reference 4.1 Microsoft Teams and associated Office 365 apps including Planner,
OneDrive, SharePoint, OneNote, 4.2 New intranet and 4.3 Support.
(30 points)
7.4.2 Qualifications, approach and timings
(maximum 40 points)
The tender must contain information regarding the qualifications and competence of the
persons proposed. The key requirement at the bidding phase is to demonstrate quality and
experience in the proposed team, in relation to the Terms of Reference 5.1 Qualifications and
a clear description of the approach in relation to 5.2 Approach and 5.3 Timings.
First point of contact (maximum 10 points)
§ Experience from leading and/or managing projects concerned with Office 365 and
especially Microsoft Teams and SharePoint. (10 points)
Other personnel (maximum 10 points)
§ Experience of similar assignments, e.g. Office 365 and especially Microsoft Teams,
SharePoint, OneDrive and other relevant apps, within the last 3 years. (10 points)
Approach and timings (maximum 20 points)
§ Chosen approach of deliveries and description of SEI involvement and in the work,
including timings. (20 points)
Summary table of Evaluation criteria
Evaluation criteria Max score
Approach structure of Microsoft Teams, new
intranet and support;
§ Whether the Agency has understood
the assignment defined in the Terms
of Reference 4.1 Microsoft Teams
and associated Office 365 apps
including Planner, OneDrive,
7.4.1 60
SharePoint, OneNote, 4.2 New
intranet and 4.3 Support. (30 points)
§ Whether the Agency has a good
solution for the assignment defined
in the Terms of Reference 4.1
Microsoft Teams and associated
Office 365 apps including Planner,
OneDrive, SharePoint, OneNote, 4.2
6
Invitation to tender 6Stockholm Environment Institute
New intranet and 4.3 Support. (30
points)
Qualifications, approach and timings;
7.4.2 § Team leader (10 points) 40
§ Other personnel (10 points)
§ Approach and timings (20 points)
Total maximum score: 100
7.5 Evaluation of technical and professional requirements
Method of evaluation
The number of points that can be Poor 1 0%
awarded under each of the evaluation Not entirely 40 %
2
criteria in section 7.4. satisfactory
Satisfactory 3 60 %
Good 4 80 %
5
Very Good 100 %
For example, if a maximum of 20 points can be awarded for a given criteria, ”Good” will
mean 0.8 x 20 = 16 points. (In the evaluation, the levels (in %) will have fixed values,
which means that there will be no intermediate values).
1 Not addressed or not sufficient
2 Sufficient in some aspects but not as a whole
3 Sufficient but lacks substantial advantages or has uneven quality
4 Adequate and well suited to the purpose
5 Gives added value and shows high quality on the whole
7.6 Price /quality evaluation
The results of the evaluation are used to price quality by allocating tenders a percentage
surcharge on the price, where the surcharge is a function of how much lower the tender’s
quality score is than the maximum quality score. This method yields a comparison value for
every tender.
The following formula is used:
Comparison value = Tendered price x (1 + Percentage surcharge).
Percentage surcharge = [(maximum quality score – quality score assigned)/maximum quality
score] x upward adjustment factor;
The upward adjustment factor reflects the effect the quality offered should have when added
to the price in an evaluation. The higher the upward adjustment factor is, the greater the
importance accorded to qualitative criteria in relation to the price.
7
Invitation to tender 7Stockholm Environment Institute
The upward adjustment factor is set at 2,5 for this procurement.
Example:
The upward adjustment factor is set at 2.5.
Tender A: Price 480,000, quality score assigned 90 of 100.
Tender B: Price 400,000, quality score assigned 75 of 100.
Evaluation Tender A: Percentage surcharge = (100 – 90) / 100 x 2.5; Percentage increase = 0.25;
Comparison value = 480 000 x (1 + 0.25); Comparison value = 600,000.
Evaluation Tender B: Percentage surcharge = (100 – 75) / 100 x 2.5; Percentage increase = 0.625;
Comparison value = 400 000 x (1 + 0.625); Comparison value = 650,000.
The winning tender is A, since it has the lowest comparison value
8
Invitation to tender 8Stockholm Environment Institute
Appendix 1
Appendix 1: Terms of Reference
1. Description of SEI
Stockholm Environment Institute is an international non-profit research and policy
organization that tackles environment and development challenges.
We connect science and decision-making to develop solutions for a sustainable future for all.
Our approach is highly collaborative: stakeholder involvement is at the heart of our efforts to
build capacity, strengthen institutions, and equip partners for the long term.
Our work spans climate, water, air, and land-use issues, and integrates evidence and
perspectives on governance, the economy, gender and human health.
Across our eight centres in Europe, Asia, Africa and the Americas, we engage with policy
processes, development action and business practice throughout the world.
More information about SEI available at https://www.sei.org/about-sei/.
2. Background
SEI’s value proposition is the delivery of relevant and timely information to key stakeholders
in order to bridge science and policy on environment and development issues. Internal
communication, knowledge sharing and collaboration are key to bridge science and policy.
SEI currently has an intranet which is difficult to use, outdated and inefficient. It is scarcely
used and difficult for employees to engage with.
SEI works in different research projects, where the constellation of team members vary. Some
projects have team members from different SEI centres, some have team members from SEI
centers and external organisations, called “partners”. It is not uncommon that partners are
located in low-income countries where a reliable internet connection cannot be taken for
granted.
SEI currently has licenses for Office 365 and some pilot projects within the organization have
started to use Teams sites, Planner and OneDrive. The Office 365 apps are available to the
organization but no guidance or training have been given except to employees participating in
the pilots.
9
Invitation to tender 9Stockholm Environment Institute
3. Objective
The objective is to develop in collaboration with SEI more efficient tools which would include:
- Collaboration platform – more efficiency in our teams and projects, including
facilitating cross centre onboarding and outboarding in projects.
- Security – including document, permissions, archives, back-ups and
accessibility.
- Project management – better overview, transparency and task management.
- Knowledge sharing – ensuring a learning organisation.
- Intranet – information hub to the organisation.
The objectives of this assignment are to: 1) configure Team sites so that it meets the need and
security requirements of SEI; 2) configure an intranet for SEI as specified below, both with
high security standards. The task furthermore involve providing ongoing support to SEI’s
super users.
4. Scope
The terms of reference indicate fundamental and specific requirements for the creation of a
secure structure for working with Microsoft Teams and OneDrive and a new intranet using
SharePoint, and ongoing support to the super users.
SEI currently uses two different non-profit Office 365 licenses for employees: E1/E2 and E3.
Overall, about 65% of our permanent employees have an E3 license. The tender must indicate
if all SEI employees need E3 licenses to ensure correct performance or if E1/E2 is sufficient.
Security is key for the set-up of our Office 365 environment. Therefore the tenderer must
include information about how security is considered for our configuration and usage.
We have employees using both Mac/OSX and PC/Windows 7/8/10 and therefore any
functionalities should work in both environments. Minimum OS requirements will need to be
defined, and any limitations to core functions must be discussed.
The tenderer must also include any specifications or considerations to ensure we comply to
GDPR for our set-up.
In the following sections the scope is clarified and we ask the tenderer to include more details
in the tender as you see fit. SEI appreciates any recommendation or advice to ensure the
quality of the delivery.
For the new intranet we want the SEI visual identity to be applied.
10
Invitation to tender 10Stockholm Environment Institute
4.1 Microsoft Teams and associated Office 365 apps including Planner,
OneDrive, SharePoint, OneNote
1. Setting up of templates for Teams including permissions, labelling and folder
structures. The labels should be editable to the admins over time and the labels
would preferably be inherited to the documents in the folders of the specific
Teams.
2. The ability to invite and work with external users giving them access to some
Teams sites but the ability to restrict their access when needed. For example no
access to the intranet for external users.
3. How to handle external users. Some external users are SEI associates and project
leads of our research projects. They should have the ability to manage the Team
site creating channels, adding tabs, inviting and accepting members etc. Other
external users may have a more restricted usage.
4. Lifecycle management of Teams sites.
5. Back-up to secure the data and ability to retain data if needed at an admin level.
6. Optional connection to the intranet to share information.
7. Support to the super users when building the structure and implementing the
Teams sites.
4.2 New intranet
In below functionalities the assumption is to use SharePoint Communication Sites but the
tenderer is welcome to suggest other solution.
These are some of the key functionalities of the new intranet.
1. A welcoming and user friendly home page with general information and news
about the organization.
2. The home page should include some highlighted entry points to prioritized
Communication Sites.
3. A menu should be included with highlighted sections/Communication Sites.
4. A calendar function with a user friendly interface and entry point from menu and
home page.
5. Communication Sites per relevant department or information clusters, e.g.
Centres, HR, comms etc.
6. The Communication Site can include documents, links, news and other messages if
needed.
7. Search functionality is needed and should be found on the home page and
throughout the intranet.
8. Connections to the intranet in some Teams sites. Ability to save documents and
folders from the Team site or OneDrive to specific intranet sites.
9. Security configurations including solutions for back-up, permissions etc.
10. Support to the super users when building the structure and implementing the
communication sites.
11
Invitation to tender 11Stockholm Environment Institute
4.3 Support
1. Ongoing support to the super users on configurations and maintenance of Teams,
OneDrive and the intranet after launch.
5. Additional requirements
5.1 Qualifications
The Agency must possess excellent technical, verbal and written communication skills. The
successful Agency will possess significant knowledge of Office 365 specifically Microsoft
Teams, OneDrive and SharePoint for an intranet.
The proposal must include:
1. Background and experience of providing support within Office 365, preferably by
clients of a similar size, with similar budgets, or with similar sorts of needs.
2. Capacity to start this work by 12 November and provide year-round support
(please note how holiday / sick time will be covered).
3. If a support query logging system is used and which it is.
4. If the Agency can provide both phone and email support in English.
5. Account management arrangements and team structure, including whether we
would have a single point of contact.
6. References available for Head of Corporate Communication to contact.
5.2 Approach
SEI prefer to be closely involved in the configuration that the tenderer will create for the Team
sites and the new intranet. This means that we want the tender to state how we will be part
of building our solutions. The Head of Corporate Communication, the Website Manager and
one or two other people should therefore be considered to be included in the work and
trained on how the configuration is done. This to ensure SEI increases our knowledge of using
Office 365.
5.3 Timings
The configuration on the Team sites and the new intranet should start 12 November and be
done by end of the year. Migration of data and building of the intranet structure will be done
by SEI and worked on continuously until end of 2019. The tender should include a time plan
that meets this timeline.
6. Out of scope
We do not expect the Agency to move or sort files, migrate data, or similar work.
12
Invitation to tender 12Stockholm Environment Institute
7. Duration
The contract period will be two (2) years starting with Microsoft Teams and associated Office
365 apps including Planner, OneDrive, SharePoint, OneNote (article 4.1), New intranet (article
4.2) before the end of this year, and Support (article 4.3) would be ongoing.
8. Presentation of the proposal
The two (2) tenders having received the lowest comparison value will be invited to a
presentation of the tender. Evaluation of the presentation will follow the same evaluation
criteria as stated in section 7.1.
We will contact you individually to arrange a suitable date. We envisage a one (1) hour
meeting following the below format:
- A presentation of your proposal
- A short question and answer session led by SEI
- A question and answer session led by yourselves
13
Invitation to tender 13Stockholm Environment Institute
Appendix 2
Appendix 2: Contact information
General information
Form of organisation (legal
incorporation)
Name of organisation/company
Visiting address
Postal address
Postal code, city and country
Telephone number, incl. country code
Contact person for the contract
Name
Telephone number, incl. country code
Mobile telephone number, incl.
country code
E-mail
Contact person who can answer questions that may arise during the tender
Name
Telephone number, incl. country code
Mobile telephone number, incl.
country code
E-mail
14
Invitation to tender 14Stockholm Environment Institute Linnégatan 87D, Box 24218 104 51 Stockholm, Sweden Tel: +46 8 30 80 44 Contact: moa.engstrom@sei.org visit us: sei.org @SEIresearch @SEIclimate
You can also read
