Provision of ICT Managed Service for Aspirations Academies Trust

Provision of ICT Managed Service for Aspirations Academies Trust This document should be read in conjunction with the Pre-Qualification Questionnaire. 1

Contents 1. Glossary and Definitions... 4 2. Introduction... 5 3. Scope... 5 4. Procurement Process... 9 5. Key Milestones... 11 Appendix One... 13 Appendix Two... 13 Appendix Three... 13 2

Briefing document This document should be read in conjunction with the Pre-Qualification Questionnaire. 3

1. Glossary and Definitions Table 1 Glossary of key terms Provision of ICT Managed Service MoI PQQ ITT the Project Memorandum of Information Pre-Qualification Questionnaire Invitation to Tender Table 2 Definition of key terms Bidder Memorandum of Information Pre-Qualification Questionnaire Invitation to Tender The supplier / organisation that is responding to this procurement Means this briefing document which is being issued with the PQQ and ITT to those bidders that have expressed an interest in the Project. Means the questionnaire issued with the briefing document to those bidders that have expressed an interest in the Project. Means Invitation to Tender which is the stage in the procurement process where suppliers can submit their proposals for the requested goods or services. 4

2. Introduction The Aspirations Academies Trust is a charitable organisation operating in association with the Quaglia Institute. The Quaglia Institute is an independent, non-profit organisation dedicated to promoting and putting into practice the conditions that foster student aspirations in schools and learning communities around the world. The Quaglia Institute is the primary education partner of the Aspirations Academies Trust. The Aspirations Academies Trust currently consists of 12 Academies as follows: - Banbury Academy - Harriers Banbury Academy - Dashwood Banbury Academy - Space Studio Banbury - Jewell Academy Bournemouth - Ocean Academy Poole - Magna Academy Poole - Oak Hill Academy West London - Oriel Academy West London - Rivers Academy West London - Space Studio West London - Tech City College The Trust will also open two new all through academies in London and Bournemouth in September 2017. These new academies will specialise in computing and science. 3. Scope 3.1 Service Requirement Aspirations Academies Trust requires a Contractor to undertake the ICT Managed Service in accordance with good practice so as to provide a high service standard throughout the 12 schools that the Trust operates and potentially the new schools joining the Trust in September 2017. This is for the benefit of school staff and pupils along with any visitors to the site. The 12 schools are located across England in Oxfordshire, Bournemouth and Poole and Greater London (Hounslow and Islington). The Trust is inviting companies to tender for the supply of management and support for its entire ICT infrastructure under an initial three year managed service. This tender is being issued for expressions of interests from suppliers who may be able to manage the complete cycle of support 5

and management of all of the school s ICT infrastructure to provide excellent support, development and management thereafter. Amongst the 12 schools six of them have currently outsourced its IT services with one supplier, four of the schools are currently outsourced with a different supplier and the remainder currently have in-house staff. All 12 schools currently own or lease all their own hardware infrastructure including servers and networking equipment. However, they will consider all commercial models that meet the requirement for a solution which is easy to manage both commercially and operationally delivers requirements quickly and efficiently gives the school flexibility with respect to future requirements and service options is cost-effective both on day one and as the service grows. In considering tenders the school will also appraise how effectively the Supplier would be able to provide immediate support from 1 st January 2017 provide high quality management and support services on an on-going basis show previous case studies for the education sector, in particular managed services. The school will also evaluate Suppliers and their tender on financial and best value cultural fit with business objectives and values proactive service delivery and accreditations with leading industry vendors quality and performance record and commitment added value Aware of the significant time investment required to complete such a project, when personnel still have the day job to undertake, The Aspirations Academies Trust has engaged Minerva Procurement Consultancy Services Limited to run it on its behalf whilst working closely with it. Contracts will be directly between the Trust and the Supplier. 3.2 TUPE The Transfer of Undertaking (Protection of Employment) Regulations 2006 as amended by the Collective Redundancies and Transfer of Undertakings (Protection of Employment) (Amendment) Regulations 2014 applies to all staff who are currently employed by the incumbent contractors. It is expected that the current in-house staff will remain employed at their respective schools but will report in to the successful supplier. 6

Appendix One provides relevant TUPE information. 3.3 Scope of the contract The successful Bidder shall provide Support and management for the following: Microsoft Active Directory Server/Services (All current vendor supported releases) - Server Operating System - Domain related services (diagnostic only) - Domain objects - Group policy objects - Logon script execution - Remote assistance with system recovery Microsoft File Server/Services (All current vendor supported releases) - Server Operating System - Share permissions and security - Remote assistance with system recovery Microsoft Print Server/Services (All current vendor supported releases) - Server Operating System - Print spooler service - Printer permissions - Execution/launch of print management software - Remote assistance with system recovery MIS (All current vendor supported releases) - Server Operating System - SQL (diagnostics only) - Progresso, SIMS and other software (execution/launch of application) - Liaising and escalation with 3rd party vendor partners Anti-Virus Server/Services - Server Operating System - Execution/launch of client software - Execution/launch of server software - Anti-virus updates and definition deployment (diagnostic only) - Liaising and escalation with 3rd party vendor partners Microsoft Client Operating System (All current vendor supported releases) - Client device Operating System - Profile configuration (diagnostic only) - Group policy management (diagnostic only) - 3rd party software applications execution/launch - System State recovery (where images are provided) 7

- Review and refresh of the client device images, once per academic year Internet and filtering - Server Operating System (Windows-based diagnostic only) - Website/domain blocking (where functionality exists) - Client connectivity (diagnostic only) - Liaising and escalation with 3rd party vendor partners Other Third Party systems and software - Server Operating System (Windows-based diagnostic only) - Software/systems diagnostic only - Liaising and escalation with 3rd party vendor partners Physical Network - Liaising and escalation with 3rd party vendor partners - Investigation up to fault diagnosis - Resolution implemented by following defined change management procedures The service will comprise of the following five components: SERVICE COMPONENT Technical Support System Monitoring Change Management Service Management Service Options INCORPORATING Advisory service and access to accredited technical consultants Remote Service Desk Advice for fixes and service packs Contracted response and resolution times Managed vendor escalation 2 x District Technical Manager 2 x onsite technicians Availability management Performance analysis Capacity planning Risk & Impact assessment Implementation Planning Regression Planning Change Execution Third party service management Service reviews Service reporting Customer selected options as will be specified in agreement A link to files listing the current assets at each school can be found in Appendix Two. 8

3.4 Specification The current specification can be found in Appendix Two. The successful Bidder will be expected to create a new specification it feels is best aligned to meet the requirements of all schools involved in the contract. 3.5 Added Value A key part of this contract will be the ability of the successful Contractor to add value to the requirements through being proactive and improving the ICT service across the schools. Further, they will need to demonstrate efficiency, knowledge, expertise, quality of advice and effort beyond the requirements laid out in this tender. The Trust are looking for a strategic ICT partner, who can advise on developments in technology, inside and outside the education sector, which will assist the Aspirations Academies Trust in preparing students for the future world. 3.6 Safeguarding & Enhanced DBS Checks As part of the contract all staff must undergo annual safeguarding training to be allowed onsite. In addition, all staff must be enhanced DBS checked to be allowed on site. 3.7 Contract Length The contract is being tendered for 3 years with consideration of 3 + 1 + 1 years. The Trust wishes the contract to commence on 1 st January 2017. 3.8 Contract price The contract will be fixed price in nature. 3.9 Reporting & Quality Assurance Please see Appendix Three for the proposed Key Performance Indicators for this contract. 4. Procurement Process 4.1 Procurement stages On behalf of Aspirations Academies Trust, Minerva Procurement Consultancy Services Limited is following the process detailed in Figure 1. In order to assist Minerva in evaluating the extent to which bidders meet the Trust requirements, all bidders will be required to complete a Pre-Qualification Questionnaire (PQQ). Upon completion and evaluation of PQQs submissions, we will then ask bidders that qualify to complete the Invitation to Tender. 9

Minerva will wish to be satisfied that potential service providers selected for the project have the appropriate capabilities and resources available to it to undertake the tasks required. Bidders at the ITT stage will be selected on the basis of the selection criteria as stated in the PQQ document. Minerva will limit the number of bidders suitable to be selected to the ITT stage to 5. Minerva will reject any bidder automatically if the requirements relating to consortia as set out in the Regulations are not entirely satisfied. Figure 1 - Project Process overview PQQ Process Memorandum of Information Pre-Qualification Questionnaire PQQ submissions ITT Process Invitation to Tender documents Site visit Invitation to Tender submissions Invitation to Tender evaluation Bid evaluation Potential Providers Qualified Due diligence Presentation day Select Potential Provider Standstill period Contract Process Award contract Contract execution / signature Service commencement Ongoing monitoring 10

4.2 Award criteria Aspirations Academies Trust will award the contract using the most economically advantageous tender ( MEAT ) award criteria. The criteria are detailed in the Invitation to Tender document. 4.3 ITT Structure Bidders who express an interest will be issued with an ITT. The ITT pack will contain for example: Instruction to bidders; o o ITT structure Clarification process ITT questions o Method statements o Bidder proposal Full award criteria Contract information Pricing 5. Key Milestones Table 1 Indicative key milestones OJEU Contract Notice issue date 4 July 2016 Pre-Qualification Questionnaire issue date 4 July 2016 Bidders to submit points for clarification 20 July 2016 Minerva to respond 27 July 2016 PQQ return date 17:00 3 August 2016 ITT issue date to shortlisted suppliers 17 August 2016 Site visit 19 August 2016 Bidders to submit major clarifications 24 August 2016 Minerva responds to major clarifications 30 August 2016 11

Bidders to issue final clarification questions 1 September 2016 Minerva to respond 2 September 2016 Bidders to submit final bid 17:00 9 September 2016 Presentation day 29 September 2016 Anticipated notification of award decision to successful and unsuccessful bidders 13 October 2016 Anticipated standstill period day 0 to day 10 Ends 00:00 24 October 2016 Anticipated contract execution date 1 November 2016 Anticipated mobilisation and consultation commencement 7 November 2016 Anticipated contract commencement 1 January 2017 12

Appendix One Dataspire TUPE information Appendix Two Current Specification Asset List Banbury Academy Asset List Dashwood Banbury Academy Asset List Harriers Banbury Academy Asset List Rivers Academy West London Asset List Oriel Academy West London Asset List Space Studio West London Asset List Jewell Academy Bournemouth, Ocean Academy Poole, Magna Academy Poole, Tech City College Appendix Three KPIs - TBC DOCUMENT ENDS 13