Planning

Soft Market Testing - Retention Management and Migration of Shared Files from Windows Servers to SharePoint

CITY OF LONDON CORPORATION

This public procurement record has 1 release in its history.

Planning

11 Sep 2020 at 13:19

Market Engagement Notice
Summary of the contracting process

The City of London Corporation is currently in the planning stage of a Soft Market Testing (SMT) process for the retention management and migration of shared files from Windows Servers to SharePoint. This initiative aims to analyse approximately 15 million shared digital files, predominantly used in the Microsoft Azure environment. The engagement period concludes on 25 September 2020, by which interested parties must submit their completed SMT questionnaires via the Capital eSourcing portal. The classification for this procurement falls under software package and information systems, with the city earmarking an estimated budget of £250,000 for the implementation.

This tender represents a promising opportunity for businesses specialising in software solutions, cloud services, and data management. Companies that focus on Microsoft integration, data migration, and file retention strategies will be particularly well-suited to participate. Engaging in this SMT may offer valuable insights and contribute to potential future procurement processes, allowing participants to showcase their capabilities and best practices to the City of London Corporation, ultimately fostering business growth in the sector.

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Notice Information

Notice Title

Soft Market Testing - Retention Management and Migration of Shared Files from Windows Servers to SharePoint

Notice Description

The City of London Corporation (the 'City') is carrying out a Soft Market Testing ('SMT') in relation to the Retention Management and Migration of Shared Files from Windows Servers to SharePoint. The City will consider the feedback received as part of this SMT to help inform its options and decision making. For the avoidance of doubt, this phase of the project is not part of a formal procurement process and the City is not committing, at this stage, to carrying out such a process. The City currently stores around 15 million shared digital files, taking up 19 terabytes of space, in shared drives served by Windows file servers hosted as virtual machines in the Microsoft Azure environment. Meanwhile, the City's approximately 4,000 file users have access to Microsoft 365, and thus SharePoint Online, but are not yet making consistent use of these facilities to store and manage shared files. The wish is to analyse the existing shared files to understand their relevance to business operations and risk management, and therefore the need to retain them and to either securely delete, archive or migrate files to appropriate structures in SharePoint Online with equivalent security/ permissions so that their users can continue to use them and for certain users to be able to review and manage retention and permissions effectively and efficiently on a regular basis for the migrated files and all subsequently created files in SharePoint Online. In realising the above wish, the City wishes to make the most of the tools available through Microsoft 365 and/or Microsoft enterprise agreement and where additional tools are required for the successful delivery, for such tools to integrate seamlessly with the City's Microsoft 365 and Azure environments. In order to be able to achieve the above, the City would like views from the supply market on best practices, recommended approaches and necessary tooling available on the market. The City has an estimated budget of GBP 250 000 for implementation, including the initial file retention analysis and migration, and year one costs. For further information and guidance on how to participate in this pre-market engagement, please see the Additional Text / Information section of this notice. Additional information: Please note that this soft market testing (SMT) exercise is being undertaken using the electronic tendering system 'Capital eSourcing' (url:www.capitalesourcing.com). Participants should register as a supplier on the portal using the aforementioned URL/link (if not already), then search for the opportunity titled using the Reference number stated below. If your organisation would like to participate in this soft market testing exercise, it can do so by downloading, completing and returning the SMT Questionnaire which can be found on the City's e-procurement portal at: www.capitalesourcing.com and use the Reference number: prj_COL_17602. Organisations must submit their completed SMT Questionnaire via the capital eSourcing portal www.capitalesourcing.com, together with any supporting documents via the system by the return deadline of 12.00 noon on 25 September 2020 in order to participate and registration is free. SMT Questionnaire(s) cannot be uploaded after the return deadline. The City will not be held accountable for any errors made by an organisation in submitting their applicable SMT Questionnaire(s). Participation or non-participation in the SMT shall not prevent any supplier participating in a potential future procurement, nor is it intended that any information supplied as part of the SMT shall place any supplier at an advantage in a potential procurement process. Participants will not be prejudiced by any response or failure to respond to the SMT or failure to attend any follow up interviews that may be arranged at the absolute discretion of the City. Participation in this SMT will be at each organisation's own cost. No expense in responding to this SMT will be reimbursed by the City.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-bc74a0c1-4a50-486f-8e63-5f7650476823
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/6b24b7d9-92fb-4f4f-970c-da850f347195
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
Market Engagement Notice
Procurement Type
Standard
Procurement Category
Not specified
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
11 Sep 20205 years ago
Submission Deadline
Not specified
Future Notice Date
25 Sep 2020Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Not Specified
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CITY OF LONDON CORPORATION
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
EC2P 2EJ
Post Town
Central London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI4 Inner London - East
Small Region (ITL 3)
TLI43 Haringey and Islington
Delivery Location
TLI London
Local Authority
Islington
Electoral Ward
Clerkenwell
Westminster Constituency
Islington South and Finsbury

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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