Provision of Microsoft 365 Assessment

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |--------------------------------|-----------------------------------------|----------------|-----------------|----------|----------------|------|----------|------------------|-------------------------------|------------------| Tallaght University Hospital Provision of Microsoft 365 Assessment IT & Software €81,300.00 not stated Open Procedure not stated not stated Initial term of 12 months 18 October 2024, 11:00 AM UTC not stated

2. Scope of Work

The contract involves the provision of a comprehensive assessment of Microsoft 365 services for Tallaght University Hospital. The contractor will be responsible for evaluating the current usage, performance, and compliance of Microsoft 365 applications within the hospital's IT infrastructure. The assessment aims to identify areas for improvement, optimize resource allocation, and ensure alignment with best practices.

Key activities include:

• Assessment of Current Environment: Review existing Microsoft 365 configurations, user access, and security settings.
• Performance Evaluation: Analyze the performance of Microsoft 365 applications, including SharePoint, Teams, and Exchange Online.
• Compliance Check: Ensure that the use of Microsoft 365 complies with relevant regulations and hospital policies.
• User Feedback Collection: Gather input from users regarding their experiences and challenges with Microsoft 365 applications.
• Reporting: Deliver a detailed report outlining findings, recommendations, and a roadmap for implementation of suggested improvements.
• Stakeholder Engagement: Conduct meetings with key stakeholders to discuss findings and recommendations.

The contractor must work closely with the hospital's IT team and adhere to established workflows and protocols throughout the assessment process.

3. Background & buyer context

This procurement is initiated as part of Tallaght University Hospital's ongoing efforts to enhance its IT infrastructure and service delivery. The hospital aims to leverage Microsoft 365 more effectively to support its operational needs and improve collaboration among staff. The assessment aligns with broader healthcare IT initiatives funded by the Health Service Executive (HSE) and aims to ensure that digital tools are utilized to their full potential. The hospital has previously engaged with various IT service providers but is now seeking a specialized assessment to inform future investments in technology.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €500,000 in IT services.
• Insurance:
• Employer's Liability: €12,700,000 limit for any one claim.
• Public Liability: €6,500,000 limit for any one claim.
• Professional Indemnity: €1,000,000 for any one claim.
• Cyber Insurance: €2,000,000 limit in the aggregate per insurance year.
• Certifications: Not specified for this tender.
• Past experience: Minimum of 2 comparable projects in the last 3 years, each valued at €40,000 or more.
• Personnel: At least one project manager with a minimum of 5 years' experience in IT assessments.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best combination of price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, maximum 10 pages.
• CVs: Include CVs for key personnel, maximum 2 pages each.
• Pricing schedule: Complete the pricing schedule in Appendix 2.
• Case studies: Provide 2 case studies of similar projects, each valued between €40,000 and €100,000.
• Declarations: Submit the European Single Procurement Document (eESPD), Tax clearance certificate, and Conflict of Interest declaration.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All documents must be submitted via the electronic tenderbox on www.etenders.gov.ie, adhering to file size limits (maximum 500MB total).

7. Key dates & process

8. Contract terms that matter

The contract will have an initial term of 12 months, with potential extensions based on performance and mutual agreement. Key terms include:

• Payment terms: Payments will be made upon acceptance of deliverables, within 30 days of invoice receipt.
• Key SLAs/KPIs: Specific performance metrics will be outlined in the contract, including response times and reporting deadlines.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Either party may terminate the contract with 30 days' notice.
• IP ownership: All intellectual property developed during the assessment will remain with the hospital.
• Sub-contracting rules: Subcontracting is permitted but must be disclosed and approved by the hospital.

9. Risks, red flags & unusuals

Potential concerns for bidders include:

• The turnover requirement of €500,000 may limit participation from smaller firms.
• The lack of specified certifications could lead to ambiguity in compliance expectations.
• The absence of a mandatory site visit may hinder bidders' ability to fully understand the hospital's environment.
• The tight timeline for submission and evaluation may pressure bidders to rush their proposals.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in IT assessments, particularly those familiar with Microsoft 365. Viable bidders should have:

• A proven track record in IT service delivery, particularly in assessments or audits.
• The capacity to meet insurance and turnover requirements.
• The ability to form consortia or subcontract if necessary, as collaboration may enhance competitiveness.
• An estimated bid preparation effort of approximately 5-10 days, depending on the firm's existing resources and experience.

The presence of a minimum turnover requirement and the potential for a competitive field may signal a moderate to high probability of winning (Pwin) for firms with relevant experience.

11. Where to dig deeper

• Source RFT filename: RFT M365 Assessment.pdf
• eTenders CFT ID: TUH711
• Contact email: Not specified; use the messaging facility on www.etenders.gov.ie for queries.
• Important attachments:
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderers Statement
• Appendix 5: Services Contract