Provision of Project Management Service for Migration from Google Workspace to Microsoft 365

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

1. At a glance

2. Scope of Work

This tender seeks a Project Management Service to oversee the migration of University College Dublin's (UCD) systems from Google Workspace to Microsoft 365. The estimated value for the services contract is €100,000 over its initial term. The contract duration is 18 months, with an option to extend by two further 24-month periods.

The core activities for the successful tenderer will involve:

• Project Management: Comprehensive management of the entire migration project lifecycle. This includes planning, execution, monitoring, control, and closure of the migration activities.
• Migration Oversight: Directing and coordinating the technical and operational aspects of moving from Google Workspace to Microsoft 365. This encompasses data migration, application compatibility, user access, and system integration.
• Stakeholder Engagement: Liaising with UCD IT departments, end-users, and any third-party vendors involved in the migration process.
• Risk Management: Identifying, assessing, and mitigating potential risks associated with the migration project.
• Reporting: Providing regular progress reports to UCD on project status, milestones, budget, and any encountered issues.
• Quality Assurance: Ensuring the migration is completed to the required standards and meets UCD's objectives.
• Change Management: Assisting with the user adoption and change management aspects of transitioning to the new Microsoft 365 environment.

The service is required to commence as soon as possible following contract award. The tender specifies that the Contracting Authority does not commit to any minimum spend.

3. Background & buyer context

University College Dublin (UCD) is procuring project management services to facilitate a significant IT infrastructure change: the migration from Google Workspace to Microsoft 365. This initiative is driven by UCD's need to modernise its digital environment and consolidate its software platforms. The procurement is being conducted under an open procedure, adhering to the European Union (Award of Public Authority Contracts) Regulations 2016. UCD is the Contracting Authority for this procurement. No incumbent provider for this specific project management service is explicitly mentioned. The strategic driver is the modernisation of UCD's IT services.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements:

• Turnover requirement:
• An average annual turnover of €50,000 for any one of the three preceding financial years.
• Evidence required: A letter from an Accountant/Auditor confirming turnover for the previous three years, on the Accountant/Auditor's letterhead.
• Insurance: The successful tenderer must hold the following insurances for the term of the contract:
• Employer’s Liability: €13 million (for any one claim or series of claims arising out of a single occurrence).
• Public Liability: €6.5 million (for any one claim or series of claims arising out of a single occurrence).
• Professional Indemnity: €1 million (for any one claim or series of claims arising out of a single occurrence).
• Certifications: Not specified for this tender.
• Past experience:
• The tender documents mention a requirement for the successful consultant to have a minimum of 15 years’ project management experience.
• Further details on specific comparable projects are not explicitly detailed in the provided extract for selection criteria, but will be assessed under Award Criteria.
• Personnel:
• The successful consultant must have a minimum of 15 years’ project management experience.
• Geographic / facility constraints: Not specified for this tender.

Bidders must also declare that no mandatory grounds for exclusion apply, or provide evidence of remedial measures if they do. If relying on the capacity of other entities (subcontractors), these entities must also meet relevant criteria and provide necessary declarations and proof of resources.

5. Award criteria & scoring

Awarding of the contract will be based on the Most Economically Advantageous Tender (MEAT). The evaluation will consider both qualitative and quantitative aspects.

Criterion Weight (%) Sub-criteria