AT1275 - Strategic Microsoft Partner

Description

Pre-market engagement Starting in June, we reached out to several suppliers to explore potential routes to market for our Microsoft 365 integration project. Despite our efforts to engage a broad range of providers, only two suppliers responded. Following discussions around approach we have worked on these requirements. Work done so far - High level Internal review of our on premise unstructured data - Cloud storage options explored - On premise data storage extended Which phase the project is in Discovery Existing team Natasha Snookes (Service Manager - Product and Delivery) Su Gill (Head of IT contracts) Michael Rae - Technical Specialist Richard Pacheco (Service Manager - Product and Delivery) Frank Thomas - Technical Specialist Address where the work will be done Luton Borough Council 3rd Floor Arndale House, Luton, Beds LU1 2LI or Luton Town Hall Remote sessions also Working arrangements Engagement with the supplier will be through mutual agreement of the best approach to achieve the outcomes. Many sessions are likley to be remote sessions via Teams which will enable those in the office and working from home to take part. As part of the tender we welcome supplier recommendations from lessons learned on how best to achieve this. Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS) Latest start date 2025-05-01 Enter the expected contract length: 2 years Write the term or acronym: E3 - Microsoft 365 E3 subscription tier Write the term or acronym: EIR Write the term or acronym: FOI Write the term or acronym: GDPR Write the term or acronym: Microsoft 365 Write the term or acronym: SAR Are you prepared to show your budget details?: Yes Indicative maximum: £50000 Confirm if you require a contracted out service or supply of resource Supply of resource: the off-payroll rules may apply Summary of work Luton Council is exploring future options for its on-premise corporate file storage, focusing on document classification, retention, and file structures. This initiative has prompted a broader review of the Microsoft 365 (M365) suite to modernise data management and collaboration across the organisation. Given the scope and potential impact on working practices, Luton Council seeks to partner with a specialist to guide this transformation, drawing on lessons learned from similar implementations in local authority setting. Where the supplied staff will work London Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is Luton Borough Council Why the work is being done The Council seeks to enhance GDPR compliance, streamline document classification/retention, and improve collaboration by utilising M365 E3 licenses (Teams, SharePoint, OneDrive) to create an efficient data storage and collaboration platform. Key requirements: • M365 Expertise: Experience in local government and guidance on leveraging current licenses. • Strategy Development: Define clear use cases for M365 tools, specifying data storage practices and restrictions. • Collaboration: Enable multi-user document editing with audit features to track changes while retaining original versions. • Data Classification: Deploy sensitivity labels and ensure compliance with SAR, EIR, FOI, etc. • Corporate Share Review: o Assess AD group permissions, streamline access, and align with new structures. o Propose methods for automating archiving/deletion of historic files per retention policies. o Address exceptions like Macro-enabled files or those transferred via automation tools. • Storage Solutions: Evaluate cost-effective options for document storage and transfers from the on-prem corporate share, including batch format conversions. • Governance Policies: Establish retention, access control, sharing, and compliance protocols. • Training & Skills: Assess staff skills and recommend training to support implementation and ongoing development. • Use Case Scenarios: Propose Teams/sites/folder layouts with easy access and permission review processes. • Pilot Program: Implement a pilot (e.g., Digital, Data & Tech Team) with scalable support options from guidance-only to technical setup. • Adoption & Security: Develop a user adoption strategy with training, retention policies, and access monitoring. Provide best practices for data loss prevention, conditional access, threat protection, and backup/recovery. • Costing: Outline indicative costs for scalable support during the pilot. The business problem you need to solve Luton Council faces challenges with its current on-premise document storage system, which is outdated, difficult to manage, and not optimised for collaboration. The current system relies on a deep file structure that limits accessibility and is labor-intensive to maintain, especially in terms of permissions, document retention, and compliance with GDPR regulations. The system’s limitations restrict efficient collaboration across departments, impacting productivity and data governance. With existing Microsoft 365 (M365) E3 licenses in place but underutilised, Luton Council seeks a solution that enables a secure, accessible, and compliant digital workspace that supports modern, collaborative work practices. The goal is to leverage M365 to centralise document storage, streamline workflows, and ensure data governance is in line with legal requirements. Expected Outcomes - High-level review of current file storage practices and identification of improvement areas within the M365 suite. - A comprehensive M365 modern workplace strategy, detailing use cases for Teams, SharePoint, and OneDrive. - Recommendations for optimal document storage, data classification, and retention, focusing on secure access and compliance. - A pilot rollout within a designated team to validate the new document management approach, assess user adoption, and gather feedback. - An overarching, scalable rollout plan that minimises operational disruption and provides a step-by-step transition path for all departments. - Defined policies and procedures for data retention, access control, and document classification to ensure alignment with GDPR and other regulatory requirements. - A skills assessment and tailored training plan to empower Council staff with the knowledge to use and maintain M365 tools effectively, ensuring long-term sustainability. - A detailed business case that outlines the budget, projected benefits, and long-term operational costs for the Council’s full adoption of M365. First user type: Internal IT Users First user type: External IT Users