Data Migration Implementation Services

Award outcome

Description

The contracting authority requires the delivery of specialist data migration implementation services to support the integration and consolidation of systems arising from the organisational mergers completed in March 2024 and February 2026. The requirement includes the migration, transformation, reconciliation, and implementation of data and associated documents across multiple platforms and business-critical systems, including but not limited to: • Microsoft Dynamics 365 • Enterprise Asset Management (EAM) systems • Housing Management systems • Finance systems • HR, Payroll and Learning Management Systems • Associated legacy document repositories and bespoke applications. The services include delivery of migration planning, mapping, extraction, transformation, reconciliation, testing, cutover, governance, and post-go-live support activities. Grounds for Direct Award The contracting authority intends to award this contract pursuant to Paragraph 6 of Schedule 5 of the Procurement Act 2023. The contract relates to the provision of specialist data migration implementation services in support of the Bromford Flagship LiveWest transformation and systems integration programme, including migration planning, sequencing, technical migration delivery, data validation, reconciliation, assurance, and associated implementation support relating to Microsoft Dynamics 365 and associated business systems. The proposed award follows completion of substantial discovery, data analysis, migration planning, and preparatory implementation activity already undertaken as part of the wider transformation programme. The contracting authority considers that continuity between completed discovery activities and ongoing implementation delivery is necessary in order to avoid disproportionate technical and operational disruption, duplication of discovery and validation activity, additional mobilisation impacts, and material delay to critical programme delivery milestones. Pre-Market Engagement The contracting authority undertook pre-market engagement to assess market capability, delivery approaches, and procurement options. Supplier feedback identified significant data complexity, discovery, validation, and mobilisation requirements associated with the programme. Supplier responses indicated that an alternative provider would typically require additional discovery, validation, and assurance activity prior to implementation, which reinforced the contracting authority's assessment that introducing a new supplier at this stage would create duplication, increased programme risk, and material delivery delay. Programme Criticality The requirement forms part of a time-critical integration programme supporting the consolidation of multiple systems across the merged organisation. Several systems have been identified as requiring urgent integration and stabilisation activities to avoid fragmentation, operational inefficiencies, and the risk of systems becoming unsupported or orphaned. Programme timelines and dependencies mean that delays to mobilisation or implementation would materially impact critical business objectives and wider transformation activity. In addition, ongoing organisational integration and restructuring activity across relevant programme, technology, and procurement functions further increases the delivery risk associated with onboarding and mobilising a new supplier during this phase. Commercial Position and Governance The contracting authority has undertaken commercial benchmarking, supplier engagement, and negotiation activity to ensure that the proposed arrangement represents an appropriate and proportionate commercial position. The proposed delivery model includes: • negotiated reductions to supplier day rates. • annual review points. • capped inflationary review provisions. • contractual controls relating to named resources. • milestone-based governance and KPI monitoring arrangements. • and ongoing performance management controls. The arrangement will be subject to ongoing performance and governance review. Conclusion The contracting authority considers that continuation with the incumbent supplier is necessary to ensure continuity of delivery, protect programme timelines, and avoid disproportionate disruption to an in-flight and business-critical transformation programme. The contracting authority considers that, within the current programme constraints and required delivery timelines, a change of supplier would introduce material mobilisation, delivery, operational, and programme risk. The direct award is therefore considered necessary and proportionate in the circumstances. Future Procurement Intent The contracting authority intends to keep future delivery and procurement options under review in line with programme timelines, market conditions, and available compliant routes to market.

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