Microsoft Exchange 2003 Upgrade to Microsoft Exchange 2013

Microsoft Exchange 2003 Upgrade to Microsoft Exchange 2013

Caerphilly County Borough Council invite tenders to upgrade Microsoft Exchange 2003 to Microsoft Exchange 2013 via Exchange 2010.


1 Authority Details


Authority Name and Address

Caerphilly County Borough Council

Procurement Services, Penallta House, Tredomen Park, Ystrad Mynach,


CF82 7PG


Wayne Thomas

+44 1443863161

+44 1443863167


Address from which documentation may be obtained

As in 1.1


Completed documents must be returned to:

As in 1.1

2 Contract Details



Microsoft Exchange 2003 Upgrade to Microsoft Exchange 2013


Description of the goods or services required

Caerphilly County Borough Council invite tenders to upgrade Microsoft Exchange 2003 to Microsoft Exchange 2013 via Exchange 2010.

CCBC are looking for a suitable supplier to partner with to deliver this critical project who must be a Gold Microsoft Partner within the field of Communications and have previously completed a migration to Exchange 2013 with an organisation of a minimum of 2000 mailboxes. Suppliers will be expected to provide technical knowledge and consultancy to complete the project on time and with minimal impact to the business – the migration to Exchange 2013 will need to be completed by 16th July 2015.

CCBC would like to move to a configuration with 3 Exchange Multi Role servers located at Tredomen DataCentre with a 4th server configured with lagged copies of the mailboxes at a DR Site. All 4 servers will be part of a single Database Availability Group.


Notice Coding and Classification

48811000 E-mail system
71311300 Infrastructure works consultancy services
72100000 Hardware consultancy services
72220000 Systems and technical consultancy services
72266000 Software consultancy services
72540000 Computer upgrade services

1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)


Total quantity or scope of tender

3 Conditions for Participation


Minimum standards and qualification required

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
12-06-2015  Time  12:00

c) Estimated award date 22-06-2015


Language or languages in which tenders or requests to participate can be drawn up



Tender Submission Postbox

5 Other Information


Additional Information

The process will be undertaken using Caerphilly CBC’s proactis plaza e-tendering system where the tender documents are available to be accessed.

The period to register interest in the opportunity on the proactis plaza e-tendering system is up to 8 June 2015. The system will not accept any further interest after this date.

The clarification period for any queries shall be up to 10 June 2015. Any queries shall via dialogue facility on the proactis plaza system but please note that No clarification queries will be responded to after this date.

The closing date for tender return via the e-tendering system is 12 noon on 12 June 2015. The system will not accept any tenders after this time and date.

Companies are invited to follow the following directions to register on to the system if you are not already registered and how in addition to have access to the documentation:-

1. Log in to the Proactis Supplier Portal at

2. Click the “Sign Up” option on the Portal homepage

3. Enter your correct Organisation Name, Details and Primary Contact Details.

4. Please make a note of the Organisation ID and User Name, then click “Register”.

5. You will then receive an email from the system asking you follow a link to activate your account.

6. Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details.

7. In the Classification section please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your profile.

8. Buyer Selection – At this stage you are required to indicate which Buyer Organisations you would like to register with. Please remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities.

9. Terms & Conditions – Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. Once you have agreed click on the blue arrow to move on to the next stage.

10. Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select ‘Complete Registration’ and you will enter the Supplier Home page.

11. From the Home Page, go to the “Opportunities” icon, all current opportunities will be listed. Click on the blue arrow under the field ‘Show Me’ of the relevant opportunity then click to register your interest on the applicable button.

12. Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow.

13. Note the closing date for completion of the relevant project. To find all available documentation please drop down the ‘Request Documents’ option and click to download all documents.

14. You can now either complete your response or “Decline” this opportunity.

All queries are to be made via the messaging system on the Proactis portal. Please note we will NOT accept any questions/queries via telephone/email.

A supplier guide is available via the portal detailing how to use the Proactis Plaza system.

If you require assistance please contact

Natasha Ford 01443 863075 –

Danielle Parker 01443 863275 –

(WA Ref:27548)


Additional Documentation


Publication date of this notice