Provision of Interim Enterprise Server Infrastructure (1-3 Year Horizon)

Objectives
• Ensure short- to medium-term continuity of business-critical applications (e.g., QL housing management, SQL databases, Active Directory, File Server, and local backup services).
• Provide a secure and resilient on-premises server environment that supports premises-managed software such as QL, while complementing St Basil's longer-term hybrid/cloud strategy.
• Avoid unnecessary over-investment in hardware that may be redundant once certain systems move fully to the cloud.
• Reduce the risk of service disruption.
• Ensure compliance with UK data protection, cyber security, and social housing regulatory requirements.
Scope of Supply
The supplier will be expected to:
• Propose the most appropriate interim server solution (hardware, configuration, and licensing) that meets St Basils' 1-3 year needs.
• Balance resilience and performance with cost-effectiveness, recognising this is not a permanent, large-scale data centre investment.
• Ensure the solution can reliably host premises-managed applications such as QL housing management and other dependent SQL-based systems.
• Include options for limited resilience (e.g., RAID storage, dual power, or simplified HA if cost-effective).
• Provide all required operating system and database licences.
• Deliver, install, and configure to industry best practice (performance, resilience, and security).
• Provide knowledge transfer and documentation to the St Basils ICT team.
• Offer 3- to 5-year support and maintenance, recognising hardware may be retired earlier.
Reference Systems
The interim server must support and/or integrate with St Basils current applications and core systems.
Key Requirements
Suppliers should explain how their solution will:
• Performance: Run current workloads reliably for 1-3 years.
• Resilience: Provide core redundancy (power, RAID storage) but without over-investment in complex clustering.
• Security: Include TPM 2.0, encryption, secure boot, and baseline hardening (Desirable).
• Networking: Work with current infrastructure (1/10 Gb copper switching).
• Backup/DR: Integrate with Datto/Veeam, support immutable offsite copies (cloud or equivalent).
• Compliance: Support GDPR, Cyber Essentials Plus, and ISO27001/27002 alignment.
• Support: Provide warranty/support cover even if hardware is retired early.
• Sustainability: Be energy efficient and align with St Basil's' Net Zero and sustainability strategy.
Deliverables
• Fully commissioned and documented interim server solution.
• Licensing, warranty, and support agreements.
• Handover to ICT staff with training/knowledge transfer.
• Backup/restore test to evidence capability.
Supplier Response
Suppliers should include:
• Proposed interim solution and rationale (with options, if available).
• How the design balances performance, resilience, and cost for a 1-3 year horizon.
• Implementation plan and timescales.
• Total cost of ownership (hardware, software, licensing, support).
• Warranty/support proposals that allow early retirement.
• Evidence of similar work with housing associations/charities.
• Social value commitments
Implementation & Costing Requirements
The supplier must ensure that their tendered price is fully inclusive of all costs required to deliver a fully operational server environment. This includes, but is not limited to:
• Supply, delivery, and installation of all hardware and components.
• Installation and configuration of all required software, licences, and security features.
• Loading of existing backups/data into the new environment.
• Testing to confirm full restoration of services, including user acceptance testing (UAT) with St Basils ICT team.
• Verification that all core applications and integrations (see Section 4) are operating correctly.
• Provision and configuration of any required network cabling, racks, rails, or accessories.
• All engineer and professional services costs (installation, testing, documentation, knowledge transfer).
• All travel, subsistence, and associated expenses.
No additional or hidden costs will be accepted. The final tendered price must cover a turnkey delivery resulting in a live, resilient, and fully operational environment.