Awarded to Lagom Strategy Ltd

Start date: Wednesday 8 April 2020
Value: £41,470
Company size: SME
Department for Transport

Phase 3 - Road Accident in Depth Studies (RAIDS) – Database Discovery Exercise

6 Incomplete applications

5 SME, 1 large

14 Completed applications

13 SME, 1 large

Important dates

Published
Monday 10 February 2020
Deadline for asking questions
Monday 17 February 2020 at 11:59pm GMT
Closing date for applications
Monday 24 February 2020 at 11:59pm GMT

Overview

Summary of the work
Discovery exercise for the Road Accident in Depth Studies database completed in line with the GDS Service Manual: https://www.gov.uk/service-manual and DfT Architecture principles and standards (made available upon request)
Latest start date
Monday 16 March 2020
Expected contract length
6-8 weeks
Location
London
Organisation the work is for
Department for Transport
Budget range
Up to £50k

About the work

Why the work is being done
DfT have gathered in depth road vehicle collision information for nearly 40 years to inform the development of vehicle construction and infrastructure requirements.

In 2010 records from programmes dating back to year 2000 were consolidated into a standalone database. This database was further developed between 2012 and 2013 to facilitate online data entry and research access.

The current contract for database hosting, support and development is due to expire this year. The DfT is looking to assess the current service provision, delivery model and underlying architecture to ensure that future database functionality meets user needs and is cost effective.
Problem to be solved
A discovery exercise is required to inform the requirements of a future RAIDS contract, in order to cost effectively deliver the database elements of the programme beyond 2020.

The exercise must develop understanding of typical user needs and identify areas where the user experience can be improved to ensure that maximum value can be exploited from the detailed real-world data gathered by the RAIDS programme.

The underlying structure of the database stems from work carried out in between 2010 and 2013 to re-establish the programme. Therefore, an independent study of user needs is now necessary.
Who the users are and what they need to do
The RAIDS database is used by:

• RAIDS data collection team members - inputting data
• Technical case reviewers – quality review of new cases prior to release into database
• Road safety researchers (academia and professional research organisations)
• Automotive Industry – typically by contracting third party researchers
• DfT Information Asset Owner (IAO) & project officer – monitoring progress, case delivery and reporting.
• DfT officials – accessing and retrieving cases
• Highways England – fatal collision project

The data collection team will access the database regularly as part of their day to day work whereas usage by researchers may be limited to a specific time bound research question.
Early market engagement
None
Any work that’s already been done
None
Existing team
The RAIDS project is overseen by the IVS team within DfT, TRL are currently contracted to maintain, host and develop the study database.

TRL are also contracted to carry out data collection activities and technical oversight of the whole RAIDS programme. Since 2010 the database software has been developed exclusively by TRL.

The successful bidder will work with the DfT project officer and digital colleagues to ensure the discovery exercise fully satisfies GDS criteria.
Current phase
Discovery

Work setup

Address where the work will take place
• The RAIDS project officer is based in Great Minster House, London and due to ongoing building work there is no possibility of providing office accommodation for this work
• The database is physically located in Crowthorne, Berkshire at TRL headquarters
• The RAIDS data collection, case reviewers and database management teams are also based at TRL headquarters
• Researchers accessing the database are based at various academic and commercial organisations across the country and further afield
Working arrangements
Suppliers are expected to work in an Agile way and the response will outline their preferred approach, in line with the GDS service manual.
Security clearance
Baseline Personnel Security Standard (BPSS) is required.

Additional information

Additional terms and conditions
N/A

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • Have experience of delivering a discovery phase in line with GDS guidelines for a government department
  • Have proven experience conducting and documenting user research with a diverse mix of users, iterating project work accordingly
  • Demonstrate experience of delivering successful Discovery outcomes assisted to support and shape system developments
  • Demonstrate experience of complex technical investigation to inform future project stage
  • Have a proven track record of delivering projects at speed using an agile project management methodology with clearly identified deliverables and timescales
  • Demonstrate evidence of using clear development methodologies, outlining how this would work in conjunction with a client’s internal development team
  • Have experience of drawing up recommendations and options for alpha/beta on IT and data projects
  • Have experience in conducting stakeholder analysis where knowledge gaps were identified and plans implemented to address the shortfall.
Nice-to-have skills and experience

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Demonstrate how your proposed team’s technical expertise, solution, approach and methodology will ensure the successful delivery of this project. (20%)
  • Provide details of the key risk and a plan for mitigating against them (5%)
  • Demonstrate how your team’s approach and solution will develop robust user needs. (15%)
  • Project plan and timescales proposed for the work (10%)
  • Proposed team structure and staff experience (15%)
  • Knowledge transfer into IVS (5%)
Cultural fit criteria
  • Pursue a transparent and collaborative way of working with IVS staff (2%)
  • Refer to IVS, DfT Digital and technical staff for key decisions and quality control of work (2%)
  • Demonstrate how you will share your knowledge (2%)
  • Challenge assumptions and status quo (2%)
  • Approach for working with IVS staff and current contractors (2%)
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

1. Is there an incumbent?
Yes the incumbent supplier is the Transport Research Laboratory who are currently contracted to host, maintain and develop the RAIDS database.

They also carry out the data collection activity and oversee the technical management of the RAIDS programme.
2. Is the supplier expected to conduct user interviews in Berkshire? In this case is the travel included in the budget or would it be considered extra?
It will be necessary to interview certain users who are based in Berkshire and the associated travel is included in the £50k budget.
3. Is the supplier expected to conduct user interviews in Berkshire? In this case is the travel included in the budget or would it be considered extra?
It will be necessary to interview certain users who are based in Berkshire and the associated travel is included in the £50k budget.
4. Do you have easy access to the people accessing and using the data, and would you be able to help with engagement and comms?
The client will have the contact details of research users who have accessed the database and will be able some assistance with engagement.
5. Do you count a company owned by the Government as a government department?
Can you please clarity the context of your question.

The Department for Transport is a ministerial department, Highways England Company Limited is a government-owned company and TRL ltd is a private company.
6. To what extent are you satisfied that the business outcomes required for previous phases of work have been delivered by the incumbent?
This question is relating to another contract therefore i am unable to answer.
7. To what extent would you be comfortable switching supplier at this point for the delivery of future workstreams?
The Department welcomes competition and innovation when procuring services from third parties and a potential new supplier or incumbent will have to maintain service provision.