Office of the Pubs Code Adjudicator (PCA), part of BEIS

DDaT20110 - Agile Discovery Phase

Incomplete applications

14
Incomplete applications
10 SME, 4 large

Completed applications

70
Completed applications
59 SME, 11 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 3 April 2020
Deadline for asking questions Friday 10 April 2020 at 11:59pm GMT
Closing date for applications Friday 17 April 2020 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work The PCA are interested in developing a thorough understanding of the barriers to information sharing that currently exist, and what the potential solutions to this might look like. We want to understand the most effective ways interact with users, and where there is potential for improved communications.
Latest start date Monday 8 June 2020
Expected contract length 12 weeks
Location No specific location, eg they can work remotely
Organisation the work is for Office of the Pubs Code Adjudicator (PCA), part of BEIS
Budget range The contract value for the initial work shall not exceed £50,000.00 excluding VAT.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The Pubs Code regulates the relationship between pub-owning businesses, owning 500+ tied pubs in England and Wales, and their tenants.

The PCA are interested in developing a thorough understanding of the specific barriers to information sharing that exist in this area, and what the potential solutions to this might look like. We are seeking a team to deliver the discovery phase to understand the most effective ways the PCA can interact with our users.

The team will be required to work closely with suggested stakeholders across the industry to gain a full understanding of potential users and user needs.
Problem to be solved The discovery should explore:
• barriers our user groups have when engaging with the agency
• how engaged our user base are with agency communications
• user needs across multiple communication projects/services
• how our user base wants to receive information about the Pubs Code and the agency
• whether there are potential digital solutions, or other, that could solve the barriers identified

The supplier would be expected to work with user groups, and any other stakeholders that they identify, to understand where the most influential barriers exist, how best PCA can interact with our users, and where there is potential for improved communications or the need for a digital service solution to be developed.
Who the users are and what they need to do As a tied - pub tenant, I need to be able to access clear and consistent information about the Pubs Code and its processes (including updates from the PCA) so that I can exercise my Code rights as Parliament intended.
Early market engagement N/A
Any work that’s already been done N/A
Existing team The supplier will be required to work with:
• Pubs Code Adjudicator Project Manager
• Finance and Operations Manager

In addition, the supplier may also be required to engage with other members of the PCA team from time to time.

Please note the PCA has independent legal status as a corporation sole, undertaking functions on behalf the Crown. The PCA is levy funded and the Department for Business, Energy and Industrial Strategy (BEIS) is the sponsor Department for the PCA.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The successful supplier will carry out work remotely.

The PCA is based at Victoria Square House, Birmingham.

Some travel may be required to engage with stakeholders in England and Wales only.
Working arrangements Remote working with regular direct and indirect touch points. The successful supplier will need to ensure that they have the appropriate equipment to allow them to complete this work remotely.

PCA expect the company to work five days a week and be available during business hours.

The successful contractor will be expected to identify one named point of contact through whom all enquiries can be filtered. A PCA project manager (Communications and Engagement Lead) will be assigned to the project and will be the central point of contact.

Expenses, such as cost of travel, will not be covered by PCA.
Security clearance N/A

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
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.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Detail how you have successfully delivered Discovery phases in line with the Government Service Manual
  • Demonstrate how you have worked with public sector teams, particularly those with no/limited experience of Agile, in Discovery and iterative development
  • Detail how you have successfully worked with a diverse group of stakeholders both within and outside of Government
  • Detail how you have conducted user research with individuals, small, medium, large companies and complex organisations
  • Demonstrate how you have delivered evidence-based research to inform a communication strategy, focused on user needs, end to end user journeys, motivations and goals
  • Detail how you have researched and assessed the requirement for assisted digital support
  • Demonstrate how you have delivered a project through the GDS Agile project management framework and delivered discovery report for distribution
Nice-to-have skills and experience • Detail your experience of working with organisations active in, or working with, the hospitality industry, in particular, the Pubs sector

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Approach and Methodology
  • How the approach or solution meets tied tenants needs
  • How the approach meets the PCA objectives
  • How risks and dependencies have been identified and offered approaches to managing these risks
  • Proposed team structure
  • Value for money
  • Contingency plan for sickness/absence within the team
Cultural fit criteria
  • Working in the open and regularly share with a wide audience
  • Work as a team with our organisation and other suppliers
  • Be transparent and collaborative when making decisions
  • Share knowledge and experience with other team members
  • Challenge the status quo
  • Work with clients with low technical expertise
  • Be adept at communicating findings to those new to user research/user experience
Payment approach Fixed price
Additional assessment methods Presentation
Evaluation weighting

Technical competence

55%

Cultural fit

15%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Proposal Criteria - How risks and dependencies 'have been identified and offered approaches to managing these risks' this is past tense, do you in fact mean 'the proposed approach to identifying and managing risks' The question should read:

How risks and dependencies will be identified and proposed approaches to identifying and managing these risks
2. Proposal Criteria - As this is a MEAT based Award (the purpose of which is to establish value for money) please clarify how 'Value for money' can also be included as a proposal criterion and how it is to be evaluated. All proposal criteria will be detailed to the shortlisted suppliers including guidance to each question. At this point the bullet points represent high level questions so the suppliers are aware of the criteria they will be assessed against.
3. Please state what the 'PCA objectives' are or where they can be found The PCA objectives and responsibilities are covered and referenced in the following link:

https://www.gov.uk/government/organisations/pubs-code-adjudicator/about
4. GDS Agile project management framework" there is no such framework. Do you mean the GDS Service Design manual? Yes, PCA are referring to the GDS Service Design Manual.
5. For Q3 "Detail how you have successfully worked with a diverse group of stakeholders both within and outside of Government", is PCA looking for multiple examples of working with government and non-government stakeholders, or a single example of a supplier working with both gov and non-gov stakeholders? There are no restrictions to use multiple answers/examples however, please remember that suppliers can only use 100 words for each question to respond.
6. Are suppliers permitted to use multiple examples to answer a requirement (e.g. for Q4, which calls for experience working organisations of multiple sizes)? There are no restrictions to use multiple answers/examples however, please remember that suppliers can only use 100 words for each question to respond.
7. What specific kind of experience in the hospitality, industry, and pubs specifically are you looking for?
Does the supplier need to demonstrate specifically research in the pubs sector?
This is a non-essential requirement but it would be useful to know if suppliers have experience of working alongside stakeholders in the industry and if so, a summary of what this included, particularly if it related to user interaction and/ or communications.
8. How many stakeholders from the sample size of 500 are you expecting to be covered during this phase? The reference to 500 is about how many tied pub tenants a pub owning businesses must have for it to become regulated by the Pubs Code. There are currently over 9,000 tied tenants covered by the Pubs Code. We will be guided by the supplier on the size of the sample.
9. Are you looking for 1:1 conversations only or a mixtures of Virtual 1:1 / facilitation of Virtual Group workshops? This is for the supplier to propose.
10. Can we use our own facilitation tools and software or would you prefer us to use yours? Yes, suppliers can use their own facilitation tools.
11. If using our own facilitation tools and software, are there any restrictions that we should be aware of? No restrictions. However, the supplier would need to ensure that its processes adhere to GDPR.
12. Can you confirm that the project is to go through the GDS Service Assessment? No requirement to go through the GDS Assessment.
13. Have you undertaken any previous user research with tied-pub tenants in regards to the Pubs code and the PCA. If so, what user research was undertaken? We conduct a regular independent survey of tied tenants which includes information about how they interact with the Pubs Code and PCA. The most recent report can be found here: https://www.gov.uk/government/publications/the-pubs-code-adjudicator-pca-tied-tenant-survey-2019
14. What communication channels does the agency currently use to communicate and engage with pub tenants? We communicate with tenants via the website, events and correspondence, including enquiries and through our arbitration service. We also provide articles for media and trade body press.
15. The brief mentions ‘user groups’ in plural, but other than tied-pub tenants, it’s not clear what other users we would need to engage with, along with PCA stakeholders. Are you able to confirm? As well as current tied pub tenants, you will need to engage with prospective tenants, tenant representatives (which could include solicitors, surveyors and accountants) and industry trade bodies.
16. Please can you clarify the difference in the below questions and what the focus is for each response?

• Detail how you have successfully delivered Discovery phases in line with the Government Service Manual

• Demonstrate how you have delivered a project through the GDS Agile project management framework [GDS Service Manual] and delivered discovery report for distribution
The supplier should inform the Contracting Authority of the successful outputs of previous Discovery Phases that align with the Government Service Manual.

The second point should focus on how the supplier has successfully produced a report containing the findings and recommendation for distribution to the Contracting Authority.
17. Would you be able to facilitate recruitment of research participants e.g. stakeholders and tied – pub tenants, – i.e. through your own contact channels? This is for the supplier to propose and faciliate.