Awarded to Triad Group Plc

Start date: Monday 1 February 2021
Value: £2,000,000
Company size: SME
Renewable Transport Fuels Obligation (RTFO) Unit, Department for Transport.

Redevelopment (Alpha phase) of the Renewable Transport Fuels Obligation Operating System (ROS)

12 Incomplete applications

8 SME, 4 large

12 Completed applications

8 SME, 4 large

Important dates

Published
Monday 9 November 2020
Deadline for asking questions
Monday 16 November 2020 at 11:59pm GMT
Closing date for applications
Monday 23 November 2020 at 11:59pm GMT

Overview

Summary of the work
• Alpha phase to comply

GDS Tech code of practice, https://www.gov.uk/government/publications/technology-code-of-practice/technology-code-of-practice

Service standard,https://www.gov.uk/service-manual/service-standard

DfT’s architecture principles (on request).
• Alpha report: presentation with analysis, supportig evidence, knowledge transfer to RTFO Unit
• Clear options, recommendations how to proceed and suggested solutions.
• Pass DFT Architectural Change Board &GDS Service assessment
Latest start date
Monday 1 February 2021
Expected contract length
8 - 12 weeks for Alpha with option to extend into Beta
Location
London
Organisation the work is for
Renewable Transport Fuels Obligation (RTFO) Unit, Department for Transport.
Budget range
£120,000 - £150,000 Alpha,

Estimated costs for Beta to be provided

About the work

Why the work is being done
The RTFO is one of the Government's main policies for reducing greenhouse gas emissions from transport fuel. ROS was commissioned in 2008 and a recent discovery report concluded that it is no longer suitable in its current form to enable transport fuel suppliers to meet changing legislation. Therefore, redevelopment of the system is recommended in line with modern technology and security standards, and to address current functionality, reliability and performance issues to improve the overall user experience and improve efficiency in RTFO Unit processes and procedures.
Problem to be solved
Alpha project to address recommendations from the discovery phase:

• The current ROS system uses legacy technology standards, therefore cannot support future RTFO legislation in its current form.

• Modernisation of the current system has limited short term benefits and would not meet current technical standards and policies.

• Improvements to the user experience would require a re-write of the web front end, which is not currently compliant with government standards.

• Develop a new solution, where possible reusing the separate existing Greenhouse Gas Emissions platform, which fully meets DfT and GOV.UK standards, building upon investments already made.

• Beta to be specified during Alpha.
Who the users are and what they need to do
The current ROS system is used by UK fuel suppliers to report volumes of fossil fuels and the sustainability details of fuel types which count towards meeting an obligation to supply a certain percentage of transport fuel from sustainable sources.

Fuel trading companies and verification entities also need to provide details in the system as part of the process.

The RTFO Unit have access to administer the system, reconcile and approve the details provided.

DfT’s Digital Services team will provide the necessary backup for maintaining the system within its cloud environment.
Early market engagement
N/A
Any work that’s already been done
Discovery phase completed to assess the current ROS systems: technology, security, user experience and ability to facilitate future legislative changes.

The discovery report is available upon request at stage 2
Existing team
The Product Owner role will be undertaken by a member of the RTFO Unit. The Service Manager role will be undertaken by the Head of unit. DFT’s Digital Service will provide assurance. The winner of this procurement will be expected to provide a Team to deliver the full Alpha project.
Current phase
Alpha

Work setup

Address where the work will take place
Address where the work will take place (100 words)

It is expected that the supplier will work remotely most of the time, but there may be meetings required at DfT offices:

Ashdown House,
Sedlescombe Road North,
St Leonards on Sea,
East Sussex,
TN37 7GA,

To note: we are expected to move offices to a new address in Hastings late in 2020, and the address will be confirmed when the move is completed.

Or:

Great Minster House,
33 Horseferry Road,
London,
SW1P 4DR.
Working arrangements
We require the supplier to work 5 days a week (based on DFT working hours), and given the current situation accept that this will be mostly at their own place of work, with correspondence by MS Teams. We expect a regular schedule of on-line meetings to be set up as part of the Agile project. There may be a requirement to meet in person in the early stages in the Hastings office. There can be flexibility in the arrangements as the RTFO Unit members are working flexibly across multiple sites and from home.
Security clearance
All personnel should be cleared to SC clearance level for the duration of the contract.

Contractors must be available to begin work with immediate effect following contract award.

Evidence of current clearance will be requested at the written proposal stage.

Additional information

Additional terms and conditions
CVs will be requested at Stage 2

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
  • Demonstrable experience of delivering an Alpha stage and then passing the Alpha service assessment.
  • Demonstrable experience of delivering services that fully replace legacy services, including, technology, business process, migration, and associated industry change project.
  • Demonstrable experience of integrating with, leveraging and reusing elements of existing systems.
Nice-to-have skills and experience
Demonstrable experience of utilising Open source technologies to affect change

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
6
Proposal criteria
  • Demonstrable evidence of replacing legacy services while complying with GDS standards: 15%
  • Demonstrable evidence of delivering Alpha projects with a strong change and migration focus: 15%
  • Demonstrable evidence of integrating with, leveraging and reusing other services with similar objectives to realise user experience and cost benefits: 15%
  • Demonstrable evidence of successfully identifying, managing and controlling risk in an agile project: 15%
Cultural fit criteria
  • Demonstrable experience of working collaboratively as a team with Government Departments and other suppliers: 10%
  • Demonstrable experience of taking accountability for their work and resolving problems effectively: 5%
  • Demonstrable experience of sharing approach, knowledge and skills with other team members and with the department by example: 5%
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. A key requirement is that SC will be needed to engage in the project. Does the chosen supplier need to already have SC clearance in place?
Many thanks for your question. To confirm, we require SC clearance to be current at the start of the agreement. We would expect as part of the evaluation that you either confirm you have the expected clearance, or have started the process to obtain SC clearance, and therefore at what stage in the process you are towards obtaining it.
2. Please could you confirm if an external supplier was involved in the completion of the discovery phase, if so, which supplier?
Yes, the supplier was Triad.
3. Please can you confirm which organisation undertook the Discovery work?
Yes, the supplier was Triad.
4. Does the example used for question 2, where we have fully replaced legacy services, need to have also incorporated all the aspects listed (i.e. technology, business process, migration, and associated industry change project)?
We want evidence of where you have delivered each aspect mentioned when replacing a legacy service. This project is not just about building a new IT system, it’s about creating a whole new service including the technology, business process, migrating from one system to another. We are unclear on what you mean regarding the ‘associated industry change project’
5. Are you willing to sponsor security clearance?
DFT don't act as sponsors for security clearance it is up to the supplier to obtained this.
6. How has the budget of £120,000 – £150,000 been determined?
The indicative budget was based on the price of comparative discoveries undertaken for the Department or other similar organisations.
7. How has the budget of £120,000 – £150,000 been determined?
The indicative budget was based on the price of comparative discoveries undertaken for the Department or other similar organisations.
8. In order to compare suppliers like for like, how will price be evaluated: will you be evaluating by the total price for the first SOW, rate card or both?
We are looking at the overall cost, but how suppliers calculate this is up to them, based on the rates for the team they wish to use to resource the project.
9. Will the scores from the evidencing round be taken through to final evaluation? Or will they only be used for the purposes of shortlisting suppliers?
Stage 1 evaluation scores are only used to shortlist suppliers as per the Digital Outcomes and Specialist Framework Guidance.
10. Are you able to recruit and provide access to users for the purpose of user research?
This is indeed what we’re going to do, ask current ROS users to be involved in user research
11. For the first evaluation round (evidence), what would you expect to see from an answer for it to be deemed 'exceeding' and score 3 marks?
DfT follow the Digital Outcomes and Specialist scoring guidance as follows:
Score Description
0 Not met or no evidence
1 Partially met
2 Met
3 Exceeded

We are unable to provide you with more detailed information as we expect bidders to demonstrate and evidence their knowledge and experience as noted within the evaluation criteria set out within the advert.
"
12. Do you have any preference between public sector or private sector examples? Or will both be treated equally as long as they are relevant to the question?
You must demonstrate how you have delivered Alpha phase projects in line with the relevant GDS and departmental standards regardless of whether pubic or private sector
13. Please can you share a procurement timeline outlining steps (which would typically include evidence response evaluation from 23rd November, shortlisting of suppliers for next stage, preparation of supplier proposals, evaluation of supplier proposals, announcement of successful supplier, contract completion, contract signatures, commence work on 1st February)?
• Stage 1 evaluations and moderation; 24/11/20 – 02/12/20
• Invite suppliers to stage 2; 03/12/2020
• Submission of proposals deadline; 10:00 hours 11/12/20s
• Stage 2 evaluations and moderation; 14/12/20 – 17/12/20
• Select supplier and draft contract; 18/12/20 – 08/01/21
• Finalise and award contract; w/c 11/01/2021
14. Do you require one example per question to be cited, or is it acceptable to include multiple examples for a single question? Some of the questions, for example “Demonstrable experience of utilising Open source technologies to affect change”, could benefit from more than one example to demonstrate breadth.
It is up to the supplier to decide how much evidence they provide to demonstrate this criteria. If it is felt  everything is demonstrated by one example then this is fine, but equally if they need to provide more then that is acceptable.
15. Please could you confirm if BPSS clearance would be sufficient?
No we expect clearance as set out within the published advert
16. "1. Can you please provide details of the DfT architectural principles
2. Please can you detail the Greenhouse Gas Emissions Platform technology stack and delivery partner
"
Please request a copy of the document via email to liz.davies@dft.gov.uk on or before tomorrow 17 November 2020 @ 14:00 hours
17. It is mentioned that you can share the DfT’s architecture principles (on request). Are you able to provide these?
Please request a copy of the document via email to liz.davies@dft.gov.uk on or before tomorrow 17 November 2020 @ 14:00 hours
18. Please could you provide a copy of any documentation outlining DfT's Architecture Principles? Many thanks.
Please request a copy of the document via email to liz.davies@dft.gov.uk on or before tomorrow 17 November 2020 @ 14:00 hours
19. second part of question 16.

Please can you detail the Greenhouse Gas Emissions Platform technology stack and delivery partner
Triad developed this system and is an ASP.NET Core MVC Web Application built using .NET Core 3.1 with a microservices architecture& RESTful APIs. System is deployed within Docker containers orchestrated with Kubernetes; hosted on DfTs public cloud platform. Persistent storage provided by cloud based PostgreSQL database server, and closely integrated with legacy system to be replaced. Integration is achieved via dedicated microservices connected directly to the legacy SQLServer databaseacting as ‘facades’ to specific domains within the legacy system; utlising other central government shared services ie GOV.UK Notify. Other significant technologies within stack include MongoDB & RabbitMQ both using clustered configuration.
20. When you refer to an "industry change project" are you referring to the business change element for the new service(s) or something wider?
We require demonstrable evidence of each element associated with a project to replace legacy services, as noted in the technical competence criteria. So as well as the organisation’s technology, business process and migration, we’re also looking for experience of where associated industry change has been required.
21. Would it possible to share a copy (or partial/redacted copy) of the Discovery report at this stage? This would help suppliers select the most relevant examples for their evidence responses and also help ensure a level playing field with incumbent suppliers who in some cases (e.g. Triad) will already have the benefit of this material to help them shape their evidence responses and prepare for stage 2.
A copy of the report will be sent to shortlisted bidders at stage 2.
22. You reference a requirement to have passed an Alpha Service Standard Assessment. Will the Scottish Government Digital First Alpha Service Standard Assessment be an acceptable example?
For this requirement we will accept examples of passing the Scottish Government Digital First Alpha Service Standard Assessment. However, we would expect differences in the standards and processes to be pulled detailed, to demonstrate and understanding of the GDS standards and service assessment process.
23. You reference a requirement to have passed an Alpha Service Standard Assessment. Will the Scottish Government Digital First Alpha Service Standard Assessment be an acceptable example?
Revised answer to Q22

For this requirement we will accept examples of passing the Scottish Government Digital First Alpha Service Standard Assessment. However, we would expect differences in the standards and processes to be pulled out to demonstrate and understanding of the GDS standards and service assessment process.