Awarded to Aiimi Ltd

Start date: Tuesday 1 June 2021
Value: £26,125
Company size: SME

Office of Rail and Road

Train Drivers Licencing Solution

23 Incomplete applications

23 SME, 0 large

28 Completed applications

24 SME, 4 large

• Published: Wednesday 17 March 2021
• Deadline for asking questions: Wednesday 24 March 2021 at 11:59pm GMT
• Closing date for applications: Wednesday 31 March 2021 at 11:59pm GMT

Overview

• Summary of the work: ORR is responsible under law for administering Train Driver Licences. The current system needs to be replaced with additional functionality to what is currently available on the platform. The discovery work is required to formulate the requirement needs to procure a new solution.
• Latest start date: Monday 26 April 2021
• Expected contract length: 30 days
• Location: London
• Organisation the work is for: Office of Rail and Road
• Budget range: Max £27,000

About the work

• Why the work is being done: To replace current system with additional functionality.; We would like the chosen supplier to work iteratively with all parties to gather personas, user stories and create a requirements document for a new solution, following on from detailed knowledge gained about the current solution and the gaps that exist.
• Problem to be solved: Requirements to tender for a new Train Drivers Licencing Solution
• Who the users are and what they need to do: As a Train Operating Company, I need to upload Driver information and medical records to request or change a Driving licence.; ; As a member of the ORR Train Driver Licencing Team, I need to update records and authorise/ revoke Train Driver Licences, so that the database is current.
• Existing team: The ORR train Driver Licencing Team and a small number of the The Train Operating Companies that use the system.
• Current phase: Discovery

Work setup

• Address where the work will take place: Virtually using TEAMS or an alternative Video Conferencing platform.
• Working arrangements: For the supplier to determine.
• Security clearance: ORR operate at OFFICIAL and the data that will be held on the solution will be OFFICAIL Sensitive. Base Line security Clearance is essential and SC is desirable.

Additional information

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:
  • Business Analytical skills
  • User Research skills
  • Translating user requirements into a technical requirements document
  • Previously worked for organisations within the rail industry or UK regulators

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

• How many suppliers to evaluate: 3
• Proposal criteria:
  • approach and methodology
  • how the approach meets our goal
  • estimated timeframes for the work
  • how you have identified risks and dependencies and offered approaches to manage them
• Cultural fit criteria:
  • Challenge the status quo
  • Be responsible for the work they undertake
  • Be transparent in decisions and share knowledge
• Payment approach: Fixed price
• Additional assessment methods:
  • Case study
  • Work history
  • Presentation
• Evaluation weighting:

  Technical competence

  55%

  Cultural fit

  15%

  Price

  30%

Questions asked by suppliers

• 1. Is there any preferred technology stack?: No
• 2. Please share detailed scope of work?: It is a discovery exercise to determine the requirements for a replacement solution, we expect user research to be conducted, a review of the current solution to identify the as is and gaps to the new requirement, a ready for tender requirements document set, with supporting details work flows, user stories, user journeys, system response times etc.
• 3. Where you state “Base Line security Clearance” do you mean Baseline Personnel Security Standard (BPSS)?: Yes
• 4. With the time constraints and short duration of the project we would like to use previously DV Cleared Consultants who are available, however their clearances have lapsed. Would it be possible for a dispensation for the SC Clearance requirement if we can demonstrated previous (recently ) clearances and current DBS certificates?: Essential is Baseline security and SC is desirable
• 5. Who’s in the incumbent and how long they have been the incumbent?: This information will be provided to the bidder who is appointed.
• 6. Who’s on the panel?: IS and Train Driver Licencing team.
• 7. Will there be any restrictions on the successful supplier bidding for future work on this initiative beyond this initial planning exercise?: No.
• 8. Is the budget of £27,000 including or excluding VAT: excluding VAT
• 9. The suppliers questions are very open, could the supplier provide some additional specifics as to what they would like to see in the answer for each. We would like to provide the best examples from our broad range of expertise in the area of user research.: Can you please explain what additional specifics you require.
• 10. Are you open to bids from a consortium including EU delivery partners?: Yes to EU consortium as long as the lead supplier on the framework manages the legal relationship.
• 11. Please can you share a procurement timetable outlining the steps from initial submissions by midnight Wednesday 31 March to work commencement on Monday 26 April?: Evaluation shortlist complete by 7th April; 3 suppliers invited to present 16th-21st April; Contract award 23rd; Kick off meeting 26th April
• 12. Will the 3 short-listed suppliers be selected solely on the responses to the 4 Essential Skills questions and, if so, what is the scoring criteria?: We can use some or all of these criteria to shortlist:; ; when the supplier can start work; day rate (specialists only); proof of skills and experience; ; Any criteria we choose will be used to score all suppliers.
• 13. Please can you clarify the roles in your internal team and how much time they’ll be able to spend on the discovery?: The project team has a Senior Project Manager and an Assistant Project Manager. The TDL Team has 5 staff, who are aware of the engagement that is required. IS resources have also been made available and are aware of the frames.
• 14. Given the budget is relatively constrained it would be a big help if ORR could organise recruiting and scheduling participants for user research. Would this be possible please?: Yes, the Internal project support team will schedule the discovery workshops.
• 15. With regards to the technical requirements document (referenced in essential skills) – can you confirm this isn’t a technical specification for build? Based on your clarifications, we’re working on the assumption this would be the “ready for tender document set, with supporting details, work flows, user stories, user journeys, system response times etc”. Is that correct?: Yes ready for tender document set.