Awarded to FUTUREGOV. LTD

Start date: Monday 12 July 2021
Value: £86,400
Company size: SME
Ministry of Housing Communities and Local Government (MHCLG)

MHCLG Local Plans Template Alpha (2021) CPD4122012.

14 Incomplete applications

11 SME, 3 large

7 Completed applications

7 SME, 0 large

Important dates

Published
Friday 7 May 2021
Deadline for asking questions
Friday 14 May 2021 at 11:59pm GMT
Closing date for applications
Friday 21 May 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Summary of the work
We are seeking the services of an expert Human Centred Design agency to run an agile 8-week development sprint with selected Local Planning Authorities. Researching, designing, developing, testing and validating alpha prototypes that demonstrate an interactive new style Local Plan.
Latest start date
Thursday 17 June 2021
Expected contract length
8 Weeks
Location
London
Organisation the work is for
Ministry of Housing Communities and Local Government (MHCLG)
Budget range
£160,000 to £180,000 excluding VAT

About the work

Why the work is being done
The new style Local Plans pathfinder programme, starting in May 2021, has the goal of speeding up the planning process. It will bring together 10 local authorities to look at the digital transformation of their local plans. Transitioning to interactive map-based local plans will be underpinned by machine readable open data. This will improve community engagement and access to policy and guidance for developers and the Proptech community.

In 2019 MHCLG completed an alpha into the production of Local Plans, and ways Local Plan data can be made more accessible. The Pathfinder programme takes one of our goals into the next phase. We will fund three to four local authorities to work with us on transforming their local plans. Using existing and new datasets, we want to turn this data into new-style interactive and map-based Local Plans.

We are seeking the services of an expert Human Centred Design agency to run an agile 8-week development sprint with the selected Local Planning Authorities. Researching, designing, developing, testing and validating alpha prototypes that demonstrate an interactive new style Local Plan.

Work estimated to begin 17th June 2021

Estimated Delivery by 14th August 2021
Problem to be solved
MHCLG needs to build an alpha, interactive template (prototype) to:

Test how datasets can be used to create interactive digital Local Plans.

Demonstrate how implementing data standards can help to make plans more accessible and increase community engagement.

Develop simple and easy to use guidance to support publishing digital local plans.

Understand the amount of work and resources needed to create and maintain a production quality application if taken forward to a beta phase.

Demonstrate a prototype of sufficient quality for a set of stakeholders. Develop evidence for the alpha prototype to be considered a candidate for Beta development.

The new-style Local Plan would comprise an interactive web-based map of the administrative area where data and policies are easily searchable, with a key and accompanying text. Areas and sites would be annotated and colour-coded in line with their Growth, Renewal or Protected designation, with explanatory descriptions set out in the key and accompanying text, as appropriate to the category.

This prototype will be designed, built and tested following GOV.UK guidelines. On completion, we will publish our prototype as well as describe the process, tools and challenges encountered in combining user needs, datasets and software development.
Who the users are and what they need to do
As a Planning Inspectorate (PINs) officer, I need to know what stage Local Plans are in their production so that we can resource and plan examinations.
As a housing developer, I need to know the relevant policies for the site I’m considering building on so I can understand the risk of applying for planning permission.
As a member of the community, I want to know where developments are going and how it will impact me so I can provide informed comments at the consultation stage.
Early market engagement
In March 2020, we opened a supplier opportunity (https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/11591) on Digital Marketplace to work on the local plans alpha phase. It was awarded to DXW.
The project tested ideas for the better use of data held within and about local plans. Data within local plans is information contained in a plan, such as the number of houses a local authority plans to build. An example of data about local plans might be an overview of when each local planning authority last published theirs.
Any work that’s already been done
● DXW carried out an alpha (https://digital-land.github.io/project/local-plans/alpha/) into users and needs of people involved in production of Local Plans, and ways Local Plan data can be made more accessible.
● In order to better understand user needs and obstacles, we spoke with people involved in the production of Local Plans and representatives of the main user groups of these plans.
● The Digital Land team developed a prototype (https://local-plans-prototype.herokuapp.com/) to collect a list of development schemes and local plan documents and to collate a single item of data from each document -the target number of houses.
Existing team
Suppliers will collaborate with the Digital Land Team (https://digital-land.github.io/about/) who will support and advise on technical aspects of the data standards, aligning with other Digital Land projects.
Our current team has user research, content, service and interaction design capability. We also have policy specialists, business analysts and software developers.
Current phase
Alpha

Work setup

Address where the work will take place
In consideration of likely Covid-19 guidance we expect the successful supplier to work flexibly at MHCLG in 2 Marsham Street, London SW1P 4DF, including a weekly face to face update meeting in this location.
Working arrangements
We expect the supplier to work in line with the Digital Land team mission, values and ways of working (https://digital-land.github.io/about/).
Digital Land are a digital team working openly using agile methodology. The supplier will be inducted on team specific practices and the overarching hypotheses and vision we work to as a team.
Security clearance
Optional –Counter Terrorism Clearance (CTC) or above isn’t required but is desirable so staff don’t need escorting on site. There are no requirements for supplier personnel to be security cleared.
Baseline BPSS clearance will be required to access MHCLG's ICT systems.

Additional information

Additional terms and conditions
1. All outputs will be owned by MHCLG and published openly where appropriate using a suitable open license that supports reuse.
2. All materials/outputs derived from the contract shall be the property of MHCLG.
3. GDPR - No personal information is collected or processed. All data is already available via Local Authorities.

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
  • Recent experience of delivering alphas in line with the Government Service Manual.
  • Recent experience of planning specialists and users for research.
  • Recent experience of delivering user-centred solutions to problems.
  • Demonstrable experience of supporting highly regulated organisations apply user-centred design principles and agile delivery methods for digital transformation.
Nice-to-have skills and experience
  • Demonstrate recent (within the last two years) experience of recruiting a diverse workforce and promoting a supportive and inclusive culture.
  • Experience of working with or/on the production of local plans in a local planning authority.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
4
Proposal criteria
  • Approach and methodology (10%)
  • Understanding of user needs (5%)
  • Estimated time frames for the work (5%)
  • Technical solution (5%)
  • Team structure including roles, daily rates and CVs (5%)
  • Price Evaluation will be based on daily rates for a team of 6 people over 60 days.
  • Including Developers,User Researchers,Service Designers,Visual Designers and Delivery Leads.Provide daily rates for each.
  • Scoring Criteria for the Written proposal -Technical Competence and Cultural Fit will be scored individually using the following Criteria below:
  • Score 0 = Failed to provide confidence that the proposal will meet the requirements. An unacceptable response with serious reservations.
  • Score 25 = A Poor response with reservations. The response lacks convincing detail with risk that the proposal will not be successful in meeting all the requirements.
  • Score 50 = Meets the requirements – the response generally meets the requirements, but lacks sufficient detail to warrant a higher mark.
  • Score 75= A Good response that meets the requirements with good supporting evidence. Demonstrates good understanding.
  • Score 100=An Excellent comprehensive response that meets the requirements. Indicates an excellent response with detailed supporting evidence and no weaknesses resulting in a high level of confidence.
  • In the event of a tie the highest score in the Technical Competence section will be used to award
  • Presentation - estimated to take place wc 14 June 2021 or earlier if possible.
  • Max 10 pages (excluding CVs)
Cultural fit criteria
  • Be transparent and collaborative when making decisions (5%)
  • Share knowledge and experience with other organisations (5%)
  • Social value-Theme 1 - COVID-19 Recovery Policy Outcome (5%).Theme 2 - Tackling economic inequality Policy Outcome (5%)
  • Describe the commitment your organisation will make to ensure that the contract delivers the Policy Outcome and Award Criteria.
  • Include - your ‘Method Statement’, stating how you will achieve this and how your commitment meets the Award Criteria
  • a timed project plan and process,including how you will implement your commitment and by when.Also,how you will monitor,measure and report on your commitments/the impact of your proposals.
  • You should include but not be limited to: ○ timed action plan ○ use of metrics ○ tools/processes used to gather data ○ reporting ○ feedback and improvement ○ transparency
  • How you will influence staff, suppliers, customers and communities through the delivery of the contract to support the Policy Outcome, e.g. engagement, co-design/creation, training and education, partnering/collaborating, volunteering.
  • The Model Response Guidance for tenderers for the following Model Award Criteria (MAC’s) can be accessed here - https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/940828/Social-Value-Model-Quick-Reference-Table-Edn-1.1-3-Dec-20.pdf
  • MAC 1.5:Improvements to workplace conditions that support the COVID19 recovery effort including effective social distancing,remote working,and sustainable travel solutions.
  • MAC2.2:Create employment and training opportunities particularly for those who face barriers to employment and/or who are located in deprived areas,
  • continued MAC2.2: and for people in industries with known skills shortages/or in high growth sectors.
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Presentation
Evaluation weighting

Technical competence

30%

Cultural fit

20%

Price

50%

Questions asked by suppliers

1. Budget clarification - error in original listing.
Please note the budget range should be £80,000.00 - £90,000.00 excluding VAT.
2. Could you please share the procurement time table?
As per the advert:
Deadline for asking questions: Friday 14 May 2021 at 11:59pm GMT
Closing date for applications: Friday 21 May 2021 at 11:59pm GMT

After shortlisting suppliers will be invited to submit written proposals.
The aim is for latest start date: Thursday 17 June 2021.
Presentations - estimated to take place wc 14 June 2021 or earlier if possible.
3. Who is the incumbent?
As stated in the advert :-
In March 2020, we opened a supplier opportunity (https://www.digitalmarketplace.service.gov.uk/digital-outcomes-and-specialists/opportunities/11591) on Digital Marketplace to work on the local plans alpha phase. It was awarded to DXW.
4. Could you clarify question 2, please? ‘Recent experience of planning specialists and users for research’.
Do you mean working with planning specialists? Or planning how to engage specialists and users for research?
Experience of working with those working within the Planning Sector, ideally Local Government/Regional Authority.
5. Why has the original budget halved for a piece of work that would typically require 6-8 weeks to deliver?
The original published figure was a typo and therefore the correct budget is as per the clarification question.