Department for Business, Energy and Industrial Strategy

UK SBS DDaT21455 BEIS Monitoring & Evaluation Performance Tool

13 Incomplete applications

12 SME, 1 large

4 Completed applications

3 SME, 1 large

Important dates

Published
Tuesday 12 October 2021
Deadline for asking questions
Tuesday 19 October 2021 at 11:59pm GMT
Closing date for applications
Tuesday 26 October 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Supply of resource: the off-payroll rules will apply to any workers engaged through a qualifying intermediary, such as their own limited company
Summary of the work
This project will carry out the discovery phase for the planned development of a tool that will enhance tracking and progress reporting of the monitoring and evaluation (M&E) of policies and regulation across the department. Innovative thinking from bidders to scope out high quality options for the tool is encouraged.
Latest start date
Tuesday 4 January 2022
Expected contract length
6-8 weeks
Location
No specific location, for example they can work remotely
Organisation the work is for
Department for Business, Energy and Industrial Strategy
Budget range
Maximum of £75,000.00 excluding VAT

About the work

Why the work is being done
This tool will improve the department’s ability to track the progress of monitoring and evaluation (M&E) activity happening across the department.

This tool should be low burden and appealing for teams to complete whilst also being an effective means of escalating where issues, e.g., delays in M&E activity are occurring. Some of the objectives may include:
1. Automate M&E plan inputs into a searchable, central database.
2. Monitor M&E milestones and commitments, and automate reminders to teams.
3. Collection of documents: methods papers, frameworks, inception reports, interim and final reports.
4. Escalate unmet commitments to senior responsible officers (SROs) and Performance & Risk Committee (a senior board in BEIS).
5. Create a dashboard showing ongoing evaluations, progress against milestones and other metrics.
6. Potentially linking with other project management and database tools/systems within the department (it will be important the project maps out and considers any overlaps with these tools).
Problem to be solved
Monitoring and Evaluation (M&E) are key elements of the policy cycle, and crucial to understanding how policies/programmes work in practice, why, and whether their objectives were met. There's currently no clear mechanism within BEIS to capture M&E activity at the start of the policy lifecycle and then track whether M&E commitments are being met and milestones are being achieved across the department.

There is no clear mechanism to ensure senior Analysts and senior responsible officers are held accountable for M&E delivery performance, and no straightforward means to escalate concerns about unmet milestones, e.g., where M&E activity is delayed in comparison to the roll-out of a policy.

Consequently, the Analysis team within Central Analysis Governance & Guidance (CAGG) are looking for a solution that will enable them to be more proactive in how they monitor and track M&E plans.

We require a team with user research and technical digital expertise to learn more about:
Our users and what they’re trying to achieve
Constraints on how the service is run, technology/ legislation
Opportunities to improve, e.g., sharing/using data with other teams

We anticipate we would require the following for Discovery:
1 Delivery Manager
1 Business Analyst
1 User Researcher
1 Technical Architect
Who the users are and what they need to do
The Central Analysis Governance & Guidance (CAGG) within BEIS need to be able to track the extensive monitoring and evaluation activity happening across the department (and collect relevant documentation). This will enable the team to escalate where there are any issues in M&E to senior boards within the department and ultimately help to drive progress in M&E across the department. The project is also relevant to a range of users across the department including those carrying out/commissioning monitoring and evaluation activity, e.g., analysts and policy teams, and senior civil servants who wish to be informed at a high level of progress being made in M&E.
Early market engagement
Any work that’s already been done
Some in-house work has been carried out as part of a ‘pre-discovery’ phase which will be shared with the shortlisted supplier. This includes some background to the project, a draft list of high-level user needs and non-functional requirements. This work will need to be further refined and expanded on, and the development of clear practical options to deliver these will need to be set out.
Existing team
The supplier will predominantly be working with:
1. The central M&E team in BEIS (they will act as the client who have the requirements for the tool); and
2. A range of other stakeholders, e.g., those working with other tools/software, examples of policy teams carrying out M&E activity, across BEIS to fully understand the requirement and develop appropriate solutions.

BEIS Digital will also provide a Digital Delivery Manager to connect the successful discovery supplier to the internal policy/project team and the digital governance/assurance team.
The discovery supplier will need to provide their own Delivery Manager for the project.
Current phase
Discovery

Work setup

Address where the work will take place
With the team working remotely, it is expected the supplier will do the same. However, if the need arises, the supplier’s team may need to travel to the 1 Victoria Street HQ in London for a meeting/workshop(s). Travel expenses will not be reimbursed.
Working arrangements
The supplier staff will be expected to be available during the typical working hours of the policy team (Monday to Friday 9:30am-5pm) in order to maximise knowledge transfer.

We require the supplier to hold agile ceremonies as well as weekly update/‘show and tell’ sessions for BEIS stakeholders, which will take place over MS Teams.

Other tools such as JIRA, Azure DevOps, Mural, Microsoft Whiteboard and Office 365 can/may be used for collaboration too.
Security clearance
BPSS

Additional information

Additional terms and conditions

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
  • Demonstrate your team’s experience of conducting discovery research for new service design, which includes conducting user research, in accordance with GDS and GOV.UK standards. (1%)
  • Demonstrate your team’s experience of working across departments and teams with the ability to identify improvements and opportunities to collaborate. (1%)
  • Demonstrate, using an example, of when your team has developed a service vision, service design and key performance indicators. (2%)
  • Detail, using an example, your team’s experience of building innovative yet simple, user-friendly solutions/tools. (1%)
  • Demonstrate your team’s experience of technical and data investigation and exploration. (1%)
  • Demonstrate your team’s experience of agile project management delivery/skills. (1%)
  • Detail, using an example, your team’s ability to build a strong understanding of technological constraints, existing contracts, legislation and other existing processes and systems. (1%)
  • Demonstrate your team’s experience in running stakeholder workshops. (1%)
  • Demonstrate your team’s experience of using a variety of research methods. (1%)
  • Demonstrate your team’s experience of mapping wider services in the problem space. (1%)
  • Demonstrate how your team have experience of working at pace on a similar project. (1%).
Nice-to-have skills and experience
  • Demonstrate your team’s understanding of how monitoring and evaluation fits into the policy making process and the importance of tracking progress in this area. (1%)
  • Demonstrate you team’s experience of researching, designing or building digital services for use by businesses. (1%)
  • Detail, with an example, your team’s experience of researching, designing or building digital services in the energy or net zero space. (1%)

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Describe the approach and methodology you will apply to Discovery, including how priorities will be determined and emerging findings presented (10%)
  • How the structure of the team and how their technical skills and experience will be used to deliver the need, including estimated resource dedicated to the project (10%)
  • A project plan with proposed timelines for mobilisation and delivery (10%)
  • Value for money, including how you will take previous learning to deliver better value for this project (5%)
  • Describe the final outputs you will provide as part of the discovery report (5%)
  • Demonstrate how you will identify risks, assumptions, and dependencies, and how you will manage these (5%)
Cultural fit criteria
  • Detail how you will work collaboratively in a multidisciplinary agile team environment (4%)
  • Work in an agile/iterative approach with policy makers taking a ‘show’ rather than just ‘tell’ approach, to help them make informed decisions (4%)
  • How you will demonstrate a user-driven approach, using research and evidence to challenge underlying assumptions and present findings in a way decision makers can easily digest (4%)
  • Detail how you will proactively engage with stakeholders to progress a project and communicating in an appropriate manner for the audience (2%)
  • Demonstrate a way of working that is open, honest and constructive (2%)
  • Detail how you will respond to change (2%)
  • Detail how your team will take ownership of the requirement (2%)
Payment approach
Capped time and materials
Additional assessment methods
Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. Would the winner of this discovery phase tender be conflicted out of any downstream work?
The award of this contract will not impact any future requirements.
2. When you refer to having ‘experience of mapping wider services in the problem space’ do you mean of researching/delivering monitoring and evaluation solutions specifically or do you mean delivering discovery phases for digital solutions in general.
Whilst having experience of researching/delivering a previous monitoring and evaluation tool would be ideal we are not aware of the existence of these so please provide an example of a related discovery and implementation of a tool/solution in a similar context.
3. RE. your question ‘demonstrate how your team have experience of working at pace on a similar project’.
Are you looking for an example of a gov. policy/monitoring/evaluation related project delivered at pace or would examples relating to other business processes (gov/non gov) be valid?
An example of a similar related project in the government space would be preferable. However, an example demonstrating the same capability in the non gov space is welcomed too.

The deadline for asking questions about this opportunity was Tuesday 19 October 2021.