Awarded to Fluxx Limited

Start date: Monday 14 November 2016
Value: £60,000
Company size: SME
Department for Transport

Digital Data Index- Project Delivery

0 Incomplete applications

26 Completed applications

20 SME, 6 large

Important dates

Published
Tuesday 3 January 2017
Deadline for asking questions
Tuesday 10 January 2017 at 11:59pm GMT
Closing date for applications
Tuesday 17 January 2017 at 11:59pm GMT

Overview

Summary of the work
Alpha, Beta, Live stages; developing, testing and iterating prototype(s) for a searchable data index of DfTc held data. We are seeking submissions for a team with the skills and resources to deliver the Alpha, with an option to extend to deliver Beta and Live. Seelink below for additional information.
https://drive.google.com/open?id=0B8gwsvs3gymoNHlPZDN1SXFMOFk
Latest start date
anticipated to be 6 February 2017
Expected contract length
Alpha is expected to take up to 8 weeks, with the full term of Beta into Live being up to 6 months.
Location
London
Organisation the work is for
Department for Transport
Budget range
£114,000 for Alpha Delivery. The Supplier shall provide a combined overall price for all phases of Delivery through Alpha, Beta and into live, noting that the cap for Alpha is that captured above (£114,000)

About the work

Why the work is being done
The Alpha, Beta and Live stages will build on the findings from a Discovery to build, develop and test prototypes and bring into a live state a centrally-held and searchable Digital Data Index to:
● Assist the Department’s staff in locating and making use of relevant and up-to-date data sets.
● Provide canonical information on the data sets that the central department holds and maintains
● Provide a basis for extending the index across the entire DfT family of agencies and arms-length bodies and opening up DfT data externally through APIs
● Providing ‘one version of the truth’
Problem to be solved
Currently no such index exists, though local solutions do. The creation of such an index would enable these solutions to either be included (through links) or retired and the data they contained migrated to a central index and provide the basis for extending the index to all DfT held data and integrate with external open data publication services eg DATA.GOV.UK. The current Discovery is identifying user stories and needs and creating a catalogue of central department transport data. This will inform the development of prototypes to test and iterate with users in the Alpha and Beta phases through to Live.
Who the users are and what they need to do
Internal users in the central department who need to use transport data to help with planning and decision making, inform policy development and consultation, responding to official correspondence and drafting briefings, presentations and submissions for ministers and senior staff, and to develop improved services for the Department’s users. Potential future users will include DfT agencies and arms-length bodies, other government departments and local government, the open data and transport community worldwide.
Early market engagement
N/A
Any work that’s already been done
The project is currently in Discovery until mid-January 2017.
Existing team
Working alongside an in house team in the DfT Digital Service, 1 FTE User Researcher/Analyst and 1 Product Owner.
Current phase
Discovery

Work setup

Address where the work will take place
Department for Transport headquarters, Great Minster House, 33 Horseferry Road, London, SW1P 4DR (with ability to travel to other locations and agencies as required).
Working arrangements
The project will be run using Agile methodology, requiring the ability to implement an agile working space within the location, schedule and run daily stand-up meetings, retrospectives, sprint planning and reviews, show-and-tells and other meetings as required. The team is expected to be co-located on-site in central London, travelling to Hastings and other DfT locations as required to enable skills transfer and collaboration with internal resources, and facilitate development, user research and UX testing on the ground. The supplier will need teleconferencing/video conference facilities and use online collaborative tools to enable effective communication with members of the team working off-site.
Security clearance
As the team will be located in a central Government building, current basic security clearance for all team members is a mandatory requirement before contract award.

Additional information

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.

Essential skills and experience
  • Recent and relevant experience of delivering projects through Alpha and Beta into Live
  • Recent user research and UX testing skills and experience
  • Recent service design experience and expertise
  • Proven technical expertise and experience in developing, testing and iterating software prototypes
  • Proven experience of delivering a digital service that meets user needs and can be continuously improved in a live state
  • Recent experience of working alongside internal teams in a complex organisation to create and run an agile team, building on existing capabilities in the organisation
  • Recent experience of creating and agile team and operating and embedding effective agile working practices
  • Experience of managing design, business process, and technical risks throughout the Alpha and Beta stages of a projects in a proactive manner
  • Experience of designing and delivering digital projects in line with the Government Digital Service Design Manual and Digital Service Standard
  • Experience of delivering skills transfer to internal teams using a range of techniques
Nice-to-have skills and experience
  • Experience of working with users and stakeholders at all levels in a large and complex organisation
  • Experience of communicating succinctly and in a targeted fashion across a large and complex organisation and to a diverse range of potential users and stakeholders
  • Experience of carrying out research and testing with a diverse mix of users including those with lower levels of digital literacy and accessibility needs
  • A good understanding of the policy and approach the government and the data community are taking with data and open data and of the benefits this provides

How suppliers will be evaluated

How many suppliers to evaluate
8
Proposal criteria
  • Technical solution
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets your organisation’s policy or goal
  • Estimated timeframes for the work
  • How they’ve identified risks and dependencies and offered approaches to manage them
  • Team structure
  • Value for money
  • CV
Cultural fit criteria
  • Experience of working as a team with a large organisation and other suppliers, adjusting their approach to meet the needs of the organisation
  • Experience of transparent and collaborative decision making
  • Experience of taking responsibility for their work addressing risks and resolving problems effectively
  • Experience of sharing approach, knowledge and skills with other team members and with the department by example
Payment approach
Capped time and materials
Assessment methods
Written proposal
Evaluation weighting

Technical competence

65%

Cultural fit

15%

Price

20%

Questions asked by suppliers

1. Addendum to Evaluation Assessment Criteria
As part of the assessment evaluation criteria suppliers will be required to provide a case study evidencing past experience against their responses to technical and cultural requirements as stipulated in the published advert
2. Addendum to Evaluation Assessment Criteria
As part of the assessment evaluation criteria suppliers will be required to provide a case study evidencing past experience against their responses to technical and cultural requirements as stipulated in the published advert
3. The Summary of Work includes a link to a Google Drive for further information. None of us seem to be able to access it, is special log-in information required or are there any other reported technical difficulties with the link? If so is there another way we can access the information?
Apologies, there was a problem with this link, which we have now rectified. You should now be able to view the document without having to log in
https://drive.google.com/file/d/0B8gwsvs3gymoNHlPZDN1SXFMOFk/view?usp=sharing
4. Under the 'Working Arrangements' section, it says "The supplier will need teleconferencing/video conference facilities and use online collaborative tools to enable effective communication with members of the team working off-site." Would you consider a semi on-site engagement, vs full-time on-site for an experienced team?
We would expect the team to be based largely on site to enable the effective engagement and development and testing direct with users and agile working, but you are free to include proposals for some offsite working where this will not impact on this. The team will need to be able to use online collaboration tools such as Trello and also video/teleconference to communicate with team members and users working remotely.
5. When will suppliers be notified if they have been shortlisted from the initial application stage? What is the process if down selected and what are the timeframes?
The system closes at 23:59 17 January 2017 we intend to inform suppliers on the 18 January 2017 of the outcome. In relation to the process if unsuccessful meeting the mandatory requirements the suppliers will be informed via the DOS system.
6. Having evaluated your requirements, this is a sizeable project, requiring substantially more budget than has been allocated to the alpha phase . We would be happy to provide a diagram to substantiate our view (not possible via this response format). Would you still like us to bid? Would you prefer a solution based on a global vendor stack (reducing implementation time), or would you consider an open source route ( requiring greater manpower resources)? Would DfT sponsor security clearance?
The decision on whether to bid is for you to make, but if you do, you should bid to meet the Alpha requirements within the capped budget of £114k, including your approach within your proposal as set out in the requirements. It is not DFT responsibility to pay for BPSS Security therefore you would be responsible for gaining BPSS clearance. You should ensure that all of the team in the bid proposal have BPSS security clearance before bidding using the process set out on GOV.UK at the following link https://www.gov.uk/government/publications/government-baseline-personnel-security-standard
7. Thank you for your reply but I think there has been a misunderstanding since we were not asking whether DfT would pay for BPSS. It was our understanding that: "Security Clearance in the UK requires that [an] organisation must be sponsored. They must be contracted (or are in the process of being contracted) to work on one or more specific classified projects" and that "Security Clearance is granted for a specific period of time depending on the employment term or for a particular project". Please could you say whether you would sponsor BPSS as described.
“Thank you for your further question on this. As set out in the requirement, potential suppliers are responsible for ensuring that individuals in the team they are proposing have BPSS clearance as set out the guidance published on GOV.UK at https://www.gov.uk/government/publications/government-baseline-personnel-security-standard
Bidders will need to secure this as the employer, sponsoring an individual working for them if required.”
8. 1. Are you looking to white-label the solution? i.e. it's a solution that appear as your own. Or are you okay with using another company brand?
“The requirement is to develop and test with users in Alpha and Beta and bring to Live a searchable data index, based on the specific user needs identified in the Discovery, not for an off-the-shelf product. The Index will be expected to follow the Government Digital Service Design Manual and meet the Digital Service Standard.”
9. Please characterise the number and type of data sets that will be ingested? i.e. Are there near real-time data feeds, or reasonably static data sets.
The Index will be a searchable index of where data is located, based on a data catalogue, not a data warehouse. So there will be no live feeds of data into the Index
10. Could you please advise whether any technological decisions have been made about the future platform? e.g. a preference for a particular technology stack, products, hosting infrastructure
No decisions on the technical solution have been made. That is for the Alpha and Beta to develop and test with users
11. Are there any early key outputs from the Discovery phase that can be shared?
We are currently completing the Discovery stage. The successful supplier will have full access to the Discovery findings and a briefing from the Discovery team on arrival.
12. Has Discovery identified the security threat model applicable to this project?
In Discovery we have been working closely with the information risk team to ensure that any data security issues are identified and addressed
13. Is there an existing supplier who has undertaken the Discovery for/with you and if so who is the existing supplier?
Yes , the Discovery Phase supplier is Fluxx Ltd
14. Under ‘Why the work is being done’ you mention “Provide a basis for extending the index across the entire DfT family of agencies and arms-length bodies and opening up DfT data externally through APIs”. Do you mean actual data or the Digital Data Index (i.e. meta-data)? Likewise, does the “One version of the truth” refer to data or the Digital Data Index? Please clarify.
The statement on extending the index across the entire DfT family of agencies and arms-length bodies and opening up DfT data externally through APIs refers to the Data Index. ‘One version of the truth’ refers to the integrity of the data referenced in the Index using the metadata held.
15. Are there any roles beyond 1 x User Researcher / Analyst and 1 x Product Owner - that DfT plan to deploy in the Alpha team?
No. DfT team roles are as set out in the requirement
16. Has the Discovery phase provided any outputs with respect minimum duration for Alpha?
As set out in the overview, Alpha is expected to take up to 8 weeks, with the full term of Beta into Live being up to 6 months.
17. Please could you state whether existing metadata in scope has been fully understood and described in the Discovery phase (prior procurement)? On what databases or systems does the information in scope currently reside? Will DfT infrastructure be available for use by this delivery project?
The scope of the Discovery phase included research to discover and understand what data sets are held in central DfT and create a data catalogue, including the metadata held and where the data is currently stored/hosted. This information will be made available to the successful supplier, along with the other outputs of the Discovery. The team will be based at the Department’s headquarters building and the Departments infrastructure will be available to support the Alpha and Beta development, as agreed with the Product Owner
18. Has Discovery identified either 1) likely team roles that might be deployed during Alpha? 2) Any novel team roles that must be covered during Alpha?
The Discovery will recommend high level roles for Alpha, but we are looking for bidders to outline the team roles and structure they propose for delivering Alpha and Beta outcomes as part of their bid proposals
19. Has the Discovery been undertaken in conjunction with a supplier and if so which supplier?
Fluxx Ltd are the Discovery Supplier
20. Has the Discovery finished and if so can you share the output, or failing that the findings to date?
The Discovery stage will finish on the 13th January and the outputs will be shared with the successful bidder. Outputs are not available at this stage, but the Discovery validated that a there was an evidenced user need for the development of a data index and that the situation described under ‘problems to be solved’ did exist. On that basis we are moving to the Alpha stage of development
21. Do you have any preferred technologies already in use by the existing team i.e. R and Shiny and Tableau?
We are seeking submissions from suppliers with proposals for delivering the Alpha, Beta and Live stages. We do not have any preferred technologies at this stage
22. Can you please provide a description of any existing technology stack, calling out any specific data technology platforms and tooling that would be available as part of developing in Alpha phase?
The requirement at the Alpha stage is to develop and test with users one or more prototypes of a searchable data index. We are looking for submissions setting out how a supplier proposes to deliver the requirements set out, including any technology they intend to employ. We will discuss any specific technical requirements with the successful bidder.
23. Are you actively looking to change supplier or simply to validate if your current supplier remains the best choice?
This is a new requirement seeking submissions for a team with the skills and resources to deliver the Alpha, with an option to extend to deliver Beta and Live
24. Under ‘Problem to be solved’ you mention “with external open data publication services eg DATA.GOV.UK.” Is there a requirement to integrate data or do you mean inclusion of external data sources into the Digital Data Index? Please clarify
This refers to the need for the Data Index to be able to integrate in the longer term with an external publication platform to support the publication of open data if required.
25. For avoidance of doubt, can we please confirm that the Alpha team will colocate at Marsham Street, London
Yes
26. Can you please outline steps and dates in the procurement timetable, up until supplier award i.e. Proposal or presentation dates
Closing date 17/01/17 @ 23:59 hours Download responses 18/01/17 and inform outcome to tenderers requesting successful tenderers for written proposal and case study evidence with a deadline 24/01/17 @ 23:59 Download responses 25/01/17 Evaluation 25- 31/01/17 Supplier discussions 1-2 /02/17 Anticipated Award by 3 /2/17 and Contract start 06/02/17.