Awarded to Kainos Software Ltd

Start date: Monday 20 February 2017
Value: £188,400
Company size: large
Department for Transport

Streetworks Discovery for DFTc

0 Incomplete applications

40 Completed applications

26 SME, 14 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
The Discovery will explore the user needs for the creation of a new street manager service to replace the Electronic Transfer of Notifications (EToN) system. The Discovery will identify the users, explore their needs and identify potential solutions to meet those needs to take forward into the Alpha stage.
Latest start date
31.01.2017
Expected contract length
6-8 weeks
Location
London
Organisation the work is for
Department for Transport
Budget range

About the work

Why the work is being done
The Discovery will explore the user needs for the creation of a street manager service that will allow those who work in the street works sector to manage access to the road network and which will store and provide data on planned and live road works. This project will support the Secretary of State’s vision of making Britain the best place in the world to do transport digitally. The Discovery needs to be completed no later than the end of April 2017
Problem to be solved
The Discovery will test the hypothesis that:
● change is needed in the EToN systems used to manage street works
● A single data hub/exchange will assist in planning, managing and monitoring street works, and in their visibility
● Open data on planned and live road works needs to be provided through one source so that it can be used to provide accurate and up-to-date information
● The service should be capable of including (or be interoperable with) additional data sets relating to the management of the street
● The service should provide a reporting and performance management tool
Who the users are and what they need to do
The users are utility companies; local highway authorities; contractors; statutory undertakers; central and local government; public; transport operators/providers; journey planners/sat nav companies.
Additional information is provided via link below. Suppliers are prompted to follow link for more details about what is known of the user needs as it stands today

https://drive.google.com/open?id=0B8gwsvs3gymoczZzNTZnYVlKMkU
Early market engagement
None
Any work that’s already been done
None
Existing team
The supplier will be working with DfT policy leads plus stakeholders from the street works sector and other users.
Current phase
Discovery

Work setup

Address where the work will take place
The Discovery team will work from their own premises but will need regular meetings with the DfT at Great Minster House, 33 Horseferry Road, London, SW1P 4DR. The team should also have the ability to travel to other locations and agencies as required to meet users.
Working arrangements
The team will need to work 5 days a week for 6-8 weeks. Some events or additional meetings with users may be needed around the country. Expenses will be paid in accordance with DfT rates.
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
  • • demonstrable experience in the successful delivery of Discovery to support complex service and technology transformation, including undertaking service design.
  • • specialist capability and experience in transforming business critical, legacy technology and services into efficient modern solutions.
  • • demonstrable experience of carrying out user research with a diverse mix of users and stakeholders.
  • • demonstrable experience of leading public sector teams, particularly those with no experience of Agile, in Discovery and iterative development.
  • • Proven user research and UX skills and experience
  • • Proven service design and development and technical expertise in delivering a digital service.
  • • Supplier must have recent experience of agile working practices
  • • Experience of delivering digital projects in line with the Government Digital Service Design Manual and Digital Service Standard
Nice-to-have skills and experience
  • • Experience of working with users and stakeholders at all levels in large and complex organisations
  • • An 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
  • • Experience of leading Discovery projects within the public sector.

How suppliers will be evaluated

How many suppliers to evaluate
6
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 our organisation and other suppliers
  • ● Experience of transparent and collaborative decision making
  • ● Experience of taking responsibility for their work 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

50%

Cultural fit

10%

Price

40%

Questions asked by suppliers

1. In your "DfT Street Manager: Discovery - Additional information for bidders" document, you've suggested likely roles required. Do you anticipate/expect that these would all be required full time throughout the Discovery phase, or do you anticipate that some of these roles may ramp up/down during Discovery depending on need?
We indicated an idea of the roles we think would be required for this project as a guideline. It’s for bidders though to let us know who they think would be needed to deliver this project within the timescale, the make-up of the team and for how long they would think that each member would be needed.
2. You've stated as a requirement "current basic security clearance for all team members is a mandatory requirement before contract award" - do you mean Baseline Personnel Security Standard (BPSS) (formerly Basic Check (BC)) ?
Yes I believe that BPSS (formerly basic check) is what we mean.
3. 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
4. Can you please tell us how many words you will use as the limit for each question if you need to go through a shortlisting stage?
The written proposal has a 2000 word limit; you can provide up to 3 case studies of no more than 50 words per case study
5. Could you please provide a high level budget for this work?
This is not available. Bidders should bid for what they estimate is needed to meet the requirements.
6. Please see revised link 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/0B8gwsvs3gymoczZzNTZnYVlKMkU/view?usp=sharing
7. In reference to the essential skill: "demonstrable experience in leading public sector teams" could you expand on what your key priorities are? For example, upskilling and knowledgeshare, or more leading and deliverable projects?
the skills we are looking for is experience in leading on and delivering projects in the public sector. There will also be an element of knowledge sharing, especially in working with agile techniques and once recommendations begin to emerge.
8. We note that the Discovery team 'will work from their own premises' but we strongly believe that a supplier team based on-site with DfT would improve both communication and collaboration leading to a better outcome, particularly given the timescale. Would you consider the team being on-site throughout Discovery?
we will consider this and discuss arrangements with the successful bidder.
9. Within the notice you state that the solution should be provided on a Time & materials basis. Would DfT consider proposals offering a fixed price contract?
After consideration our requirement remains on a Time and Materials basis.
10. Within the notice you state that the solution should be provided on a Time & materials basis. Would DfT consider proposals offering a fixed price contract?
After consideration our requirement remains on a Time and Materials basis.
11. DfT have provided information with respect likely team roles for Discovery (Business Analysts, Delivery Manager, Service Designer, 3 x Researchers and Data Architect) - will any of these roles be undertaken by DfT staff? Are there any other roles that DfT are planning to deploy their own people during Discovery i.e. Service Manager?
None of these roles will be provided by DfT staff. There will only be a DfT service manager involved at Discovery stage.
12. Please characterise the number and type of data sets that might be ingested? i.e. Are there near real-time data feeds, or reasonably static data sets. (We note that data as it is held in EToN is currently not "real time", however, are any of the original data sources that might be ingested "real time" / "near real-time"?)
This is a Discovery phase requirement and we aren’t looking at solutions at this stage; at present the number or type of data sets is unknown. There might be potential to capture data directly from works gangs (this is currently sent to works management systems) so that data will be real time, but the discovery/alpha will need to explore whether this is possible.
13. We note that price carries a high proportion of the evaluation weighting at 40%. Does DfT have a maximum budget in mind for spend with a supplier during the Discovery phase that can be shared?
This is not available. Bidders should bid for what they estimate is needed to meet the requirements.
14. To what degree will the Discovery team have access to people who understand the current EToN system? What sort of roles do these people hold?
The DfT can arrange for access to the necessary people, including those who understand the EToN system well. The people will include expert users of the system, IT specialists and chairs of user groups. The Discovery team may also want to speak to some of the incumbent EToN developers. Contact details can be provided.
15. For avoidance of doubt, can we please confirm that the statement "the Discovery team will work from their own premises" does not imply that the team will need to be located at the supplier's premises (where regular meetings will be held at Great Minster House)? We also note that "the team will be located in a central Government building" - is this different to Great Minster House and if so, will this building also be in London?
To clarify, space in Great Minister House is limited for the Discovery team so we will need to discuss with the successful bidders where the team will be located and the practical arrangements. If the team is located elsewhere, regular meetings in GMH will not be required.
16. 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 on 3 /2/17
Contract start 06/02/17
17. Can you please tell us how many words you will use as the limit for each question if you need to go through a shortlisting stage?
Sorry there was a typo in the response to Q4 please use this response as the answer

The written proposal has a 2000 word limit; you can provide up to 3 case studies of no more than 350 words per case study
18. Can you provide background on how the hypothesis in the attached paper has been drawn up, and how the list of ‘User needs’ has been captured? Was it as a result of pre-discovery work? Did it involve direct engagement with user groups?
The hypothesis was drawn up as a result of informal engagement and discussions with street works stakeholder groups. These include EToN users from both local highway authorities and utility companies.
19. In reference to the list of ‘Problems with the current system’, have these been captured as a result of a structured investigation?
Problems with the current system have been captured through informal engagement with street works stakeholder groups and EToN users, rather than as a result of a structured investigation. The problems we have identified to date have been known but unresolved for some time. There may be other problems with the current systems that the Discovery will need to research and identify.
20. Do you have any plans to request an ‘Evidence submission’, in support of the Essential and Nice-to-have skills and experience, following the application on the 17th, to facilitate shortlisting of the suppliers to be invited to submit proposals? If so can you advise on an anticipated deadline and word count for the evidence submission?
The closing date for responses is 17/01/17 @ 23:59 hours . We intend to download responses 18/01/17 and inform tenderers of the outcome those successful will be asked for their written proposal and case study evidence with a deadline 24/01/17 @ 23:59.
21. Are there any strategic technologies or tools that are common and important to DfT's wider enterprise architecture and plans going forwards?
We cannot see how this question is relevant to this procurement for a Discovery stage project.
22. Can you confirm that you will be using the standard DOS Proposal template following shortlisting of suppliers? Will the responses to the Cultural Fit criteria form part of the 2000 words?
Yes we will be using the standard DOS Proposal template following shortlisting for suppliers. This will also include the Cultural Fit.
23. Can you confirm that the case studies will be restricted to 50 words each? Previous DOS opportunities have allowed case studies to be in the region of 250 words each.
We will be working within DOS guidance which states case studies should be no more than 350 word count per case study