Awarded to Version 1 Solutions Limited

Start date: Monday 11 April 2022
Value: £79,750
Company size: large
Department for Transport, Maritime Environment Team

A discovery to develop a system for reporting and analysing carbon emissions data on UK shipping.

11 Incomplete applications

9 SME, 2 large

39 Completed applications

26 SME, 13 large

Important dates

Published
Friday 28 January 2022
Deadline for asking questions
Friday 4 February 2022 at 11:59pm GMT
Closing date for applications
Friday 11 February 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
The winning supplier will be required to undertake a GDS compliant discovery that:
• understands users and their context,
• identifies any constraints
• identifies improvements
• includes a roadmap for delivery
• identifies data requirements and performance metrics to measure success.
Latest start date
Monday 7 March 2022
Expected contract length
Approximately 6-7 weeks
Location
London
Organisation the work is for
Department for Transport, Maritime Environment Team
Budget range
Between £60k and £100K.

About the work

Why the work is being done
The Maritime Environment team require a supplier to undertake a ‘discovery phase’ as a first step towards the development of a UK maritime emissions reporting service.

The database will store annual CO2 emissions reports from ships under the UK’s monitoring, reporting and verification regime (UK MRV), which is a legal requirement under our retained EU legislation. The discovery will analyse the EU’s THETIS-MRV database and identify the user needs, key functions and stakeholder requirements needed by ship operators and verifiers so that we can develop an equivalent service for the UK MRV regime which is fit for purpose. It should also inform the decision on the next steps in developing the UK MRV service, e.g. whether we develop a standalone DfT service or work with BEIS to integrate maritime MRV functions into their cross-sectoral service which is being developed to record emissions data for ‘static installations’ (e.g. powerplants) and the aviation sector.

The discovery phase will also highlight additional options which could offer better value for money. Whatever the outcome, any decision on the maritime service will need to be supported by the findings from the initial discovery phase to ensure user needs are met and achieve value for money.
Problem to be solved
Under the UK’s retained legislation, shipowners must record fuel consumption and CO2 emissions for all voyages to and from UK ports, made by ships over 5,000 gross tonnes. The Secretary of State also has an obligation to make reported MRV data publicly available.

Since leaving the EU, ships are not permitted to use the EU’s database to report emissions data for voyages under the UK MRV. The UK must meet its legal obligations under the UK MRV regime. 2022 is the first year for collecting annual emissions data and shipowners are expected to submit subsequent annual emissions reports by 30 April 2023. Therefore, we require a public facing minimum viable product which is available to users before the end of Q1 2023.

As well as meeting our legal obligations, a service which monitors CO2 emissions from ships is an essential element in helping Government achieve its net zero commitments particularly as seems likely, the UK emission trading scheme (ETS) is extended into the maritime sector. BEIS lead on the UK ETS regime; the lack of an existing UK ETS for maritime is the reason why maritime requirements and functionality were excluded from the original specification for the BEIS service.
Who the users are and what they need to do
The core users for this discovery phase project will be ship operators, emission verifiers, and both DfT and BEIS policy officials.

Ship operators need to be able to complete their CO2 emissions reports, have them verified by a third party and be able to submit them to DfT.

Emissions verifiers (who are accredited by the UK Accreditation Service) need to verify and submit CO2 emissions information on behalf of ship operators.

DfT and BEIS policy need to receive, manage and report on CO2 emission reports and engage with users.

The discovery phase should identify and validate users and their needs, understand any constraints, and identify opportunities to improve things. It should identify the options available for meeting the user needs along with high-level risks of each and a recommended approach. The functional requirements, an initial roadmap / workplan and the resources required which could form the basis for the Alpha and Beta phases for a potential maritime emissions reporting service should also be produced.
Early market engagement
None
Any work that’s already been done
This is the first work which will be done on a Maritime Emission Reporting Service although BEIS are building an emissions reporting system for other industries, including aviation.
Existing team
Ian Timpson – Product Owner
Natasha Coates / Lowri Rhind - Senior Responsible Owners
Current phase
Not started

Work setup

Address where the work will take place
Most of the work should be conducted at the supplier’s own site. However, we would expect the supplier to work at our offices when agreed and required, which could be 1 to 2 days per week subject to Covid restrictions. Exact days will be decided with the supplier at contract stage. Most engagement is likely to be over TEAMS.

Address: Department for Transport, Great Minster House, Horseferry Road, SW1P 4DR
Working arrangements
The supplier is expected to available and contactable during core hours of 9.00am to 5pm Monday to Friday.

We expect the supplier to suggest a team that can complete the discovery phase in 6-7 weeks. This can include scaling up and down the team and part-time working when appropriate.

Detailed working arrangements will be provided upon appointment of supplier but will include for example, adherence to DfT process and standards.

Expenses must align with DfT Travel and Subsistence policy, with no expenses incurred within the M25 corridor and with all other proposed travel approved by the buyer prior to mobilisation.
Security clearance
All contractors’ personnel should as a minimum be cleared to authority security clearance level of BPSS and must be available to begin work with immediate effect following contract award.
CV's including security clearance evidence required for resource to be assigned to project and will be evidenced at written proposal stage.

Additional information

Additional terms and conditions
Statements of work will be defined for the introduction into the discovery phase.

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 of delivering GDS compliant discovery work.
  • Demonstrable evidence of drawing up recommendations and options for alpha on successful digital projects.
  • Demonstrable experience in conducting stakeholder analysis.
  • Demonstrable experience of your ability to identify and make recommendations in respect of technology, legal and other constraints, relevant to delivering a CDDO compliant digital service.
  • Demonstrable experience of using a range of research methods.
Nice-to-have skills and experience
  • Recent (within 5 years) experience of working within the maritime industry.
  • Demonstrable experience of working on a project that spans two (or more) government departments/public bodies.
  • Experience of working with teams with no or limited experience of digital projects.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
6
Proposal criteria
  • Your approach and methodology to the Discovery, to include including how priorities will be determined, problems approached, and emerging findings presented (25%)
  • A project plan with proposed timelines for delivery of the discovery stage (10%)
  • Value for money (5%)
  • The structure and high-level discovery report outputs/headings (5%)
  • Demonstrate how you will identify and manage risks, assumptions, and dependencies (5%)
  • The team structure, their technical skills and experience including the estimated resource (10%)
Cultural fit criteria
  • Experience of transparent and collaborative working to deliver outcomes.3%
  • Experience of taking responsibility for their work and resolving problems effectively. 3%
  • Demonstrate a user centred approach, using research to present findings that all stakeholders/decisions makers can easily understand. 4%
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. As a small business we do not hold resource in bench and can onboard external resources only after issuance of contract.
How quickly will you need all the resources to be deployed for the project from the contract signing date ? Would you allow staggered resource deployment ?
We expect the successful team to commence discovery activity during March 2022 and complete not later than the end of April/first week of May 2022. Any proposed project plan should reflect that.
2. Regarding Nice-to-Have skills in Maritime experience, can you please elaborate on the DOS 5 guidelines on discriminatory clause :
https://assets.crowncommercial.gov.uk/wp-content/uploads/RM1043.7-DOS-5-Buyer-webinar-how-to-create-an-opportunity-with-notes.docx
“It is discriminatory to suppliers to state that they must have previous experience working in the public sector or within your specific industry.
What is it about the public sector that requires specific skills or experience? Suppliers may have worked for complex commercial organisations which are highly regulated (eg financial or pharmaceutical) and could therefore demonstrate the required skills and experience within a different environment.”
"The essential skills and experience should be set so that it ensures the right suppliers apply for the opportunity. Potentially multiple suppliers could meet these requirements. Therefore, it is important, as per the guidance you have referenced, where it states that the nice-to-have skills and experience can be used to differentiate between potential suppliers and help the buyer in the shortlisting stage.

If a supplier partially/or doesn’t meet a nice to have skill, it does not rule them out from winning the bid."
3. With regard to the nice-to-have ‘Recent experience of working within the maritime industry’ – would the authority consider similar experience, in related fields, or will only maritime industry experience be acceptable?
Experience working within the maritime industry is in the nice-to-have skills and experience. We will consider similar experience in related fields if the benefit and similarity can be demonstrated.
4. Who from your team will be scoring applications for this opportunity and what positions do they hold?
The scoring panel will consist of Maritime policy leads, including the Product Owner, and Digital Service representatives.
5. Can you please provide an anticipated timeline for this procurement that includes dates for: 1) Shortlisting Notification for Stage 2 2) Submission Deadline for Stage 2 3) Presentation 4) Evaluation period 5) Award Notification
Anticipated timeline is: 1] 16.02.22; 2] 25.02.22; 3] If required 03/04.03.22; 4] 28.02.22-01.03.22; 5] 04.03.22
6. Can you confirm if shortlisted suppliers will have the opportunity to present?
We retain the option to ask suppliers to present at stage 2.
7. Has any external supplier been involved in the initial scoping work? If so, who?
No.
8. Can Authority please elaborate on “Stakeholder Analysis”?
We are keen to identify all project stakeholders and understand their needs, expectations and influence so that we can build a strategic view that ensures successful project delivery. We expect applicants to be able to undertake stakeholder analysis, and specifically identify any gaps, which will contribute towards a successful discovery.
9. With regards to the CDDO, our understanding is that CDDO is responsible for Digital, Data and Technology Strategy and Standards, like the Technology Code of Practice, the Service Standard, and Open Standards. Please correct us if our understanding is otherwise.
Yes, the CDDO (Central Digital & Data Office) is responsible for Digital, Data and Technology Strategy and Standards, like the Technology Code of Practice, the Service Standard and Open Standards. Further information is available at https://www.gov.uk/government/organisations/central-digital-and-data-office/about
10. Will subsequent phases of this project undergo formal GDS assessments?
Yes, if the discovery suggests progressing to the next stage, the project will be subject to formal assessment against the Service Standard. It is yet to be determined if CDDO will run the assessment or if it will be run by the Department's assessment team. https://www.gov.uk/service-manual/service-assessments/check-if-need-to-meet-service-standard
11. Can you please advise the preferred tech stack for this opportunity?
This will be an outcome of discovery and alpha, but the opportunity must comply with the technology code of practice https://www.gov.uk/guidance/the-technology-code-of-practice.
12. For the 6-7 week deadline to be achieved will appropriate access to individuals representing the users (ship operators, emission verifiers, and both DfT and BEIS policy officials) be ensured?
Access to DfT and BEIS policy officials is confirmed and we will work with the successful supplier so that availability does not fundamentally affect the timeframe or supplier’s proposed approach. We have started speaking to contacts and we will ensure there are appropriate numbers and types from the known user groups that are accessible to support the supplier initial engagement/user research. We also expect the successful supplier to be proactive and collaborate with us in identifying and filling any gaps.
13. Can you please advise on the overarching timelines for the wider programme e.g. Alpha/Beta/Live dates?
Subsequent phases and their timings are subject to the findings of the Discovery which is expected to run from March 2022 through to the first week of May 2022. If Alpha, Beta and Live are required, we would expect to move into Alpha in June/July 2022 and a public Beta in January 2023. It is too early to anticipate anything beyond this timeline.
14. What is the anticipated timeline for the programme of work (Disco, Alpha, beta, Live)?
Subsequent phases and their timings are subject to the findings of the Discovery which is expected to run from March 2022 through to the first week of May 2022. If Alpha, Beta and Live are required, we would expect to move into Alpha in June/July 2022 and a public Beta in January 2023. It is too early to anticipate anything beyond this timeline.
15. Regarding Nice to have skills focussed on Maritime experience, these do not encourage new suppliers to bid for the project.How will a new small business fairly bid against incumbent suppliers who will always score on the Nice to have skills?….The DOS guidelines do not encourage sector based experience.
The essential skills and experience should be set so that it ensures the right suppliers apply for the opportunity. Potentially multiple suppliers could meet these requirements. Therefore, it is important, as per the guidance you have referenced, where it states that the nice-to-have skills and experience can be used to differentiate between potential suppliers and help the buyer in the shortlisting stage. If a supplier partially/or doesn’t meet a nice to have skill, it does not rule them out from winning the bid.
16. In the 4th essential, is this making recommendations about technology, legal, etc. relevant to a digital service, or is it recommendations for a service, taking into consideration technology, legal, etc. constraints?
The latter, recommendations for a service, taking into consideration technology, legal, etc. constraints
17. Is the ‘6-7 weeks’ timeline a firm requirement? Previous, comparable [DfT] discoveries have benefited from being a few weeks longer to ensure the recruitment of sufficient research participants from niche roles in a specific sector. Thanks
We will support the supplier in finding sufficient research participants and will keep the timetable under review whilst acknowledging the current timeline has been set to ensure potential subsequent phases of the project to be completed in early 2023.
18. When you say ‘stakeholders’ and ‘conducting stakeholder analysis’ do you mean with the intended end-users of the prospective service, (e.g. ship operator staff members responsible for completing CO2 emissions reports), or do you just mean with people that have a broader interest / stake in the service (e.g. BEIS officials leading work on other emissions reporting services)?
The successful applicant will need to consult with end users (ship operators, verifiers, staff compiling the emissions report), as well as broader interest groups such as BEIS and UKAS.
19. Will there be an opportunity to share findings and learnings with the project delivering an emissions reporting system(s) for other industries with BEIS?
Yes. We expect BEIS to be one of the stakeholders consulted during the discovery phase, and we plan to discuss the findings with them after completion.
20. Which suppliers are involved in the emissions reporting system for BEIS?
"Delivery

Application design, build and implementation (Alpha & Beta GDS phases) – Trasys-UniSystems (TU) Consortium
Infrastructure design and provisioning (hosting environments) - Databarracks
Security consultancy/Delivery - Twelvesec (TU’s independent security consultants)
Accessibility compliance and testing - Test Partners
Delivery assurance – PA Consulting

Service

Level 1 user support (we refer to this as L0) – Environment Agency
Level 1 Tech Support, SIAM Service desk, 24/7 security monitoring – Fordway
Level 2 & 3 Tech Support L2/L3 (application and infrastructure) - TU
24/7 security response - TU"
21. Are you able to source user research participants and access to stakeholders through your existing channels?
Yes but we also expect the successful supplier to be proactive and collaborate with us in identifying and filling any gaps.
22. Are you content for suppliers to cite multiple examples in their responses? For example “Demonstrable experience of delivering GDS compliant discovery work” might be best demonstrated with multiple examples.
Yes
23. What suppliers are involved in delivering the BEIS system, for static installations, that you have identified as a possible consideration for the development here?
The suppliers involved in the BEIS system are:

Delivery

Application design, build and implementation (Alpha & Beta GDS phases) – Trasys-UniSystems (TU) Consortium
Infrastructure design and provisioning (hosting environments) - Databarracks
Security consultancy/Delivery - Twelvesec (TU’s independent security consultants)
Accessibility compliance and testing - Test Partners
Delivery assurance – PA Consulting

Service

Level 1 user support – Environment Agency
Level 1 Tech Support, SIAM Service desk, 24/7 security monitoring – Fordway
Level 2 & 3 Tech Support L2/L3