This opportunity is closed for applications

The deadline was Monday 15 August 2022
The Department for Transport (DfT)

TIT0384 - Network Management Duty: Policy Discovery

4 Incomplete applications

3 SME, 1 large

22 Completed applications

13 SME, 9 large

Important dates

Published
Monday 1 August 2022
Deadline for asking questions
Monday 8 August 2022 at 11:59pm GMT
Closing date for applications
Monday 15 August 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
• Undertake user research to identify key audience/user needs for update to the statutory network management duty.

• Identify key considerations in network management – current and imminent – what good network management looks like for authorities/road users.

• Provide recommendations for scope, structure and audience for the guidance.
Latest start date
Monday 12 September 2022
Expected contract length
8-10 weeks
Location
London
Organisation the work is for
The Department for Transport (DfT)
Budget range
Between £150k and £200k – including T&S - excluding VAT

About the work

Why the work is being done
Traffic authorities have a duty to manage their road network under section 16 of the Traffic Management Act 2004 and secure the expeditious movement of traffic. Traffic includes pedestrians.

The DfT issues statutory guidance to authorities on the techniques of network management or any other matter relating to the duty. Authorities must have regard to this guidance. It was last published in 2004.

The DfT has committed to updating the guidance to reflect the current imperatives of decarbonisation, encouraging healthier forms for transport and emphasis on technology.

We want to commission a discovery to identify the scope of the guidance.
Problem to be solved
Identify key:

• audience for the guidance
• user needs
• key conflicts and tensions in network management and how these are resolved
• key considerations in network management – current and imminent
• How technology capability may change
• Identify what good network management looks like for authorities and road users.

Other issues include: role for Mayoral Combined Authorities; should guidance be tailored according to network hierarchy; barriers and opportunities for effective coordination; gaps in technical guidance; what authorities do now to manage their network.

Provide recommendations for scope, structure and audience for the guidance.
Who the users are and what they need to do
• Senior managers, traffic managers in traffic authorities and, where different, network managers who manage the public road network in line with the network management duty.

• Groups who represent interests of road users (pedestrians, cyclists, bus and HGV operators etc).

• The transport technology sector who provide tools and software to help authorities manage their network.

• DfT and other government departments who want to ensure road network is managed to meet strategic objectives (e.g. active travel, decarbonisation, improvement in air quality, bus back better, future of transport, the transport data strategy, and digital and connected roads.
Early market engagement
No early market engagement has taken place with suppliers for this requirement.
Any work that’s already been done
N/A - The requirement is for a Discovery phase.
Existing team
Suppliers undertaking this requirement will work alongside the Department for Transport’s Traffic and Technology Division. The Division will provide policy expertise and product ownership.

The core team will be:

SRO – Head of Traffic and Technology
Head of Street Works
Head of Traffic Signs and Street Design Policy
Current phase
Discovery

Work setup

Address where the work will take place
The majority of the work should be conducted at the supplier’s own site or remotely. However, the team should also have the ability to travel to other locations and agencies as required and when there is a business requirement to meet users.

Occasional meetings may take place at the DfT offices which will be agreed as part of initiating the discovery. Address: Department for Transport, Great Minster House, Horseferry Road, London, SW1P 4DR.

Expenses will be paid in accordance with DfT rates.
Working arrangements
We expect full-time engagement from delivery teams to deliver the required outcomes.

Discovery kick-off should be completed approximately 2 weeks from the start of the contract and may include:

- Mobilisation
- Familiarisation with the brief

Discovery should be completed within approximately 8 weeks, consisting of sprints to demonstrate, iterate and present recommendations for scope, structure and audience for the guidance. This should deliver a well-evidenced set of recommendations.

Exact milestones to be determined with the supplier, post appointment and set out in a statement of works (SOW).

We require weekly updates detailing achievements and issues that may impact timescales/cost.
Security clearance
All contractors’ personnel must hold security clearance level BPSS and be available to begin immediately following award. Evidence of clearance will be requested at written proposal stage.

Personal data collected will constitute an information asset. Suppliers will need to appropriately protect and deal with this asset in line with GDPR

Additional information

Additional terms and conditions
CVs will be requested from shortlisted suppliers.

DfT reserves the right to not award the contract and is not liable for any of the bidders’ costs in participating in this procurement, including if the procurement is terminated for any reason.

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 understanding of Agile project delivery including evidence of undertaking discovery phases for policy development related projects.
  • Demonstrable experience of identifying the needs of diverse users through both larger group sessions and one-to-one interviews.
  • Proven track record of delivering projects at speed with clearly identified deliverables and ability to meet 10-week discovery timetable.
  • Demonstrable evidence of excellent planning, coordination, communication and project management skills.
Nice-to-have skills and experience
  • Experience of working with multiple stakeholders across a diverse range of sectors.
  • Demonstrable evidence of transport sector experience.
  • Experience in conducting stakeholder analysis where knowledge gaps were identified and plans implemented to address the shortfall.
  • An understanding of the policy and approach the government is taking with active travel, decarbonisation and the future of transport.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
6
Proposal criteria
  • Proposed methodology and approach to taking forward the discovery phase including the main stages and activities proposed at each stage (20%).
  • Demonstrate how the requirements of users such as road users, government, traffic authorities, and other stakeholders will be integrated into the project (20%).
  • Demonstrable experience of how you have identified risks and dependencies and offered approaches to manage and mitigate them (10%).
  • Proposed team structure, including details of resource, positions and responsibilities throughout discovery and their CVs (10%).
  • Ability to meet the 10-week timeframe for delivery (10%).
Cultural fit criteria
  • Experience of transparent and collaborative decision making (2.5%).
  • Evidence of strategic thinking striving to deliver best possible solution/concept possible (2.5%).
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

5%

Price

25%

Questions asked by suppliers

1. What incumbent suppliers (if any) do you already have providing the required services, and how long have they been involved?
DfT can confirm this is a Discovery piece of work and no other supplier has been involved.
2. Usually each 100 word response should reference one example project. For Q1, you asked for “evidence of undertaking discovery phases” (plural) – are you looking for multiple case studies as part of this response?
We will essentially be looking for the detail within the answer provided. Suppliers can provide a further example(s) if they wish.
3. Is it part of the scope of work (a) gather the content of updates themselves from end users and (b) to execute/create the updates/recommendations? Or is the focus purely a discovery to determine recommendations/a plan/roadmap based on user’s needs for structure/scope/audience?
The Discovery is to determine recommendations/a plan/roadmap based on user’s needs for structure/scope/audience.
4. Please can you clarify if Stage 1 scores will be carried over and used in the evaluation at Stage 2?
Stage 1 will be used to identify which suppliers will progress to Stage 2. Any supplier that scores a 0 or 1 within the essential criteria, will be eliminated.
5. Please can you provide a full timeline for the procurement including the dates you intend to shortlist, when you will invite suppliers to respond to Stage 2, when you intend to award etc.?
Response deadline for stage 1 bids - 15/08/2022
Evaluation of stage 1 bids - 25/08/2022
Documentation for Stage 2 will be issued immediately after Stage 1 has been completed.
Evaluation of stage 2 bids - 01/09/2022
Award date - Early September

Please note the above dates could change, depending on number of bids received etc.
6. Given that this is for a Discovery, is it anticipated that this will lead on to an Alpha/ Beta? If so, in what time frame do you see the next phases being kicked off?
Whether or not there will be a policy Alpha will depend on the recommendations made as part of the discovery. It is not envisaged that there will be a beta.
7. Under ‘Problems to be solved’, it mentions ‘How technology capability may change’. Could you specify in more detail what technology/technologies this is referring to?
This refers to transport-related technologies such as intelligent transport systems, vehicle-related and traffic management-related technology innovations.
8. Does DfT have a starting list of sample users (departments, organisations, individuals) to engage with during Discovery?
Yes DfT do have this.
9. For the DOS format (100 words per answer) response, can you please confirm the questions to be answered?
We are unsure of this question, however for Stage 1 of the process, suppliers need to provide an answer to the Essential and Nice to Have criteria.
10. Regarding the final question in the Nice To Have section, ‘An understanding of the policy and approach the government is taking with active travel, decarbonisation and the future of transport’, please can you clarify if suppliers are expected to show their understanding by evidencing relevant examples or if demonstrating we have knowledge of the policy and approach the government is taking is sufficient to meet this requirement?
Demonstrating knowledge of the policy and approach the government is taking is sufficient.
11. Who from your team will be scoring applications for this opportunity and what positions do they hold?
The panel will be made up of senior subject matter experts.
12. Can you expand on what specific experience you are looking for in this skill / experience: ‘Experience of working with multiple stakeholders across a diverse range of sectors.’? Do you mean diversity within the transport and traffic sector or wider/outside that, e.g. health, education?
It would be helpful to provide examples of relevant experience e.g. in the transport sector or working with local authorities. But if there are not available, other relevant examples could be given from other sectors.
13. When you say ‘stakeholder’ in this skill experience: ‘Experience in conducting stakeholder analysis where knowledge gaps were identified and plans implemented to address the shortfall.’... do you mean end-users (e.g. traffic managers that access the guidance) OR stakeholders responsible for the thing in question (e.g. DfT policy makers and guidance content authors/owners)?
I can confirm this is in relation to end users.
14. Is the documentation for Stage2 (the full ITT) to be issued on 15/08 or 25/08?
The documentation for Stage 2 will be issued to successful suppliers from Stage 1, after the evaluation consensus meeting takes place on 25th August. Please note that dates may change.
15. Will the ITT response be due back on 1/09 or earlier? When will the choice of supplier be announced?
The documentation for Stage 2 will need to be back before the consensus meeting (originally pencilled in on 1st September). Again, these dates could change. When documentation has been issued, dates will be clearly stated. The winning supplier will be confirmed after the evaluation scores have been calculated - this will be within a couple of days of the second stage evaluation.
16. Under Essential criteria, you ask for ‘Proven track record of...10 week Discovery’. Are you looking for Discovery projects of exactly 10wks or similar rapid Discovery projects delivered in v short timeframes that give you confidence this can be delivered well in 10wks?
This does not have to be exactly 10 weeks. We require suppliers to provide evidence on a Discovery successfully delivered within this period.
17. Given all of the proposal criteria at Stage 2 sums to 100%, please can you confirm how the case study, work history and presentation will be scored as part of the evaluation?
The Case Studies and CV's will assist when undertaking the scoring and will act as reference material. The Presentation element has been selected as a potential option ie should two suppliers end up with the same score.