Department for Transport, Traffic & Technology Division.

Street Manager Service – Alpha / Beta

Incomplete applications

7
Incomplete applications
6 SME, 1 large

Completed applications

20
Completed applications
10 SME, 10 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 22 September 2017
Deadline for asking questions Friday 29 September 2017 at 11:59pm GMT
Closing date for applications Friday 6 October 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work The Alpha will develop and test the chosen option for a new street manager service, demonstrating technical, contractual and legally feasibility, mapping out key milestones and costs for consideration through to Beta.
Latest start date Monday 6 November 2017
Expected contract length 12 weeks
Location London
Organisation the work is for Department for Transport, Traffic & Technology Division.
Budget range £400,000 - £600,000 (this is for Alpha alone and is inclusive of VAT and T&S) Indicative costs are required for full project delivery through to Beta live, although these will fall outside of the evaluation.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done To develop a new street manager service to replace the Electronic Transfer of Notifications (EToN) system. The service will transform the planning, management and communication of street and road works through open data and intelligent services, with the aim of minimising disruption and improving journeys. We have completed a discovery which has identified clear recommendations for the next stage, based on user needs.
This requirement is for an Alpha to develop and test the best route of achieving the desired outcome such that, on conclusion, we will be able to procure a Beta and Live for the new service.
Problem to be solved The current systems used for managing street works were originally developed in the 1990s. A Discovery has confirmed that a change is needed, that a single service will assist in the planning, management and monitoring of works, and open data on planned and live works needs to be provided so that accurate and up-to-date information can be made available to the travelling public.
Alpha will:
• Continue development of test user stories
• Develop/test chosen option, demonstrating technical, contractual and legally feasibility
• Identify Beta requirement, highlighting risks/dependencies
• Provide indicative costs for full system development
Who the users are and what they need to do The users are
• utility companies, including planners/schedulers, administrators, compliance officers;
• local highway authorities, including network managers, inspectors, permitting and noticing officers;
• contractors, including agents and supervisors, site managers;
• central and local government, including policy officers, analysts and statisticians, local politicians and councillors;
• public, including drivers, cyclists and pedestrians, residents, local businesses;
• transport operators/providers, including bus companies, taxi and private hire companies;
• journey planners/satellite navigation companies.

The discovery phase has provided early development of the user stories which will be provided to suppliers who are successful in reaching the second stage, i.e written proposals.
Early market engagement N/A
Any work that’s already been done Discovery reports, that include highlight report; technical and data discovery; backlog; user research report; to be user journey.

These will be made available in a redacted form to all successful shortlisted suppliers
Existing team The supplier will be working with DfT policy lead (service manager) plus stakeholders from the street works sector and other users. Two representatives from a utility company and a local authority will be seconded full time to the Alpha to support the work.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The majority of the work should be conducted at the Supplier’s own site.

However, we would expect the appointed Supplier to be able to work at Department for Transport offices when required.
Address: Great Minster House, Horseferry Road, SW1P.
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 12 weeks. Some events or additional meetings with users may be needed around the country. Expenses will be paid in accordance with DfT rates.

Exact milestones will be determined once an Supplier is appointed
Security clearance Current Basic Security Clearance, evidence of which will be required as part of the proposals at second stage, along with CVs for resource who are to be assigned to the project.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
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.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Demonstrable experience of successfully delivering a minimal viable product/proof of concept through Alpha for successful delivery of a robust product into a 'live' environment on behalf of a Government department
  • 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 Alpha 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 and delivering digital projects in line with the Government Digital Service Design Manual and Digital Service Standard
  • Have availability of resources to be able to start as soon as possible
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
  • Demonstrate a successful approach to completion of required GDS Service Assessment, Security Health Check, Penetration Testing, Service Readiness, and release reviews as part of quality and acceptance tests.
  • Experience of leading Alpha projects within the public sector.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 6
Proposal criteria
  • Identify the approach and methodology to the Alpha project planning and delivery, identifying the main stages and activities proposed at each stage. (10%)
  • Detailed resource plan – demonstrating how in-house, supplier and external resource will be used and at what stage (5%)
  • How the approach or solution meets user needs (5%)
  • How they’ve identified risks and dependencies and offered approaches to manage them (5%)
  • Estimated timeframes for the work (5%)
  • Demonstrate value for money (5%)
  • Demonstrate how the requirements of other areas, such as Central Government, including Welsh Government, Local Authorities and utility companies and contractors will be integrated into the project. (10%)
  • Suppliers must demonstrate experience in designing and developing end to end solutions (including front and back end) through a range of previous work for customers on a similar scale. (5%)
Cultural fit criteria
  • Experience of working as a team with our organisation and other suppliers (2.5%)
  • Experience of transparent and collaborative decision making (2.5%)
  • Experience of taking responsibility for their work and resolving problems effectively (2.5%)
  • Evidence where status quo has been challenged resulting in an improved final outcome (2.5%)
  • Demonstrable evidence of working with clients with low technical expertise (2.5%)
  • Experience of working with Government departments (2.5%)
  • Evidence demonstrating an ability to transfer knowledge & skills to Civil Servant team members (2.5%)
  • Evidence of strategic thinking striving to deliver best possible solution/concept possible. (2.5%)
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. It is stated that the majority of the work is to be conducted at the Supplier’s own site. In our experience, the results of both the alpha and beta phases are improved by co-locating the Supplier team with the Customer team to facilitate better collaboration and communication. Is this an option that DfT will consider? Office space is limited at the DfT but the team will be happy to co-locate where possible
2. Is there an incumbent supplier working with you on the Discovery phase? no we don’t have an incumbent supplier
3. Can you give any details of the completed Discovery please? When was it completed? How long did it run for? The Discovery lasted for 8 weeks and was carried out between February and April 2017. In relation to sharing the Discovery outputs, we aim to share copies of redacted discovery reports to the shortlisted suppliers that go through to the 2nd evaluation
4. Could you please share which individual roles you would be looking for the successful supplier to provide for the envisaged Alpha work? We are anticipating the following roles will be needed. Suppliers can, however, propose alternative structures if they feel these are needed to deliver the requirement: Delivery manager; technical architect; service designer; business analyst x 2; UX designer; user researcher x 2; data architect; infrastructure architect; Ops; senior developer; front end developer.
5. Are the "additional staff" mentioned in the opportunity being engaged as stakeholders / SME's / interested parties or are they expected to take roles in the active Alpha delivery team? There are two additional people who will be engaged as SMEs. They represent key users (one from a local authority and one from a utility company). It is envisaged that they will actively work with the Alpha team on more or less a full-time basis. The DfT will provide a service manager and a product manager.
6. The notice suggests there may be a 'chosen option' already. Is this correct and, if so, are you able to provide us more details on what this is e.g. technologies or applications which may have already been chosen? No technologies or applications have been selected. The reference in the notice is to ‘Develop/test chosen option’ ie develop and test the solution proposed and selected as part of the alpha.
7. 'The question 'Demonstrable experience of successfully delivering a minimal viable product/proof of concept through Alpha for successful delivery of a robust product into a 'live' environment on behalf of a Government department'. Is it necessary that the delivery cited is with a Government Department, or would it be acceptable that the example is with an organisation in the public sector It is for potential suppliers to provide suitable evidence that shows how they would meet this requirement
8. We note that no incumbent supplier is currently involved. Can you confirm that no external supplier has been involved in this project to date? An external supplier carried out the Discovery. As we say in the notice, we will make the Discovery reports available to shortlisted suppliers who proceed to the 2nd stage.’
9. We know the outputs will be made available in redacted form to all shortlisted suppliers. Is it possible for you to provide some headline commentary with respect what you found in Discovery, in order for us to qualify the opportunity The Discovery identified key trends, topics and insights with using current systems. Several common themes emerged around a lack of consistent working practices, the need for better communication and collaboration, too much time and effort being spent managing inefficient processes and a general lack of visibility and accuracy of limited data. The technical analysis showed that EToN consists of many distributed / interconnected IT systems. It lacks standardisation, cohesion and transparency, with limited ability to change or evolve, or adopt the use of modern technologies without significant collaborative effort (and cost). There was a consensus that a change is needed.
10. Q1: The project is entitled Alpha/Beta. Your explanatory note issued to the public sector described the Alpha process as distinct from the Beta phase. Yet the tender award costs are ascribed only to Alpha. Can you confirm if Beta is separate, or integral, to this project? And what in the Department’s view constitutes a Beta? Q2: The selection criteria includes experience of designing and delivering end-to-end solutions. And the requirement is to “develop/test chosen solution”. Question: is a working prototype of an EtoN noticing alternative an expected outcome of this Alpha/Beta phase? The requirement is as set out in the notice. Beta is integral to this project and the alpha will progress into beta, subject to additional internal approvals, satisfactory performance and outputs within alpha. What constitutes alpha and beta is a set out in the Government’s service manual https://www.gov.uk/service-manual The expected outcomes of the alpha are as set out in the notice, ie develop and test the solution proposed and selected as part of the alpha and identify what we need to do in beta.
11. Q3: Please re-confirm if Beta (once defined as above) will be tendered separately? Q4: How much expectation is there to identify during Alpha/Beta phase the relationship of the present EtoN noticing software to adjacent software workflows (e g asset management & inspections) and assessing their extricability and subsequent API linking? Or has that been assessed within the Discovery phase? As stated in the notice, the alpha will progress into beta, subject to additional internal approvals, satisfactory performance and outputs within alpha. The requirement is for alpha/beta. Some initial work was done during Discovery to consider current relationships between existing EToN systems and others. The alpha will need to further develop this analysis and use the findings to inform the solution proposed and tested as part of alpha.
12. Q5: Will the chosen provider be given access to legal contract information held by Local Highways Authorities in order to assess contractual and legal feasibility as stipulated in the Alpha/Beta document? Q6: Is it expected that the present providers of noticing systems are included in the phase research, or not – or is the Department neutral in this regard? The notice refers to the contractual and legal feasibility of the solution proposed and tested as part of alpha. Some of the current providers were involved in the user research carried out during the Discovery. It will be for the successful supplier to continue the development of user stories and to propose the extent of the research needed to do this.
13. Can you please provide an indication of the number of different data sources relevant to this Alpha? Are any of these data sources external to DfT? We do not understand what is being asked for in this question. What do you mean by data sources?
14. When evaluating suppliers, is DfT aware that the Government Service Manual is largely silent with respect practices and specific roles that might be required for this type of project? Will DfT be evaluating against suppliers relevant experience, or more weighted towards evaluating against criteria that might be suggested by the GDS Service Manual? The evaluation process and weightings are set out in the notice. It is for potential suppliers to provide suitable evidence that shows how they would meet the criteria.
15. At a very high-level can you please characterise the different data sources relevant to this Alpha, in terms of volume, variety (i.e. .csv, relational database, unstructured data) and velocity (i.e. how often the data sources update, weekly batch, overnight, daily, hourly, near-real time, real-time)? Street manager should provide a way for utility companies and local authorities to apply for permits and issue notices for street and road works. It should also make open data on live and planned works available through open data platforms. These and other user requirements were gathered during Discovery and it will be for the alpha to develop, design and test a proposed solution. We cannot provide the information requested at this stage. There are around 2.5 million works carried out in England each year.
16. Will access to the data sources be possible during Alpha? Please explain what you mean by data sources?