Bristol City Council

Bristol Operations Centre - Phase 2- SMART City Design and Delivery

Incomplete applications

3
Incomplete applications
1 SME, 2 large

Completed applications

8
Completed applications
6 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 22 March 2018
Deadline for asking questions Thursday 29 March 2018 at 11:59pm GMT
Closing date for applications Thursday 5 April 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Smart City Service Development - lead, plan, prioritise, prototype and deliver the technical innovations that will form Bristol’s SMART services. This will cover all key areas, Security and Surveillance, Health systems, Traffic & Transport, Energy, Environment and Waste.
Bristol Operations Centre Commercialisation - use SMART to attract new customers/revenue.
Latest start date Friday 1 June 2018
Expected contract length Expected February 28th 2019 Completion (8-9 months)
Location South West England
Organisation the work is for Bristol City Council
Budget range up to a maximum budget of £400,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Bristol City Council (BCC) has been on an exciting journey building our new State of The Art SMART City Operations Centre. Phase 1, the build is complete and we have achieved the most integrated operating model of any other authority in the UK. The exciting development of SMART City is our next phase (Phase 2) which must be completed by February 2019.
Problem to be solved Bristol is already making SMART improvements. We must use technology and data to deliver innovation, savings and efficiencies to benefit Bristol. We must ensure better use of assets, funding and technology. Smart City design and delivery expertise will deliver tangible benefits. Supplier will lead and deliver a SMART City strategy, working to rapidly establish priorities and then ensure SMART city opportunities are taken from concept through to implementation. Commercial strategies will ensure that Bristol's fibre network, Operations Centre, relevant assets and infrastructure are fully utilised in an efficient way to ensure best use of technology, capacity, people and processes.
Who the users are and what they need to do As a City, Bristol seeks to maintain and build on an efficient and SMART city operating framework for the future. This aligns to the Mayor's aspirations and commitments to innovation.
BCC has committed to a building a leaner, more efficient service delivery for citizens, with an Operating Centre that is well prepared, resilient and optimised. To citizen’s this will deliver many improvements. Examples are effective traffic management; technology that will increase people's independence, improved camera technology and predictive analytics that will improve crime prevention and protect public spaces.
Early market engagement
Any work that’s already been done We have already built a multi-functional operations centre and
co-located the cities three control centres. We have an IT platform that will allow other systems to be integrated and provide dashboards and analytics. Urban traffic management will be the first integration. We have started to identify potential SMART City innovations that could benefit the city, such as Tele-health and broadband initiatives. These are at the proof of concept stage. We now have the first customers using the Operations Centre facilities. Phase 2 will identify, prioritise, prototype, implement and scale SMART City innovations and increase the customers using the Operations Centre.
Existing team The supplier will need to interface with:
Bristol Operations Centre Team.
Bristol Operations Centre Programme staff recruited by BCC.
Bristol City Council (BCC) support functions such as finance, procurement, Test, PMO etc.
BCC Heads of Service.
Partner agencies linked to SMART city, Bristol is Open, University of Bristol, Blue light Agencies and Clinical commissioning groups amongst others.
Existing suppliers and service providers.
A full list of resources already available will be provided at the next stage.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The work will in the majority take place in central Bristol in the Bristol Operations Centre at least 4 days per week. Other ad hoc locations will be required for meetings.
Working arrangements The supplier's team members are expected to work mainly in Bristol 4 days per week in order to ensure cohesion, liaison, delivery and face-to face engagement with relevant stakeholders and team members. Expenses for travel to Bristol will not be paid as this is the designated location of work. Occasional expenses for travel to sites outside Bristol will be expected and should be in accordance with BCC expenses policy.
Security clearance N/A

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions

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
  • Have capability for resources to work in Bristol as base and as and when required
  • Have team that can be mobilisation by 1st June 2018 and be available until 28th February 2019
  • Have evidence of experience in SMART City leadership, with evidence of identifying and prioritising uses cases to rapidly prototype and subsequently test and scale innovative solutions
  • Have specialist technical level resources with experience in using data to rapidly identify, prototype, scale and integrate innovative ideas
  • Have evidence of writing clear strategies and roadmaps that detail how SMART CITY use cases will be taken from prototype to full scale
  • Have evidence of SMART City specialist technical level resources available in Traffic & Transport
  • Have evidence of SMART City specialist technical level resources available in Health systems
  • Have evidence of SMART City specialist technical level resources available in Energy
  • Have evidence of SMART City specialist technical level resources available in Environment and Waste
  • Have evidence of SMART City specialist technical level resources in Public Space surveillance and security
  • Have evidence of experience in relation to optimising Communication Networks, such as Fibre and Wifi
  • Have evidence of experience in designing and delivering Operating Models to deliver improved efficiencies, cost savings, technology improvements and innovation
  • Have evidence of experience in developing Commercial Strategies to attract new customers/shared services/revenue
  • Have evidence of experience in developing cost/benefits analysis for SMART City initiatives and integrated services
  • Have evidence of resources available to write clear technical specifications for the above SMART work streams
  • Have evidence of experience and understanding in relation to ICT Security Requirements and ensuring they are managed appropriately
Nice-to-have skills and experience
  • Have SMART city promotion and marketing experience
  • Have SMART City specialist technical level resources available in relation to Water

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Technical Solutions, suggestions and SMART ideas proposed
  • General approach to methodology, structure, planning and processes to deliver
  • How the approach or solution meets Bristol's needs and priorities
  • How the approach or solution meets BCC & Partners goals, objectives and policies
  • Timeframe to complete the work
  • How risks are dependencies are identified and offered approaches to manage and mitigate them
  • Team Structure and resource profiling
  • Relevant technical experience of individuals/team included in the proposal
  • Relevant SMART City experience and expertise demonstrated on similar projects
  • Value for Money
  • Evidence/proof of experience across a range of examples
  • Capped Price
  • Demonstration of analytical skillset and capability
Cultural fit criteria
  • Work as a collaborative and innovative team with the existing personnel, suppliers, partners and varied stakeholders
  • Be able to adapt rapidly and make decisions taking into consideration the political nuances within our local authority setting that has officers, members and an elected Mayor
  • Take responsibility for their work and minimise risk for the Authority
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. Q1: Is the intention to complete the short list by 5/4 or the full selection process to contract award? A1. The 5th April is the closing date for applications to qualify for this tender. We will then evaluate the responses from the qualification stage and shortlist suppliers. The next stage will be to issue an Invitation to Tender to shortlisted suppliers as soon as practically possible, expected to be between the 11th and 20th April, indicative dates only.
2. Q2 & 3 (duplicate received): This is the first step in a two stage process, with the intent to issue an ITT between 11th to 20th April. In terms of the ITT response, could you elaborate further around the expected level of detail required in the second part of the selection process? i.e. estimated number of pages, will there be word count limit? A2&3 (duplicate): The next stage will build on the capability assessment questions in stage 1. It will be based around the Published "Proposal Criteria", which you can see in the published information, such as methodology, solutions, proven experience, risk approach, pricing etc. Suppliers will be expected to provide more detail around how they would deliver, explaining examples of where similar work has been delivered previously and making it appropriate to Bristol. We will be providing more background information to support this. In order to allow sufficient detail and explanation, 1000 words per question plus additional diagrams will be allowable.
3. Q4. Are there likely to be any further requirements regarding SMART City and therefore will there be an option to extend the contract that results from this tender in terms of Timeframe and Budget? A4. There may be further work packages of SMART City not yet defined and budget not yet allocated. There may also be small additions to scope of Phase 2, subject to agreement by BCC. To provision for this, the contract award will be for 12 months period plus a maximum extension of 12 months (Max contract 24 months). The deliverables for Phase 2 must still be delivered within 8-9 month. The Maximum contract award will be £1,000,000 ( £1 Million), but Phase 2 published scope is capped at £400,000 with any extension subject to scope change and approval by BCC.
4. Q5. How will the next ITT stage be issued for shortlisted suppliers? A5. The ITT stage will be managed via Pro-Contract, our e-tendering portal.
Suppliers are advised to register in advance using the link below.
https://procontract.due-north.com/Register