Awarded to Informed Solutions Ltd

Start date: Monday 1 October 2018
Value: £450,000
Company size: SME
Joint Air Quality Unit (JAQU) – Department for Environment, Food and Rural Affairs and DfT

Charging Clean Air Zones (CAZ) Service – Alpha / Beta

4 Incomplete applications

3 SME, 1 large

11 Completed applications

5 SME, 6 large

Important dates

Published
Monday 23 July 2018
Deadline for asking questions
Monday 30 July 2018 at 11:59pm GMT
Closing date for applications
Monday 6 August 2018 at 11:59pm GMT

Overview

Summary of the work
Alpha phase will prototype a number of potential solutions to meet needs of users identified during Discovery. The work must be done in line with the GDS Service Standard and with the Technology Code of Practice. Outputs will include a backlog of user stories for development of the Beta solution.
Latest start date
Monday 3 September 2018
Expected contract length
Alpha is expected to last no more than 12 weeks, with Beta timelines to be agreed
Location
London
Organisation the work is for
Joint Air Quality Unit (JAQU) – Department for Environment, Food and Rural Affairs and DfT
Budget range
350k – 450k for Alpha. The Supplier shall provide a price breakdown for Alpha, noting that this is capped at 450k.

About the work

Why the work is being done
To improve air quality and health with support for cities to grow while delivering sustained reductions in pollution in line with the agreed CAZ Framework. An enabler for this is development of a new CAZ Service that will manage payment, online account and integration with Local Authority Systems and other Government Departments, to enable the charging of motorists who are not compliant with the CAZ Framework. Insummary:

• The general public can pay a charge for non-complaint vehicles
• An interface so that Local Authorities (LA) can manage data and whitelists
• Integration with other Government Department and LA systems
Problem to be solved
Discovery confirmed the need for a single service to enable charging of vehicles that are not compliant with the emissions standards and limits set out in potential local charging zones. Alpha will:

• Deliver a GDS service standard compliant Alpha stage
• Pass the GDS Service assessment and all associated documentation
• Project and governance administration and logistics.
• All preparation work for the Beta stage.
Who the users are and what they need to do
• Public, including drivers, residents, local businesses;
• Central and local government, including policy officers, analysts and statisticians, local politicians and councillors
• Transport operators/providers, including bus companies, taxi and private hire companies;
• Other Government Departments who will provide input into the new service
Early market engagement
N/A
Any work that’s already been done
A 12 week Discovery has been run to understand users and their needs.

Documentation will be made available in a redacted form to all successful shortlisted suppliers
Existing team
The supplier will be working with JAQU colleagues in London, DfT and its executive motoring agencies as well as leads from various Local Authorities and other public bodies.
Current phase
Alpha

Work setup

Address where the work will take place
The Alpha team will be based at 2 Marsham Street, London and will work alongside the existing JAQU team.

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 a professional working day, 5 days a week for 8/12 weeks – Weekend working maybe required to hit milestones. Some events or additional meetings with users may be needed around the country.

Activities to be completed during Alpha will be agreed with the supplier when appointed.
Security clearance
The team will be required to work in 2 Marsham Street where CTC is needed. It will also be necessary to attend and work in other central Government buildings where Basic Security clearance for all team is a mandatory requirement. Existing levels of security clearances should be indicated in proposals.

Additional information

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.

Essential skills and experience
  • Demonstrate capability to provide a multi-disciplinary team including user research, service design, front end and back end developers
  • Demonstrate a track record of user centered design and Agile approaches
  • Have delivered a service that’s passed a government service standard assessment
  • Demonstrable evidence of proven service design, development and technical expertise in delivering a digital service
  • Evidence of working with 3rd parties to develop standard interfaces and data exchange portals
  • Demonstrable evidence where Project resources have been scaled to fit specific project stages i.e. Alpha and Beta
  • Proven ability to work flexibly, demonstrating how changing requirements and needs are accommodated, resulting in a successful project outcome.
  • Demonstrable experience of complex technical investigation to inform future project stage
  • Proven track record of delivering projects at speed in an agile environment to specific deadlines.
  • Demonstrable evidence of a robust risk management process, including risk identification, mitigations and governance.
  • Experience in conducting stakeholder analysis where knowledge gaps were identified and plans implemented to address the shortfall.
  • Demonstrable evidence where system development has needed to comply appropriately with NCSC cyber security principles
  • 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
Nice-to-have skills and experience
  • 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 delivering projects with strict payment security standards and awareness of GDPR
  • Experience of working across multiple government departments
  • Demonstrable experience of utilising Open source technologies to affect change
  • Demonstrable experience of developing transport and travel applications

How suppliers will be evaluated

How many suppliers to evaluate
5
Proposal criteria
  • Your approach to understanding user needs for this service (5%)
  • Clarity of the approach including planning and ways of working, and activities proposed during Alpha (5%)
  • Team structure including skills, experience and relevance of individuals (5%)
  • How your approach to Alpha will ensure you meet user needs (5%)
  • How you will identify risks and dependencies and offered approaches to manage them (5%)
  • Estimated time-frames for the work going forward (5%)
  • Demonstrate value for money (5%)
  • Demonstrate how the requirements of other areas, such as Central Government and Local Authorities, have been considered and that the solution meets their needs (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

1. Who did the discovery?
Defra internal Digital Team - Digital Data and Technology Services (DDTS) completed the 12-week Discovery.
2. Please could you advise who was involved in the discovery phase?
Defra internal Digital Team - Digital Data and Technology Services (DDTS) completed the 12-week Discovery.
3. Please can you confirm which organisations, including any external suppliers, where involved in Discovery.
No external suppliers were involved in the Discovery, this was all completed in-house by the Defra Digital Team (Digital Data and Technology Services (DDTS
4. Do you have a preferred tech stack for alpha development or are you happy for the supplier to make suggestions?
In short, no. We would welcome suggestions but these technology choices would have to align with the wider Defra and DfT technology strategy.
5. Hi 3 questions of interest to us: Can you share the Discovery findings at this point (as opposed to 'with the winning bidder')? Can you share who carried out the Discovery piece for you? If Discovery was provided by an external party, are they permitted to bid for the Alpha & Beta?
No external suppliers were involved in the Discovery, this was all completed in-house by the Defra Digital Team (Digital Data and Technology Services (DDTS)).
6. Can you confirm who conducted the Discovery Phase and what the procurement channel was for this work, for example, was it DOS?
No external suppliers were involved in the Discovery, this was all completed in-house by the Defra Digital Team (Digital Data and Technology Services (DDTS)).
7. Do you expect 100% onsite working or is there some flexibility for suppliers to work from their own offices (with regular f2f/remote contact) once the project is successfully underway?
There will be flexibility and appreciate 100% of the entire team onsite would be difficult achieve. However, we would expect the development teams to be on site for at least 2-3 days of a working week. In addition the supplier would need CTC clearance to be onsite and to identify staff that have this clearance already.
8. Please can you confirm which organisations, including any external suppliers, where involved in Discovery.
No external suppliers were involved in the Discovery, this was all completed in-house by the Defra Digital Team (Digital Data and Technology Services (DDTS)).
9. Does the acronym CAZ stand for Charging Clean Air Zones or just Clean Air Zones?
CAZ stands for Clean Air Zones but the project is commonly referred to as Charging Clean Air Zones.
10. Can JAQU provide the outputs of the Discovery to help suppliers qualify the opportunity?
JAQU will provide discovery documentation to short listed suppliers.
11. Is this procurement only for the Alpha phase, with the expectation to re-procure the Beta phase?
As stated in the advert, this procurement is for Alpha and Beta, with the expectancy that there will be no need to go back out for Beta. We anticipate the successful supplier would run both Alpha and Beta phases but this would be dependent on success against milestones and deliverables set out in agreed statements of work in Alpha.
12. Has the Discovery phase output included a desired resource profile for the Alpha phase? If so, what is this?
Discovery output did suggest how the Alpha team would be structured. However, we would expect the supplier to formulate their own team structure at the written proposal stage, utilising supplementary evidence made available to those shortlisted suppliers.
13. Will JAQU be providing a Product Owner full time during the phase of this procurement?
JAQU expects to have a full time Product Owner in place to support Alpha
14. What roles are JAQU intending to provide for the Alpha phase?
"JAQU are actively looking at resource requirements for Alpha – the following roles are under consideration with a mind to supplementing JAQU team resource when Alpha starts
• 1 x PO (FT)
• 2 x SMEs (FT)
• 1 x Senior PM (With some PMO Support)
• 1 x BA "
15. In the interest of continuity, will any of the resource provided for the Discovery be available for the Alpha phase?
The PO remains and we have limited access to some of the original DDTS resource. All of JAQU resource remains (2 x SMEs, 1 x PM and Head of Charging).
16. When was the Discovery completed?
Discovery finished on Friday 29th June.  There was also a piece of transitional work completed over a 3 week period, post Discovery – this included building out a research plan, further consultation with Local Authorities, further work on Epics and User Stories and a prototype with very limited functionality (built using the .gov prototype toolkit).
17. In order to compare suppliers, how will price be evaluated?
As part of their written proposals the supplier shall provide a broken down cost for both Alpha and Beta. For the purpose of this procurement the Alpha cost will be the one used for evaluation, with Beta costings indicative only. Costs would be derived from Suppliers framework day rates and how much resource /capability they anticipate will be required throughout the process.
18. Will scoring from the evidence stage be taken through to final evaluation scoring? As opposed to being used solely for the purpose of shortlisting.
I can confirm that the scoring from the evidence stage will be used solely for the purpose of shortlisting suppliers down to the proposed number set out in the advert
19. Is this opportunity outside of IR35?
IR35 has been considered and deemed outside of scope for this piece of work
20. When suppliers are asked to submit evidence, the following advice is given: "You should only provide one example for each essential or nice-to-have requirement (unless the buyer specifies otherwise)." Can we assume that using plural words such as 'projects', that you would like more than one example if suppliers have them?
The Authority expects robust supporting information to be drawn from one or a number of projects where the skills outlined have been demonstrated / evidenced.
21. Can we ask what criteria JAQU will be using to judge whether an evidence answer 'exceeded' requirements and therefore scores full marks (3)?
JAQU will assess each skill evidenced against the DOS criteria. Where evidence provided is sufficient against the skills outlined it will be awarded a 2 (met), whereas if JAQU deem the evidence as robust and comprehensive the appropriate mark (3 - exceeded) will be assigned.
22. What is the timeline for procurement after the first stage (suppliers to providing evidence to the listed skills and experience)?
These are the indicative timelines we are looking to map against:

1st Evaluation (to shortlist) – 7 Aug – 13 Aug
1st Moderation meeting - AM 14 August
DFT request written proposals – 14 August
Second clarification period – 14 – 17 Aug
2nd stage supplier submission – 24 August
2nd Evaluation – 27/28 August
2nd Moderation meeting – AM 29 August
Award – 30 / 31 August

Supplier Starts – 3 September
23. You've said that the supplier will be working alongside the existing JAQU team, what is the structure of this team?
You've said that the supplier will be working alongside the existing JAQU team, what is the structure of this team?
24. You've said that the supplier will be working alongside the existing JAQU team, what is the structure of this team?
"JAQU are actively looking at resource requirements for Alpha – the following roles are under consideration with a mind to supplementing JAQU team resource when Alpha starts
• 1 x PO (FT)
• 2 x SMEs (FT)
• 1 x Senior PM (With some PMO Support)
• 1 x BA "
25. We do not have enough information to answer the proposal criteria - Demonstrate how the requirements of other areas, such as Central Government and Local Authorities, have been considered and that the solution meets their needs. Can we assume that information provided will have adequate amount to inform this answer?
We are not at the proposal stage yet and as such we have decided to only release additional information to successful shortlisted suppliers. The information that will be provided will allow the supplier to make an informed bid.
26. You've asked about example of 'similar scale' in the proposal criteria, will details such as NFR's and volume metrics be made available?
We don't currently have volumetrics or detailed NFR's, we would be looking to analyse and develop these further with a supplier.
27. Is this service expected to be in gov.uk and therefore follow the gov.uk design patterns?
Yes.
28. Will this service be taken through the GDS Service Assessment?
Yes
29. What does the Authority imply by ‘3rd parties’ in this context: "Evidence of working with 3rd parties to develop standard interfaces and data exchange portals"
Local Authorities and their systems and other Government Departments
30. With respect "an interface so that Local Authorities (LA) can manage data and whitelists". Do the data sources exist already? If so can you please describe these different data sources at a high level, including the nature of the data source in terms of terms of 1) volume 2) variety (i.e. .CSV, relational database, unstructured data) 3) Velocity ( i.e. how often the data sources update, weekly batch, overnight, daily, hourly, near real-time, real time)?
White lists are in various formats depending on which LA, this will require further analysis during Alpha. There are also a number of ‘lists’ that currently aren’t collected or are collected at a local level but need to be centralised.
• The system is required to host a centralised database of all the vehicle registration details of all vehicles licensed as taxis and PHVs (this will be for all local authorities not just those implementing Clean Air Zones). This data iscurrently held at a local level.
• Others: Emergency Vehicles, Local Buses, Blue Badge Holders etc. Mixture of .csv, unstructured.
31. With respect "an interface so that Local Authorities (LA) can manage data and whitelists" do Local Authorities currently hold this data, if not who does? Is it intended that going forwards, that this data will be maintained by individual Local Authorities, if not which organisation will maintain this data?
White lists are in various formats depending on which LA, this will require further analysis during Alpha. There are also a number of ‘lists’ that currently aren’t collected or are collected at a local level but need to be centralised.
• The system isrequired to host a centralised database of all the vehicle registration details of all vehicles licensed as taxis and PHVs (this will be for all local authorities not just those implementing Clean Air Zones). This data is currently held at a local level.
• Others: Emergency Vehicles, Local Buses, Blue Badge Holders etc. Mixture of .csv, unstructured.
32. With respect "an interface so that Local Authorities (LA) can manage data and whitelists", will access to existing data sources be available from day 1 of Alpha? If not, when will this data be accessible?
We are in the process of acquiring sample data from LAs however, we will not have every data list for the start of Alpha.