Department of Business, Energy and Industrial Strategy (BEIS)

Supporting local authorities to deliver local energy initiatives

Incomplete applications

13
Incomplete applications
9 SME, 4 large

Completed applications

25
Completed applications
21 SME, 4 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Tuesday 12 February 2019
Deadline for asking questions Tuesday 19 February 2019 at 11:59pm GMT
Closing date for applications Tuesday 26 February 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work o Outcome for a multi-disciplinary team to conduct a discovery to understand how we can support local authorities to deliver local energy projects.
o This discovery phase will need to be completed by the end of March 2019.
Latest start date Monday 4 March 2019
Expected contract length 4 weeks
Location No specific location, eg they can work remotely
Organisation the work is for Department of Business, Energy and Industrial Strategy (BEIS)
Budget range Up to £51,000.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done o Clean growth is part of the Government’s Industrial Strategy. Local action is key to this, by developing projects which reduce carbon and stimulate local growth.
o The BEIS Local Energy programme has been set-up to support the development of local energy projects.
o One of the key elements of the Local Energy Programme is communicating and knowledge sharing between a wide-range of stakeholders. This also includes disseminating key resources from central government.
o The purpose of this discovery is to help us understand how we can support local authorities to deliver their local energy initiatives.
Problem to be solved o We would like to establish a method that allows our stakeholders to communicate, and for information to be disseminated. This is in response to feedback we have received from stakeholders which highlights that this would be useful to support the set-up of their local energy projects.
o This method needs to be accessible by a wide variety of stakeholders, as well as secure.
Who the users are and what they need to do o As a member of an internal BEIS team, I would like a tool through which I can communicate with local authorities and LEPs, provide them with policy updates and identify possible project opportunities.
o As a local authority/LEP I would like a tool to communicate with BEIS and other local government colleagues, access information about their projects, challenges and opportunities, as well as accessing key information such as funding opportunities and other resources.
Early market engagement
Any work that’s already been done
Existing team o This work is being led on by the Local Energy team in BEIS, this team is made up of 7 members, however you would be working directly with 3 members of our team. This includes a policy advisor who is leading on this project, and a senior policy advisor and team leader who are overseeing this project.
Current phase Not started

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place o Most of the work will take place on the suppliers own site, however, they will need to be able to meet our team once a week for face-to-face meetings, these will take place at 1 Victoria Street, London, SW1H 0ET.
Working arrangements o We would require the supplier to be on site at least 1 day a week for a face-to-face meeting with the Local Energy team- this will be to provide progress updates and latest findings.
o The supplier will also be required to be on-site to meet with other teams in BEIS to talk through their user requirements.
Security clearance

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 experience of conducting primary and secondary research, as well as data analysis
  • Have experience working with the Digital Service Standard
  • Have a strong understanding of GDPR
  • Have an understanding of how to meet the needs of a wide variety of users
  • Have experience of delivering a discovery phase
  • Have experience of conducting and documenting user research with a mix of users, and iterating project work accordingly
  • Have experience of drawing up recommendations and options for alpha/beta IT projects
  • Have experience of creating clear and concise reports on findings
Nice-to-have skills and experience
  • Experience of working with Government or the wider Public Services
  • Experience of delivering projects at pace
  • Demonstrate evidence where innovative solutions have been applied to address a problem

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Approach and methodology
  • Experience of a similar project, ie identifying a wide range of digital solutions to address a problem
  • Understanding of user needs
  • Team structure
  • Value for money
Cultural fit criteria
  • Bring a diverse team
  • Challenge the status quo
  • Transparent and collaborative decision making
  • Share learning and build capability
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Can you clarify the requirement for a face to face on site meeting once a week – would you be open to the initial and final meetings being face to face but other meetings via video conference? If not possible, we would be happy for meetings to take place via video conferencing or conference calls. However, for initial/final meetings, face-to-face would be preferred. We are quite flexible with this, and would be happy to discuss with the supplier what is possible.
2. It's stated that there's a requirement for the discovery to be completed by the end of March. However the 'latest start date' of 4th March appears unachievable given the standard DOS procurement timescale, i.e. allowing time for proposal submission, presentation, evaluation, etc. Is there scope for the project start and end dates to slip accordingly? We have re-evaluated our project timelines to allow shortlisted suppliers more time to submit their proposals and case studies.

- We expect to notify shortlisted suppliers on 28 February.
- We will ask for written proposals, case studies and work histories to be submitted 8 March.
- We expect to notify the chosen supplier on 11-12 March.
- We expect the contract date to start 18 March.

This project has tight time frames for delivery, and due to this we have quite strict deadlines.
3. Please can you provide details of what the next steps are following this initial application i.e. deadlines for the written proposal? We have re-evaluated our project timelines to allow shortlisted suppliers more time to submit their proposals and case studies.

- We expect to notify shortlisted suppliers on 28 February.
- We will ask for written proposals, case studies and work histories to be submitted 8 March.
- We expect to notify the chosen supplier on 11-12 March.
- We expect the contract date to start 18 March.

This project has tight time frames for delivery, and due to this we have quite strict deadlines.
4. Can you host a call with suppliers about this opportunity where we can have a live Q&A and the discussion notes are shared on this tender ad? This has proven helpful on other DM opportunities. Unfortunately we will not be hosting a question and answer session on this occasion. This is due to the availability of our team. However, all questions asked via this advert will be answered and published. We endeavour to do this in a timely manner so that suppliers can plan accordingly.
5. Who from your team will be scoring applications for this opportunity and what positions do they hold? A panel will evaluate suppliers who are shortlisted, this is expected to comprise of members of the Local Energy team in BEIS, who are policy advisors leading on this project, as well as digital experts from the Digital Design and Assurance team.
6. Are you working with any existing suppliers in relation to this tender opportunity? If you are, who are they? Work on this discovery has not yet started, and we are not currently working with any suppliers on this.
7. Please could you clarify the timelines for shortlisting submission, evaluation, proposal and the project start date as the published latest start date is only one week from the shortlisting submission. We have re-evaluated our project timelines to allow shortlisted suppliers more time to submit their proposals and case studies.

- We expect to notify shortlisted suppliers on 28 February.
- We will ask for written proposals, case studies and work histories to be submitted 8 March.
- We expect to notify the chosen supplier on 11-12 March.
- We expect the contract date to start 18 March.

This project has tight time frames for delivery, and due to this we have quite strict deadlines.
8. Does the £51k budget cover the discovery phase alone? Yes, this is the budget allocated to the discovery phase only.
9. Is the successful bidder eligible to apply for the solution implementation phase? Yes, the successful supplier will be able to bid (just like any supplier) for the solution implementation phase.
10. The dates between submission of this first stage response and the project start date appear very limited in relation to the shortlisted suppliers providing a full response. Can you confirm that these dates are accurate? We have re-evaluated our project timelines to allow shortlisted suppliers more time to submit their proposals and case studies.

- We expect to notify shortlisted suppliers on 28 February.
- We will ask for written proposals, case studies and work histories to be submitted 8 March.
- We expect to notify the chosen supplier on 11-12 March.
- We expect the contract date to start 18 March.

This project has tight time frames for delivery, and due to this we have quite strict deadlines.
11. In order to compare suppliers like for like, how will price be evaluated? We have given weightings to each of our evaluation criteria- technical competence (60%), cultural fit (20%), price (20%).

Each shortlisted supplier will receive scores for each of the criteria based on the information they provide in their assessment.

The score for price is calculated by looking at day rates and comparing this to the cheapest quote.
12. Will the scores from the evidencing round be taken through to final evaluation? Or will they only be used for the purposes of shortlisting suppliers? Suppliers will be shortlisted by scores on their initial applications. Those shortlisted will be asked to provide a written proposal, case study and work history and the final evaluation will be decided upon the scores they receive for these only.
13. What specific roles are BEIS expecting a supplier to provide under this contract? How many of each role? We would be expecting to see roles such as product manager, delivery manager, user researcher, designer and content designer.

However, we would expect suppliers to propose what roles they believe they would need to complete the discovery, this may be based on similar past experiences/projects that suppliers have completed.
14. Are you expecting to deliver this project in an agile way? We would be expecting to set the direction of the project in our initial meeting with the supplier. We would like to use weekly meetings to discuss with the supplier recent findings, ideas etc. and use these to continually mould the end product and ensure all avenues are considered.
15. Are you looking for an organisation with GDS assessment experience? One of our essential skills and experience is 'experience of working with the Digital Service Standard'. GDS assessment experience would be beneficial but not necessary skill as this is only a discovery phase.
16. Is this service to be accessed via .gov.uk? It is not expected that a tool would be accessed through .gov.uk. Our initial conversations with internal teams have shown that this is unlikely to be the right solution.
17. For the first evaluation round (evidence), what would BEIS expect to see from an answer for it to be deemed 'exceeding' and score 3? We would be looking for things such as (but not limited to):
- Examples that are relevant, or are based on a project similar to this one
- Examples that show a successful outcome, and how suppliers managed risks
- Examples that show innovative ideas/solutions
- Examples that are recent
18. As per DOS guidelines 'You should only provide one example for each essential or nice-to-have requirement', are BEIS only requesting one example per skills and experience question? Yes, we are looking for only one example for each essential or nice-to-have requirement.
19. In cultural fit, what do BEIS mean by 'bring a diverse team'? We would be looking for diverse teams, for example teams with a wide variety of experiences, skills and abilities and roles.
20. In cultural fit, how would non-BEIS suppliers show they can challenge the status quo? By 'challenge the status quo', we are looking for suppliers who think outside the box, and provide innovative solutions to complex problems.
21. In the essential skill 'working with the Digital Service Standard', does this mean passing the GDS Service Standard assessment across Alpha, Beta and Live? We are looking for examples which show how suppliers have considered and adhered to the Digital Service Standards in their work. GDS assessment experience would be beneficial but not necessary skill as this is only a discovery phase.
22. Are BEIS able to provide access to users for the purpose of User Research throughout the Discovery phase? Yes, BEIS have a selection of contacts who would be eventual users of the tool who are happy to be involved in user research, these would be provided to the supplier.
23. Is there a roadmap and budget to continue into Alpha and Beta phases for this project? The aim of this project is to determine the best way forward, and to propose potential solutions to our problem, and how to implement them. Any alpha/beta phases would be decided upon on the back of the information gathered. At the moment there are no plans in place for the next phases of this project, this is to be determined by the outcome of the discovery.
24. Would BEIS consider co-location on your site or a suppliers site for the project? Unfortunately we would not be able to have suppliers co-located on the BEIS site as suppliers would need security clearance.

Our team also wouldn't be able to be co-located at a supplier site. A member of the BEIS Local Energy team may be available to visit the supplier site for certain meetings on occasion, but this would need to be explored.
25. Does the budget exclude VAT? The budget includes VAT.
26. Can we ask what team profile the budget has been based on? The budget is estimated based on the need for a project manager, delivery manager, user researcher, designer and content designer.

We would expect suppliers to propose what roles they believe they would need to deliver this project, based on experience. The above is only a rough guide. We would however be looking for an agile team.
27. What is the expected timeline for procurement after the first stage? We have re-evaluated our project timelines to allow shortlisted suppliers more time to submit their proposals and case studies.

- We expect to notify shortlisted suppliers on 28 February.
- We will ask for written proposals, case studies and work histories to be submitted 8 March.
- We expect to notify the chosen supplier on 11-12 March.
- We expect the contract date to start 18 March.

This project has tight time frames for delivery, and due to this we have quite strict deadlines.
28. what is the reason the Discovery must be completed by the end of March 2019? We have re-evaluated our project timelines to allow shortlisted suppliers more time to submit their proposals and case studies.

- We expect to notify shortlisted suppliers on 28 February.
- We will ask for written proposals, case studies and work histories to be submitted 8 March.
- We expect to notify the chosen supplier on 11-12 March.
- We expect the contract date to start 18 March.

This project has tight time frames for delivery, and due to this we have quite strict deadlines.
29. To be able to deliver a 4-week Discovery phase before the end of March, BEIS would need to choose a supplier almost immediately after the first stage (evidence submission). Is there any flexibility in the project dates in case procurement isn't finalised immediately? We have re-evaluated our project timelines to allow shortlisted suppliers more time to submit their proposals and case studies.

- We expect to notify shortlisted suppliers on 28 February.
- We will ask for written proposals, case studies and work histories to be submitted 8 March.
- We expect to notify the chosen supplier on 11-12 March.
- We expect the contract date to start 18 March.

This project has tight time frames for delivery, and due to this we have quite strict deadlines.
30. Can BEIS organise access to the Local Authorities at the start and throughout Discovery? We have a set of contacts at local authorities who are happy to engage in user research etc.

Interviews can take place over the phone, but if you'd rather do this face-to-face, you would need to liaise with them. We can help the supplier with this.
31. You mention data analysis in the skills and experience, can we ask what data this skill is referring to? We are primarily referring to analysing data that comes out of surveys and interviews from users.

For example, we have conducted surveys into this project asking users what they would find useful from a tool. We would be looking for a supplier who could interpret this data and use it to mould the solution.
32. You ask for experience drawing up options for Alpha/Beta. Based on this, would it be desirable for the supplier to have experience moving forward to deliver Alpha and Beta phases on previous projects? We've asked for experience of drawing up options for Alpha/Beta projects, as this may be necessary when thinking about the solution to the problem we have proposed.

Experience of delivering Alpha and Beta projects therefore would be desirable, but isn't necessary. This tender is solely for a discovery phase, we would re-tender for any Alpha/Beta stages if this was the appropriate solution.
33. Are there any published documents for local energy strategy at this stage? There are currently no published documents on the BEIS Local Energy Programme.

We do have documents that we use internally which provide detail, and we would be happy to present to the supplier more about our team and work in the initial meeting.

To provide a brief overview, below are some of the roles the Local Energy team plays:
- We oversee regional 'Local Energy Hubs' who help local authorities/LEPs develop energy projects by building capacity;
- Increase awareness of local delivery across Government and connect local and national actors;
- Influence public sector funding streams to increase investment.
34. What (if there are any) are the existing mechanisms for engaging with LEPs and Local Authorities? BEIS have a selection of contacts who have agreed to be involved in user research, these would be provided to the supplier.
35. There are a few Local Authorities that are leading the way in this area – are you able to share any feedback that they or private businesses have already provided? We have conducted two surveys with contacts in Local Authorities and other organisations, asking them what tools they would find useful to help them deliver their local energy projects. We also included questions on the type of functions they would like to see from a tool.

This data would be available to the successful supplier.
36. Do you have a clear idea as to what a good outcome for this work is inline with your strategy? If yes, can you please provide some supporting information. Below are some of the outcomes we would hope to get out of the discovery (this list is not exhaustive):
- To establish the need for a tool, and multiple suggestions for what this tool may look like/what platforms may be used for this tool
- Definition of the scope of the tool
- Options for delivery/route to markets and costs
- Technical feasibility and potential next steps

We would discuss with the supplier what a potential final product would look like here, for example a report. We hope to take an agile approach to this project.
37. Is the budget inclusive or exclusive of VAT?

Is travel and accommodation for the weekly London meeting included in the budget or do you have additional budget for non-London suppliers?

Does the budget include travel and accommodation for face-to-face primary research?

Does the budget include any recruitment and/or incentives for research participants?
The budget is inclusive of VAT.

We would expect suppliers to include travel and subsistence costs in their proposal. We wouldn't expect suppliers to travel for user research and interviews unless they couldn't take place over the phone or this wasn't felt appropriate. Regarding weekly meetings with BEIS, we are happy for most of these to take place via video conference, but we would prefer initial/final meetings face-to-face.

Most participants in user research would be teams internal to BEIS or contacts we have in Local Authorities/LEPs, therefore incentives wouldn't be necessary.
38. What deliverables are expected from the discovery phase? Below are some of the outcomes we would hope to get out of the discovery (this list is not exhaustive):
- To establish the need for a tool, and multiple suggestions for what this tool may look like/what platforms may be used for this tool
- Definition of the scope of the tool
- Options for delivery/route to markets and costs
- Technical feasibility and potential next steps

We would discuss with the supplier what a potential final product would look like here, for example a report. We hope to take an agile approach to this project.
39. What are the GDPR requirements for the discovery? We would expect the successful supplier to have a good understanding of GDPR possible GDPR risks during this project, and how to deal with these. For example, storing user information and contact details, how to do this securely and in a way which complies with GDPR standards.
40. Re the question about ‘Understanding of GDPR’, are you looking for evidence of how companies have been dealing with that internally/ on project management aspects (eg. procedures around research participants data, etc) or are you looking for evidence on how this knowledge has been applied to the design of services? Regarding evidence of 'understanding GDPR', we would like to see how suppliers have conducted processes which meet GDPR standards, and have identified and mitigated potential risks.

This could either be through project management as mentioned above, or through how suppliers have designed services previously. Either would be considered.
41. Can BEIS link us to relevant local authority contacts? Yes, BEIS have a list of contacts in local authorities that have agreed to be part of the Discovery process, and be contacted by the supplier.