Dept. for Business, Energy and Industrial Strategy (BEIS)

Supporting local authorities to deliver local energy initiatives

Incomplete applications

16
Incomplete applications
13 SME, 3 large

Completed applications

44
Completed applications
40 SME, 4 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 17 June 2019
Deadline for asking questions Monday 24 June 2019 at 11:59pm GMT
Closing date for applications Monday 1 July 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Outcome for a multi-disciplinary team to conduct a five-week discovery to understand how we can support local authorities to deliver local energy projects.
Latest start date Monday 12 August 2019
Expected contract length Five weeks
Location No specific location, eg they can work remotely
Organisation the work is for Dept. for 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 Clean growth is a key part of the Government’s Industrial Strategy. Local action is key to this, through the development of energy projects which reduce carbon and stimulate local growth. The BEIS Local Energy programme has been set-up to support the development of local energy projects.

One of the key elements of the Local Energy Programme is communication and knowledge-sharing between a wide range of stakeholders. This also includes disseminating key resources from central government.

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 We want to establish a means to allow our stakeholders to communicate and for information to be disseminated. This is in response to feedback we have received from stakeholders which highlights how useful this would be to support the set-up of their local energy projects.

The 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 As a local authority/Local Energy Partnership I would like a tool to be able 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.

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.
Early market engagement
Any work that’s already been done
Existing team This work is being led by the Local Energy team within BEIS. This team is made up of seven members, however you will be working directly with three members of our team - a policy adviser who is leading on the project, along with project oversight from a senior policy adviser and the team leader.
Current phase Not started

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Most of the work will take place on the supplier's own site. However, they will need to be able to meet our team once a week for face-to-face meetings that will take place at 1 Victoria Street, London, SW1H 0ET.
Working arrangements We would require the supplier to be on site at least one day a week for a face-to-face meeting with the Local Energy team to provide progress updates and latest findings.

The supplier will also be required to be onsite 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 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
  • Have a strong understanding of GDPR
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, i.e. identifying a wide range of digital solutions to address a problem
  • Understanding of user needs
  • Team structure
  • Value for money
Cultural fit criteria
  • Be transparent and collaborative when making decisions
  • Share learning and build capability with the BEIS Local Energy team
  • Be able to challenge the status quo
Payment approach Fixed price
Assessment methods Written proposal
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. What is driving the 5 week timeline? Are you open to a longer Discovery if it can be demonstrated in the proposal the opportunity and benefit to better reach, engage, and understand users, to validate their user needs (so you can progress with confidence). Due to annualised budget constraints, we wish to see the initial Discovery completed quickly to allow enough time to run any subsequent development stage within this financial year. However, we may consider a very short extension should the bid demonstrate how a longer user engagement would allow for the shortening of any development phase.
2. Do you have easy access to potential users of this tool so that can be engaged as part of the user research? We will provide a list of potential contacts from local authorities and other interested parties at the initial kick-off meeting following the award of the contract. It will be up to the winning bid team to decide the most effective means of engagement. However, we would not expect the list to be treated as exhaustive.
3. 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.
4. 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.
5. 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.
6. Are you looking for an organisation with previous GDS assessment experience or just individuals within the bid to have GDS 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.
7. Is this service to be accessed through 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.
8. We see this is the same as previous DOS Ad 9032. Can suppliers assume that all clarifications on that advert are applicable to this one?

The DOS Ad 9032 mentioned capped time and materials, whereas this one is fixed price. Can we clarify why this change was made?
This is a new process so suppliers should check the current set of answers on clarifications for this specific project.

Suppliers will now be assessed by fixed price and demonstrate how value can be best achieved within that price.
9. For the first evaluation round (evidence), what would BEIS expect to see from an answer for it to be deemed 'exceeding' and score 3 marks? 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
10. 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 with the final evaluation decided upon the scores they receive for these.

When we initially write to inform suppliers that they have been shortlisted we will ask if they wish to give their written agreement for the evidence from their initial application to be used in the proposal round.
11. 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? One example should be provided for each individual requirement that is listed. The same example can be used for different requirements if necessary, as long as it is relevant.
12. In order to compare suppliers like for like, how will price be evaluated? Price will be scored based on how close each supplier’s quote is to the cheapest supplier’s quote.
13. 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.
14. 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 are able to think outside the box and provide innovative solutions to complex problems.
15. Is VAT, travel and expenses included or excluded in the budget provided? VAT, travel and expenses are included in the budget.
16. Do BEIS have a timeframe and budget for the full project past the discovery phase? Budget has been allocated for subsequent stages within the current financial year, so we will be looking to complete the full project within this time frame if feasible.
17. Are BEIS able to provide access to user for the purpose of User Research throughout the Discovery phase? We will provide a list of potential contacts from local authorities and other interested parties at the initial kick-off meeting following the award of the contract. It will be up to the winning bid team to decide the most effective means of engagement. However, we would not expect the list to be treated as exhaustive.
18. 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 specific plans in place for the next phases of this project, this is to be determined by the outcome of the discovery.
19. 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.
20. Does the budget exclude VAT? No, the budget includes VAT.
21. 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.
22. What is the expected timeline and steps 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 8th July.
- We will ask for written proposals, case studies and work histories to be submitted by 22nd July.
- We expect to notify the chosen supplier on 29th July.
- We expect the contract date to start 12th August.

This project has tight time frames for delivery, and due to this we have quite strict deadlines.
23. Can BEIS organise access to the Local Authorities at the start and throughout Discovery? We will provide a list of potential contacts from local authorities and other interested parties (e.g. Local Energy Partnerships and regional Energy Hubs) at the initial kick-off meeting following the award of the contract. However, we would not expect the list to be treated as exhaustive.
24. 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.
25. 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.
26. In the existing team section, three roles are listed. Are these people expecting to take delivery roles and how much of their time is dedicated to this project? The policy adviser will be the main contact for the supplier. The senior policy adviser and the team leader will have oversight and may attend the face-to-face meetings as necessary, otherwise will have limited engagement on the project.
27. We notice this opportunity was also published on 12th Feb and then cancelled. Can we ask why this was and what has changed since then? The initial procurement was cancelled due to a technical error at the evaluation stage. This is a new procurement with some changes to the previous one e.g. to pricing.
28. You mention data analysis in the skills and experience, can we ask what data this skill is referring to and how much there is? We are primarily referring to analysing data that comes out of surveys and interviews from users.

The data from our previous survey asking users what they would find useful from a tool is very limited. We would be looking for a supplier who could build a model that would collect a far larger amount of data and use it to mould the solution.
29. Are BEIS providing a full time Product Owner to this project? BEIS will provide a contract manager for this work. The person in this role will be the main day-to-day contact with the supplier and will co-ordinate any further communication with the wider BEIS team.