Primary Authority Register

Tender description

Summary of the work To better understand Primary Authority (with BIS input), develop a prioritised set of user stories, undertake a user research plan that takes account of geographically dispersed users, embed user research skills in RD through staff training, and create a standardised method for capturing and prioritising user needs through staff coaching. Latest start date Between 01/10/2016 and 01/12/16 (dependent on recruitment of service manager) Budget Range £90,000.00 to £112,000.00 Why the Work is Being Done Primary Authority (PA) offers businesses the opportunity to form a legally recognised partnership with one local authority, which then provides robust and reliable advice for other councils to take into account when carrying out inspections or dealing with non-compliance. The PA Register is the biggest point of contact for stakeholders, and regulators are required to use the Register for many of their transactions concerning businesses participating in PA. PA will be expanded and simplified through the Enterprise Act (due to come into force on 1/10/2017). The Register must support any new processes associated with the legislative changes to PA. Problem to Be Solved The current register is not compliant with the Government Digital Service's, Digital by Default Service Standard. The changes to Primary Authority, which will come into effect on the 01/10/2017, cannot be supported by the current system and any updates in replacement systems must pass the GDS DDSS before launch. The current Register is based on proprietary software that is not compliant with the standard. Who Are the Users Local authority officers set up and manage partnerships with businesses. Enforcing authorities access information about business compliance systems, advice and inspection plans prior to inspection. Businesses ensure their legal details are correct in the system. Trade associations ensure details are correct in the system so that members are easily located for regulators to identify. National regulators must be informed of pending partnership applications and have an opportunity to comment before nomination. Work Already Done Existing users have been surveyed to identify issues with the current system. Existing Team The existing team consists of a Service Manager, helpdesk support, and internal staff with expertise in subject areas and knowledge of user communities. Current Phase Not started Skills & Experience • Must have experience delivering to the government Digital by Default Service Standard • The delivery manager and user researcher must be able to train / upskill existing members of staff • Suppliers must have experience of agile working practices • The technical architect must be able assess the existing system and advise on integration with the new system • Have experience coaching teams to adopt agile methodologies Nice to Haves Deploy the team at the London/Birminham/Teddington office as the project requires Work Location The team will be based at 1 Victoria Street, London. Extensive travel around the country may be required as part of the user research. Travel to Teddington and Birmingham should be expected. Working Arrangments Co-located at 1 Victoria Street, London. Adhering to BIS normal working hours (09:00 - 17:00). Suppliers must comply with BIS travel and subsistence policy. There is a possibility of extensive travel for user research purposes, which could be anywhere in the United Kingdom. (BIS will meet any additional travel costs incurred away from the London office for the purposes of user research or attendance at other BIS sites). Travel to Teddington and Birmingham should be expected. Security Clearance Baseline Personnel Security Standard (BPSS) clearance required. Additional T&Cs A link to BIS travel and subsistence guidance will be issued through the Q&As. No. of Suppliers to Evaluate 8 Proposal Criteria • Estimated timeframes to complete work • Approach to training and coaching in user research and delivery management • Use of agile methodology • Team structure • Approach to coaching teams to adopt agile methodology • Value for money • Approach to quality assurance in user research and delivery management • Approach to establishing the minimum viable product • Evidence of delivering projects in reference to the GDS Digital by Default Service Standard • How risks and dependencies are indentified and approaches to manage them • Evidence of use of open source / open standards Cultural Fit Criteria • Approach to working as part of a team where co-location isn't possible and the main internal stakeholders are only able to commit part-time to the work • Approach to engaging with the varying external stakeholders in local and national government, business and trade associations who will be ultimate direct users of the new system • Approach to maintaining control, transparency and assuring quality • Approach to building the customers capacity to manage Agile projects in the future • Transparent and collaborative when making decisions • Have a no-blame culture and encourage people to learn from their mistakes • Approach to working with the customer as part of an integrated team Payment Approach Fixed price Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Would you be able to clarify the job roles and number of team members you require? We have been advised that the team should contain:Delivery Manager x1Service Designer x1User Researcher(s) x1-2Technical Architect x1Content Designer x1Business Analyst x1Interaction Designer x1However, we are open to recommendations from suppliers about the roles and size of the team required to deliver the work. 2. Would you be happy for the supplier to work in the suppliers officers and then to travel to the client's various offices and colocate when needed for the key points in the project? The project team then comes together when it is beneficial to the project and to the project team. As the client's project team doesn't colocate we can then make a judgment of where the different aspects of the work needs to be done. During the remote working time, there are plenty of remote working communication tools (e.g. Google hangout standups) which we can use. We need the team to be co-located with Regulatory Delivery staff in London as part of the up skilling / coaching process. 3. Can BIS clarify which GDS phases (Discovery, Alpha, Beta, Live) this procurement is for? This procurement is for the Discovery phase. 4. What information is required by 20th July? Is it just the initial yes/no boxes? When would a written proposal covering the areas outlined be required? By the 20th July suppliers are only required to confirm that they meet the shortlist requirements. At this point we have not committed to a date for proposal responses as it is unclear how long the shortlisting process will take. 5. Using the suggested budget and number of roles as a basis, this seems to provide resource for a duration at the lower end of the GDS suggestion of 4-8 weeks for Discovery. Can BIS provide more information around the expected duration of this Discovery? We expect the Discovery phase will last four weeks. 6. To our knowledge, Service Designer is not a specific role offered through the DOS framework. In view of this, can BIS provide further information around this role and their responsibilities? - Analyse problems and failures within existing services- Identify opportunities for improving the usability of a service; recognise and articulate where complexity can be removed- Look for commonalities in activities across services, where products / prototypes / proof of concepts could be made- Arrange separate interactions into rational user journeys within the service- Produce artefacts such as service maps, user journey maps and UI mock-ups for the team and stakeholders to consume, to drive service transformation forward - Work closely with User Researchers, Interaction Designers, Business Analysts and Front-End Developers 7. UK travel and expenses guidance https://drive.google.com/open?id=0B82zkhjiktt0N3ZDaF9MYlM3ZkE