BSOG Bus Service Operators Grant (Alpha) T/IT/0056

Tender description

Why the Work is Being Done BSOG is a grant regime under which DfT pays approximately £250m a year to operators of local bus services, community transport schemes and local authorities. The grant helps to maintain a wide network of bus services and keep fares down across England. The current regime uses a paper-based system and a database using Microsoft Access and Microsoft SQL Server. A Discovery Project has shown there is a case for creating a digital system to deliver the grant. The Alpha project will develop / test prototypes and determine the final solution for beta including technical feasibility, build, maintenance costs and risks. Problem to Be Solved The current IT system is predominantly used for processing and paying paper-based claims from bus and community transport operators. This process is time-consuming. The system is inflexible and unreliable with manual work around being used. There is very limited reporting functionality and data analysis must be completed manually. The system is currently a block to any future policy changes the Department may wish to make. We expect the new solution will be a digital system that works for all types of user, flexible to the changing context of transport and supports positive interactions between the Department and our customers. Who Are the Users • Bus operators, community transport operators and local authorities will need to complete applications and provide information • External auditors will need to be able to access and verify data submitted • The BSOG administration team will need to be able to access and verify data provided, submit claims for payment and make payments • Local authorities and passenger transport executives will wish to have access to open data • Other DfT colleagues may wish to access data collated • Other government departments who might have an interest in claimants of the grant i.e. Driver Vehicle Standards Agency (DVSA) Early Market Engagement Not applicable Work Already Done A Discovery Project has already been completed. The final Discovery report includes the "As Is" and "To Be" process maps, user stories and options. These will be made available in a redacted form to all successful shortlisted suppliers. Existing Team The project is being delivered by two BSOG reform managers (service managers for the project) and overseen by the Subsidy and Green Bus Policy manager. Current Phase Discovery Work Location The supplier will split their time between both Department for Transport offices; Ashdown House, St Leonards on Sea, East Sussex, TN37 7GA (operational team's base). and Great Minster House, 33 Horseferry Road, London, SW1P 4DR (policy team.s base) and their own premises. Co-location for at least 2-3 days per week is preferable due to the agile nature of the project. Working Arrangments The supplier is expected to work full-time, 37 hours per week (7.4 hours per day), Monday to Friday for up to 12 weeks. The supplier must be available/contactable during core hours, 10am to 4pm. Expenses must align with DfT Travel and Subsistence policy, with no expenses incurred within the M25 corridor with all other proposed travel approved by the buyer prior to mobilisation. Security Clearance All contractors’ personnel should be cleared to the authority security clearance level of SC as a minimum and must be available to begin work with immediate effect following contract award. Additional T&Cs The supplier will be expected to: • Adhere to the GDS tech code of practice and digital service standard • Organise, prepare for and pass GDS service assessments and spend assurance • Adhere to the DfT architectural principles and have design documents approved by the DfT Digital Design authority. • Required experience: passing Alpha and Beta GDS service assessments. Skills & Experience Specialist capability and experience in transforming business critical, legacy technology and processes into efficient modern solutions. Supplier must have recent experience of agile working practices and project managing agile projects from discovery through to live in the transport sector. Proven service design and development and technical expertise in delivering a digital service particularly in the public sector. Demonstrable experience of carrying out user research with a diverse mix of users and stakeholders. 5. Demonstrable experience of successfully delivering a minimal viable product/proof of concept through Alpha for successful delivery of a robust product into 'live' environment on behalf of a Government department Supplier must have recent experience delivering digital projects in line with the GDS Service Design Manual and Service Standards. Nice to Haves Demonstrate knowledge/experience of the bus industry including bus scheduling/ fares across England (outside of London) and provision of real time information. Demonstrable experience of working with users and stakeholders at all levels of organisations across the public and private sector, ideally within the Transport Sector Provide examples of working across multiple government departments, including data-sharing protocol. Demonstrable evidence where innovative solutions have been applied to assist in project delivery. Demonstrable evidence of adhering with Customer’s relevant policies and standards. Demonstrable experience of utilising Open source technologies to affect change. Demonstrable evidence of successfully managing and assisting in delivering IT projects within public sector organisations. No. of Suppliers to Evaluate 6 Proposal Criteria Identify the approach and methodology to the Alpha project planning and delivery, identifying the main stages and activities proposed at each stage. (10%) Detailed resource plan – demonstrating how in-house, supplier and external resource will be used and at what stage (5%) Clear demonstration of how the approach or solution meets user needs (5%) Clear demonstration of how the approach or solution meets the policy goals and objectives (5%) Clear demonstration of how they’ve identified risks and dependencies and offered approaches to manage them (5%) Estimated timeframes for the work (5%) Demonstration of value for money (5%) Demonstration of how the requirements of other areas, such as bus operators and local authorities will be integrated into the project. (5%) Demonstrate their 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 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 Method Written proposal Case study Work history Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers Budget range £430,000.00 for alpha