Develop a MVP for New Builds team to improve the management of defects in new build properties. copy

Tender description

Why the Work is Being Done The New Builds team use spreadsheets and emails to record/report defects in new builds. This process requires a lot of manual inputting and intervention resulting in duplication of effort. There's no single source of truth for data across the service meaning the team and contractors are looking at different pieces of data about the same subject matter. There is a mayoral commitment to build 3000 new build properties over the next 10 years. We want to explore how we can make the process more efficient to manage the user journey better and determine if the there is a scalable solution. Problem to Be Solved - Improve the way the New Build Team can undertake their work resulting in less duplication and better transparency. - Have a single version of truth for data so that contracts can be managed effectively. - Have better visibility of which contractor/subcontractor will be carrying out the defect repair and whether it has been completed. - Have an overview of defect types to understand trends and patterns of products/components used in constructing new buildings. - Residents to have the ability to report and see progress of defects online. Who Are the Users As a new builds officer/property manager I need to have visibility of the whole defects journey. As a new builds officer/property manager I need to be able to monitor contractor performance As a resident I need to be able to report my defect online, know who is dealing with it, how long it will take and be able to communicate with those responsible for carrying out the repair. As a developing landlord I need to know how components installed are performing and pick up on any systematic problems so that changes can be introduced quickly to current and future schemes. Early Market Engagement Work Already Done A discovery piece has been undertaken by dxw and a prototype developed. Building a minimum viable product will enable testing and refining the product iteratively. There has been some development carried out in relation to repairs so there is an opportunity to reuse components. Existing Team Head of Service (project sponsor) Product Owner Delivery Manager Frontline staff as required Current Phase Beta Work Location Initially London Borough of Hackney offices Working Arrangments We would prefer a team onsite for 3/4 days a week, most weeks in order to engage with subject matter experts and ICT thus building broader engagement with the style of working (eg through show and tells). Security Clearance Additional T&Cs Skills & Experience Experience of working to the service design manual Have passed a government service standard assessment Provide a multi-disciplinary team including user research, service design and development skills Have experience designing services for a wide range of digital skills and confidence Ability to support development of REST APIs to Hackney’s standards Experience of developing design patterns that can be reused for other services Agnostic of any existing software Understanding of housing services Experience of working with Universal Housing Nice to Haves No. of Suppliers to Evaluate 3 Proposal Criteria Understanding of user needs Quality of the technical solution Clarity of approach How they’ve identified risks and dependencies and offered approaches to manage them Team structure, including skills, experiences and relevance of individuals Experience from a similar project Experience of the method of working from previous projects Estimated time-frame for the work Cultural Fit Criteria Work as a team with our organisation and other suppliers Be transparent and collaborative when making decisions Have a no-blame culture and encourage people to learn from their mistakes Take responsibility for their work Share knowledge and experience with other team members Work openly Hackney Council is a diverse organisation, reflecting the diversity of our borough. How would you successfully work as a team with our organisation and suppliers in a diverse environment. Payment Approach Capped time and materials Assessment Method Written proposal Case study Reference Evaluation Weighting Technical competence 60% Cultural fit 7% Price 33% Questions from Suppliers Budget range up to £112,000 excluding vat and expenses