T IT 0086 Road Freight Electronic data - AlphaBeta

Tender description

Why the Work is Being Done The RFS are collected via 3 mandatory paper surveys requiring 16,000 paper forms to be completed each year. This method has numerous disadvantages: poor data quality, respondent burden, high costs, lag time. The RFS team wants to explore digital methods for collecting this data to tackle these issues and seeks to discover if a more efficient process could be used to meet the needs of all parties. A recently completed discovery concluded there was significant scope to collect the survey via digital methods and recommended the project proceed to Alpha to further explore avenues and test prototypes. Problem to Be Solved 1) Test digital collection methods via a simple web browser to collect information that is currently collected via paper forms. Compatible with any device, validation to prevent the submission of errors or missing fields and automatic coding to category lists. 2) Explore automated collection and how it might be achieved alongside the digital survey – establish a set of secure APIs using open standards. 3) Complete the conversation with hauliers – redesigning the communications around the survey to help address the attitude of haulier towards the process, guiding them through what they need to do and involving them in the wider purpose. Who Are the Users Respondents: Road freight hauliers DfT data capture and statistics team Data users: DfT and other government departments use RFS data to inform their evidence base for transport planning and policy initiatives. There are also many external organisations which use RFS data. DfT Architects - Those who provide architecture standards, principles and provide assurance to digital projects DfT Live Services - Those who provide Cloud Engineering and Cyber Security services Early Market Engagement N/A Work Already Done In 2015 on behalf of DfT, consultants (SYSTRA) researched, the ‘fitness-for-purpose’ of the existing Continuing Survey of Road Goods Transport survey and respondents’ ‘experience’ of completing this. A report detailing the findings and potential for respondents to provide information electronically is available at: https://www.gov.uk/government/publications/experience-of-completing-the-continuing-survey-of-road-goods-transport In 2019, a DfT commissioned discovery project concluded there was significant scope to collect the survey via digital methods and recommended the project proceed to Alpha to further explore avenues for collecting this data and testing prototypes. The full report and all findings will be made available to the chosen supplier. Existing Team The appointed agency will be expected to work closely with members of the RFS team, which consists of 10 people comprised of a mix of analytical staff responsible for analysing and publishing the data collected as anonymised statistics and administrative staff responsible for the dispatch and receipt of the paper based surveys and the data capture of information from the returned forms Current Phase Alpha Work Location The majority of the work will be conducted at the suppliers own site (or other chosen location) though conducting of user research will require travel around the UK to interview respondents at their premises or chosen location and meeting with DfT in their office in London. Working Arrangments Suppliers to provide preferred approach. The exact milestones will be agreed with the supplier when appointed. Regular communication with DfT team including weekly status updates (email/telephone or alternative agile methods/tools) detailing achievements of key milestones and issues that may impact timescales and cost should be provided. It is expected that the research questions should be fully answered in a final presentation and report. Alpha should be completed in line with the GDS Service Manual: https://www.gov.uk/service-manual. Security Clearance Baseline Personnel Security Standard clearance to be active on the contract start date Additional T&Cs N/A Skills & Experience Demonstrable evidence of delivering an alpha phase in line with GDS guidelines for a government department Demonstrable evidence of successfully designing and testing digital collection methods via simple web browser with a diverse mix of users, iterating project work accordingly Demonstrable experience where delivering successful alpha outcomes assisted to support and shape system developments Demonstrable evidence of establishing a set of secure APIs using open standards in line with GDS requirements Have demonstrable experience of complex technical investigation to inform future project stage Demonstrable evidence Proven track record of successfully delivering projects at speed using an agile project management methodology with clearly identified deliverables and timescales. Demonstrable evidence and experience of drawing up recommendations and options for beta on IT and data projects Nice to Haves Demonstrable evidence where innovative solutions have been applied to assist in project delivery. Demonstrable evidence of successfully managing and assisting in delivering IT projects within public sector organisations. Demonstrable evidence of using clear development methodologies, outlining how this would work in conjunction with a client’s internal development team. 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. (20%) Detailed resource plan – demonstrating how in-house, supplier and external resource will be used and at what stage (10%) How the approach or solution meets user needs (20%) How they’ve identified risks and dependencies and offered approaches to manage them (10%) Estimated timeframes for the work (5%) Demonstrate value for money (5%) Cultural Fit Criteria Experience of working as a team with similar organisations and other suppliers (2.5%) Experience of transparent and collaborative decision making (2.5%) Experience of taking responsibility for their work and evidence of resolving problems effectively (2.5%) Experience of sharing approach, knowledge and skills with other team members in a similar environment by example (2.5%) Payment Approach Capped time and materials Assessment Method Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers Budget range up to £110k for alpha exclusive of vat (capped). and we expect suppliers at this early stage to suggest estimated time frame for beta and costings.