Road Freight Electronic data - Discovery

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. However further understanding is needed about user needs (both survey participants and data users) and what practical, accessibility and attitudinal issues there might be to adopting a digital approach. Problem to Be Solved 1. Who completes the forms, what barriers do they currently experience providing the information? 2. Explore respondents’ preferred method to provide the information DfT requires exploring attitudes towards paper based collections versus digital solutions including (but not limited to) website, phone apps, APIs, tracking of journeys/routes). 3. What barriers would a digital solution present including making a solution practical and accessible for participants. 4. Ensuring consistency of new data with historical RFS data to avoid a break in series owing to changes in processing, collection or respondents interpretation/reaction to change in style or formatting of question (interviewer/survey/response bias). Who Are the Users Respondants: Road freight hauliers (to be a representative sample stratified by respondent type (admin staff and drivers), geography, firm size etc. DfT data capture and statistics team Data users: DfT and OGDs use RFS data to inform their evidence base for transport planning and policy initiatives. There are also many external organisations which use RFS data. The Discovery would seek data user views on the potential methodology change. 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 Any work that’s already been done (Optional) (100 words) In 2015 consultants (SYSTRA) researched and assessed on behalf of DfT, the ‘fitness-for-purpose’ of the existing survey by reviewing the questionnaire content and respondent ‘experience’ and the experience of goods vehicle operators completing the Continuing Survey of Road Goods Transport. A report was produced detailing the findings which also explores the potential for respondents to provide information electronically allowing the department to move away from a paper based survey: https://www.gov.uk/government/publications/experience-of-completing-the-continuing-survey-of-road-goods-transport 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 and admin staff. Current Phase Discovery 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 DfT Great Minster House office (33 Horseferry Road, London, SW1P 4DR) as needed to complete the discovery activities. Working Arrangments Suppliers to provide preferred approach. The exact milestones will be agreed with the supplier when appointed. Weekly status updates (email/telephone) 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. Discovery should be completed in line with the GDS Service Manual: https://www.gov.uk/service-manual. Security Clearance Baseline Personnel Security Standard ( BPSS ) Additional T&Cs N/A Skills & Experience Experience of delivering a discovery phase in line with GDS guidelines for a government department Proven experience conducting and documenting user research with a diverse mix of users, iterating project work accordingly Demonstrable experience where delivering successful Discovery outcomes assisted to support and shape system developments Have demonstrable experience of complex technical investigation to inform future project stage Proven track record of delivering projects at speed using an agile project management methodology with clearly identified deliverables and timescales. Demonstrable evidence of using clear development methodologies, outlining how this would work in conjunction with a client’s internal development team. Experience of drawing up recommendations and options for alpha/beta on IT and data projects Experience in conducting stakeholder analysis where knowledge gaps were identified and plans implemented to address the shortfall. 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 No. of Suppliers to Evaluate 6 Proposal Criteria Identify the approach and methodology to the Discovery 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 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%) Experience of sharing approach, knowledge and skills with other team members and with the department by example (2.5%) Payment Approach Capped time and materials Assessment Method Written proposal Case study Work history Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers Budget range upto £50 k capped