Digital data collection for Road Freight Statistical Surveys – Beta Phase

Tender description

Why the Work is Being Done The Road Freight Statistics (RFS) team collects data via three mandatory paper surveys requiring around 16,000 paper forms to be completed yearly. This method has numerous disadvantages: poor data quality, respondent burden and time lag between collecting and publishing data. The RFS team, with contracted suppliers, have completed a Discovery and Alpha that concluded there was significant scope to use digital methods to collect data and have tested prototypes. The Alpha project met the Service Standard at GDS assessment with approval to transition into Beta. The RFS team requires the supplier to build a digital method for collecting this data. Problem to Be Solved Deliver an end-to-end digital service, specifically: 1) Digital Road Freight statistical surveys that builds and iterates on work done in Discovery and Alpha. 2) Explore and create validations to prevent submission of errors or missing fields and introduce automatic coding to category lists. 3) Automate communications with hauliers in line with GOV.UK Notify service requirements. 4) Ensure data can be exported in-line with current processing technology in MS-SQL. 5) Pass a GDS Beta assessment with experience of involvement in a successful assessment previously. 6) Service implementation, support and hand over to a new supplier at the end of the contract. Who Are the Users Respondents: Road freight hauliers from across the country and wide range of businesses. DfT data capture and statistical team: Who currently collect, process, publish and analyse road freight data collected using the current methodology. Data users: Within DfT and other government departments who use RFS data to inform their evidence base for transport planning and policy initiatives. As well as external organisations who use the RFS data. DfT Architects: Those who provide departmental architectural standards, principals and provide assurance to digital projects. DfT Live service: Those who provide the 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 exiting Continuing Survey of Road Goods Transport 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 and 2020, DfT commissioned a Discovery and Alpha project that concluded there was significant scope to collect the survey via digital methods and prototypes were tested. The Alpha project met the Service Standard at GDS assessment with approval to transition into Beta to build an end-to-end digital service to collect road freight data. Existing Team The appointed supplier will be expected to provide all resources required for the delivery of the Beta. DfT will provide a Service Owner, Product Manager and Project Assurance. The appointed supplier will work closely with members of the Road Freight Statistical and Data capture team, who will also be a user of the service. Current Phase Beta Work Location Due to the current COVID-19 situation it is likely the work will be based remotely (or at the supplier’s own premises) with the use of video conferencing for communication. Suppliers should be able to carry out user research remotely and have approved and tested methods. If the COVID-19 situation changes the supplier will be based at DfT Great Minster House office (33 Horseferry Road, London, SW1P 4DR) for all show and tells and important meetings to be conducted here. The supplier will also continue to work remotely (or at own premises) as needed to deliver the Beta project. Working Arrangments Suppliers should provide their preferred approach within their proposals; exact milestones will be agreed with appointed supplier. Regular communication with the DfT is required including status updates which will detail achievements of key milestones. Any issues that may impact timescales and cost should be provided as they occur. The supplier will be expected to present weekly show and tells to the RFS team and other key DfT staff via video conference or if the COVID-19 situation changes face-to-face. The Beta should be completed in line with the: GDS Service Manual https://www.gov.uk/service-manual, Technology Code of Practice https://www.gov.uk/government/publications/technology-code-of-practice/technology-code-of-practice and Architectural Principles. Security Clearance Baseline Personnel Security Standard Clearance BPSS) to be active on the contract start date. Bidders will be required to provide evidence of clearance. Additional T&Cs There will be a break clause at the end of March 2021. Skills & Experience - Demonstrate evidence of delivering a Beta phase in line with GDS guidelines for a government department and passing the service assessment. - Demonstrate evidence of successfully designing, building and testing citizen facing digital data collection methods with a diverse mix of users and iterating accordingly. - Demonstrate evidence of successfully delivering projects at speed using an agile management, within GDS guidelines, methodology with clearly identified deliverables and timescales. - Demonstrate evidence of working with, developing and coaching digital and non-digital members of staff. Nice to Haves - Demonstrable experience of integrating with other services such as GOV.UK Notify. - Demonstrable evidence where innovative solutions have been applied to assist in project delivery. No. of Suppliers to Evaluate 6 Proposal Criteria • Identify the approach and methodology to the Beta project planning and delivery identifying the main stages and activities proposed at each stage. (20%) • Detailed resource plan which demonstrates how supplier and external resource will be used and at what stage. (20%) • How the approach or solution will meet user needs. (10%) • How they’ve identified risks and dependencies and offered approaches to manage them. (10%) • Estimated timeframes for the work. (10%) Cultural Fit Criteria • Experience of working as a team with Central Government departments or other suppliers (2.5%) • Experience of transparent and collaborative decision making (2.5%) • Experience of monitoring work and delivering against timelines, resolving any arising problems effectively (2.5%) • Demonstrable evidence 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 Case study Work history Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers No questions have been answered yet Budget range £180,000 - £210,000 for all work up to and including passing the beta service assessment. given the costings for the support phase in 2021-2022 cannot be accurately forecast due to the product not being developed, suppliers will not be expected to propose a budget for this portion of the work.