WYCA & partners require support in the design and procurement of a real-time system.

Tender description

Summary of the work This opportunity is for a consultant to support WYCA and partners in the creation of a specification in order for WYCA to run a legally compliant procurement exercise. Expected Contract Length Estimated to be a 20 week engagement Latest start date Tuesday 1 September 2020 Why the Work is Being Done WYCA are looking to procure a replacement real-time system with an emphasis on the central back office system for data processing, schedule adherence and a prediction engine as well as SIRI outputs to numerous 3rd parties. WYCA & partners require support in the design, procurement & implementation of a real-time system. The current system has been in operation since 2003 and has had various upgrades. As well as outputting data to numerous 3rd parties via SIRI SM/ET/PT/VM the system takes multiple incoming feeds from operator systems, as well as direct feeds from ticket machine suppliers. WYCA are looking to be in a position to procure a new real time system by 1st April 2021. This work is to increase public transport use including a modal shift from cars to public transport. Problem to Be Solved The Yorkshire Real Time system has been in operation since 2003, geo-graphically it is the biggest system in the UK and supports the large display estate in the UK. This provides aggregated real time bus information for customers via displays in shelters, websites, text message and third-party applications across all regions in Yorkshire, including major cities such as, Leeds, Sheffield, Hull and York. The system also feeds data to the 15 WYCA bus station system displays throughout West Yorkshire. In 2015, as part of the Real Time Evolution (RTE) project, a tender exercise took place for the upgrading of the existing Real-Time system, which sought to deliver a multi-supplier environment. As part of the tender process the system was split down into seven lots, which aimed to save money and data processing time. A number of these lots were delivered, but certain areas of the environment were unsuccessful, or bids were deemed not suitable. Through this exercise WYCA hopes to implement a full new system. Who Are the Users WYCA and partners need to have visibility of vehicle locations and have an overview of fleet and system performance in real-time so that we can monitor and report on performance and compliance. As a customer we need to see vehicle locations and arrival/departure predictions as well as disruption information so that the end user can plan journeys accurately and in real-time. Existing Team The project team will compromise a number of stakeholders across a number of organisations including but not limited to: - WYCA and partner council organisations (including: WYCA project management, legal services and procurement) - Current incumbent suppliers - Potential suppliers - Public transport operators Current Phase Not applicable Skills & Experience • Provide evidence of a technical solution for similar and previous projects • Provide evidence of knowledge of the transport sector and interchangeable data standards such as SIRI’ • Provide evidence of knowledge of the Bus services Act 2017 • Provide an approach to managing risks and dependencies • Provide team skill level and structure • Estimated time-frame for the work • Evidence of how you would provide value for money • Staff CVs • Fixed price Delivery • Experience of Agile Project Management • Experience and evidence of writing Real-Time system public sector procurement specification • Have engaged with transit operators, authorities and suppliers on similar, previous projects Nice to Haves • Have strong knowledge of ITIL framework • Knowledge of API and implementations Work Location West Yorkshire Combined Authority Wellington House 40-50 Wellington Street Leeds LS1 2DE Working Arrangments WYCA expect that the selected supplier will take part in face to face engagement with the system stakeholders to understand the current processes as well as the system architecture. The below will also be required: • Work with internal real time travel system team • If possible after the current Covid-19 crisis, a presence at the WYCA office with internal stakeholders to undertake the design of the new system architecture and associated processes; • Availability for work via video conference call as required; No. of Suppliers to Evaluate 3 Proposal Criteria • Technical solution for similar, previous projects • Approach and methodology for similar, previous projects • Approach to managing risks and dependencies • Knowledge of transit data interchange standards • Knowledge of digital service requirements of the Bus Services Act 2017 • Team skill level and structure • Estimated timeframe for the work • Value for money Cultural Fit Criteria • Work as a team with our organisation, stakeholders and 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 • Be comfortable standing up for their discipline Payment Approach Fixed price Assessment Method • Case study • Work history • Reference Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. We already have a system we could provide that can be used for this requirement and would just need some modification/configuration. Is this acceptable or does it have to be built from scratch? Thank you for your question, this procurement activity is focused on awarding a consultancy led activity that will review and create our functional and technical requirements for a new Real Time System. Following this activity we will then we will publish a specification which potential suppliers of Real Time Systems will be able to tender for. 2. Essential Skill No 5. Provide team skill level and structureGiven the 100-word restriction on answers at Stage One please would you clarify what you are expecting at this stage of the Competition in response to this requirement? Please provide an overview of the proposed team within the 100 word limit. 3. Essential Skill No 6. Estimated time-frame for the workAre you seeking to know before the Full Proposal Stage how long we estimate it will take to create a specification with WYCA to run a legally compliant procurement exercise e.g. “do you consider our 20-week proposed timescale to be realistic?” Or are you seeking an example of how long we took on a similar project? Please provide your estimation of how long this project will take including if possible previous examples. 4. Essential Skill No 8. Staff CVsGiven the 100-word limit imposed at Stage One of the Competition what sort of evidence are you looking for at this stage? Please provide a description of the core team 5. Essential Skill No 9. Fixed price DeliveryFrom our understanding of how the DOS competition works, a costed proposal is required at Stage Two. Please would you confirm that at this stage of the competition that what you are seeking is evidence of our ability to deliver fixed price contracts rather than a price. Correct, we are seeking evidence of your ability to deliver fixed price contracts. 6. You mention the desire to be in a position to procure a new real time system by 1st April 2021 – do you mean to appoint a supplier / contract start date, or be ready to go to market as part of a procurement process? We hope to be in a position to award a new real time system by April 2021. With the ambition to go out to market to source a new system before the end of 2020.