Ofgem 2020-152 Rewrite of Existing Non-Domestic Register and CRM

Tender description

Summary of the work Ofgem requires a Delivery Partner to support the modernisation of a digital solution, to provide a Register system that supports and facilitates the administration of Ofgem environmental subsidy schemes. The successful delivery partner will be expected to integrate closely in a co-sourcing arrangement with our internal team and other stakeholders. Expected Contract Length 18-month period until 17th June 2022, plus option to extend to 17th December 2023. Latest start date Friday 18 December 2020 Budget Range £1-£1.2m Why the Work is Being Done Ofgem E-Serve administers various government renewable electricity, renewable heat, and energy efficiency support schemes, taking responsibility for the receipt, review, accreditation, audit, and compliance of scheme applicants and participants. The current Non-Domestic Renewable Heat Incentive (RHI) Register (the Register) is a system developed in 2010 to support E-Serve in its administration and delivery of the Renewable Heat Incentive scheme which is a scheme that lasts for 20 years. In addition, the back-office function is currently supported by a CRM system to enable internal users to accredit applications and amendments, and calculate data to enable payments to be made (a function also completed in the register). This Register system is now considered a legacy system, with limited support available and outdated security specifications. The complexity and cost of change and ongoing maintenance is high and unsustainable in the long-term. We wish to work with a delivery partner to deliver a modern digital service that prioritises meeting internal and external users’ needs, and that will enable Ofgem to carry out its ongoing administration of environmental support schemes better. Problem to Be Solved Internal and external users are critical of the current system, with complaints being logged concerning its usability, adaptability, reliability and capability to perform its functions efficiently and effectively. At a base level, non-domestic users such as biomethane producers, and small and medium businesses submit applications for accreditation under the Non-Domestic RHI scheme. Ofgem reviews the evidence provided, and assesses each application against certain criteria, before deciding on approval (or rejection). Once accredited, the authorised signatory for the business is obligated to provide certain information on a monthly, quarterly or annual basis as required by legislation. For some businesses, this may be meter reading data, and for others (a biomass installation, for example) this may also include sustainability calculations and fuel-measurement data. As part of the ongoing obligations to remain in the 20 years scheme, Ofgem assesses the data provided and subsequently pays against it. Ofgem has various statutory functions it must discharge relating to the aforementioned schemes, as well as a requirement to undertake additional procedures and tasks, including auditing and compliance functions as well as the production of reports. The project intent is to provide a Register solution to facilitate and/or perform these duties end to end. Who Are the Users • Non-domestic users, such as biomethane producers, and small and medium businesses submit applications for accreditation under the Non-Domestic RHI scheme. • Internal users, who accredit applications and amendments, and calculate data to enable payments to be made (a function also completed in the register). • Audit, compliance and counter-fraud teams who monitor fraudulent practices and actions that breach regulatory requirements. Work Already Done Ofgem administers various government renewable electricity, renewable heat, and energy efficiency support schemes, taking responsibility for the receipt, review, accreditation, audit, and compliance of scheme applicants and participants. The current Non-Domestic Renewable Heat Incentive (RHI) Register (the Register) is a system developed in 2010 to support E-Serve in its administration and delivery of the Renewable Heat Incentive scheme which is a scheme that lasts for 20 years. In addition, the back-office function is currently supported by a CRM system to enable internal users to accredit applications and amendments, and calculate data to enable payments to be made. Existing Team Underpinning all of the above requirement is the ability of the team to work as an integrated team with Ofgem. The successful delivery partner will be expected to integrate closely in a co-sourcing arrangement with our internal team and other stakeholders based either at Ofgem’s London (Canary Wharf) and/or Glasgow offices. Current Phase Discovery Skills & Experience • The supplier will be well versed in GDS requirements • The supplier works to GDS and National Cyber Security Centre security standards Nice to Haves • Experience of working with Ofgem on previous scheme launches • A knowledge or understanding of renewable energy support schemes and relevant technologies Work Location The usual place of work is at 10 South Colonnade, Canary Wharf, London, E14 4PU, though suppliers can also work from the Glasgow office if preferable. At present the team is working remotely due to Covid-19 and the successful supplier would be expected to do the same until government advice on best practice changes. Working Arrangments Suppliers will be required to be on site or working remotely 5 days a week Monday-Friday to work with delivery team. They will be required to update various teams and senior managers and run show and tell sessions. Expenses will be in line with Ofgem expenses policy and security must meet Ofgem's requirements. Security Clearance All Supplier staff (including sub-contractors) working on Ofgem’s premises will require to be security cleared to BPSS as a minimum at the awarded Supplier’s expense. Additional T&Cs Suppliers should note that the contract is to include appropriate break clauses at the end of the Alpha and Beta phases, with the inclusion of an assessment stage, which must be satisfied before continuation of work. No. of Suppliers to Evaluate 3 Proposal Criteria • Propose and approach, methodology and timeline, taking into account user research, service design, system design, testing, and GDS alpha and beta assessment • Identify risks, dependencies, and offered approaches to manage them • Approach to taking on our existing technical architecture, code base and technical recommendations • How the approach or solution will meet user needs • Approach to data migration from existing system to new system, and understanding of risks involved • Relevant HM Government experience • Team structure, including roles, resourcing levels, responsibility and availability • Skills and experience of the team • Approach to knowledge transfer • Value for money and commercial risk Cultural Fit Criteria • Demonstrate approach to engaging with internal senior stakeholders • Demonstrate transparent, collaborative approach to work, sharing this with the project team and seeking actionable feedback • Take responsibility to challenge the status quo • Seek to find improvements in all aspects of your work, including system design and processes • Work well in an Agile team, adhering to sprint ceremonies, and working collaboratively with teams outside of your immediate remit • Have a demonstrable and effective approach to diversity and inclusion • Have a demonstrable and effective approach to the contract management function • Previous work in a co-located environment • Evidence your work with clients of different levels of technical expertise Payment Approach Fixed price Assessment Method Presentation Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. 1) Who from your team will be scoring applications for this opportunity and what positions do they hold? The applications for this opportunity will be scored by a mix of both technical and commercial colleagues, from both an operational and procurement background. Positions held across the panel are Ofgem Manager’s across the Corporate and E-Serve departments. 2. Who is the incumbent and how long they have been the incumbent? There is no incumbent as it is a new system being delivered. The existing register is maintained in house. 3. Who's on the panel? The applications for this opportunity will be scored by a mix of both technical and commercial colleagues, from both an operational and procurement background. Positions held across the panel are Ofgem Manager’s across the Corporate and E-Serve departments. 4. Are the existing technical resources willing to learn new technologies, i.e. based around a PaaS/SaaS solution?Or are you planning to develop a new bespoke application on Ofgem's preferred tech stack? We always look to upskill our technical people to the latest technologies and best practices, and this is one of the core deliverables we expect from co-sourcing partners as part of the delivery. The proposed technologies also need to be in-line with our reference architecture. 5. For 'A knowledge or understanding of renewable energy support schemes and relevant technologies', can we respond to this by using multiple examples/projects or does it need to follow the DOS format of single case study with situation, our work and results? This should follow the DOS format of single case study with situation, work and results. 6. Can a supplier bid as a part of a consortium for this opportunity ? DOS suppliers can bid and then work with sub-contractor's which would require the sub-contracror to complete a supplier questionnaire at a later stage if shortlisted, under the main supplier. If a supplier was to bid as part of a consortium, it is Ofgem's understanding that all suppliers party to the consortium would need to be part of the Digital Outcomes and Specialists (DOS) supplier list.