DDaT22147 - BEIS - Evidence Management System

Tender description

Summary of the work A Discovery is needed to identify the best way to manage hydrogen heating evidence. Expected Contract Length 8 weeks. Option to extend by an additional 25% (2 weeks) if deemed necessary. Latest start date Wednesday 25 May 2022 Budget Range It is estimated that the work can be delivered up to £200,000 (ex VAT). Why the Work is Being Done The Government is working with industry, regulators and others to deliver a range of research, development and testing projects to assess the feasibility, costs and benefits of using 100% hydrogen for heating. This work includes a pioneering programme of community trials. As set out in the Prime Minister’s Ten Point Plan for a Green Industrial Revolution, the Government will support industry to deliver a neighbourhood trial by 2023, a village scale trial by 2025 and a potential hydrogen heated town before the end of the decade. The local trials and planning work, together with the results of a wider R&D and testing programme, will enable strategic decisions in 2026 on the role of hydrogen for heat decarbonisation and whether to proceed with a hydrogen heated town. We need a solution in place for managing all the evidence being generated by this work, that will capture our evidence needs, status of evidence and assurance of evidence in a systematic and efficient way to ensure a robust, comprehensive and auditable evidence base to enable policy decisions on Hydrogen for Heating in 2026. Evidence is already being generated so there is a need to have a solution in place as soon as possible. Problem to Be Solved The hydrogen heating team currently has no single, systematic way to structure and manage its growing evidence base. Evidence is being generated across multiple organisations with no easy way to see potential gaps, progress of evidence or the assurance status of evidence. We are looking for a team of digital discovery experts to help understand the various user needs, identify and assess options and recommend solutions e.g. a third party software, bespoke solution etc. Who Are the Users As a BEIS policy officer, I need to view and analyse evidence generated by different workstreams, so that it can be used to make policy recommendations. As an evidence generator (e.g. a gas network operator), I need to submit evidence , so that it can be assured and considered in policy recommendations. As an assurer (e.g. the Health & Safety Executive), I need to review evidence to assure the safety/quality of findings . As a technical architect, I need to structure the evidence in different ways (e.g. in terms of the physical asset system) to ensure that there are no gaps in evidence. As an auditor, I need to see what evidence has been used in policy decisions and how that evidence has been quality assured. Early Market Engagement We have engaged with teams on similar projects such as HS2, and have gathered lessons identified to inform our own project. These lessons will be shared with the shortlisted suppliers. Work Already Done We have already established some of the different ways we would like to structure our evidence e.g. sub-programme workstream evidence frameworks, physical system structure, HSE safety demonstration considerations structure. We have also started to define processes for the technical and safety assurance of evidence. There are databases currently being developed by stakeholders to manage some evidence so there will be a need to align/interface with this. Existing Team The supplier will be working directly with the existing project team which consists of: Senior Project Steering group: Head of Programme Delivery (Chair) Head of Technical Head of Strategy & Communications Head of Analysis Project Team: Senior Technical Lead (Project Manager) Policy Advisor Commercial Lead Analysis Lead Current Phase Not started Skills & Experience • Demonstrate your teams experience of conducting discovery research for new service design, including how you conduct user research and your methodologies, in accordance with GDS/CDDO and GOV.UK standards. • Detail, with an example your experience of working across highly regulated organisations with the ability to identify improvements and opportunities to collaborate. • Demonstrate your knowledge and experience of current market in enterprise or information management, or database software • Demonstrate your experience of technical and data investigation and exploration based on a diverse set of user requirements. • Demonstrate your experience of agile project management skills, in accordance with GDS/CDDO and GOV.UK standards. • Demonstrate how you have experience of mapping wider services in the problem space. • Demonstrate experience of taking ownership of a requirement • Demonstrate your experience in building a strong understanding of technological constraints, existing contracts, legislation and other existing processes and systems. Nice to Haves • Demonstrate your experience of working on energy, gas, infrastructure, or similar technical projects • Demonstrate your experience of researching, designing or building digital services for use by government, regulators and industry • Demonstrate your experience of researching, designing or building digital services in the energy or net zero space. Work Location Department for Business, Energy & Industrial Strategy, 2nd Floor, 1 Victoria St, London SW1H 0ET, as well as remotely. Working Arrangments We want the supplier to take a flexible approach rather than working for set times in a set office. We will want the team to work on dedicated, pre-planned and pre-approved research activities with planned outcomes. We want to be able to hold face-to-face meetings where appropriate, but also to work in a hybrid manner, virtually and remotely where necessary and effective. Security Clearance All must have BPSS as a minimum, or equivalent which supplier must be able to demonstrate. Additional T&Cs N/A No. of Suppliers to Evaluate 3 Proposal Criteria • Describe your approach and methodology you will apply to this requirement including timescales, sprint plans and how you will ensure the outputs can be used for potential Alpha phase (15%) • Demonstrate how you will identify user needs and personas (15%) • Demonstrate your approach to mapping user journeys (15%) • Detail how you will identify and assess potential solutions and make a recommendation that meets our needs (15%) • Demonstrate how the structure of the team and how their technical skills and experience will be used to deliver the need, including estimated resource dedicated to the project (30%) • Demonstrate how you will deliver value for money, including how you will take previous learning to deliver better value for this project (10%) Cultural Fit Criteria • Demonstrate how your proposed team will work collaboratively in a multidisciplinary agile team (20%) • Demonstrate experience of proactively engaging with stakeholders to progress a project and communicating in an appropriate manner for the audience (20%) • Detail how you will deliver in an open, collaborative, honest, agile way according to the principles outlined in the Government Service Manual (20%) • Demonstrate how you will transfer knowledge to the existing service team (20%) • Demonstrate your use of apprentices, graduates or how you might upskill your workforce through the experience of working on the Discovery (20%) Payment Approach Capped time and materials Assessment Method Presentation Evaluation Weighting Technical competence 65% Cultural fit 10% Price 25% Questions from Suppliers 1. If successful in winning this opportunity, would the supplier be eligible for bidding for the next stage of work? Yes - All suppliers who are on the framework can bid on the next stage 2. Please can you clarify what experience/information you want us to demonstrate for this question?: Demonstrate your knowledge and experience of current market in enterprise or information management, or database software It is possible there may be off-the-shelf software solutions that could meet our need so we would like the discovery team to have knowledge and experience of standard industry products to help inform the discovery 3. Can we please clarify the following questions on experiences:Demonstrate experience of taking ownership of a requirement – Please, could you provide more detail around what you mean by this? Does this mean owning a full discovery and delivery of a topic? Any more specifics would be helpful. We are looking for evidence of being proactive in identifying a requirement, grabbing the initiative in taking ownership, and leading on delivering a solution. You could see it being applied to identifying new risks or issues, looking at alternative solutions to a problem or perhaps even just identifying an important piece of work. 4. Demonstrate your experience of researching designing or building digital services for use by government, regulators and industry – Do you require an example of experience working with all three of government, regulators and industry in a single project? Or are examples working with one or two in a project valid? Our project involves working with all three but examples working with one or two are still valid 5. Are you able to clarify what specifically you mean by “enterprise or information management software” – are you able to provide examples? We are most interested in "Information management (IM)" software i.e. potential products that could be used to manage our evidence generation process and the assurance of evidence. 6. Can you clarify what you mean by “the problem space” – are you referring to the current situation set out under the problem to be solved? Yes, the problem space is referring to the current problem we are facing, described in the section "Problem to be solved"