CDEI Algorithmic Transparency Standard Repository; Discovery and Alpha Phase

Tender description

Summary of the work The CDEI is looking for a team with a proven track record to run a discovery phase for a repository of transparency reports produced under the algorithmic transparency standard. Expected Contract Length 10 weeks - If the dates include the Christmas period, we would expect a 1-2 week pause in the work. Latest start date Monday 31 October 2022 Budget Range Up to £75,000 Why the Work is Being Done The CDEI has developed the public sector Algorithmic Transparency Standard jointly with the Cabinet Office. It provides a standardised way for public sector bodies to provide information on algorithmic tools used in decision-making processes. We want to explore possibilities for creating an online repository to host transparency reports in an easy-to-use and accessible way, within the gov.uk branding. We may look to automate parts of the completion process and it will need to meet the service standard for gov.uk. This phase should look to explore options for establishing individual repositories for different parts of the public sector (e.g. the NHS). External user-groups: The general public, civil society groups, academia, and the media who will be accessing the repository. Public sector teams who will be uploading their transparency reports. Additional use: public sector teams who want to learn how algorithmic tools are being used elsewhere in the sector. We will undertake specialised public insights research: we expect this contract to focus on gathering insights from public sector teams, and working with our public-insights team to incorporate analysis into the early prototypes. The CDEI will play an active role in this project, working closely with the supplier through discovery and alpha. Problem to Be Solved We are currently posting the first transparency reports as a collection at the bottom of a gov.uk page. This is not easily accessible for the general public and will be impossible to do effectively at scale. The process for completing the standard template is also cumbersome and takes time for those completing it to navigate the document, as well as time for the CDEI team to verify information and formatting. We are seeking an experienced delivery partner who can create a web platform to host this information, embedding principles of user experience design. In this discovery phase, the outputs are expected to include: A catalogue of prioritised user needs for the user groups below. An assessment of the ability of existing platforms to meet these needs. A high level proposed scope for a future delivery phase. In the alpha phase, the outputs are expected to include: Initial prototyping for the repository. Who Are the Users There are three user groups of the platform: Public sector organisations who are using algorithmic tools as part of their decision making process and will be completing the standard template. E.g. Govt. departments; the NHS; Local Authorities; the Police. They need to be able to complete the standard template easily and update it as required. Some coordinating groups (e.g. sector-based membership bodies) may want to be able to access the information through an API and pull out relevant fields. The general public who are accessing the information on algorithmic tools and need them in a complete, open, understandable, easily-accessible and free format (this includes individual citizens, as well as civil society and academia). The CDEI team who will need to check through submitted transparency reports and are responsible for the long term maintenance of the repository including ensuring transparency reports are up to date. They will need automated tools to ensure this maintenance requires minimal resource. The platform needs to meet the accessibility needs and digital skill levels of a broad range of users. Early Market Engagement N/A Work Already Done The existing template for the algorithmic transparency standard is hosted on gov.uk and can be accessed as a csv file. The first pilot transparency reports are hosted on gov.uk as links at the bottom of the webpage for the standard. The CDEI has already done significant public attitudes work on the expectation of external readers of transparency reports. This supplier’s discovery phase is expected to focus on how to translate this onto a web platform, and the backend user needs of public sector teams using the platform. Existing Team The supplier will be working closely with the existing CDEI team which includes a head of project, senior technology advisor, policy advisors and supplier manager. The team also works closely with CDEI’s advisory board of global leading experts. The supplier will be expected to work with these team members as part of a blended team, working to shared objectives. Current Phase Discovery Skills & Experience • Experience of rapid delivery of digital products to ambitious deadlines, leading to operational solution delivery. • Demonstrable experience of delivering engaging and dynamic user interfaces. • Demonstrable experience of running effective user workshops for gathering user needs. • Experience delivering services that meet the GDS Service standards. • Demonstrable accountability and experience of working within multi-agency team environments to deliver joint visions and products. Nice to Haves • Experience of documenting technical solutions so they can be maintained by others. • Experience of upskilling existing teams to maintain solutions delivered. • Have a track record of delivering trustworthy solutions and/or who have a reputation for trustworthy innovation. Work Location The majority of the work can be performed from any location and will primarily be virtual via Google Meet. It would be desirable for the supplier to be able to join us occasionally for face-to-face discussions or to host our team at their offices (as agreed). However this is optional. The CDEI is based at 100 Parliament Street, London, SW1A 2BQ. Supplier travel/subsistence for attendance at the CDEI office is at supplier expense. Working Arrangments The supplier will work in an agile way - to scope, plan and deliver the work, with weekly stand-ups, active communication and will conduct regular ‘show and tell' sessions to demonstrate progress. Online meetings will take place via Google Meet. The CDEI staff will be available during UK core hours (10am-4pm) each working day. The supplier will supply their own equipment and technology. Security Clearance Baseline clearance will be required (BPSS). Additional T&Cs N/A No. of Suppliers to Evaluate 6 Proposal Criteria • Provide evidence of the profile, skills, experience and ability to deliver our required outcomes. • Demonstrate how project timescales will be met and outcomes will be delivered in budget. • Explain how you will work in partnership with the CDEI, the Central Digital and Data Office (CDDO), and our partners to deliver the right outcomes. • Presentation question: demonstrate how you will approach the discovery phase including user research and prototyping Cultural Fit Criteria • Work in an open and transparent way, sharing work in progress and involving others as you go - responding positively to constructive challenge. • Explain what methods you propose to use to engage; communicate, constructively challenge and work effectively with our team. • Describe how you propose to support positive working relationships throughout the life of the contract. Payment Approach Fixed price Assessment Method • Work history • Reference • Presentation Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Does the budget and timeline cover both discovery and alpha, or is there a separate budget/timescale for alpha? The budget and timeline cover both Discovery and Alpha. 2. How many visits per sprint/course of discovery does DCMS expect the supplier to make to London? Visits to the London office are optional but ideally around three face-to-face meetings over the ten week period. 3. Has there been any pre-work conducted? If so, who is the incumbent? The development of the Algorithmic Transparency Standard has been conducted jointly by the CDDO and CDEI. The CDEI has already done significant public attitudes work on the expectation of external readers of transparency reports. This supplier’s discovery phase is expected to focus on how to translate this into a web platform, and the backend user needs of public sector teams using the platform.No previous work has been done to develop a repository and there is no incumbent. 4. Please can you confirm whether this budget/timeline is for a discovery only, or if this budget is for a full disco AND alpha stage? The budget and timeline cover both Discovery and Alpha. 5. The title is for discovery and alpha. Please can you confirm that this current opportunity is for the delivery of the discovery and does not include the alpha? The budget and timeline cover both Discovery and Alpha. 6. Can you clarify what you mean by "working with multi-agency team environments"? Do you mean multi-supplier teams, working with stakeholders from different government agencies or having representatives from other government agencies within the delivery team? "Working with multi-agency team environments" means working with stakeholders from different government agencies and organisations that coordinate public agencies. 7. Please can you confirm who the people on your evaluation panel are and their individual roles and responsibilities? The evaluation panel will be comprised of a Project Lead, a Technical Team Lead, and a Policy Advisor from the CDEI. 8. Are you expecting GDS Assessments at Discovery and Alpha to be undertaken as part of the project? GDS Assessments are not expected at the Discovery and Alpha StageSuppliers are still encouraged to adhere to the GDS Service Standards as good practice. 9. The Essential and Nice to Have Skills and Experience suggest that you're looking for a partner who can also move this beyond Alpha into Beta - is that correct? This piece of work is to specifically deliver the Discovery and Alpha stage of the Algorithmic Transparency Standard Repository. The Beta phase will delivered through a separate procurement depending on the outcomes of the Discovery and Alpha phases. 10. Will DCMS pay for user research recruitment expenses; including recruitment agencies, travel and subsistence and incentives? This can be negotiated at contracting. Please lay out the expected costings for each element as part of your application. 11. Have a track record of delivering trustworthy solutions and/or who have a reputation for trustworthy innovation” – can you please confirm if by track record, you would prefer a list of relevant examples to a single example with continuous delivery? In terms of track record, we would like to see a list of relevant examples. It is also helpful to see the longevity of these projects. 12. Does the budget include or exclude VAT? The budget (£75,000) excludes VAT. 13. Can you please confirm how you define “trustworthy” in the context of question: “Have a track record of delivering trustworthy solutions and/or who have a reputation for trustworthy innovation” Trustworthy innovation is innovation that promotes and/or focuses on public trust. 14. Who will be assessing first and second round bids? Which roles? The evaluation panel will be comprised of a Project Lead, a Technical Team Lead, and a Policy Advisor from the CDEI, for both first-round and second-round assessments. 15. Is it advantageous if the selected supplier has existing domain knowledge of algorithmic transparency and if so, how will this be assessed in the procurement process? Applications will be assessed based on the criteria outlined in the opportunity listing. If the supplier has existing domain knowledge of algorithmic transparency, we suggest you detail this under the following criteria: Provide evidence of the profile, skills, experience and ability to deliver our required outcomes. 16. Can you start earlier than 31st October if the supplier team is ready? Would it be advantageous to meeting your milestones? We are able to start earlier than 31st October if the supplier team is ready. Our timelines work with a start date up to and including 31st October. 17. What is your definition of prototype? Are there any technical requirements that should be considered/fulfilled? We consider a prototype to be an early working version of a transparency register sufficient to demonstrate the high level user experience and technical functionality, enabling CDEI to make a decision on progressing to a beta phase, and to scope that phase appropriately. We do not anticipate that this will be fully functional, nor that it will be used operationally. 18. How many reports do we expect to be hosted over time? The number of reports hosted will depend on the uptake of the Standard across the public sector, but could run into 100s of entries in the long term. The discovery phase will need to consider user needs that arise from scaling the final platform over time. 19. Do you know how these would be different individual repositories would be different or is it to help navigation for the user? How granular would these be, one for the NHS or one per hospital? The individual repositories would be to help users navigate the transparency reports. The granularity of these is yet to be decided, however they are currently being conceptualised at a sectoral level, e.g. healthcare or local government. We expect to consider the best approach here as part of the discovery phase. 20. Do you have preferred contacts with these user-groups? Or is the supplier expected to identify them and form the contact? The CDEI will be able to provide contacts for many of the relevant user groups, especially on the public sector side. However the supplier is expected to take a lead on user research with these groups, and may need to identify some additional contact points. 21. What are the existing platforms? These existing platforms include the main gov.uk page and some other existing CDEI technical content hosted on Github pages. The supplier is expected to identify any other relevant existing platforms as part of the discovery phase. 22. Is the discovery expected to facilitate the completion of the template as well as the submission and use of the completed template? The discovery phase should consider how to deliver the best user experience for how public sector teams interact with the platform. Options could include various combinations of "submission" and "completion" functionality, to be determined as part of discovery.