BEIS CA-2022-066 - Redesign of the CHPQA Portal for compliance to current gov.uk Standards

Tender description

Summary of the work Mobilise the team Conduct the Discovery phase: Alpha - Conduct multiple phases of user testing to feed into design and development of the portal prototypes and database. See additional document: Summary.of.work.docx Expected Contract Length Mobilisation (ASAP) 6 weeks for Discovery and 8 weeks for Alpha. Latest start date Monday 12 December 2022 Budget Range £300,000- £386,750 for mobilisation, discovery and alpha phases Why the Work is Being Done In order to deliver a good service to the public, the UK Government has digital standards that Services must abide by. The CHPQA portal needs to be redesigned to meet the current Government Digital Standards. Problem to Be Solved CHPQA (Combined Heat and Power Quality Assurance) Programme aims to monitor, assess, and improve the quality of UK Combined Heat and Power (CHP), an energy efficiency technology for generating heat and power. This is achieved through a process of registration, assessment submission, granting certification, and auditing a sample of active schemes. Each year, over 1,300 CHP schemes are certified by the CHPQA programme as ‘Good Quality’ CHPs. The CHPQA applies to all the UK. Current Situation: The current CHPQA portal (https://www.chpqa.com/) is a transactional digital service, in essence it digitalises a paper based self-assessment form process. It was designed approx. 20 years ago. However, the portal is not compliant with government digital standards, work needs to be undertaken to ensure that the CHPQA system is secure, and meets all current privacy, security, accessibility standards and legislation See additional document: Problem.to.be.solved.expanded.docx Who Are the Users USERS: Responsible Persons or RP’s–are applicants who use the Portal to register and to submit their applications for CHPQA certification. CHPQA scheme operators - these are the business or organisations who have invested and finance the CHP and receive Gov financial subsidy. Energy Service Companies -provide third party finance (i.e., lease CHP equipment) to CHPQA operators and are in receipt of Gov financial subsidy. Sometimes they are also responsible for applications. Lobby groups and think tanks, for example the Association of Decentralised Energy. Do not submit applications but represent views of the sector and have a vested interest in the CHPQA scheme. Sector organisations i.e., the Confederation of Paper Industries. Do not submit applications but represent views of the sector and have a vested interest in the CHPQA scheme. BEIS. Statisticians use CHPQA data for DUKES (Digest of United Kingdom Energy Statistics) chapter 7 reporting. Teams working on industrial energy, energy efficiency, sector- specific and clean heat all have an interest in CHPQA data. For further information see additional document : Users.docx Early Market Engagement None undertaken Work Already Done The CHPQA programme has its’ own database and portal. The successful supplier would have access to the existing database schema and the full documentation relation to the current solution, if helpful. Existing Team The supplier will predominantly be working with the Business Energy Use, CHPQA Team & Industry – Non-Domestic team in BEIS, e.g. Product Manager and Service Owner. We are expecting suppliers to use their expertise and experience to propose a team which has the optimal mix of roles and seniority to deliver the project in a cost-effective and efficient way. We expect a delivery plan with milestones to be provided which includes details on resource allocation at the various stages of the project. See additional document: Existing Team full.docx Current Phase Not started Skills & Experience • Demonstrate experience of leading projects where multiple commercial, industrial and/or public sectors are represented in the service being designed. • Demonstrate experience of identifying users who require assisted digital services, including vulnerable consumers, and their respective needs and usage patterns. • Demonstrate experience of ensuring prototype services cater to user needs • Demonstrate experience of building easy-to-use consumer-facing applications. • Have a proven track record of delivering complex software projects in the UK government sector in line with the GDS and GOV.UK Standards. • Demonstrate experience of rapidly developing and iterating prototypes based on user testing, findings from discovery and policy context, including assisted digital. • Demonstrate experience of communicating complex issues using clear and concise language in both written and verbal ways to a variety of audiences and expertise levels. • Demonstrate experience of delivering projects using agile project management methodologies in Discovery, Alpha and Beta projects in Government. • Demonstrate experience of conducting and documenting user research and using findings to iterate project work and software development. • Demonstrate experience of compliance to data management and data protection regulations • Demonstrate experience recruiting in the energy efficiency, net zero and/or climate change projects in the non-domestic sector Nice to Haves • Experience working on projects furthering net zero, energy efficiency for non-domestic sector or combined heat and power technology • Experience working with or knowledge of relevant stakeholders Work Location With the team hybrid working, it is expected the supplier will do the same. This means, if the need arises, the supplier’s team would need to travel to the BEIS 1 Victoria Street HQ in London or BEIS Trinity Bridge House in Salford for meeting(s)/workshop(s). Working Arrangments The supplier’s staff will be expected to be available during the typical working hours of the policy team (Monday to Friday 9am-5pm) in order to maximise knowledge transfer. We require the supplier to conduct the usual the agile ceremonies and a weekly update/as well as ‘show and tell’ sessions for BEIS stakeholders and retrospectives with the CHPQA team. These sessions will take place over MS Teams or on occasions face to face. Other potential tools tbc. Security Clearance Minimum of BPSS (BASELINE PERSONNEL SECURITY STANDARD) No. of Suppliers to Evaluate 3 Proposal Criteria • Describe the approach and methodology you will apply to the phases, including how priorities will be determined and emerging findings presented • Describe how the approach will achieve the objectives and intended outcomes including the migration of legacy data • Describe 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 • Please provide a project plan with proposed timelines which clearly details areas for mobilisation and delivery and action points around these. Planning should include for public holidays and annual leave • Please identify what resources and methodology you will apply to user research • Please provide details as to how the requirement will provide value for money, including how you will take any previous learning to deliver better value for this project • Identify the risks and dependencies you associate with the project and how you would mitigate to manage them Cultural Fit Criteria • Detail how you will proactively engage with stakeholders to progress the project and communicate in an appropriate manner to the audience • Detail how you will ensure you work in a way that is that is open, honest, and constructive • Detail how you will work successfully with the team collaboratively • Detail how your team will work in a user driven approach, using research and evidence to challenge underlying assumptions/present findings in a way decision makers can easily diges • Detail how your team will respond to change throughout the project • Detail your plan for taking ownership of the requiremen Payment Approach Capped time and materials Assessment Method • Case study • Work history • Presentation Evaluation Weighting Technical competence 60% Cultural fit 15% Price 25% Questions from Suppliers 1. Additional Documentation Referenced within opportunity The additional information contained within the referenced document will be posted as answers to questions below. Due to the word count available on the Digital Marketplace, unfortunately these will be split across multiple answers but each question will reference the document title. 2. Problem to be solved (expanded). The following additional information relates to the problem.to.be.solved document as referenced. Please read the original section first as the following is a continuation. The existing CHPQA portal is currently hosted on private servers, and we would expect available hosting options to be explored during the discovery phase. As we are redesigning a legacy portal BEIS would like to explore using modern technology moving forward and ensuring the coding of the portal is up to date and seek your guidance in relation to this opportunity. 3. Problem to be solved (expanded) # 2. The following additional information relates to the problem.to.be.solved document as referenced. Please read the original section first as the following is a continuation. For more information see guidance on CHPQA on Gov.uk at https://www.gov.uk/guidance/combined-heat-power-quality-assurance-programmePHASES There are 2 Phases of this work in this opportunity.Discovery Outcomes:At the end of the discovery phase BEIS will have:A final report comprising of the below, to be delivered throughout the project: 4. Problem to be solved (expanded) # 3. The following additional information relates to the problem.to.be.solved document as referenced. Please read the original section first as the following is a continuation. A document that fully details the user needs for the new service, including a report detailing user research findings, the user experience of the current database, how it is used and what improvements should be made. This sample should be representative as CHP covers a range of industrial, commercial and public sectors and we expect user research to be representative of all types of CHP. BEIS can provide a list personas or archetypes and a breakdown of sub-sectors to support development of a user research strategy. 5. Problem to be solved (expanded) # 4. The following additional information relates to the problem.to.be.solved document as referenced. Please read the original section first as the following is a continuation. RP users are a key user so we would expect engagement to focus, but not be limited, to them.• A document that maps the user journey and lists any data handling requirements• A report on the feasibility of hosting the portal and database on gov.uk and other options that may be applicable• A document that lists any necessary developments for the portal and database in order to progress to alpha. • Ideas to test in the Alpha phase. 6. Problem to be solved (expanded) # 4. The following additional information relates to the problem.to.be.solved document as referenced. Please read the original section first as the following is a continuation • The current service undergoes a review, particularly on Security, Privacy and Accessibility, with any immediate issues being escalated to the BEIS • Any Security, Privacy or Accessibility issues that cannot be completed before the end of the project are fully documented and are passed to BEIS as soon as possible for remediation.• We will require the supplier to present their findings towards the end of Discovery and leave time to take comments on board from BEIS for any final reports.NOTE: There may be a pause before entering Alpha where the discovery outcomes are assessed. 7. Problem to be solved (expanded) # 5. The following additional information relates to the problem.to.be.solved document as referenced. Please read the original section first as the following is a continuation • The current service undergoes a review, particularly on Security, Privacy and Accessibility, with any immediate issues being escalated to the BEIS • Any Security, Privacy or Accessibility issues that cannot be completed before the end of the project are fully documented and are passed to BEIS as soon as possible for remediation.• We will require the supplier to present their findings towards the end of Discovery and leave time to take comments on board from BEIS for any final reports.NOTE: There may be a pause before entering Alpha where the discovery outcomes are assessed. 8. Problem to be solved (expanded) # 6. The following additional information relates to the problem.to.be.solved document as referenced. Please read the original section first as the following is a continuation ALPHA OutcomesUsing the technical and user research findings develop prototypes for the portal and database that meets the identified user needs, stores all existing data (including historical), and is of sufficient quality and of a standard to progress to a future Beta phase.Document a prioritised feature list for essential products, with a defined scope, indicative costings, and roadmap for Beta; 9. Problem to be solved (expanded) # 7. The following additional information relates to the problem.to.be.solved document as referenced. Please read the original section first as the following is a continuation A report that fully details the following:• The key features of each prototype and how they comply with GDS (Government Digital Service) standards.• Details of who tested the prototype including all test scripts and what they thought of the prototype.• How data (including historical data) will be stored and migrated in the prototype• The creation of detailed Project plan for decommissioning current CHPQA portal• Plan and next steps for the Beta phasePresent your findings towards the end of the Alpha and leave time to take comments on board from BEIS for any final reports. 10. SUMMARY OF WORK ADDITIONAL INFORMATION #1:. The following additional information relates to the Summary of work document as referenced. Please read the original section first as the following is a continuation Discovery-Develop understanding of user needs, including user research and interviews, accessibility, the user journey and data handling requirements, as well as the necessary developments for the portal and database in order to progress to alpha. To investigate and plan how requirements to deal with future policy reform proposals can best be seamlessly added into the portal when required. To explore hosting options for the portal and database, including hosting on gov.uk. To identify methods of storing and transferring historical data from the existing system. 11. SUMMARY OF WORK ADDITIONAL INFORMATION #2 AlphaConduct multiple phases of user testing to feed into design and development of the portal prototypes and database.END 12. USERS #1:. The following additional information relates to the Users document as referenced. Please read the original section first as the following is a continuation Teams working on industrial energy, energy efficiency, sector- specific and clean heat all have an interest in CHPQA data. HMRC (HM Revenue and Customs). ‘Good Quality’ certified CHPQA schemes are eligible for tax subsidies and exemptions processed by HMRC. Awards are made based on CHPQA data. Noting that HMRC have their own digital system and form requirements of CHPQA RPs. User sub-sectors (Indicative list) NHS trusts and hospitals Higher Education/ Universities Horticulture/farming Cement Paper Refinery processes (eg Salt manufacture) Food & Drink Leisure centres Hotels 13. USERS #2:. The following additional information relates to the Users document as referenced. Please read the original section first as the following is a continuation CHPQA scheme archetypes Biomass large Biomass small Energy from waste CHP operator using own finance- small CHP operator using own finance- large CHP operator using an energy service company -small CHP operator using an energy service company -large CHP with specific equipment- for example, Simple cycle gas turbine (SCGT) and Combined cycle gas turbine (CCGT) (Note- small and large refers to electrical generating capacity of the scheme, where a small generating capacity would be equivalent or lower than 3MW) 14. USERS #3:. The following additional information relates to the Users document as referenced. Please read the original section first as the following is a continuation USERS NEED TO BE ABLE TO DO THE FOLLOWING: Applicants (RPs) require a simple method of uploading self-assessments, and tracking their performance, metering and the calculations that comprise their certification. Redesigned portal should aim to streamline the process and increase bespoke functionality dependant on applicant needs i.e., what type of site they have. The third-party supplier(s) delivering the CHPQA scheme need access to historical data to provide technical assessment for policy considerations, to discharge audits, to monitor certification submissions and identify inaccuracies, to advise through the helpline and focus pages (develop guidance) when enquiries are made by RPs or organisations. 15. USERS #4:. The following additional information relates to the Users document as referenced. Please read the original section first as the following is a continuation Solutions to make the experience less ‘process-heavy’ and more automated where appropriate would be welcomed. As a user of the service, BEIS does not have oversight of the entire service and has some access to issue certifications and final checks. When developing a new one, it would be helpful if BEIS were allowed full access. BEIS currently issue the certificate once the supplier administrates the submission and advises on outcome (full and partial certificates). While it is the third-party delivery supplier role to assess submissions, it would be more transparent in the future if BEIS increases its access. END 16. Existing team - the following expands on the existing team details as published and as contained in the referenced existing team document. Please read the original detail first as this continues that text . Typical roles include but not limited to: Delivery Manager, Product Manager, User Researcher, Prototype Developer, Service Designer, Interaction Designer, Content Designers, Developers, Technical Architect.END 17. DUPLICATE QUESTION AND ANSWER Please ignore QUESTION AND ANSWER 6. Problem to be solved (expanded) # 4. this is an incorrect duplicate 18. Would you accept two relevant client examples per question if they were relevant or do you wish to keep to the guidance of one example per question? Yes, we would welcome two relevant client examples to support your response 19. Demonstrate experience recruiting in the energy efficiency, net zero and/or climate change projects in the non-domestic sector”Could you confirm you are referring to the recruiting of User Participants, in the non-domestic sector please? We can confirm that we are referring to the recruiting of User Participants, in the non-domestic sector. 20. How can I access the additional documents referenced in the notice:See additional document: Summary.of.work.docxSee additional document: Problem.to.be.solved.expanded.docxFor further information see additional document : Users.docxSee additional document: Existing Team full.docx Please see answers 2-16 above for all the information contained within the additional documentation. 21. Why do you consider “recruiting in the energy efficiency, net zero and/or climate change projects in the non-domestic sector”, in particular, is different to any other user recruitment? There are aspects of the CHPQA programme which are quite technical (such as some of the data required during submission, user feedback may also involve some specialised terminology) so an understanding of energy efficiency, net zero and or climate change projects in the non domestic sector would be preferable but not necessary. 22. Good afternoon. We note delivery would be hybrid, with the supplier’s team travelling to the BEIS 1 Victoria Street HQ in London or BEIS Trinity Bridge House in Salford for meeting(s)/workshop(s). Are you please able to provide an estimate of the % time anticipated on-site each week, vs. remote working? We would anticipate face to face working for delivery of major collaborative pieces of work, such as presentations or workshops, where appropriate. Working schedules will be largely at the supplier's discretion, however BEIS may request face to face working in specifc instances. As an estimate this could be around 1 day every 2 weeks on site (noting that these working patterns may ebb and flow throughout the project). 23. Regarding the response criteria at Stage 2, please can you confirm that the Case Study, Work History, Presentation and each of the 7 points listed in the Proposal Criteria section will be equally weighted within the 60% allocated to Technical Competence within the evaluation? This is correct all have equal weighting within this section 24. Please can you provide a timeline indicating the dates you intend to notify suppliers they have been shortlisted, the submission deadline for Stage 2 and the date of contract award etc.? Deadline for BEIS to publish clarification answers 27-Oct-22 Closing date for applications 28-Oct-22 by 12 noonBEIS to complete shortlisting evaluation 01-Nov-22BEIS to send invitations to suppliers to participate in the assessment stage and send letters to suppliers confirming any applications that have been unsuccessful/not shortlisted 02-Nov-22Suppliers to send BEIS written proposals 16-Nov-22 by 12 noonBEIS to evaluate written proposals 16 and 17-Nov-22Shortlisted suppliers to present presentation based on written proposal on 22-Nov-22 (1 hr approx sessions)BEIS final assessments based on written proposal 23-Nov-22 25. Please can you confirm if Stage 1 scores will be carried over and used as part of the overall evaluation at Stage 2? Stage 1 scores will not be carried forward to stage 2. 26. Demonstrate experience of building easy-to-use consumer-facing applications.” seeks build experience. Please could you confirm if this relates to the build of a prototype or the build of a finished, live and hosted application Applications should demonstrate that you can use a user-centred design approach to solve problems and exploit opportunities in the user's journey. Prototypes will be used to test ideas and will help with further user research. They will also inform what is taken through to the beta phase for development. 27. We note Alpha outcomes include “Using the technical and user research findings develop prototypes for the portal and database that meets the identified user needs, stores all existing data (including historical), and is of sufficient quality and of a standard to progress to a future Beta phase.” Please could you clarify whether you are looking for a fully functional, coded prototype or a design-led, UCD (e.g. Figma) prototype in the Alpha phase? It is not expected that fully developed code will be completed within Alpha. Tools like Figma or the GOV.UK prototype kit are appropriate at this stage