Future Borders Traffic Management Policy Analysis and Technology Feasibility Options

Tender description

Summary of the work • Understand policy objectives and desired outcomes • Understands all users and their needs • Identify data requirements, performance metrics, key issues and constraints • Explore a range of Digital/IT options with indicative costings, pros and cons • Produces an interim report and a detailed discovery report with delivery roadmap. Expected Contract Length 8 weeks Latest start date Tuesday 14 February 2023 Budget Range £80-£100k Why the Work is Being Done The current traffic management measures used in mitigation to disruption at the ports does not remove problems for residents and businesses based in Kent and are resource intensive and expensive. The current traffic management involves holding HGVs on the A20 and M20 when there is disruption, which does prevent gridlock in Dover and at Folkestone, but is expensive and creates significant congestion and is undermined by hauliers who evade these measures. Current arrangements are also uncomfortable for the hauliers themselves who can be held in queues for long periods with no or limited access to welfare facilities. We are seeking analysis of policy objectives, impact, and evidence-based proposals to apply Digital Technologies/IT to reduce inconvenience to hauliers and residents of Kent. New traffic management processes to hold HGVs on off-road sites in Kent and potentially keep some hauliers out of Kent. Problem to Be Solved How to manage the flow of EU bound freight vehicles arriving in Kent efficiently, to match the capacity available for them to make their onward journey across the Channel, enabling traffic to halt at a truck stop either outside Kent or within Kent whilst providing assurance that their place in the queue is secure. Specific problems that would need to be considered include: whether there would need to be a requirement to have some form of real time communication with hauliers, and how this could be done safely and at low cost? what process could be used for allocating capacity at truck stops and/ or at the portals; and controlling access to portals and then enforcing or incentivising this system. This system needs to provide a seamless flow through to the ports and not create queues on the local or SRN. The last of these is crucial as the success of any new system for managing and directing trucks when there is disruption requires hauliers and dover ports to conform to the new system, noting that there are currently very high levels of evasion with existing traffic management systems. Who Are the Users The users of the system will be the HGV drivers, and potentially transport managers, who will need to be able to get information from the system, and understand and follow directions, as well as the portals / ferry operators, Police and KCC and National Highways, depending on who is the system operator, and potentially DVSA depending on the approach to enforcement, and truck stop operators The discovery phase should identify and validate users and their needs, understand any constraints, and identify opportunities to improve things. It should establish the options available for meeting the user needs along with high-level risks of each and a recommended approach. The functional requirements, an initial roadmap/workplan and the resources required that could form the basis for the Alpha and Beta phases for the recommended option. Early Market Engagement As part of our Brexit preparations there has been extensive engagement with hauliers via a haulier outreach programme, but no market engagement with international hauliers or potential suppliers on this specific proposal. Work Already Done Work with Kent stakeholders on long term traffic management plans for Kent to improve resilience. Technology work forms one strand. DfT is in parallel looking into the Lorry parking infrastructure focusing on how this can be delivered and need to interact with any technology system developed and with Kent stakeholders on long term plans. Analytical assessments on various data points for current traffic management matters are also available. There have been a few academic think-pieces on technology options, but these tended to focus on the technology rather than the real-world system and were very much at the concept stage. Existing Team • Logistics & Borders , Future Borders Policy – Head of Team and policy development • LAB, FBP – lead on enforcement and technologies • LAB, FBP – lead on analysis and communications • LAB, FBP – legislations lead Current Phase Not started Skills & Experience • Demonstrable evidence of delivery of a digital discovery • Demonstrable evidence of drawing up recommendations and options for alpha on successful digital projects • Demonstrable experience in conducting stakeholder analysis • Demonstrable experience of using a range of research methods • Demonstrable experience of working within the logistics sector or ability to access industry logistics expertise Nice to Haves • Demonstrable experience of delivering GDS compliant discovery work • Demonstrable experience of working on a project that spans two (or more) government departments/public bodies as well as private sector companies • Experience of working with teams with no or limited experience of digital projects. • Demonstrable experience of your ability to identify and make recommendations in respect of technology, legal and other constraints, relevant to delivering a GDS compliant digital service Work Location Most of the work should be conducted at the supplier’s own site. However, we would expect the supplier to work at our offices as agreed and required, which could be 1 to 2 days per week. A certain amount of engagement with stakeholders in Kent would also be needed and potentially haulier representatives. Exact days will be decided with the supplier at contract stage. Most engagement is likely to be over MS Teams. Address: Great Minster House 33 Horseferry Rd London SW1P 4DR Working Arrangments The supplier is expected to be available from 9am to 5pm, Monday-Friday. We expect the supplier to suggest a team that can complete the discovery phase in 8 to 10 weeks, including scaling the team up/down and part-time working when appropriate. We would expect weekly meetings with client and then workshops and meetings with key stakeholders, although this may make use of existing Governance and structures. Working arrangements will be provided upon appointment, but will include, for example, adherence to DfT processes and standards. Expenses aligned to DfT Travel and Subsistence policy, with proposed travel agreed with DfT before mobilisation. Security Clearance All contract personnel should, as a minimum, be cleared to authority security clearance level of BPSS and must be available to begin work with immediate effect following contract award. CVs, including security clearance evidence required for resource to be assigned to project and will be evidenced at written proposal stage. No. of Suppliers to Evaluate 5 Proposal Criteria • The approach and methodology to the discovery, including how priorities will be determined, problems approached, and emerging findings presented (25%) • A project plan with proposed timelines for delivery of the discovery stage (10%) • Value for money (5%) • The structure and high-level discovery report outputs/headings (5%) • How risks, assumptions, and dependencies will be identified and managed (5%) • The team structure, their technical skills and experience, including the estimated resource (10%). Cultural Fit Criteria • Experience of transparent and collaborative working to deliver outcomes (3%) • Experience of taking responsibility for work and resolving problems effectively (3%) • Demonstrate a user-centred approach, using research to present findings that all stakeholders/decision-makers can easily understand (4%) Payment Approach Capped time and materials Assessment Method • Case study • Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. What level of engagement do you envisage with international haulage firms as part of discovery? DfT would look for engagement with several haulage trade reps to capture a wider audience. On the international side it would be IRU, however we would look to seek RHA and L-UK thoughts too. It would be helpful to additionally look to speak to individual hauliers too. 2. DfT makes reference to work already undertaken including analytical assessments and academic think-pieces on technology options. Can you please share these materials? DfT is prepared to share these assessments and think pieces with the winning bidder. There are no publicly available documents to date, however internal document can be shared with the successful bidder. 3. Prior to publishing this procurement, has DfT had involvement of an external supplier to support activities undertaken. If so, could you please share supplier name? DfT has had no previous external supplier support. 4. In the Essential skills and experience section, DfT states “Demonstrable experience in conducting stakeholder analysis”. Can you please clarify if you mean 1) experience of conducting analysis of the stakeholder landscape to understand which stakeholders are relevant/involved, or 2) conducting analysis with stakeholder to understand their e.g. user needs? Experience in conducting stakeholder analysis would consist of conducting analysis with stakeholder to understand their user needs etc. We have a list of stakeholders and interested parties we would look to engage with. DfT will also look for an understanding of technological landscape of what is feasible.