Flood Coastal Resilience Innovation Programme - Knowledge Management System

Description

Summary of work The Environment Agency is looking to have a Knowledge Management System (KMS) to centralize data and insights relating to flood and coastal erosion risk management from the Flood and Coastal Innovation Programme (FCIP). The KMS is crucial for achieving our program objectives of improving evidence on the costs and benefits of innovative actions and for informing future approaches to investment in flood and coastal erosion risk management. Specific issues we aim to address include: • Lack of a centralized platform for gathering and storing diverse types of data, including lessons learned, best practices, and project-specific knowledge. • Inefficient retrieval and search capabilities that impede quick access to relevant knowledge resources and collaboration. • Inability to properly engage and inform practitioners and other stakeholders due to the absence of an appropriate platform to share and disseminate summaries, reports, and educational content. It is expected, but not a requirement, that the development of KMS will stem from a pre-built system for cost efficiencies and enabling greater exploration of current and upcoming KMS features for FCIP. Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is Environment Agency, Risk Management Authorities delivering the FCIP Why the work is being done The work is necessitated by the programme objectives, and the expanding scope and scale of our program initiatives and the need for a centralized information system to manage and leverage the growing volume of data. Currently data and information is stored and shared across various online systems. A centralized KMS will not only streamline internal processes but also enhance collaborations. We are aiming for the Phase 1 deliverable by mid-2024, focusing on core functionalities, with a Phase 2 building on Phase 1 functionalities and feedback. The business problem We are grappling with a lack of a centralized, dynamic system that can capture, store, and disseminate diverse types of knowledge assets, from project reports to lessons learned. Currently, this inefficiency hampers real-time decision-making, risk mitigation, and the sharing of best practices. We need a supplier capable of delivering a system that addresses these gaps, with a focus on the user to enable achievement of the FCIP's objective. The people who will use the product or service User type: Programme Administrator (FCIP Delivery: Programme Team) Definition: Purpose: To oversee the KMS, manage and ensure data integrity and functionality Needs: Global access to all functionalities, user management capabilities, and reporting tools for monitoring. User type: Content Contributor/Programme Member (FCIP Delivery: Programme Team) Definition: Purpose: To contribute and manage data, knowledge, and information to the KMS, facilitate collaboration, and access relevant information. User type: Content Contributor/Programme Member (FCIP Delivery: Project Teams) Definition: Purpose: To contribute and manage data, knowledge, and information to the KMS, help collaborate, and access relevant information. Needs: Uploading and editing content, project-specific content management, and specialised viewer needs. User type: Specialised Viewer (Practitioners: Local Practitioners) Definition: Purpose: To access knowledge and data relevant to their projects and initiatives within their specific regions. Needs: Effective search and retrieval capabilities, sharing capabilities, actionable insights, geospatial data integration. User type: Specialised Viewer (Influencers: Policy Owners) Definition: Purpose: To access high-level insights and data to inform policy decisions and directions, ensuring alignment with broader strategic goals. Needs: Effective search and retrieval capabilities, sharing capabilities, actionable insights, data validation tools. User type: Specialised Viewer (Practitioner & Influencer: National Practitioners and Influencers) Definition: Purpose: Fostering partnerships and collaboration including support to projects and disseminating information, standardising guidance, ensuring alignment with broader strategic goals. Needs: Effective search and retrieval capabilities, sharing capabilities, data validation tools, integration with external systems. User type: General Viewer (Public) Definition: Purpose: Access information and resources about FCRM and FCIP. Needs: Access to summaries, reports, and educational content, possibly through a simplified, public-facing dashboard. Any pre-market engagement done This opportunity follows publication of an early engagement notice (https://www.contractsfinder.service.gov.uk/notice/1f1f0a97-16ff-495b-9122-d0ae125086a4?origin=SearchResults&p=1) inviting suppliers to express interest by completing a pre-market engagement questionnaire. Responders were then invited to a supplier webinar held on 5th September 2023 to provide suppliers with more detail about the requirements. The information shared during the event, along with questions & answers can be found in the attachments section. Work done so far A Data and Discovery Phase was completed early 2023, and focused on the "digital needs of the programme through consultation with project teams, programme leads and other key stakeholders. The Discovery phase focusses on answering how, at a programme level, project delivery can be enabled whilst laying a robust foundation for further enhancement of the programmes digital roadmap in seeking to achieve legacy objectives." Which phase the project is in Discovery Existing team Supplier will work with the FCIP Programme Team. Primary engagement with the Product Manager/Knowledge and Benefits Lead. Address where the work will be done Not Applicable Working arrangements All work will be carried out remotely. The supplier will need to work closely with EA in an agile manner.  Face to face meetings with the Authority might be required on an ad-hoc basis i.e. if the Authority requires the Supplier to be represented at a workshop to discuss the KMS Project. These face to face meetings will be limited to no more than eight (8) per year, with all other meetings being via digital methods. The Authority asks that the Travel and Subsistence (T&S) for these visits is capped at five thousand pounds sterling (£5000) per year, with all T&S claims being in accordance with Civil Service policy and needing to be signed off by the Authority prior to approval and payment. Please note, travel and subsistence will need to be priced as part of the bid and will be evaluated along with other price components to make up the total price of the tender. Security and vetting requirements No security clearance needed Latest start date 8 January 2024 Expected contract length Contract length: 2 years 0 months 0 days Optional extension: 0 years 6 months 0 days Budget Indicative maximum: £300000 Indicative minimum: The contract value is not specified by the buyer Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply Questions and Clarifications 1. Could you please confirm the word count for the DOS6 Stage 1 and Stage 2 question responses, please? We thought this should be a character count under this framework For Stage 1, the Authority can confirm that the character count for each question against the Essential and Nice-to-Have-Skills and Experience criteria should not exceed 750 characters in length including spaces (the equivalent of about 150 words). The Authority has the discretion to evaluate only the first 750 characters of a response if it exceeds this character count. The Authority will respond accordingly regarding the Stage 2 Word Count. Last Updated : <strong>11/10/2023</strong> 2. Please could you confirm word/character limits for responses on essential and nice-to-have skills and experience? There is contradictory information in the response document, as it refers to 750 characters including spaces for each question (which is probably somewhere between 120-150 words), but then each question has a maximum response length of 500 or 250 words, so it's not clear. The Authority can confirm that the character count for each question against the Essential and Nice-to-Have-Skills and Experience criteria within Stage 1 should not exceed 750 characters in length including spaces (the equivalent of about 150 words). The Authority has the discretion to evaluate only the first 750 characters of a response if it exceeds this character count. Last Updated : <strong>11/10/2023</strong> 3. Are there any technical requirements (environment, hosting, technology, programming language, framework, integrations)? Hosting: We prefer a hosting environment that supports scalability, high availability, and security. Public Cloud services like AWS or Microsoft Azure align with our hosting preferences, but other hosting environments may be considered if the Supplier is able to explain how this will meet the requirements. Technology and Programming Language: We are open to technologies that allow for flexibility, scalability, and integration capabilities that best fit the project's needs. Framework: We are interested in frameworks that facilitate agile development, user-centered design, and a modular approach to system architecture. Suggestions and expertise in choosing the right framework are welcome. Integrations: For Phase 1 of our Knowledge Management System (KMS) project, we do not have immediate integration requirements. However, we acknowledge that integration might become necessary if the supplier's approach involves pulling data from various project systems. While it's not a key feature in this phase, the possibility of integration is an aspect to consider for enhanced data sharing and accessibility. As for Phase 2, we do not currently identify integration as a primary requirement. However, during Phase 1's exploration and discovery for phase 2, if it becomes apparent that integration with external systems or databases is essential for achieving project objectives, we remain open to considering it as part of the solution. In most cases, if integration is deemed necessary, it will likely be web-based and designed to facilitate seamless data exchange, especially within the Microsoft Suite of tools. We understand the importance of adaptability and will assess integration needs on a case-by-case basis to ensure alignment with project goals. Last Updated : <strong>11/10/2023</strong> 4. Does budget include hosting/maintenance? Is budget for initial build, or for the full 2 years? Yes, the budget is for the full two (2) years. Last Updated : <strong>11/10/2023</strong> 5. The Supplier Response box for Essential Questions is 750 words max, but the cumulative word count total for all questions is 2,500. Where do we answer the other questions/use the additional word count? The Authority can confirm that the character count for each question against the Essential and Nice-to-Have-Skills and Experience criteria within Stage 1 should not exceed 750 characters in length including spaces (the equivalent of about 150 words). The Authority has the discretion to evaluate only the first 750 characters of a response if it exceeds this character count. Last Updated : <strong>11/10/2023</strong> 6. In the interests of transparency, please provide guidance on the essential skills expected of potential supplier. The below is not an exhaustive list, but the essential skills expected from any potential supplier should include (but are not limited to) and will need to be evidenced: Knowledge Management Expertise: Demonstrated experience in developing and delivering Knowledge Management Systems (KMS) with a focus on centralizing data, knowledge sharing, fostering collaboration, and utilizing the KMS to inform and provide insights and actionable intelligence. User-Centered Design: Proven expertise in user-centered design principles, particularly tailored for Technical Practitioner users. With a strong track record of applying Agile methodologies for efficient project delivery, this skills also encompasses effective timeline management and coordination of different data sources from various projects. Government Sector Experience: Previous successful engagements involving the development of digital products for government departments, showcasing an understanding of government standards, regulations, and security protocols, especially regarding data management and privacy. Innovation and Creativity: The ability to innovate and introduce creative solutions within KMS projects, promoting efficiency, effectiveness, and user engagement, while maintaining robust data management practices. Adaptability and Continuous Learning: A commitment to staying up-to-date with emerging trends and standards in the knowledge management field, coupled with a proactive approach to integrating these insights to benefit our clients, especially in the realm of data management. Project Management and Collaboration: A proven ability to manage complex projects effectively, including the coordination of multiple data sources from various projects with potentially different systems. The supplier should demonstrate a strong track record in collaborating with diverse stakeholders, managing timelines, and ensuring seamless communication throughout the project's lifecycle. Last Updated : <strong>11/10/2023</strong> 7. Do mobile apps form part of the requirements for this system? If so, for which aspects of the system, specifically? No Last Updated : <strong>11/10/2023</strong> 8. What is the expected scale of the system? Number of users? Number of concurrent users? Anticipated size of data sets? Number of Users: Initially around 100, potentially expanding to 500 users. Number of concurrent users: Typically up to 5 – 10. During events potentially up to 30. Anticipated size of data sets: The anticipated size of data sets may vary between projects, with the largest datasets potentially ranging from gigabytes to terabytes, primarily consisting of hydrological and hydraulic data. It's important to note that such data is not common, and not all projects will have datasets of this size. Last Updated : <strong>11/10/2023</strong> 9. Is it a requirement that the solution originates from a pre-built system, or are you open to a bespoke solution? We are open to a bespoke solution, however if this is a bespoke solution, the Authority will need to own the intellectual property rights to the KMS once this solution has been built and the contract exited. This will include all data within the KMS, the KMS itself, and the information that has been used to build the solution. Last Updated : <strong>11/10/2023</strong> 10. Is the solution envisioned to be used by desktop users, mobile users, or both? If both, what is the usage split? To be used by desktop users. Last Updated : <strong>11/10/2023</strong> 11. Do you have examples or mock-ups of expected reporting interfaces/outputs that would be required? We do not have specific examples or mock-ups of expected reporting interfaces/outputs at this stage. We anticipate working closely with the supplier to define and develop these interfaces based on project needs and user requirements. Last Updated : <strong>11/10/2023</strong> 12. Please can you provide your hosting preferences eg Public Cloud We favour Public Cloud hosting, particularly through AWS (Amazon Web Services) and Microsoft Azure (however, other options will be considered). These platforms align with our existing cloud infrastructure and expertise. Last Updated : <strong>11/10/2023</strong> 13. Please could you confirm if the word count (by question) or the character count takes precedence in the response template? We note the text: 'Responses must be made in English. If you exceed the 750 character count (including spaces) in any response to a question, your application may be considered non-compliant and rejected.' The template also makes reference to 250 word and 500 word limits. The Authority can confirm that the character count for each question against the Essential and Nice-to-Have-Skills and Experience criteria within Stage 1 should not exceed 750 characters in length including spaces (the equivalent of about 150 words). The Authority has the discretion to evaluate only the first 750 characters of a response if it exceeds this character count. Last Updated : <strong>11/10/2023</strong> 14. Please could you clarify if you wish us to respond to each numbered question individually (1 to 8), or to create a combined response for the preceding questions in the boxes provided (1 to 6 combined, and 7-8 combined), as per the template. Please respond to each numbered question individually. Last Updated : <strong>11/10/2023</strong> 15. Has a preferred solution for the Knowledge Management System been identified? No. However, it's worth noting that the EA currently utilizes SharePoint for storing a significant portion of information. Last Updated : <strong>11/10/2023</strong> 16. Attachment 3 confirms to not exceed the 750 character count limit, however this contradicts the 500 word or 250 word limit stated alongside each question. Please confirm what is the correct word/character limit to follow - if character limit, does this include or exclude spaces? The Authority can confirm that the character count for each question against the Essential and Nice-to-Have-Skills and Experience criteria within Stage 1 should not exceed 750 characters in length including spaces (the equivalent of about 150 words). The Authority has the discretion to evaluate only the first 750 characters of a response if it exceeds this character count. Last Updated : <strong>11/10/2023</strong> 17. Which systems do the current team need to access to provide an accurate answer? The Programme team will need to request information or data from the Project teams. This information is typically shared through SharePoint and email. Project teams may also need to communicate with other projects or the Programme team to exchange information. Last Updated : <strong>12/10/2023</strong> 18. How do the teams access that data currently? The Programme information that needs to be shared with projects is stored on SharePoint. Each project team may have its own data repository, where they store project-specific information. Communication and data exchange often occur through email as well. Last Updated : <strong>12/10/2023</strong> 19. Where are the data repositories located? The Programme team's data is primarily located on SharePoint. Project teams may have their own data repositories, the locations of which may vary depending on their specific project needs. Last Updated : <strong>12/10/2023</strong> 20. How large is the current data set? The current data set includes approximately 10,000 documents on SharePoint, and this is in the middle of the program. It's important to note that this number doesn't encompass all the data generated and managed by the 31 projects within the program, which would likely be significantly larger. Last Updated : <strong>12/10/2023</strong> 21. What file formats is data currently held in? Currently primarily text based. However, there is a wide range of information types is generated and utilized by the projects, including reports, recommendations (case studies, literature reviews, lessons learnt and best practice handbooks), economic data, hydraulic data, social data, environmental data, GIS data, resilience metrics, hydrological data, flood impact data, project records, and hydrodynamic data. Last Updated : <strong>12/10/2023</strong> 22. What is the current team structure & size to handle information requests? The current team structure for handling information requests is limited. The Programme team consists of 6 people, including 3 reporting managers for each programme and 1 Knowledge and Benefits Lead. The team is primarily designed for typical programme reporting, programme information requests, and standard project support related to facilitating information sharing. Last Updated : <strong>12/10/2023</strong> 23. How many people are employed today to manage, index and keep the information accurate and relevant? The current team structure for handling information requests is limited. The Programme team consists of 6 people, including 3 reporting managers for each programme and 1 Knowledge and Benefits Lead. The team is primarily designed for typical programme reporting, programme information requests, and standard project support related to facilitating information sharing. Last Updated : <strong>12/10/2023</strong> 24. What are the top 10 frequently asked questions? In addition to typical programme reporting on progress, risks, and other standard topics, the projects also have inquired about programme expectations concerning data collection, storage, and sharing. Questions are often raised as opportunities for cross-project learning and the capture of valuable lessons learned from both internal and external programs. As we progress through the later stages of programme delivery, we anticipate an increasing number of inquiries from practitioners in the field, who will be particularly interested in understanding the intricacies of our processes and the benefits they can derive from our accumulated knowledge and experience. Last Updated : <strong>12/10/2023</strong> 25. Which services are asking the highest volume of questions of the agency? In addition to typical programme reporting on progress, risks, and other standard topics, the projects also have inquired about programme expectations concerning data collection, storage, and sharing. Questions are often raised in opportunities for sharing learning and capturing lessons learnt from other projects and programmes. Last Updated : <strong>12/10/2023</strong> 26. How does the environment agency manage the provision of information to the postcode-based Gov.UK hosted “check for flooding service”? Currently not relevant as the KMS is not expected to align with current EA public-facing infrastructure as it is designed for technical users and practitioners. Last Updated : <strong>12/10/2023</strong> 27. How does the environmental agency provide information to the private sector i.e. bbc.co.uk/weather/warnings/floods? Currently not relevant as the KMS is not expected to align with current EA public-facing infrastructure as it is designed for technical users and practitioners. Last Updated : <strong>12/10/2023</strong> 28. Regarding Open Data and Open Intelligence - Is the ambition to have open source data sets published on external facing sites? Regarding Open Data and Open Intelligence - Is the ambition to have open source data sets published on external facing sites? Last Updated : <strong>12/10/2023</strong> 29. Can you share more information on the data you are looking to centralise including where it exists today, types and formats, as well as volume? Currently, this data is dispersed across various sources and formats. The types of data include project-related reports, recommendations, economic data (e.g., cost-benefit analyses, grant spending), hydraulic data (such as water flow and flood modeling), social data (gathered from interviews, surveys, and focus groups), environmental data (including biodiversity surveys and habitat assessments), geographic information and spatial data (GIS) like topographic data and shoreline positions, resilience metrics (e.g., flood warning sign-ups), hydrological data (groundwater levels, water quality, water resources/storage), flood impact data (covering road closures and property damage), and project records (including works records and maintenance schedules). Additionally, there is hydrodynamic data related to wave power, coastal erosion, and structural modelling. The data currently exists in various file formats, currently its primarily text-based formats – but this is what the programme team is seeing and asking for. Given the ongoing nature of our program with 33 projects and the substantial amount of data generated, it's challenging to provide an exact volume. However, as a reference point, our SharePoint repository already contains approximately 10,000 documents. This figure represents only a portion of the data, as each project often maintains its own data repository. Last Updated : <strong>12/10/2023</strong> 30. Can you elaborate on the expected contract length? Is it two years or six months? The Authority can confirm that the contract length is for two (2) years for the core term with an optional six (6) month extension that can be taken up subject to approval within the Authority and with agreement between the Parties. Last Updated : <strong>12/10/2023</strong> 31. How many people are currently involved in the programme? Programme Team has 6 core staff supported by programme partners; the 33 projects will have various team sizes with a core 3-6 staff supported by project partners. Programme and project partners often work on specific work packages, where there are around 5 work packages across the programme and the projects. Approximately 500+. Last Updated : <strong>12/10/2023</strong> 32. How many active users do you anticipate for the KMS? Number of Users: Initially around 100, potentially expanding to 500 users. Number of concurrent users: Typically up to 5 – 10. During events potentially up to 30. Last Updated : <strong>12/10/2023</strong> 33. Have you undertaken any KMS vendor assessments and do you have a preferred technology? No, we have not undertaken any specific Knowledge Management System (KMS) vendor assessments as of now. While there is no preferred technology in place, it's worth noting that our current programme information is housed within SharePoint. However, we are open to considering a wide range of technologies and solutions that best align with our program's needs and objectives. Last Updated : <strong>12/10/2023</strong> 34. Does this platform need to provide secured access to 3rd parties or external service providers? Yes. Project teams are made up of Environment Agency, Local Authorities, and Project Partners (including academics, NGOs, consultancies etc.) Last Updated : <strong>12/10/2023</strong> 35. Has there been a discovery phased or initial design phase completed? No, not specific to a KMS. There was on a Scoping Study (understanding project ability to generate long-term outcomes), and work on a Data and Information Discovery which formed the need for a KMS. Last Updated : <strong>12/10/2023</strong> 36. Regarding Open Data and Open Intelligence - Is the ambition to have open source data sets published on external facing sites? Yes, our ambition is to have open-source data sets published on external-facing sites as part of our commitment to transparency and knowledge sharing. Last Updated : <strong>12/10/2023</strong> 37. Are there security restrictions and/or security procedures that need to be considered? At a minimum, the following shall apply: The Technology Code of Practice - GOV.UK (www.gov.uk) Service Standard - Service Manual - GOV.UK (www.gov.uk) Make things secure - GOV.UK (www.gov.uk) Last Updated : <strong>13/10/2023</strong> 38. What is the amount of data that will need to be logged to the application? Currently uncertain. The current data set includes approximately 10,000 documents on SharePoint, and this is in the middle of the program. It's important to note that this number doesn't encompass all the data generated and managed by the 31 projects within the program, which would likely be significantly larger. Last Updated : <strong>13/10/2023</strong> 39. Please specify the required standards that the application will need to meet? At a minimum, the following shall apply: The Technology Code of Practice - GOV.UK (www.gov.uk) Service Standard - Service Manual - GOV.UK (www.gov.uk) Last Updated : <strong>13/10/2023</strong> 40. Can you offer any steer on anticipated legacy systems you are likely to seek KMS integration with in Phase 2? Currently there are no legacy systems we are aware of to seek KMS integration in Phase 2. Last Updated : <strong>13/10/2023</strong> 41. At which location(s) are face-to-face meetings anticipated to take place? Programme team is nationally dispersed, so London, or any EA or supplier offices. Last Updated : <strong>13/10/2023</strong> 42. Are hosting, management, and support costs expected to be covered in the allocated budget (max £300K) for the two year period or through to decommissioning in Mar 2028? As this is a two (2) year core contract, the period should be for two (2) years with the option of a six (6) month extension as per the contract. After this period, the Authority will look at other options (including to potentially recompete) for the hosting, management and support of the Authority-owned Knowledge Management System (and associated data etc) that the Supplier has created; the Authority will require the Supplier to aid in the exit and transition of this system to another provider (if required). Last Updated : <strong>13/10/2023</strong> 43. Are there any notable differences in the way in which the three FCIP programmes will utilise the KMS, including user interface & landing experience? No. The information and the questions asked may be slightly different, but no differences in experience. Last Updated : <strong>13/10/2023</strong> 44. Is the KMS intended to deploy tools / capabilities to support users in consuming complex data sets? For raw technical data, our primary focus is not on providing extensive user support within the KMS, as this data, such as flood models, is typically used and analysed in other specialized systems. However, one of our key areas of interest for Phase 2 is the extraction of insights and information from these technical data processes, including those related to project and programme activities to assist users in informing and influence their approaches. Last Updated : <strong>13/10/2023</strong> 45. Regarding geospatial capability, do requirements focus on search and basic visualisation of data or seek an analytical capability? Primary focus is on search and basic visualisation of data. The analytical capability can be explored in Phase 2. Last Updated : <strong>13/10/2023</strong> 46. Have any specific platforms been discussed and excluded for delivery of the KMS solution? No specific platforms have been discussed or excluded for delivery. Last Updated : <strong>13/10/2023</strong> 47. Is the 'public facing dashboard' a Phase 1 or 2 deliverable? Phase 2 Last Updated : <strong>13/10/2023</strong> 48. What data types and volumes are anticipated to be shared via the 'public facing dashboard'? Please confirm is you require any form of registration and or authentication for users in the public domain, and if so do you have any existing authentication gateway? No existing authentication gateways. No requirements for registration or authentication of users in the public domain – though this can be explored with the supplier. The public facing dashboard is expected to share information and data from the projects and the programme, allowing them to pull actionable insights and intelligence particularly for practitioners to incorporate in their own day-to-day work and projects. Last Updated : <strong>13/10/2023</strong> 49. Is there any need to migrate legacy discussion forums into the KMS? No. Last Updated : <strong>13/10/2023</strong> 50. Will all users be responsible for uploading their own historic data & content? Yes, however we are open to exploring potential improvements in the initial data transfer process or other methods and areas which allow for more seamless and continuous transition of data. Last Updated : <strong>13/10/2023</strong> 51. Could you please confirm the word count for the DOS6 Stage 1 and Stage 2 question responses, please? We thought this should be a character count under this framework Please note that for the Stage 1 response to this question, please see the response to CQ#2. Regarding Stage 2, the Authority has sought definitive clarification on this matter, and the page count that has been included within the Stage 2 questions are correct and will be used going forward. A mandatory character count only applies to Stage 1; the Authority is able to use a page count at Stage 2. Last Updated : <strong>13/10/2023</strong>