Flood Coastal Resilience Innovation Programme - Knowledge Management System

Description

About adding context and requirements test Pre-market engagement 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. Provide more information about your security requirements: No security clearance needed Latest start date 2024-01-08 Enter the expected contract length: 2 years Extension period: 6 months Are you prepared to show your budget details?: Yes Indicative maximum: 300000 Confirm if you require a contracted out service or supply of resource Contracted out service: the off-payroll rules do not apply 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 you need to solve 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. First user type: Programme Administrator (FCIP Delivery: Programme Team) First user type: Content Contributor/Programme Member (FCIP Delivery: Programme Team) First user type: Content Contributor/Programme Member (FCIP Delivery: Project Teams) First user type: Specialised Viewer (Practitioners: Local Practitioners) First user type: Specialised Viewer (Influencers: Policy Owners) First user type: Specialised Viewer (Practitioner & Influencer: National Practitioners and Influencers) First user type: General Viewer (Public) Enter more details about this user type: 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. Enter more details about this user type: Purpose: To contribute and manage data, knowledge, and information to the KMS, facilitate collaboration, and access relevant information. Enter more details about this user type: 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. Enter more details about this user type: 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. Enter more details about this user type: 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. Enter more details about this user type: 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. Enter more details about this user type: Purpose: Access information and resources about FCRM and FCIP. Needs: Access to summaries, reports, and educational content, possibly through a simplified, public-facing dashboard. Questions and Clarifications