ECO Scheme Register Re-write

Description

Summary of the work Ofgem require a highly skilled, collaborative supplier with experience in delivering database and web portal design and development in line with the GDS Digital Service Standards to work on the re-design and re-development of its Energy Companies Obligations (ECO) register. Expected Contract Length 7 months Latest start date Wednesday 14 March 2018 Budget Range £500,000 to £750,000 Why the Work is Being Done Energy Companies Obligations (ECO) Register redevelopment objectives are: • Enable secure automated sharing of data between Ofgem and 12 Energy Suppliers through the Register • Increase capacity and functionality for ECO 3 • Ensure compliance with the regulations of the EU General Data Protection Regulation (GDPR) legislation • Enable processing efficiencies including: - Incorporate manual validation and processing into the ECO application; introducing related workflows - Provision of consolidated responses to supplier submissions which include all validation checks - Enable document sharing between Ofgem and suppliers from within the ECO application ; introducing document management where appropriate Problem to Be Solved The current ECO scheme is facing operational challenges which pose a significant risk to the business. The current ECO IT system is limited in its performance, scalability and features, as demonstrated by the fact that most measure processing is not automated, instead being executed offline in spreadsheets saved on SharePoint. The new ECO Register will improve the security and rigour of communication with Suppliers and deliver greater online assistance and services to them. The new ECO Register will also reduce the workload for Ofgem staff to manage the scheme by moving validation online and reducing current manual interventions. Who Are the Users Designated employees at the 12 largest energy suppliers in the UK and the ECO scheme operations team within Ofgem. Early Market Engagement N/A Work Already Done A Discovery phase has already been completed in collaboration with the business and a report produced on findings and suggested way forward. Existing Team In house team - 1 project manager, 1 business analyst, 1 technical architect, 2 developers. Current Phase Discovery Skills & Experience • show how they will deliver the ECO register rewrite using a multidisciplinary agile team. • show how they will deliver the ECO register rewrite which meets Agile scrum techniques that meet GDS Service Standards. • show they will use User research alongside analysis of existing research on the service to ensure good understanding of users and needs. • demonstrate how they will deliver rapid development of prototypes created iteratively via user testing - based on Discovery findings to meet user needs (including assisted digital and accessible users) • Demonstrable experience of database and web portal design and development, that led to improvements in one or more of: user engagement; user satisfaction; greater efficiencies; greater data security Nice to Haves • provide demonstrable experience of managing the entire project lifecycle, including the planning, design, development and delivery of projects in line with Government Digital Service Standards https://www.gov.uk/service-manual/service-standard • provide evidence of leading an agile team as well as coaching, mentoring and upskilling people in agile techniques and roles to build capability within existing teams. • demonstrate ability to manage and proactively engage with complex internal stakeholder relationships to support digital transformation Work Location Ofgem: 9 Millbank, London, SW1P 3GE. Ofgem will be moving to Canary Wharf, London in late March/early April 2018. Working Arrangments The team are required to be co-located with Ofgem's development team in London, Monday-Friday usual office hours. The project will follow the technology code of practice using agile methodology: daily stand-ups, sprint planning, sprints, demos, retrospectives, show and tells. The supplier will need to take a lead by being role model in agile ways of working, and invest time in knowledge sharing and coaching to increase the capability of the Ofgem development team. Security Clearance Baseline Personnel Security Standard clearance required. Additional T&Cs Ofgem shall have the right to terminate the Contract at any time, by giving 4 weeks written notice to the Supplier, and Ofgem’s liability thereto shall be for costs reasonably incurred by the Supplier up until the termination date. Suppliers must confirm acceptance of this term. In addition they should confirm that the day rates for each team member will remain fixed for each role for the duration of the contract term and any extension agreed. No. of Suppliers to Evaluate 5 Proposal Criteria • Approach, methodology and estimated timeline– taking into account discovery findings, further user research and testing, GDS alpha assessment and planning for beta; • Identification of risks, dependencies, and offered approaches to manage them; • Approach to our existing technical architecture, legacy system and technical recommendations; • How will the approach or solution meet user needs, including assisted digital and accessible users; • Project team structure (with roles and responsibilities); • Team availability and responsiveness; • Skills and experience of the team; • Value for money Cultural Fit Criteria • Demonstrate your approach to engaging with internal senior stakeholders undergoing cultural change and how this will support project success. • Demonstrate how you will work transparently, collaboratively and share your approach with the project team and seek actionable feedback. • Demonstrate how you will take responsibility to challenge the status quo and stand up for your discipline whilst involving staff. • Evidence of working with a government or organisation ; • Evidence of working with clients with different levels of technical expertise. Payment Approach Capped time and materials Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. Do you have a list of high level user stories to describe the user need? We are starting to prepare user stories at present. None available for distribution at present. We would expect the supplier to work with us on the user stories after they start. 2. Has the Discovery phase been delivered by another agency? And if so, who? The Discovery phase has been completed in house. 3. Can you please share your findings from Discovery? Yes, we will at the next stage of the procurement evaluation process. 4. Your team is missing a user researcher, service designer and a delivery manager. Are you also looking for additional developers? Yes, we are looking for developers. We have a delivery manager in house. We are separately requesting a supplier to supply a user researcher and service designer. This element is not part of the scope of this procurement. 5. Are you looking to use technologies preferred by GDS, i.e. Ruby on Rails or Python? No, we are using the Microsoft tool set. 6. Are you looking to procure a supplier to deliver Alpha and Beta phases for this project? We are in the process of developing a test plan at present , we anticipate multiple levels of testing aligned to incremental releases. 7. What is meant by “Increase capacity and functionality for ECO 3”? Can you indicate any functionality/capabilities needed? This mainly relates to offline processing, validation and communication with energy suppliers which are now performed manually outside of the register. Which is expected to be performed via the Register and portal.We are expecting ECO 3 requirements from BEIS in coming months which will result in increased demands on the ststem. We will communicate these when they are available to us. 8. How many users will need full access to manage data/cases, and how many need just to view their own submissions? There are approximately 15 energy suppliers with full access at present, but this could increase with ECO 3. We are investigating giving self service access to an expanded user base which could increase the external users even further. There are approximately 20 operations staff in Ofgem who operate the system. 9. Will Ofgem consider a blended delivery model with some team members co-located and one or two based offsite? We will look at all proposals based on our evaluation criteria. We plan daily stand ups based on the Agile delivery approach. We plan to run this using Ofgem communication technologies. The key staff need to be able to access these communication tools daily to ensure effective and efficient project management. Please include your approach to your proposed blended delivery model as part of your proposal and we will consider it against our project operating model. If the blended delivery model results in a lower cost to Ofgem then that will be considered as part of the evaluation criteria. 10. What is the budget post project for annual maintenance/licensing for the solution? The budget post implementation has not been agreed yet. 11. Are the existing technical resources willing to learn new technologies, i.e. based around a PaaS/SaaS solution? We are planning on developing a bespoke software solution in an agile manner. The existing technical team are familiar with various PAAS and SAAS solutions and are willing to learn new technologies. 12. The technical approach we will be proposing will be a based upon a PaaS/SaaS solution. Can Ofgem confirm that this will be a solution that may be considered, or is Ofgem looking for a bespoke open source solution? We will look at all proposals based on our evaluation criteria. We are planning on developing a bespoke software solution. 13. Who did the discovery? The Discovery phase has been completed in house. 14. Can you please clarify the first 4 questions in the Essential skills and Experience section? Do you require bidders to have pre-existing knowledge and understanding of the ECO register? Do you require bidders to show how they will deliver the ECO Register rather than examples of how they have delivered similar requirements? We do not require bidders to have pre existing knowledge and understanding of the ECO register. We would appreciate bidders showing us how they would deliver the ECO register based on their delivery of similar database and portal solutions in the past. 15. What size of team and specific roles do you require? We would expect bidders to define the size of the team they propose based on the information supplied and their experience with the delivery of similar solutions in a co-sourcing arrangement. The roles required are as follows: Business analysis, developers, testers. We have a project manager, technical architect, Team Leader, and lead Business Analyst assigned in house, as well as Developers, and the proposed team make up needs to be able to work with these resources, as one unified team, in a co-sourcing arrangement. 16. Can you please confirm this call off contract is outside of IR35? It is anticipated that this project will be outside IR35. 17. Please can you advise which company has worked with Ofgem to produce the Discovery report? Please can you schedule a supplier clarification call ASAP to help suppliers clarify the requirement. Many thanks. The Discovery report was produced in house in Ofgem. A presentation will be held for shortlisted suppliers. For this stage, asking further questions is the only route for clarification. 18. How are we expected to take charge of Delivery when you provide the delivery manager, the project manager, the business analyst, the technical architect and we are only expected to provide the developers? This is a co-sourced arrangement whereby an existing in house team will work with the chosen supplier. We will provide the shortlisted suppliers with futher details on the in house team and discuss in more detail how the combined teams can work together. 19. Is the winning supplier expected to provide developer resources to an existing team or is it expected to provide delivery? This is a cosourced arrangement whereby an existing in house team will work with the chosen supplier. We will provide the shortlisted suppliers with futher details on the in house team and discuss in more detail how the combined teams can work together. 20. Could you clarify the make-up of the team? Are you expecting us to provide a whole delivery team and bring in Ofgem people as and when required or do you expect to provide the core of the team and for us to provide only the remaining resources? This is a cosourced arrangement whereby an existing in house team will work with the chosen supplier. We will provide the shortlisted suppliers with futher details on the in house team and discuss in more detail how the combined teams can work together. 21. Does criterion 3 have a missing word i.e. "show HOW they will use User research alongside analysis of existing research" Also is the user research referred to in this sentence referring to on-going live user research as opposed to the fruits of discovery? Yes. The user research will be conducted alongside the system design and development. This research has not been carried out as part of the Discovery phase. The user research is being sourced separately to this procurement. But this team will need to work alongside the user research team and build in the results of this user research into the system requirements. 22. Is there an expectation that ECO3 will retain all of the functionality of ECO2 in addition to new functionality necessitated by the requirements expected from BEIS in coming months? We anticipate that the processes for ECO3 will be broadly similar to those for ECO2, with the addition of significant additional automation for processes that are currently carried out manually outside of the system. ECO2 will be refactored in response to requirements from ECO3, BEIS and wider requirements for modernisation. 23. Is the project expected to pass GDS assessments and did the Discovery phase undergo GDS assessment? A decision on whether to submit the project for GDS assessment will be taken in due course. The project should anticipate that a GDS assessment will be required. 24. Is there a significant level of data migration expected to accompany the new system development? We anticipate that ECO3 data will be additional to ECO2. Any data migration will depend on the requirements for mordernisation and enhancements to support ECO2 and ECO3 going forward. 25. Is there an expectation of continuous working throughout this project? We will seek to use available resources at full capacity, however dependencies may dictate that actual utilisation is lower. 26. Are the system changes dependant on any legislation and if so, which legislation is to be changed and in what timescale is this expected? The system will reflect the changes required by ECO3 requirements from BEIS. 27. Could you please clarify the roles you are looking for from the supplier? Your answer to Q4 suggests only developers, but your tender suggests suppliers will be evaluated based on abilities that would normally sit with specialist roles - you also mention team composition as a scored criteria for the response. Specifically, would you expect the supplier to supply specialist roles to assist in conducting iterative user testing and research to establish user needs / drive ux design? Do you see UX sitting with the supplier? Thanks The user research will be conducted alongside the system design and development. This research has not been carried out as part of the Discovery phase. The user research is being sourced separately to this procurement. But this team will need to work alongside the user research team and build in the results of this user research into the system requirements. 28. Are you looking for a User Experience Designer as part of the team - to design prototypes and run workshops and user tests as part of the iterative design approach? The user research will be conducted alongside the system design and development. This research has not been carried out as part of the Discovery phase. The user research is being sourced separately to this procurement. But this team will need to work alongside the user research team and build in the results of this user research into the system requirements. 29. Has the research undertaken so far, identified the key tasks and steps involved in Energy businesses gathering the information in preparation for submission? If so, will the scope of the solution look to address these as well as the tasks that Ofgem operations staff perform in processing and using them? The user research will be conducted alongside the system design and development. This research has not been carried out as part of the Discovery phase. The user research is being sourced separately to this procurement. But this team will need to work alongside the user research team and build in the results of this user research into the system requirements.