UK SBS DDaT22595 BEIS - Climate Change Agreements – Discovery for a Future Scheme IT register

Description

Summary of the work The business aim is to ensure we have recommendations of options that could be considered for an IT system that is capable of coping with the additional requirements of a reformed CCA scheme. User needs will be heavily considered at the research phase before advising on best option to take. Expected Contract Length 6 Weeks Latest start date Thursday 20 April 2023 Budget Range £175,500.00 excluding VAT. Why the Work is Being Done The Government is considering potential options for the future of the Climate Change Agreements (CCA) Scheme. As part of this, an IT system will be required that accommodates potential reforms to the existing scheme. This work will explore the best suitable approach based on potential reforms and will also consider the expected number of years the service is required for (should the Government decide to take forward a long-term scheme), any updates to functionality that are required, whether the data will be held and then archived or whether this data will be migrated into a replacement/upgraded system and Exit planning. Problem to Be Solved The Government is considering options for the future of the CCA scheme and as part of this, we need to understand the options for an IT system for this. This work will assess the potential solutions which could be deployed, based on the possible reforms that could be taken forward for the scheme and with consideration for user needs. Who Are the Users As the scheme administrator, I need to upload completed reporting templates for an individual scheme user involving multiple completed reporting templates for many scheme users. I then need to view a copy of the current and all previously accepted agreements. So that I can fulfil a scheme user’s obligation to report their performance to the Administrator after the end of each target period and understand the changes to an agreement over time. Also as the scheme administrator, the Environment Agency (EA) will need to upload evidence that the responsible Person for a target unit has provided their assent to the new or varied agreement to evidence that the operator has accepted the agreement. Also view emails/letters sent to scheme users in the past to understand what we have communicated to scheme users previously. As a scheme user, I need to see the history of biennial performance reports submitted on my behalf by the sector association to follow the “journey” of my performance over multiple target periods. Early Market Engagement N/A Work Already Done None Existing Team The supplier will work with the BEIS team and members from the EA who operate the current IT system, administering the existing scheme and are considered superusers. Current Phase Not started Skills & Experience • Demonstrate experience of leading projects where preferably multiple commercial and industrial sectors are represented in the service being designed. (4%) • Demonstrate experience of identifying users who require assisted digital services, including vulnerable consumers, and their respective needs and usage patterns. (3%) • Demonstrate experience of ensuring the product reflects the user needs including assisted digital. (2%) • Demonstrate experience of working in rapidly developing policy landscapes. (5%) • 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. (3%) • Demonstrate experience of delivering projects using agile project management methodologies preferably in Discovery stage. (3%) • Demonstrate experience of conducting and documenting user research and using findings to advise stakeholders. (4%) • Demonstrate experience of compliance to data management and data protection regulations. (2%) Nice to Haves • Demonstrate experience working on projects with net-zero and/or energy efficiency goals particularly with energy intensive sectors. (2%) • Demonstrate experience with, or knowledge of specific industrial sectors in the context of the energy efficiency development. (2%) Work Location Remotely/Suppliers premises and BEIS 1 Victoria Street Office in London as and when required. Working Arrangments Remote working with weekly calls to discuss progress and updates on both policy and discovery side. If the need arises, the supplier’s team will need to travel to the BEIS 1 Victoria Street Office in London. Security Clearance BPPS Security clearance required. BEIS will sponsor the successful supplier through this process if the clearance is not already in place. Additional T&Cs N/A No. of Suppliers to Evaluate 3 Proposal Criteria • Describe the approach and methodology you will apply to the discovery phases, including how priorities will be determined and emerging findings presented. (7%) • Project Plan. (6.5%) • Please identify the risks and dependencies you associate with the project and how you would mitigate them, you may use previous experience to demonstrate any success. (6.5%) Cultural Fit Criteria • Demonstrate how you will work collaboratively with stakeholders discussing user needs and best methods to exploring solutions. (2%) • Detail how you will maintain transparency and safety of information to be shared amongst the team and BEIS. (3%) • Detail how your team will respond to change throughout the project while taking ownership of any changing requirements. (2%) • Detail the method of working collaboratively within your team as well as sector representatives and how you will ensure to capture all areas of user needs. (3%) • Social Value: Demonstrate how you will support the development of scalable and future-proofed new methods to modernise delivery and increase productivity. (10%) Payment Approach Capped time and materials Assessment Method Presentation Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. How suppliers will be evaluated For technical competencies and cultural fit, each criterion will be scored individually, utilising the 0-3 scoring matrix outlined below. No half scores will be utilised and suppliers who score less than two for any essential skills or experience criteria will be excluded:0 – Not met or no evidence 1 – Partially met2 – Met3 – ExceededAll suppliers will be scored individually, and the evaluation team will meet to agree a score for each criterion. The weighting for each criterion can be found in the relevant section. 2. Could we request some information on the tech stack we will need to take into consideration for this project? The appointed supplier would be expected to complete a Solutions Options Document and present it to the Technical Design Authority for review and approval. The document should describe the technical solutions that have been considered and explain which one is preferred and why - it can include existing or new technology solution. 3. Has the option to make updates to the existing system been ruled out? No, this is still a viable option subject to the outcome of the discovery. 4. The budget seems very high for a 6 week discovery – is there a huge amount of users to be considered, therefore a large team required or is the budget stated to cover more than just the Discovery period? There are 53 sector associations along with the scheme administrators, who are considered super-users. They will be the main users to be considered in research. The budget is just for the discovery phase. 5. "We recognise the submission requirements include a presentation. Do we need to submit our presentation on the 10th of February? Or will this be requested only if we are shortlisted? If this will not be required for submission on the 10th, are you able to provide an indication of likely dates we would need to submit our presentation?" Presentations are only required from shortlisted suppliers. An invite will be issued to the shortlisted suppliers with information in regards to the presentation date and time, however these are due to take place on 23/03/2023 and 24/03/2023. A copy of the presentation will need to be sent over after this. 6. Is the 6-week timeframe fixed? Its quite a large number (53 associations) to set-up, execute research, process and analyse during 6 weeks -or will BEIS facilitate/provide access to these 53? BEIS can provide the contacts for each sector association and inform them of this exercise to encourage co-operation. The 6 week timeframe is fixed. 7. With regards to Q1 are you able to confirm your understanding of commercial and industrial sectors? The Scheme is targeted for commercial and industrial sectors with energy-intensive processes and/or considered trade intensive and subject to Climate Change Levy impacting competitiveness. 8. With regards to Q10 are you able to confirm your requirements with regards to “specific industrial sectors in the context if the energy efficiency development”. Various parts of industry have explored the potential for energy efficiency development that may be specific to the nature of their business. BEIS are keen to hear of any expertise in this aspect. 9. Could you expand on what type of assisted digital users you have in mind and how are you classifying vulnerable consumer? We are interested to hear of experience with facilitating a system for users with disabilities. Such as features that read out field titles and the ability to adjust font size. 10. How will the technology options feed into ongoing policy decisions, or vice versa? Will suppliers be provided with different options being considered for policy reform? Correct. The supplier will be provided reform options to consider for a new system. 11. What is the current IT system that you are using right now? Specifically, was this a custom built product or off the shelf? The current system was built off the back of the UK ETS system. This is one of the options to be explored as part of the discovery. 12. Question E5 asks “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”. Is this aimed at communicating with user communities as part of research or with internal senior stakeholders to communicate findings? Though both cases will be appreciated, BEIS are primarily keen to understand the transfer of complex findings to internal stakeholders. 13. The timescale is stated as 6 weeks with research to be carried out with over 50 user sectors. Is the Authority expecting multiple users in all sectors to be consulted? If so is there any flexibility in the 6 week timescale to allow for time to schedule engagements with these users? Conducting research into as many users within each sector is expected by BEIS. The 6 week timeframe is fixed, therefore there will be no flexibility on this. 14. In ‘Essential Skills and Experience’ what is classed as a “rapidly evolving” policy landscape? As this is a developing policy, some reforms have not been finalised and may not be necessary for a successor IT system, thus needing some last minute adjustments, BEIS would like to know how a supplier would manage such a case. 15. In ‘Nice to Have Skills and Experience’ what is meant by “the energy efficiency development”? The scheme aims to capture energy efficiency development and measures vary between sectors. BEIS would appreciate hearing of experience of understanding sector-specific measures. 16. The summary of work mentions a ‘research phase’. Will there be any preliminary work done for this? No preliminary work has been done. 17. In Nice to Have Skills and Experience, can you be more specific about what you’re looking for regarding “industrial sectors”? Sector-specific knowledge would be appreciated for participating UK-based manufacturing sectors currently participating in the scheme. 18. What is meant by “vulnerable customers”? Does this include the elderly? This would primarily relate to users who may have disabilities and require special requirements. 19. What is the current IT systems are they using for the register currently? The current system was built off the back of the UK ETS system. This is one of the options to be explored as part of the discovery. 20. What will be the timelines for Stage 2 of this opportunity? Letters are to be sent bidders no later than 10/03/2023 advising successful bidders on stage 2.Written proposals are to be submitted no later than 17/03/2023 and presentations will take place on 23/03/2023 and 24/03/2023. 21. Do BEIS have relationships with user of the scheme that could help us to identify users for user research? Yes, BEIS can provide contact details of all user groups. 22. Can BEIS support with recruitment of users to take part in user research interviews? BEIS can advise users beforehand of the benefits of this exercise to encourage participation. 23. In our experience it can take a few weeks to recruit users for discovery research. Is there an option for BEIS to book in some interview slots in advance of the winning supplier starting so that user research can start promptly in the first or second week? We can look into this but cannot give a definitive answer now. Suppliers should proceed on the basis that interviews will be arranged by them. BEIS can provide contact details. 24. Can you describe or give an example of the ‘potential reforms’ referenced in the brief? "All the reforms have been outlined in the recent consultation found here: https://www.gov.uk/government/consultations/climate-change-agreements-ccas-proposals-for-a-future-scheme " 25. How and where is data currently stored in the existing system? The Environment Agency holds all data stored in the current system and it can be obtained throughout the discovery. Biennial reports are published at the end of each target period. https://www.gov.uk/government/publications/climate-change-agreements-cca-biennial-report 26. Can you provide a link to outcomes of the CCAS reforms consultation? https://www.gov.uk/government/consultations/climate-change-agreements-ccas-proposals-for-a-future-scheme This has not yet been finalised and may be published during the discovery. However, the reforms outlined in the consultation are to be considered throughout the discovery.