Planning Reform System Mapping (Discovery) Continued Work - CPD 004/122/140

Description

Summary of the work A piece of discovery work that continues from an initial phase of work to create visual representations of the planning system. This discovery will look to resolve further areas and policy questions to support the development of the Reform Programme. The outputs will inform the development of policy and implementation. Expected Contract Length 13 weeks is our expected delivery timeline, with an option to extend 3 (three) weeks. Latest start date Tuesday 4 January 2022 Budget Range n/a Why the Work is Being Done The planning system is being reformed so that it is fit to meet the opportunities and challenges of this century and to ensure we leave to future generations an inheritance at least as good as the one we have received. Following on from an initial systems mapping discovery project that has been completed, additional work is needed to help resolve further policy questions identified through that initial work. The initial discovery highlighted issues related to the expectations placed on efficiency savings from reforms, the alignment of digital and policy agendas, and specific questions linked to individual policy areas that would impact the wider system. This piece of work would build on the discovery phase and will involve multiple connected projects which will help the Planning Reform Programme with the design and implementation of reforms. Problem to Be Solved In April 2021, a short piece of discovery works was procured to a supplier to create visual representations of the planning system. This has helped the reform programme have a better understanding of how the policy, processes and implementation of the reforms fit together across a whole system, and has enabled us to identify further areas to improve and clarify. The successful outputs of the discovery work meant the supplier was able to uncover further areas and policy questions which need to be resolved. These relate to the expectations placed on efficiency savings from reforms, the alignment of digital and policy agendas, and specific questions linked to individual policy areas that would impact the wider system. These outstanding areas for further work are fundamental to the success of the programme and will need to be resolved ahead of the Planning Bill being introduced to Parliament. To achieve this, this work will include multiple connected projects which will further contribute to the understanding of how planning reform will work across a whole system. There is currently not the capacity or resource within DLUHC to produce system mapping discovery work required; therefore, an external supplier / consultancy will need to be used. Who Are the Users As a Civil Servant I need to gain an in-depth understanding of key policy areas within the reforms and have a visual representation of the whole system So that we can continue to develop appropriate policy and create realistic implementation plans. Early Market Engagement N/A Work Already Done In April 2021, a short piece of discovery works was procured to a supplier. The piece of work created visual systems representations of the planning system, focusing both on the current ‘as-is’ system as well as the future ‘to-be’ system, through user research with the sector. The work identified relevant users of the system, creating a set of user personas and a range of other systems outputs. This has helped the reform programme have a better understanding of how the policy, processes and implementation of the reforms fit together, and has enabled us to identify further areas to improve. Existing Team The Central Planning Reform team will be helping to manage the project to ensure it is delivered on time, whilst the Programme and Engagement team within the Planning Reform team will work together to manage and work with the consultants carefully, to ensure the is done to the correct timescale, right level of detail, and is ultimately beneficial for the Planning Reform Programme. The User Research and PMO team will liaise between the supplier and the policy sprint teams. The supplier will not be working with any other supplier. Current Phase Not started Skills & Experience • In-depth knowledge of the UK planning system • Experience of working in complex projects • Experience of using Agile methodologies, including delivering discovery phases, holding ceremonies and managing project delivery • Experience of service design • Experience of system/service mapping • Experience in planning and delivering user research with a diverse range of system users • Programme management delivery • [[Note]] evaluation criteria will be 0-3 (0-Not met or no evidence, 1-Partially met, 2-Met, 3-Exceeded) Nice to Haves • Experience of working with users of the planning system • Worked with local government Work Location The office is located at 2 Marsham Street, Westminster, London, SW1P 4DF. However, we are currently all working virtually through Microsoft Teams. Therefore, the Supplier will need to access Microsoft Teams and the Microsoft Office Suite. Working Arrangments The work will be delivered 5 days a week (Monday to Friday), the programme expects to deliver a kick-off meeting and engage on a start and end of the week progress ‘stand-up’ meetings through the duration of the delivery and regular show-and-tell sessions for wider planning reform team update/involvement. Security Clearance Baseline Security Clearance (BPSS) is needed for the use and handing of OFFICIAL data/information Additional T&Cs 1. All outputs will be owned by DLUHC and published openly where appropriate using a suitable open license that supports reuse. 2. All materials/outputs derived from the contract shall be the property of DLUHC. 3. GDPR requirements will be discussed and agreed once the successful supplier has been notified (as part of discussions to agree the wording of the call-off contract). No. of Suppliers to Evaluate 3 Proposal Criteria • approach and methodology • how the approach addresses the problem and meets the project needs • how the approach meets the policy goal for the reform programme • estimated timeframes for the work • identification of risks and dependencies and offered approaches to manage them • team structure • value for money Cultural Fit Criteria • work as a team with our organisation and other suppliers • be transparent and collaborative when making decisions • have a no-blame culture and encourage people to learn from their mistakes • take responsibility for their work • share knowledge and experience with other team members • challenge the status quo • be comfortable standing up for their discipline • can work with clients with low technical expertise • SOCIAL VALUE - Wellbeing model award criteria would be to demonstrate collaboration with users and communities in the co-design and delivery of the contract to support strong integrated communities. • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract. • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings). • Measures to build trust, gain credibility and build relationships to increase community integration, trust and influence on how the contract is performed. • Scoring for Social Value see below: • Score 0 = The response completely fails to meet the required social value standard or does not provide a response. • Score 25 = The response makes limited reference (naming only) to the social value policy outcome set out within the invitation. • Score 50 = The response addresses most of the social value policy outcome and also shows general market experience. • Score 75 = The response addresses the social value policy outcome and also shows good market experience. • Score 100 = The response addresses the social value policy outcome and also shows in-depth market experience. Payment Approach Capped time and materials Assessment Method • Case study • Work history • Reference Evaluation Weighting Technical competence 50% Cultural fit 10% Price 40% Questions from Suppliers 1. Hi. Do you have a budget for this? Dear Potential Supplier, please provide supply costs as per their estimation of the standard Digital Marketplace/DOS day-rate, the team size and time taken to deliver. 2. In April 2021, a short piece of discovery works was procured to a supplier to create visual representations of the planning system.Hi. -Which supplier? Can I get a copy of this discovery work? Dear Potential Supplier, after the shortlisting stage, information regarding the discovery pack will be given in stage two. This will allow final proposals to be submitted and evaluated. Thank you. 3. Please can you share outputs from the previous phase of work. Dear Potential Supplier, after the shortlisting stage, information regarding the discovery pack will be given in stage two. This will allow final proposals to be submitted and evaluated. Thank you.