Appeal a planning decision - Beta

Description

Summary of the work The Planning Inspectorate requires an agile, flexible team to deliver beta for a new digital service to replace the existing planning appeals service. We envisage that the private beta stage will be completed within 4 months. Expected Contract Length Until 31 March 2021, with an option to extend up to a whole life contract period of 2 years. Latest start date Wednesday 7 October 2020 Why the Work is Being Done The Planning Inspectorate deals with planning appeals in England and Wales. The Operational Delivery Transformation programme is transforming the Inspectorate’s end-to-end appeals management to: o Make it easier and quicker for our customer to do business with us: o Support our staff to work as efficiently and effectively as possible; o Maximise the use of digital opportunities; and o Provide excellent value for money to the taxpayer. Problem to Be Solved The current appeals service takes too long , is confusing for citizens and is inefficient. Who Are the Users As a citizen, I need to know my options when a householder planning decision is made, so that I know if I should appeal it. As a citizen, I need to appeal a householder planning decision, so that I can challenge my Local Planning Authority decision. As a Local Planning Authority, I need to provide a response to an appeal, so that I can give the reasons for my decision. As an Inspector, I need to have the relevant information I need, so that I can make a decision on the appeal. Work Already Done The Inspectorate has completed the following activity: Discovery: A discovery was completed in 2018. Alpha: An alpha was run in Summer 2018 but failed to meet the assessment standard. A trial “private beta” service, started in Summer 2019 and is currently still in use. In April 2020, the programme changed its approach and revisited the alpha from 2018. This work is drawing to a close and there is an alpha reassessment in mid August 2020. The outcomes of the discovery and alpha work will be shared with shortlisted suppliers. Existing Team The Inspectorate will provide permanent staff including a Service Owner, Product Manager, Delivery Manager and User Researcher. In addition, there are currently contractors filling the roles of Content Designer, UX Designer, Tech Lead, Senior developer and testers . During beta, we are hoping to recruit permanent agile team members. We expect flexibility in any proposed service and financial model to replace supplier team members with internal team members during the lifetime of the project. Current Phase Beta Skills & Experience • Working with a multi-disciplinary team on agile projects of similar size, complexity and timelines as outlined in the Government Service Standard • Delivering and supporting a transactional, web-based service to the Digital Service Standard, including compliance with WCAG 2.1 AA accessibility guidelines and GDPR • Developing and delivering secure/scalable and robust cloud-based services including a continuous-integration pipeline, live service monitoring/alerting and knowledge of system security risks and pragmatic mitigation • Building secure RESTful APIs with comprehensive test coverage • Developing prototypes (wire frames/coded prototypes/etc.) iteratively via user testing/research • Developing digital services using agile methodologies • Developing production ready code for private/public beta releases from Discovery and Alpha outputs (e.g. low-fi/hi-fi prototypes) • Prioritising key content and features using metrics, analytics, and user feedback • Prioritising product and programme delivery using effective estimation and sizing techniques • Using automated (testing) environments and implement continuous integration, delivery & deployment Nice to Haves • Taking on a beta where you did not complete the alpha and/or discovery • Bringing an agile mindset and principles to organisations who are new to agile • Skills transfer to Planning Inspectorate staff Work Location In normal circumstances, the supplier would be required asked to work alongside the project team in Temple Quay House, 2 The Square, Temple Quay, Bristol, BS1 6PN. However, during the COVID-19 pandemic, we have adopted remote working for all team members with team communications made using Microsoft Team. This situation is likely to continue for a sustained period but once restrictions are lifted it is expected that co-location at Temple Quay House will resume, though a switch back to home-working may be required at short notice based on the latest government advice. Working Arrangments When working normally at Temple Quay House, team members may work remotely 1-2 days a week, with agreement. Travel/expenses to the primary site in Temple Quay House, Bristol BS1 6PN will not be reimbursed by the Planning Inspectorate. Any other expenses, such as travel to other sites, must be agreed in advance and be included as part of the contract. We expect the supplier to work using agile methodology. The supplier will also be expected to work with full transparency. Security Clearance The Baseline Personnel Security Standard (BPSS) clearance will be required to access the Planning Inspectorate's ICT systems and offices. The supplier will be expected to ensure this is in place and provide evidence for personnel allocated to the contract. No. of Suppliers to Evaluate 3 Proposal Criteria • Demonstrate your proposed plan of activities with clear deliverables and dates • Demonstrate your approach/methodology including what you will do to ensure that the service complies with the GDS design manual, service standard assessment, technical code of practice and wider industry standard • Demonstrate your proposed technical solution • Demonstrate how the approach or solution meets user needs • Demonstrate the key assumptions, dependencies, risks and issues, with robust approaches to mitigating, testing and resolving them in a project-based environment • Describe the team structure and how their skills, capability and experience will deliver the required outcomes • Demonstrate how you can provide a flexible workforce with the range of skills and experience needed, who can successfully meet the needs of the project • Describe how you will ensure that value for money is delivered Cultural Fit Criteria • Demonstrate your approach to working as a team, including engaging with internal stakeholders undergoing cultural change and suppliers, and how this will support the service success • Demonstrate how you will work transparently and collaboratively with the project team and seek feedback to resolve any issues efficiently • Demonstrate how you will transfer skills and knowledge to permanent members of staff • Have a no-blame culture and encourage people to learn from their mistakes • Demonstrate how you will take responsibility for your work • Demonstrate how you would challenge the status quo • Demonstrate how you will work with staff with low technical expertise to achieve positive outcomes • Describe how you will approach remote working with the service team and other stakeholders Payment Approach Time and materials Assessment Method Presentation Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Could you please advise who conducted the Discovery work? The discovery phase was performed by Rainmaker Solutions 2. Could you give an indication of budget please? At this stage we have taken the decision to not disclose the budget available for this work. We will ask shortlisted suppliers to provide their proposed costs in the 2nd stage of the procurement 3. Will the new supplier transition from a current provider? There is no current provider 4. Who has delivered the Discovery and Alpha for "Appeal a planning decision"? The discovery phase was performed by Rainmaker Solutions. The alpha phase has recently been supported by AND Digital plus other contractors provided through various agencies 5. What is the approximate overall budget? Please see the answer to question 2 6. If you have a preferred technology stack, what are the main technologies? We expect shortlisted suppliers to suggest their preferred stack in their technical proposalThe current planning assumption is that the service will utilise node.js (as per GDS guidelines) to deliver the web interface. This service must run on Platform as a Service cloud services available commercially within the UKThe software architecture recommended should not include any supplier proprietary elements that cannot be transferred to our ownership and all software will be owned by us and published in the open for reuse by other government servicesWe use the Technology Code of Practice when evaluating and choosing technology: https://www.gov.uk/government/publications/technology-code-of-practice/technology-code-of-practice 7. Do you have an existing Cloud Infrastructure and Continuous Integration/Deployment pipeline? We utilise Cloud Infrastructure at present with services hosted in Microsoft Azure, UK Cloud and AWS, with Azure currently hosting the most significant servicesFor in house development activities, we utilise Azure DevOps pipelines but will be willing to discuss the with shortlisted suppliers their preference 8. Were any technology options assessed in the original Alpha and the current reassessment activities? As part of the original Alpha we assessed a proprietary form builder to deliver the citizen facing service which wasn’t suitableFor the current reassessment activities, we expect shortlisted suppliers to suggest their preferred stack as part of the technical proposalPlease also see the answer provided to question 6 above which relates to this question 9. Do you have a preferred technology stack for the development? Please see the answer to question 6 10. What is the budget for this opportunity please? Please see the answer to question 2 11. Could the Authority confirm if they are open to Offshoring for cost savings or is that not an option? For the purposes of this contract, all resources must be on-shored 12. Would it be possible to share the budget range for this opportunity? Please see the answer to question 2 13. Is there a preference of technology stack to deliver this beta? Please see the answer to question 6 14. Please can you provide details of what the next steps are following this initial application i.e. deadlines for the written proposal/if there will be an interview and when? The next steps are:26 August: Results announced & shortlist invited to submit a written proposal and attend a presentation6 Sept: Written proposals to be submitted by shortlisted suppliers10 Sept: Shortlisted supplier presentations15 Sept: Results announced & contract awarded 15. Can you host a call with suppliers about this opportunity where we can have a live Q&A and the discussion notes are shared on this tender ad? This has proven helpful on other DM opportunities We are running a Q&A event today (12 August 2020) at 10am via Teams – please see the details provided in the advertA recording and the slide deck shall be made available after the event for those who cannot attend 16. Who from your team will be scoring applications for this opportunity and what positions do they hold? The evaluation panel shall include the Product Owner, Delivery Manager, Contract Manager, Head of Digital, Service Owner & Commercial Lead 17. Is this service expecting to go through the GDS Service Assessment? Yes, this service shall go through the GDS Service Assessment process. GDS are engaged in the project and we have the Alpha assessment tomorrow (13 August 2020) 18. Do you require single examples for each of our 100 word responses or do some essentials and nice-to-haves require either lists or multiple examples? We recommend that you follow the guidance provided here:https://www.gov.uk/guidance/how-to-sell-your-digital-outcomes-and-specialists-services 19. In your tender you say 'A trial “private beta” service, started in Summer 2019 and is currently still in use'. Do you expect this "private beta" phase to continue, or is this beta intended to replace that work based on your change of approach as of April 2020? The work completed in the trial “private beta” has been valuable and worthwhile in helping us to shape our requirements as we move forward and change the direction of the service. It has delivered some fantastic outputs and we shall continue to work in partnership with the incumbent supplier to determine next steps as the service evolves 20. In terms of the Q&A this morning, could you please provide a direct link to it? https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjI0MDBlZDUtNjdmMi00NWNkLWE5MmUtZDZhODY2MTliMjQ5%40thread.v2/0?context=%7b%22Tid%22%3a%225878df98-6f88-48ab-9322-998ce557088d%22%2c%22Oid%22%3a%227e6b02ac-08f1-48f6-a30e-96507c411d6b%22%7d 21. Are Rainmaker Solutions able to apply for this opportunity? Yes, we welcome applications from all approved suppliers in the Digital Marketplace 22. Is it permissible for suppliers to refer to multiple examples within each answer? Please see the answer to question 18 23. Supplier event held on 12 August 2020Link to presentation, including the slide deck https://web.microsoftstream.com/video/a302e912-1b2f-4edf-9436-0ad44eacbcf4 24. Who is on the evaluation panel? Please see the response to question 16 25. Could you please provide the Slide Deck and Recording from the Q&A webinar? Please see the response in question 23 26. I cannot access the Q&A recording We’ve just discovered that Microsoft Stream doesn't yet support external sharing scenarios for guests or people outside our organisation If you would like a copy of the recording, please email: procurement@planninginspectorate.gov.uk Apologies for any confusion 27. Are you open to multi-supplier bids from SME's operating in partnership? We would welcome applications from SMEs working in partnership, with one lead SME who subcontracts to other SMEs. If you decide to take this approach, please make it clear in your submission 28. Has there been a change in management delivering the project? Yes, there has been a change. The service has a new Project SRO at Director level and a new Programme ManagerThe project board consists mainly of the Planning Inspectorate’s Heads of Service (plus the SRO) which reflects the importance of the service to our organisation 29. Question asked at the supplier Q&A event:What do you see as the biggest risk for delivering the next phase of your programme? The biggest risk in next phase of delivery is getting something delivered quickly and then iterating over this. It is not something the organisation is used to doing 30. Question asked at the supplier Q&A event:I’d like to clarify that GDPR point that you made, would you mind covering that once more please? What we need to do is determine the responsibilities for GDPR clearly in the contract, with both parties in agreement. We have already started our internal review and we know the types of data that will be processed by the successful supplier. This includes live data from the general public (the citizens), including email addresses, names and home addresses. There will also be some more sensitive data such as medical information and other areas that are covered under GDPRWe will share details on GDPR with the shortlisted suppliers 31. Question asked at the supplier Q&A event:I have a question about the Alpha, I know that you probably can’t share that much about the outputs right now but you’ve sort of gone back to the drawing board a little bit with Alpha and I just wondered how significantly different has that come out compared with the first Alpha and how does that play into the stack then, are you looking to replace processes, backend, the whole caboodle, how big a change is this really? We will share the outputs from alpha with the shortlisted suppliers, but from what we have done within this Alpha has gone back and actually done what the service standard said you should do in Alpha, so we have looked at everything, we haven’t just focussed on a front end or a back-end side of things we’ve looked at the entire service 32. Follow up to question 31 asked at the supplier Q&A event:And has that resulted in quite a different, perhaps a more transformational view of what this might look like in the future compared to where you were before? We’ll share the outputs from the alpha with the shortlisted suppliers but I would say that yes it has changed what we were looking at before 33. What roles are you expecting suppliers to provide? In addition, are you expecting all roles to have the ability to be full time? Aside from the roles being filled by permanent members of staff (Service Owner, Product Manager, Delivery Manager and User Researcher), we expect that suppliers could provide any role that the service manual suggests for beta: https://www.gov.uk/service-manual/the-team/set-up-a-service-team 34. In order to compare suppliers like for like, how will price be evaluated? Price will be scored based on how close each shortlisted supplier’s quote is to the cheapest shortlisted supplier’s quote.We will tell shortlisted suppliers how we want them to provide a quote for their proposal for evaluation purposes 35. Will the scores from the evidencing round be taken through to final evaluation? Or will they only be used for the purposes of shortlisting suppliers? Scores from the evidencing round will not be taken through to subsequent evaluation stages. They will only be used for the purposes of shortlisting suppliers 36. Will you be providing a full time Product Owner to this project? A full-time product manager is currently working on the service and will continue through the next phase 37. Are you able to recruit and provide access to users for the purpose of user research? Yes, we will be able to recruit and provide access to users for the purpose of user research 38. Will you be able to organise access to stakeholders throughout the project? Yes, we will be able to organise access to stakeholders 39. As per DOS guidelines 'You should only provide one example for each essential or nice-to-have requirement', are you only requesting one example per skills and experience question? We have not specified that we require more than one example for each essential or nice-to-have requirement. Therefore, suppliers should only provide one example per requirement 40. For the first evaluation round (evidence), what would you expect to see from an answer for it to be deemed 'exceeding' and score 3 marks? An example of well written evidence has been provided in Section 3 of the guidance provided here:https://www.gov.uk/guidance/how-to-sell-your-digital-outcomes-and-specialists-services#writing-evidence 41. Are you looking for an organisation with GDS assessment experience? And are you looking for this experience from the organisation or just certain individuals proposed in the supplier team? This is not one of our essential or nice to have skills 42. As there is a previous supplier engaged with this project already, what procedures do Planning Inspectorate have in place to ensure a fair and level playing field for this procurement? All suppliers shall be evaluated equally and transparently against the criteria published by the evaluation panel to ensure fairnessAt each stage of the procurement, scoring shall be completed independently on the information provided and scores then agreed following a calibration meeting. The evaluation panel is varied and there are necessary layers of governance in place to ensure a level playing field, compliance with procurement regulations and value for money for the taxpayerWe shall also be following the guidance provided here:https://www.gov.uk/guidance/how-to-evaluate-digital-outcomes-and-specialists-suppliersPlease be assured that we take fairness seriously in our organisation, including our approach to procurements 43. Please confirm the outcome of the GDS service design assurance review The assessment result will not be available until 20 August 44. Can you clarify what platform the Rainmaker Alphs has been developed on, what tooling has been used so far Rainmaker completed Discovery so no platform was developed by themWe use confluence, jira and sharepoint 45. Will this platform be the defacto standard for developing the service or will other options be considered? There is no platform in use at present 46. Would you consider an off the shelf SaaS solution? If a SaaS solution can meet the service standard, then this would be considered 47. Question asked at the supplier Q&A event:I was just wondering within your organisation what exists at the moment in terms of a mature DEV OPS function and Cloud environments and pipeline, would you be expecting this project to provide all of that itself or to be working with some sort of service team or partner that’s already in place? We are quite mature with our cloud platform, a lot of our existing line of business applications are there at the moment, so our current digital public services and our current case management system are Azure cloud. One of the things we are proposing to do as well is to use the Azure DEV OPS pipeline as well but as answered in some of the questions so far we would welcome any other considerations 48. Could you please elaborate on the complexity of the required service as it relates to your Question 1? For example, the nature and scale of integrations required, etc The service will collect data from citizens, ask for and receive responses from Local Planning Authorities (LPAs) and present this information to an Inspector to allow them to make a decision. Initial integration to our existing case management system will be using an existing API. There may be other simple integrations to existing public services 49. Could you give us an indication of size of the current beta team as it relates to our ability to answer Question 1? There is no current beta team. The alpha is described in the “Existing team” section in the opportunity 50. Service assessment follow-up We are pleased to say that we met the Alpha service standard assessment