RPAS Safety Reporting – Discovery, design and development

Description

Summary of the work To design and complete the project Discovery phase, including undertaking user research, target operational model impact assessment and provide input into the proposed approach to deliver the Alpha and Beta phases. Expected Contract Length Initial 6 weeks for discovery, subsequent work is dependant on the outcome of discovery Latest start date Monday 13 December 2021 Budget Range Current estimate of £80k - £120k to complete the Discovery Phase. To understand the future budget expectations suppliers are requested to submit estimated costs (with a % tolerance) for Alpha and Beta and also Public Beta support post go-live. Refined estimates and costs for Alpha and Beta are expected to be developed through Discovery and funding for those phases awarded in line with supplier proposals and performance. Why the Work is Being Done Safety Reporting regarding aircraft which predominantly fly in uncontrolled airspace (i.e., airspace not directed by air traffic control) such as Remotely Piloted Aircraft Systems (RPAS, e.g., drones) is lower than expected based on statistical data. The reasons are two-fold, based on feedback: (i) the current Mandatory Occurrence Reporting (MOR) system is desk-top-computer based, which makes it difficult to use ‘in the field’; and (ii) the RPAS community are not clear whether they should use the same system as controlled airspace users. BEIS have provided some funding via the Regulatory Pioneer Fund framework to assist us in running a discovery phase to investigate solutions that will increase the uptake of GA/RPAS safety reporting. Problem to Be Solved CAA are looking for a strategic partner to undertake the Discovery phase, to understand the reasons for lower Safety Reporting in uncontrolled airspace, and depending on the findings from discovery, a proof-of-concept to try and increase Safety Reporting in uncontrolled airspace, and also provide a cost& implementation estimate for undertaking the following Alpha/Beta phases. Understanding why safety reporting in uncontrolled airspace is lower than expected and how it can be encouraged to improve this communities safety reporting culture is a valuable first step towards many other longer-term areas that are focused in this space such as ‘last-mile delivery’ by drones and urban air mobility and Unmanned Traffic Management Systems, providing better infrastructure and management for an increasingly congested air space. Better RPAS safety culture is also key in gaining public trust for this industry’s continuing expansion and economic benefits in the next 10 years. This project will investigate how to encourage greater levels of reporting. A potential solution should be clearly sign-posted for all airspace users focusing firstly on RPAS users and small business’ flying their drones before extending to include other areas of safety/security in the solution, such as addressing public concerns around increased usage of drones, or whistle-blowing. Who Are the Users The users will be users of Uncontrolled Airspace, focusing primarily on drone operators and remote pilots. Additional users of the system will be the CAA in the role of administrators and data processors that feed in to wider CAA solutions and processes, and authorised third parties (e.g. Police, AAIB) who will need to be able to access specific data held within the solution. A list of user groups has been identified and they will need to be consulted as part of the Discovery phase and the results from the consultation needs to be included as part of the findings and potential solutions proposed to increase reporting. Early Market Engagement None has taken place to date – however there is a wide amount of interest in this topic and other organisations are keen to see improvements in reporting in this area. Existing Team CAA SARG GA/RPAS Unit – Business Sponsor CAA SARG GA/RPAS Unit – Product Manager CAA SARG GA/RPAS Unit – Just-Culture Champion SME CAA SARG Data Intelligence – SME CAA COO ISD – Solution Architect CAA COO Finance – Procurement Manager Current Phase Not started Skills & Experience • Propose a delivery approach and plan for Discovery, Alpha and Beta phases in line with GDS Service Standard. • Have proven experience working to the GDS Service Standard, delivering user-focused Discovery phases and successfully progressing through Service Assessments. • Have proven experience of delivering public facing online services with a positive user experience • Have proven experience of working with Safety Reporting Software • Be able to demonstrable commitment to working alongside CAA staff to handover knowledge throughout the project and support the service team through the critical early phases of Public Beta. • Have experience in business/organisational design to ensure the CAA can efficiently support and administer the new service. • Respond to technical and functional requirements for alpha and beta. • Be able to provide customer references • Comply with the CAA IT Security Requirements Work Location Aviation House (Gatwick) Gatwick Airport South West Sussex RH6 0YR Working Arrangments Based on current assumptions, the Strategic Partner is not required in the office full time, however they may be occasions that face to face meetings at the CAA offices are required which will be dependant on specific delivery requirements. Security Clearance In line with CAA processes, SC level clearance is required. Additional T&Cs The CAA reserves the right to cancel the contract with 4 weeks’ notice (break clause) without cause. Supplier performance assessment by the CAA, which may include the requirement to pass the formal GDS Service Assessments (after Alpha and Private Beta phases). No. of Suppliers to Evaluate 4 Proposal Criteria • How the approach or solution meets user and other stakeholder needs • Value for money • The quality of the delivery team’s proposed resources • Proven track record in delivering similar projects • The proposed approach and methodology • Estimated timeframes for the work to meet the legislative deadline • How risks and dependencies have been identified and proposed approaches to manage them Cultural Fit Criteria • Demonstrate that their proposed team have experience in similar projects • Have a successful and proven track records of providing Agile delivery • Have experience of working as a team with our (or similar) organisation and other suppliers • Have experience of transparent and collaborative decision making • Have experience of taking responsibility for their work and resolving problems effectively • Have experience of sharing approach, knowledge and skills with other team members and with the department by example Payment Approach Fixed price Assessment Method • Reference • Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Are there specific “Safety Reporting Software” packages that you have a particular preference for. Knowing this will allow us to ensure we provide relevant experience. No specific packages - examples of Safety Reporting Software are welcomed - ideally from aviation, or technology/vehicles/transportation would be most relevant. 2. Can you provide further guidance on this question, “Propose a delivery approach and plan for Discovery, Alpha and Beta phases in line with GDS Service Standard.”? Are you looking for agile delivery experience and following GDS design standards focusing on user needs? Yes - looking for Agile delivery experience and experience of the GDS framework - and providing an approach for how we can move through the phases in GDS. 3. Can you clarify what you are looking for applicants to respond to this question, “Be able to demonstrable commitment to working alongside CAA staff to handover knowledge throughout the project and support the service team through the critical early phases of Public Beta”. Would you like us to describe our approach or to evidence previous experience of doing this on other clients/projects? Please can you provide an approach to ensure how you would provide knowledge transfer to the CAA team, including experience where relevant in other clients/projects you could re-use. 4. Can you clarify the following question, “Respond to technical and functional requirements for alpha and beta.”. Are you looking for our methodology/approach or case studies of how we have done this for other projects/clients. Yes - please provide approach/methodology (supported by case study if relevant) of how technical and functional requirements identified are incorporated. 5. For the question, “Be able to provide customer references” are you looking for a certain number of references? At this stage suppliers just need to provide confirmation they can provide references, names & contact details will be required after the shortlisting. 6. Can you provide a copy of the “CAA IT Security Requirements”? Is this published anywhere? Please contact scott.taggart@caa.co.uk for a copy of the documents which suppliers will need to comply with. 7. It states that SC clearance is required with the CAA – would the CAA be prepared to sponsor staff to acquire the appropriate clearance? In order for the CAA to meet its timescales for this project, the supplier personnel will need to be SC cleared. 8. Why is “proven experience of working with Safety Reporting Software” a mandatory? This would significantly limit the number of supplier who are able to respond to this opportunity. As this is a very short time frame, someone who is familiar with how safety reporting software works so can quickly get to grips with current processes and identify where barriers exist and look to propose solutions to remove these barriers, is required to provide value for money. 9. Question “Propose a delivery approach and plan for Discovery, Alpha and Beta phases in line with GDS Service Standard.” appears to be a Proposal stage question rather than Skills and Experience. Was it your intention to include it here? 100 words will be very limiting at being able to credibly describe a delivery approach and illustrate it with an example The intention of this question is for the supplier to provide a high level approach/methodology to how they would tackle Discovery, Alpha and Beta phases in line with GDS Service Standards so we are confident that the supplier has the relevant skills/expertise to support this requirement - this can be elaborated on during Written Proposal phase. 10. Question “Respond to technical and functional requirements for alpha and beta.” appears to be a Proposal stage question rather than Skills and Experience. Was it your intention to include it here? How would you like suppliers to respond? The suggestion to Clarification Question 4 of describing a methodology, including a case study, all within the 100 word limit for Skills and Experience responses will be very limiting in how suppliers will be able to respond The intention of this question is for the supplier to provide a high level approach/methodology to how they would tackle developing the technical and functional requirements, ideally during Discovery, for the alpha and beta so we are confident that the supplier has the relevant skills/expertise to support this requirement - this can be elaborated on during Written Proposal phase.