Exploration of spatial data to map Active Travel (cycling) infrastructure in England

Description

Summary of the work The winning supplier will deliver a Discovery Phase in line with GDS criteria (https://www.gov.uk/service-manual/agile-delivery/how-the-discovery-phase-works) and DfT Architecture Standards and Principles including, but not limitedto: discovery sessions with relevant stakeholders user researchers to fully identify and scope out user needs GDS Discovery documentation recommendations/options for Alpha/Beta phases including solution design suggestions Expected Contract Length Expected Discovery will last approx. two months, bidders should outline timescales at secondstage. Latest start date Monday 21 February 2022 Budget Range £30k to £60k for Discovery only, the Department will revisit the market for Alpha/Beta phases Why the Work is Being Done There is currently no definitive spatial data source of active travel infrastructure at a local level in England, so the active travel statistics team want to explore solutions for collecting this data in order to produce a map for England. We are looking to understand where (and what types) of infrastructure exists and how this links with other transport modes. We are looking to understand what data already exists from LAs, industry bodies and commercial providers and identify gaps and challenges in the use and further improvement to this data. Using this knowledge, we wish to understand how best to define a baseline of active travel spatial data and a methodology to keep this updated to enable us to create a map and analyse the data. Problem to Be Solved 1. What approach would be best to collect/collate and update the data on active travel infrastructure both on and off the road network into a consistent format to build a national picture? 2. What data already exists from LAs, industry bodies and commercial providers? How much is available as open data? Are there any licencing issues to consider? 3. What are the key technical challenges faced by data providers to produce spatial maps? 4. What barriers exist in finding a solution that is accessible and meets the needs of stakeholders including (but not limited to) data licencing, availability, cost? Who Are the Users DfT/Active Travel England: (Statistics) need to be able to understand where active travel takes place, including details of the infrastructure and how this interacts with other modes of travel (policy) need to ensure that active travel scheme funding is being effectively distributed to promote the uptake of active travel modes. Local Authorities, Some LAs map local level data for transport planning and to demonstrate value for money in bids for new schemes. Detailed data will allow LAs to better inform local transport planning and enable increased inter-modal travel Third-party companies Detailed data on local level cycle routes in England could allow safe, planned route planning, integrating with other modes as required if data was open for use Work Already Done Early engagement with Ordinance Survey (public sector mapping body) to understand potential solutions for mapping active travel infrastructure and work set out in the public sector geospatial agreement (Government & public sector | Ordnance Survey), using LA secondary data collections and OS’s own primary collections. Early engagement with Welsh Government and CGI (contractors) regarding their existing GDS compliant solution (https://datamap.gov.wales), using LA supplied and updated mapping. Early engagement with Sustrans on LA spatial data they collect from towns and cities for their annual publication (Bike Life - Sustrans.org.uk). Existing Team The appointed agency will be expected to work closely with members of the active travel team in DfT, comprised of a mix of analytical and policy staff. Current Phase Discovery Skills & Experience • Demonstrable experience of delivering a discovery phase in line with GDS guidelines for a government department • Demonstrate proven experience conducting and documenting user research with a diverse mix of users, iterating project work accordingly • Demonstrable experience where delivering successful Discovery outcomes assisted to support and shape system developments • Have demonstrable experience of complex technical investigation to inform future project stage • Demonstrate a proven track record of delivering projects at speed using an agile project management methodology with clearly identified deliverables and timescales. • Demonstrable evidence of using clear development methodologies, outlining how this would work in conjunction with a client’s internal development team. • Demonstrable evidence of drawing up recommendations and options for alpha/beta on IT and data projects with successful outcomes • Demonstrable experience in conducting stakeholder analysis where knowledge gaps were identified, and plans implemented to address the shortfall. Nice to Haves • Demonstrable evidence where innovative solutions have been applied to assist in project delivery. • Demonstrable evidence of successfully managing and assisting in delivering IT projects within public sector organisations. Work Location The majority of the work will be conducted at the suppliers own site (or other chosen location) though conducting of user research may require travel around the UK to interview respondents at their premises or chosen location if not conducted virtually. Occasional meetings with DfT in their office in London may also be required, dependent on government guidelines for COVID-19. Travel expenses must align with DfT Travel and Subsistence policy, with no expenses incurred within the M25 corridor with all other proposed travel approved by the buyer prior to mobilisation. Working Arrangments Suppliers to provide preferred approach. The exact milestones will be agreed with the supplier when appointed. Weekly status updates (teams meeting, email) detailing achievements of key milestones and issues that may impact timescales and cost should be provided. It is expected that the research questions should be fully answered in a final presentation and report. Discovery should be completed in line with the GDS Service Manual: https://www.gov.uk/service-manual. Security Clearance All contractors’ personnel should as a minimum be cleared to authority security level of BPSS and must be available to begin work with immediate effect following contract award. CV's including security clearance evidence is required for resource to be assigned to project and will be evidenced at written proposal stage. No. of Suppliers to Evaluate 6 Proposal Criteria • Identify the approach and methodology to the Discovery project planning and delivery, identifying the main stages and activities proposed at each stage. (20%) • Detailed resource plan – demonstrating how in-house, supplier and external resource will be used and at what stage (10%) • How the approach or solution meets user needs (20%) • How would risks and dependencies be identified and what approaches to manage them would be adopted (10%) • Estimated timeframes for the work (5%) • Demonstrate value for money (5%) Cultural Fit Criteria • Experience of working as a team with our organisation and other suppliers (2.5%) • Experience of transparent and collaborative decision making (2.5%) • Experience of taking responsibility for their work and resolving problems effectively (2.5%) • Experience of sharing approach, knowledge and skills with other team members and with the department by example (2.5%) Payment Approach Capped time and materials Assessment Method • Case study • Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. Who from your team will be scoring applications for this opportunity and what positions do they hold? Applications will be scored by the head of active travel statistics, active travel geospatial analyst and the head of infrastructure in the active travel policy team. 2. Can you please provide an anticipated timeline for this procurement that includes dates for: 1) Shortlisting Notification for Stage 2 2) Submission Deadline for Stage 2 3) Presentation 4) Evaluation period 5) Award Notification Anticipated timelines are 1] 31 January 2022; 2] 08 February 2022; 3] Presentation (if required) 14-15 February 2022; 4] Evaluation period 16-18 February 2022; and 5] Award Notification 21 February 2022 3. Can you confirm if shortlisted suppliers will have the opportunity to present? Presentations are optional and will depend if the Authority feels there is a need for further scrutiny. 4. Can you please advise the preferred tech stack for this opportunity? The preferred tech stack will be directed by research and engagement undertaken as part of the discovery stage of the project and the format of data available. Any technology used for the project will be required to to adhere to GDS and DfT data security principles. The departments preference is Google Cloud Platform, however at Discovery stage we are not requiring any defined solutions. 5. Has any external supplier been involved in the initial scoping work? If so, who? Initial engagement has been undertaken with external stakeholders listed under 'Any work that has already been done'. The discovery should look to build on these initial conversations to build a complete picture of external suppliers and the possibilities they present in collecting this data. 6. Please can you clarify what you mean by clear development methodologies? This means that we would like to see evidence of past experience of working with a client and taking into account internal digital, security and other requirements to develop solutions and proposals that meet the needs of the client and how you work with the client to achieve this. 7. The specification makes no mention of the main, widely-used, highly flexible, existing source of national cycling data, namely OpenStreetMap[1]. Many tools already use this, including DfT-promoted tools such as the PCT[2]. Currently only “LAs, industry bodies and commercial providers” are listed as in scope. Is exclusion of existing open data an accidental omission? Will the supplier be expected to evaluate promoting its use compared to creating a parallel dataset? (It is worth being aware that the creation of a parallel dataset failed in an apparently similar project[3] at a cost of £2.4m in 2008-2011.) Open data sources such as OpenStreetMap are in scope of the discovery and should be considered alongside the creation of/existence of other data sources, including the strengths and limitations of different options and if this meets the needs of end users. Learnings from previous projects should be used to ensure the project meets end user needs and presents value for money. 8. Please can you provide details of the DfT staff that will be working on this Discovery project, including the role they will perform and the rough percentage of their time that will be allocated to fulfilling that role? Head of Active Travel statistics part of the evaluation panel, engage with supplier as required and reflect on report produced to help progress to any potential alpha and beta stages of the Discovery project (30%), Active Travel Geospatial Analyst (50%) will lead engagement, be part of evaluationpanel and reflect on report produced to progress to any potential alpha and beta stages of Discovery project, Head of Infrastructure in Active Travel policy team (10%) will be part of evaluation panel. Other members of department willbe key stakeholders in the project and engage with the supplier as required to gather user requirements. 9. Is there a hard deadline and / or dependency for the completion of the discovery? The contract is expected to start in late February. The discovery is expected to last approximately 6-8 weeks, but final milestones will be agreed with the supplier when they are appointed. 10. The essential skill/experience: ‘Demonstrable experience where delivering successful Discovery outcomes assisted to support and shape system developments’ does not seem to read right. Should we read it as: ‘Demonstrable experience where delivering successful Discovery outcomes assisted, supported, and shaped system developments’? That is correct