Invitation to tender: Stimulus fund for service redesign

Stimulus fund for a number of consortia organisations. Each consortium must include at least one UK public sector organisation.

17 August 2017

Call for tenders by the Open Data Institute

Contact: [email protected]

ServiceDesignFinal Image: Service blueprint by Brandon Schauer, (CC BY 2.0)

The objective of this work is to support 3-5 consortia of UK public sector organisations, service design agencies, digital agencies and others to further expand the service redesign work they are currently undertaking with the aim to:

  • enable greater release of open data to power the delivery of public services
  • learn from their processes and approaches to build and improve design patterns and learning materials that can be reused by other public sector organisations.

The successful consortia will work in collaboration with the Open Data Institute (ODI) who will provide guidance, review and assistance throughout.

Summary and timeline

Service delivery

Terms of payment

Payment of the agreed contract price will be made at two milestones:

  • 50% at the halfway point
  • 50% will be paid upon completion of the work, including satisfactory responses to all feedback from the ODI

Background

This stimulus fund is one project in a broader ODI research and development (R&D) programme. The purpose of this project is to grow the public sector's understanding of how to practically implement data-enabled service delivery models in government through prototyping them. You have to try things to learn what works, and what doesn't.

We are interested in helping the wider community understand how to develop public services which, as part of their delivery model, involve the publication of open data to enable organisations to deliver part of the service. By sharing both learnings and openly licensed materials, this helps other organisations to accelerate their own work.

Alongside this stimulus fund we will be researching and clarifying current knowledge about these models and creating a first iteration of learning materials for those who are designing these models in public sector organisations. We will update the learning materials as we learn from the activities of the stimulus fund.

This stimulus fund is designed to make it easier to experiment to create new models of data-enabled service delivery in local government. Many local government organisations around the UK are already on a digital transformation journey. In many of these transformations, organisations are thinking about how open data can support the delivery of the service, either through increasing information available to citizens or through enabling other players to deliver some of the outcomes of the service. The stimulus fund will support 3-5 consortia of local authorities, service design agencies, digital agencies and others to further expand service redesign work they are currently undertaking to:

  1. expand their activity to enable greater release of open data to power the delivery of their service
  2. learn from their processes and approaches to build and improve design patterns and learning materials that can be reused by other public sector organisations.

Deliverables

At the end of the period we want to see:

  • A report documenting the processes and approaches that were developed during the period and the lessons that were learned
  • At least two design patterns / artefacts / learning tools that are openly licensed and can be used by other public sector organisations to undertake similar work.
  • Plans for impact the consortia expect the work to have.

We would hope that you will also have accelerated your own plans for digital transformation, or have even implemented a new service.

The report should be not longer than 10 pages in length and should be written for a public sector audience. It should conform to ODI design guides, be openly licensed, be available online and reproducible on the ODI website.

Activities

The ODI is keen to use this period of experimentation to learn more about the principles and processes that help support the delivery of data-enabled service delivery models. A key aim will be to use learning from these initial experiments to inform the design of further R&D activity, so the ODI will be closely involved in the work. This will include attendance at meetings, workshops, site visits, attending user research, design workshops etc. Our team will support you with data thinking during the service redesign.

We encourage you to be open about your activities during the work, including blogging and speaking about it, and opening up your work for feedback from the community as a whole as well as from ODI. Your deliverables, including the report and other outputs will be published under an agreed open licence.

As well as the on-going engagement with the ODI, consortia will be expected to field representatives for more formal engagement activities:

  • Consortia leads will be expected to attend a full day's workshop at the beginning of the programme in October to outline their plans and share activity with other participants.
  • A set-up blog from each consortium will be delivered two weeks after the beginning of the programme setting out plans. This will be published on the ODI website.
  • Consortia leads and other relevant colleagues will attend a full day's workshop at the end of the programme to present on activity and key lessons learnt.
  • Fortnightly calls including attendance from all successful consortia to share progress.

There is an expectation that the successful company will work closely with the ODI team, which includes regular face-to-face meetings and being available remotely (eg skype, email, slack).

Form of tender response

Interested parties should submit a costed proposal (in English) to [email protected], which includes:

  • the tender reference in the email subject line
  • a short (no more than 5 page) explanation of your proposed redesign activity and process (eg methodology, scope), including what work is already underway and why you are well-placed to do the work
  • a description of the team who will do the work, including bios
  • the costing at activity level. This should include details on staffing (all on costs must be included), marketing, management fee, overheads (phone, rent, etc.) and cost of providing any materials, as well as other costs where appropriate
  • a writing sample of a similar research report or impact study.

If you have any questions about the tender, please contact [email protected], quoting the tender reference. The ODI reserves the right to make both anonymised questions and answers public or shared with other organisations having stated their interest.

Decision criteria

All proposals will be assessed as described in our public procurement policy. In addition, for this procurement we will also require the following:

  • All applications must be made up of a consortium of a minimum of two organisations, one of which is a public sector organisation willing to redesign its services to become more data-enabled.
  • The public sector organisation should be the lead organisation in the consortia, the application should be supported by a named senior level champion in the organisation.
  • The stimulus fund is available to support all member of the consortia, applications should highlight how money is being spent across the organisations involved and the roles each consortia will be taking.
  • Eligible consortia for funding must already be undertaking activity in this area but will need to demonstrate how the further funding allocated in this workstream has expanded work that was already underway.

Data enabled interventions include, but are not restricted to:

  • releasing new data sets, as long as there are also activities to ensure that data is used to help deliver public services
  • open innovation processes with local partners to develop data enabled services
  • service redesign to make better use of data analytics and data insights
  • artificial intelligence
  • incorporating data science techniques into business as usual work practices, such as the use of data science competitions
  • collection of data through devices ('internet of things') as long as the data is used to help deliver public services.

Activity which is ineligible includes:

  • creation of dashboards and data visualisations
  • purchasing new technical data infrastructure, such as servers.

FAQs

Q: Do the service redesign projects have to include open data?

A: Yes.

Q: Can organisations submit multiple bids?

A: Yes.

Q: Your brief specifically mentions local government. Does that mean that public sector organisations not working in local government would be excluded?

A: The funding is open to the public sector more broadly not just local government. A public sector organisation would need to be the lead for the consortium, however.

Q: The deliverables include reference to 'design patterns / artefacts / learning tools'. Would you be able to point me to a reference list or some sort of definition for these deliverables?

A: In terms of design patterns, we're not being specific about the artefacts that organisations choose to develop in the process of the work as we're keen that they innovate and have the potential to suggest and develop ideas we haven't had. However, broadly we think these might include, but would not be exclusively, things like templates / canvasses, workshop agendas and activities, guidance, UX, service blueprints, handbooks etc.

Q: Do you have a sample project, in which applied your preferred project delivery method and that produced exemplary outputs?

A: As this is the first time this stimulus project has been run, there are unfortunately no sample projects.

Q: Would you consider more than one bid from a local authority?

A: Yes we would consider more than one bid from a public sector organisation. All bids need to be from a consortium of organisations.

Q: How much support will ODI be providing to the design and delivery of the two learning design patterns / artefacts / learning tools?

A: The two learning design patterns are a key deliverable of the contract with the successful consortia and so we will be looking for applications which set out how these will be developed and delivered as part of the activity. The ODI is currently undertaking research on the market for training in this area and will publish a report during the period of work. In addition, we are also developing new training materials and approaches and will share the development of these with successful consortia so as to support the development of their own deliverables.

Q: Is there a limit to the number of partners, and the depth of their involvement, in a consortium?

A: We haven’t specified a limit to the number of partners, but consideration will be taken in terms of the practicality and credibility of the consortium put forward, as well as what each partner contributes to the work.

Q: For the formal and ongoing engagement activities, do you expect all representatives of all consortium partners to attend all the activities? Or will it be acceptable for all to attend the formal activities, and a subset to represent the consortium through the ongoing liaison?

A: We would expect representatives from consortia to attend activities and wouldn’t expect representation from all consortium partners at every event. We will give advance notice of the agenda for each of the meetings so that consortium members can identify the most appropriate representatives to attend. We may have to limit the number of attendees from each consortium at meetings due to practical considerations.

Q: Can you provide an example of the grant agreement that will need to be signed? Also, will payment be made direct to each consortium member or will the lead partners be responsible for distributing funding within the consortium?

We don’t have a final agreement we can share as these are being finalised with the grant maker, but we hope they will be cleared very shortly.

The process for reclaiming will be on invoice and as straightforward as possible. The finance team will be in touch with successful contractors with any further clarification.

Our preference is for payment to be made to the lead partner for distribution by them to other consortium partners. If it felt to be essential that an other arrangement is made, we are open to discuss this.

Q: Does the term Public Sector Organisation (PSO) cover the Third Sector?

A: Only if the third sector organisation is delivering a service on behalf of a public sector organisation. The public sector organisation should be the lead organisation in the consortium and the application should be supported by a named senior level champion in the organisation.