Futures Research

Buyers Guide Framework reference: FWCR140228

UK SBS Futures Research: Buyer Guide

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Futures Research Contract ID: FWCR140228

This Buyer Guide provides public sector organisations with the information needed to access futures research services through the framework.

Index of contents

Section

Page

01

Introduction

3

02

Background, Benefits and Savings

4-5

03

Scope of services

6

04

How to use the framework

7-12

• Before you use the framework • Using the framework • Evaluating Provider responses 05

UK SBS Contacts

UK SBS Futures Research: Buyer Guide

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Futures Research Contract ID: FWCR140228 Start Date:

24/03/2015

End Date:

24/03/2017 (UK SBS have an option to extend for a further 2 years)

Introduction The Futures Research framework provides access to 14 suppliers with experience across a broad spectrum of futures research and horizon scanning services. The objective of the agreement is to bring the benefit of the Government’s greater buying power directly to you – the customer - while giving you access to a high quality and diverse marketplace to fulfil your futures analysis and research requirements. All the suppliers selected for this framework have met the requirements set out during the tender process by subject matter experts. UK SBS is committed to ensuring equality of opportunity throughout the procurement process and strives to increase accessibility for Small and Medium Enterprises (SME) to public sector business. Awarded suppliers reflect the diversity of experience across the futures research sector to meet your current and future requirements. Our commitment to increasing accessibility to Government procurement opportunities is delivering results for the smaller suppliers - and ultimately supporting the growth of this vital and innovative sector.

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Background In March 2014, the Cabinet Office’s Horizon Scanning Secretariat and the Government Office of Science (GO Science) Horizon Scanning Centre merged to form the Horizon Scanning Programme Team (HSP). The HSP team coordinate strategic horizon scanning and futures work across Government departments, drawing on insights from internal and external experts to challenge thinking. The team: • coordinate work between departments and input from experts outside the civil service by creating ‘communities of interest’ around specific topics • develop networks to maximise the benefits of and promote knowledge sharing • bring emerging issues to senior level audiences, as well as commissioning work on specific areas of interest In response to growing demand for horizon scanning services in policy making, the recent review commissioned by the Cabinet Secretary which assessed how Government makes use of horizon scanning 1 and to promote its use across government, the HSP team worked with UK SBS to set up the panGovernment Futures framework.

Further information on the Horizon Scanning Programme and Cabinet Secretary’s Advisory Group can be found on the website. The Cabinet Office Analysis & Insight team share programme news via their blog.

1

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/79252/Horizon_Scanning_Review_20121003.pdf

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Benefits Procuring specialist research services can be a costly and time consuming process. Using a framework negates the need for undertaking a full procurement exercise. Key benefits of the framework include: •

Procurement timescales and costs are reduced through the completion of a pre-competed procurement exercise

•

Ensured compliance with the EU Procurement Directives and procurement regulations

•

Increased responsiveness through standardised framework terms and conditions - allowing customers to call-off urgent requirements in a timely manner

•

Improved control, monitoring and transparency of spend through comprehensive management information

•

Increased quality of service and customer satisfaction through UK SBS Supplier Management

•

Ensured value for money through ongoing benchmarking of marketplace

Savings Savings are identified and validated through the UK SBS and CCS agreed ‘benefits methodology’ and based on the rates paid by customers over an agreed period of time. UK SBS undertake regular benchmarking exercises to establish if the services being provided offer best value. Where a benchmark report identifies a service as not providing good value, UK SBS work with the supplier to implement the recommended changes from the report, within the time limits specified.

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Scope of services available The scope was developed in collaboration with subject matter experts from government departments, including Go-Science, and is designed for use by government departments, delivery and arms length bodies. The framework covers the full range of public policy needs, including social, technological, economic, environmental and political and the techniques provided can be used to support a diversity of development and research projects. Broadly speaking, the services provided through this framework focus on horizon scanning and futures analysis, including reports and case studies. Techniques on offer allow policy makers to monitor and understand the nature of change and associated risks, and include: • • • • • • • • • • •

3 horizons Visioning Delphi 7 questions, Drivers analysis Roadmapping Scenarios Windtunnelling Pearltrees The Brain Reverse engineering

The framework suppliers have a good understanding of the critical differences between public and corporate strategy, the policy making process, the business cycle of government departments and delivery bodies and are able to provide: • • • • • • • •

Strategic analysis – to identify and prioritise risks and opportunities of future change Skills development, knowledge exchange and training Effective and innovative communication tools and techniques Techniques to identify practical options that can translate into robust strategies and innovative change programmes Risk assessment tools and techniques to help manage uncertainty Bespoke scans and subject-specific expertise. Strong experience in facilitating development sessions and engaging civil servants at all levels Experience in developing audience specific messages and communications through a range of channels

As you would expect, the techniques used in this area of research are continuously being developed and suppliers may be able to provide new and alternative methods to achieve your goals.

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How to use this framework Terminology ‘Call-off’, ‘further competition’ and ‘mini competition’

These are all terms used by UK SBS or buyer (e.g. Government department or other public body client) to describe the process used to place an order with a provider on the framework. The buyer will ‘call off’ from the framework via a one stage process (mini competition). Sometimes a mini competition will be referred to as further competition. Before you use the framework 1. Aggregate your requirements

When you carry out mini competition under this framework all providers must be invited to participate. Consider if you need to aggregate smaller requirements, whether across your team, department or over the duration of a project. You can then request providers to quote for the overall requirement. For longer term requirements you may wish to aggregate them to secure continuity of provider. 2. How much information do you need?

Consider the amount of time a potential provider will have to spend preparing their submission and the amount of time you will need to spend to assess responses. When undertaking mini competition, it is important to be proportionate with your requirements. If you have a less complex or low value requirement, ensure that documentation and evaluation are proportionate to its size and complexity.

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Using the Framework This section sets out the ‘call off’ process and provides guidance on putting together an effective Statement of Requirements, evaluating provider responses and placing an order. Figure 1 sets out the process steps which are further detailed in the following paragraphs.

Step 1: Create your Statement of Requirements

Step 2: Invite all providers to respond to the Mini Competition

Step 3: Respond to clarification questions (where required)

Step 4: Evaluate provider responses

Step 5: Advise participating providers of outcome of mini competition

Step 6: Place an order Figure 1: Call off process

Step 1: Create your Statement of Requirements Your Statement of Requirements should set out a full and accurate specification of what is required. It will form part of the documentation that is sent out to all potential providers at the beginning of the call off process. The statement has three main aims: • Communicate to potential providers what you require • Provide clear and transparent evaluation criteria for quotations to be measured against • Ensure that a fair and open competition is achieved

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A good specification should include a clear and concise description of what is required. When creating your specification you should include: A. Statement of requirements B. Pricing/cost model information C. Evaluation criteria and score weightings D. The process for evaluation E. Timescales for the process F. Award and any additional terms and conditions (additional T&Cs are optional) A. Statement of Requirements A statement of requirements should include the objectives of the requirement (e.g. what the intention is for that piece of work) and the deliverables required by the potential provider. Consider if the objectives are measurable, and how you and the provider will know that the requirements have been fully completed and on time. Include any supporting information such as your preferred timeline, constraints, and data or report formats. B. Pricing / cost model information Generally we don’t advise including details of the available budget when undertaking mini competition, particularly where a specification is very detailed. However, if you would like to indicate a budget, it is recommended you use a budget range rather than a single figure. C. Evaluation criteria and score weightings When inviting providers to respond to a mini competition you must set out the criteria and weightings. They need to mirror the criteria set out in the framework agreement, as detailed in the first 2 columns within table 1. Evaluation criteria

Criteria Weighting %

Quality

80%

Price

20%

Total

100%

Sub-criteria

Sub-criteria Weighting %

100%

Table 1: Evaluation Criteria and Weightings

Evaluation criteria should focus on assessing the quality of each provider’s response and pricing to identify the best value provider, in relation to the requirements as detailed in your statement of requirements. While your sub-criteria may vary depending on priorities on a specific project, the criteria weighting for quality and price must reflect the breakdown outlined in column 2 of the table. Your statement will help you to identify the sub-criteria/ breakdown for your criteria evaluation (see columns 3 & 4 in table 1).

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It is important to remember that providers have been evaluated for their ability to provide best value. Assessment of financial standing, business continuity and previous experience has taken place and you do not need to repeat this. Quality: Think about the quality criteria you want to assess on, apportion this the highest weighting, and so on. Ensure all deliverables within the specification are included. You may wish to seek your own internal legal and procurement advice when selecting the sub-criteria and percentage weightings; remember the overall weightings must conform to the first 2 columns in the table. Price: Pricing has already been evaluated at a framework level. Pricing evaluation at call off must align to the framework pricing structure, but be specific to your requirements. The framework providers must not exceed the maximum framework rates, however in undertaking a mini competition you may find quoted prices are lower than agreed rates. At this stage you should describe how the price assessment (also known as the commercial assessment) will be conducted. For example, you may wish to award the full price weighting to the lowest-priced provider and the subsequent bids could receive a decreased score based on the differential in their pricing. It is up to you to determine how the price assessment will be conducted, but it must be made clear to potential providers in the Mini Competition documentation. If you have any questions in relation to this, please contact your category team via [email protected]. Rates provided will exclude travel, subsistence, expenses and VAT. All framework providers agreed to adhere with the UK SBS Travel and Subsistence Policy. Further information on this policy is available from the category team via [email protected] or via the website. Travel time cannot be claimed. Evaluation Questions: You should set out the questions that providers will be required to respond to and be evaluated against. Call off questions should be forward looking, e.g. what will you do? They shouldn’t be looking for evidence of previous experience as this has been evaluated during the procurement exercise. The questions do not need to be included within your specification of requirements. D. Process You should outline the process you intend to follow (e.g. who will undertake the evaluation, when this will be carried out, how the ultimate decision to award a call-off agreement will be made). This will ensure that a clear and fair process is followed, and a robust audit trail is in place. The evaluation procedure must be defined prior to the issue of the Mini Competition; it should include a documented record of (as applicable): • • • •

Criteria against which you will assess responses Scores that you will apply to determine compliance against each criteria Weighting methodology Overall basis for determining the best value provider (based on the criteria, scores and weighting). Normally this is the response with the highest overall mark.

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E: Timescales The procurement timescales must allow sufficient time for clarification period (for complex projects) and for providers to develop quality responses. Table 2 demonstrates a typical approach to communicating the call off timescales to providers. Mini competition sent to providers

day 1

Clarification question and answer period

Insert date – day 10

(4 days must be allowed between providing answers and response deadline)

Response deadline

day 14

Evaluation

day 21

Providers notified of outcome (successful & unsuccessful)

day 22

Contract awarded

day 23 Table 2: Communicating process timescales

F. Award and additional terms and conditions (additional t&c’s are optional) All framework suppliers understand that additional clauses could be included in the terms and conditions at the point of call off. You can use additional clauses to clarify, define or redefine existing terms. Additional clauses are subject to the following: • • • •

May only be proposed by UK SBS, Government department or other public body client Agreement to additional clauses may be sought only during the call off process Additional clauses must not be used to substantially alter framework terms and conditions Additional clauses must be communicated to all providers at the start of the call off process, within the Statement of Requirements

Changes to the standard terms and conditions can result in variations in pricing and increased call off timescales. Providers will need to assess the implications of the changes and may undertake some risk analysis. You should therefore only use additional clauses that are specific to requirements, when they are essential. A blank version of a framework contract, including agreed terms and conditions, can be downloaded at www.uksbs.co.uk

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Step 2: Mini Competition You must invite all providers to participate in the Mini Competition to comply with current procurement regulations. Having completed step 1, you will have a Statement of Requirements which will form the basis of your documentation for Mini Competition. Invitations to participate can be sent by email to the providers and must include the Statement of Requirements. If you need any assistance in creating your documents, please contact the category team at [email protected]. Step 3: Clarifications (optional) You may want to include a clarification period, allowing providers to ask questions on the requirements once they have assessed the Statement of Requirements. This is particularly important if you have a complex research project. Clarification responses must be sent to all providers, not just the provider who asked the question. Questions and responses can be collated and communicated in one document at the end of the clarification timescale. You must allow providers to assess the impact of these responses on their submission. As a guide this must be at least 4 days, allow more time if the volume or complexity of clarifications is high. Steps 4 & 5: Mini Competition Evaluation After the closing date, you will need to evaluate each provider’s response, in accordance with the evaluation criteria, the process and your requirements, as outlined in the Statement of Requirements. Once evaluation is complete, all participating providers must be informed of the outcome. You should provide written feedback to all participating providers and include a full breakdown of their scoring. Reminder: Secured data: Any information that providers submit as part of the call off process must be kept in a secure, locked environment, with access strictly controlled and monitored. Responses should not be discussed outside of the evaluation team and pricing information should be treated as confidential. Audit trail: You must ensure that you maintain a fully documented audit trail of the evaluation and final award decision. Evaluator comments should be objective and link back to the scoring criteria. This information may be needed to provide feedback to providers, or respond to any challenges. If you require support with this process, please contact the category team at [email protected]. Steps 6: Contract Award You can now award a call off contract to the successful provider. You don’t need to apply the standstill period following mini‐competition, but you may still need to debrief participants, if requested. A debrief is should be completed within 15 days of the written request. To place an order, you need to send a call off contract to the awarded provider which they sign and send back to you. The standard framework contract sets out the call off terms and conditions and sets out the legal relationship between UK SBS /Government department or other public body client and the provider.

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The provider will need to send you a signed copy of the contract to confirm that the project has been accepted. You must retain this signed copy of the contract for your records. A call off contract template can be obtained from [email protected] or can be downloaded with the Contract Terms and Conditions from the UK SBS website.

Contact Details Contacting providers and UK SBS When you contact UK SBS or a provider in relation to a specific piece of work, please enter the following in the subject line of your email: Futures Framework: [Enter your project/piece of work’s name here] Contract management UK SBS manage the Futures Research framework agreement, should you have any concerns or queries regarding the framework or any provider on the framework, please let us know at [email protected].

UK SBS Contact Details Research category team Email: [email protected] Telephone: 01793 867000

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