FEB123475: Waste Data Collection Tool

Publication date:

26 February 2016

Deadline date:

08 April 2016 00:00

Notice type:

Contract Notice

Authority name:

Constructing Excellence in Wales

MAY133293: Waste Data Collection Tool

Publication date:

03 May 2016

Notice type:

Contract Award Notice

Authority name:

Constructing Excellence in Wales

ADDED FILE: Welsh versions of additional documents

Cyfarwyddiadau Tendro

ADDED FILE: Welsh versions of additional documents

Gwybodaeth am y cynllun

ADDED FILE: Welsh versions of additional documents

Manyleb

A question has been raised.

Question: We are looking at your tender for a Waste Data Collection Tool and would like to know if the users of this proposed system use Microsoft Office 365?

Answer: It is possible that some users may use Microsoft Office 365, however, some may not and therefore all users should be able to access the system by using the internet and an associated web address.

A question has been raised

Q: The tender documentation states that the tender is for provision of Consultancy Services to develop and deliver a web based waste data collection tool. The budget and deadlines are also provided. Please confirm whether the consultancy services are to include the software development and delivery or that the consultancy service fees are only for consultancy such as project management with software development and deployment costs being in addition to the fees detailed in the Specification document.

A: The consultancy services include the development and delivery of the web based tool. Ongoing hosting fees are however excluded.

A number of questions have been raised

QUESTION: Could CEW please specify the level of detail required in Phase 1 of the project e.g. solely a data entry system with the reporting/dashboard etc. to come in Phase 2? Or a fully developed draft version?
ANSWER: The phase one output would need to be in a workable form, ready for user testing. It does not need to be in a final format.

QUESTION: The deadline of 13th May for Phase 1 does not allow much time between the award of the contract on the 18th April to hold the inception meeting, spec and design the tool, develop, and then test. Is the date fixed or will there be some flexibility to be agreed in the inception meeting?
ANSWER: We are able to offer a degree of flexibility and would expect full product testing to form part of phase 2.

QUESTION: The brief specifies that the tool will need to hold historic data as well. How far back in time would this go and how much information is there? Is the contractor expected to add this information?
ANSWER: CEW holds historic data for projects that have formed part of its programmes from 2002, not more than 250 projects. It is not expected that the contractor would input all historic data, but that this data would form a useful part of the development and testing. Users would need to be able to input historic data.

QUESTION: Can CEW provide an example of the input data for the tool?
ANSWER: We have attached a simplified example for illustrative purposes on the additional documents section, this details one example of many possible construction projects and should not be taken as a definite guide

QUESTION:The brief mentions construction phases. Could CEW confirm what these are and whether estimate and actual tonnages/volumes would be required for each waste type, for each phase?
ANSWER:Construction phases describes the typical phases of a construction project and would typically include:
Site preparation
Demolition
Groundworks
Structural works
Internals (including first fix and second fix)
Finishes
Final fix M&E
External works and drainage
Handover/site clearance
The data collection tool should be capable of enabling the user to enter data if available by type and volume and by phase. If this level of data is not available the tool should have the flexibility to enable aggregated figures for waste type and volume to be inputted

A number of questions have been raised

QUESTION: The brief mentions industry benchmark figures. Could CEW confirm that these are the C&D sector targets in the Towards Zero Waste WG strategy?
ANSWER: One of the aims of the development of the data collection tool is to enable industry waste benchmarks to be developed, at present there are no specific industry waste benchmarks. The benchmarks would be in a M3/M2 and tonnes/M2 basis
A benchmark is a reflection of industry performance and is not a target. The data and established benchmarks should provide information on how the industry is performing against the targets.

QUESTION: Should a project overrun, do CEW want to retain the initial construction end date or allow the user to edit?
ANSWER: Timeframes should be capable of being edited by the project user, it would be useful if the original dates were retained as part of the project record

QUESTION: The brief states that the user can add volumes as well as tonnages. Will CEW supply the density calculations for the material types so that we can calculate tonnages? Will these be fixed or need updating regularly?
ANSWER: There are standard density conversion factors for construction and demolition waste, these will be provided. These are universally used and agreed and will not need update.

QUESTION: How does CEW envisage the registration workflow? For example, will a project user first register their account and then register a company or the other way round? Will CEW approve accounts before users can add data?
ANSWER: CEW envisages that project users would register themselves together with their company before registering a project, however CEW does not want to prescribe or restrict the development process. CEW would need to approve account registration but would need to approve waste data, before it is aggregated into any benchmark.

QUESTION: The brief states that public users will not be required to login – we understand this this to be that they will not have user accounts. How does CEW want to be notified that a member of the public is viewing the site without collecting their email address? Would website statistics (e.g. Google Analytics) satisfy CEW requirements?
ANSWER: For this purpose google analytics would suffice.

QUESTION: How will the API work? What information will be required to be sent to the existing CEW site? How do CEW want to display this on their own site?
ANSWER: CEW would like to include the same information as the public user in a live feed to the CEW website, if possible.

ADDED FILE: Example waste data table

Example waste data table

A question has been raised

QUESTION: Could you advise what display and functions you would require for each user level – CEW admin, project user and public user? For each of these levels could you also provide your reporting requirements, and whether you would require a dashboard at each level? If so, what should the user be able to view?
ANSWER: All of the users will require that the information is presented in a form of dashboard. The accessibility and information requirements vary between each. The information required is listed in Section three: Specification point 4 of the tender information provided.

ADDED FILE: Additional File: Standard Consultant Agreement Document

Additional File: Standard Consultant Agreement Document

A question has been raised

Q: In preparation of our proposal may I enquire whether you have any specific format requirements and/or form we need to fill out in addition to our proposal?

A: There are no specific format requirements or form required, however, as outlined in Point 1 of the document Section 1 Instructions to Tenderers: General Information, submissions must be no longer than five pages of A4 excluding CVs.

A question has been raised

QUESTION: Trying to judge the quantity of data, how many accounts (contractors) and how many projects are you currently considering? (either per year, or over a certain period)

ANSWER: We would ideally not set a maximum number of accounts or projects over a set time period as we would like to encourage as many account holders (contractors) to use the tool as possible.

A number of questions have been raised

Question: Would you see the number of companies inputted going into the Thousands, Ten-Thousands or Hundred Thousands?
Answer: To begin with the number of projects inputted into the tool would be around 100-400, however, hopefully this number would increase with time. I can’t imagine the number of total users would exceed 10,000 at any stage.

Question: It is written, that the public user does not need a login and that the consolidated total information should be visible on a public website. Could you clarify, if the public user would need to first leave his details, to view the figures.
Answer: The public user would not need a login to view the headline figures. The data/ recycling rates etc would be shown at the front end of the website and would therefore be publically available. Only the project user and CEW administration would need log ins.

Question: Process of establishing user accounts: Does only CEW create those, or would that be via a public internet site.
Answer: We envisage project users to be able to create their own accounts via a public internet site. CEW would review registrations before approving them.

Question: Can one company have multiple staff (users) and multiple projects?
Answer: Yes this is correct.

Question: Would a company/person be able to set up projects themselves or would they only be able to select from projects set up by CEW?
Answer: Project users would be able to set up projects themselves.

Question: Would entries have a specific Project Number, approval number, location ID or anything like that?
Answer: We envisage each project to have an individual project ID number.

Question: You are requesting a communication with another system via API. Would you be able to specify the system to estimate the required effort. Or could it operate via standard CSV format?
Answer: We would like the front page of the website to link to the front page of the CEW website www.cewales.org.uk Standard CSV format should be fine for this.

Programme Value

To confirm the total programme value is £17,000 + VAT