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Annex ATitle of project: Marine Noise Registry Online User Interface
Changes
Date and time for return of tenders:
Wednesday 24 May 2017 @ 16:00 hours
Contract Reference No: C17-0250-1128
Address for tender submission:
1 electronic copy to be sent to [email protected]
PLEASE DO NOT SEND TENDERS DIRECTLY TO CHARLOTTE FIDLAY, SONIA MENDES, DORA IANTOSCA OR GORDON GREEN VIA THEIR PERSONAL EMAIL ADDRESSES, AS THIS WILL INVALIDATE YOUR TENDER
Tender responses must be less than 10 MB in size.
On receipt of your tender, you will receive an automated e-mail to confirm receipt by JNCC Support Co. If you do not receive this automated email, please contact, in the following order:
Sue Wenlock (00 44 1733 866880)
Chris Downes (00 44 1733 866877)
Contacts for technical information relating to this project specification:
Joint Nature Conservation CommitteeEmail: [email protected] and [email protected]: 01224 266555 and 01224 266558
OR
Joint Nature Conservation CommitteeEmail: [email protected] Tel: 01733 866853
Contact for any queries regarding the tendering procedure:
Dora Iantosca or Gordon GreenFinance TeamJoint Nature Conservation CommitteeEmail: [email protected] or [email protected]
Tel: 01733 866894 or 01733 866806
Proposed start-date: 5th June 2017
Proposed end-date: 2nd October 2017
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Marine Noise Registry – Online User Interface Changes
Contents1. Joint Nature Conservation Committee..........................................................................3
2. Project Aim....................................................................................................................3
3. Project Background.......................................................................................................3
3.1. Technology.............................................................................................................4
4. Project Objectives.........................................................................................................4
5. Project Objectives: Details of required changes to MNR online user interface.............4
5.1. MNR JNCC Administrator Interface Improvements...............................................4
5.2. MNR Feedback Changes.......................................................................................5
6. Timescale......................................................................................................................6
7. Potential follow-on work................................................................................................7
8. Health and safety..........................................................................................................7
9. Project management.....................................................................................................7
10. Instructions for tender submission.............................................................................7
11. Evaluation Criteria.....................................................................................................9
12. Payment...................................................................................................................10
13. Additional Contractor requirements.........................................................................10
14. Intellectual Property Rights (IPR)............................................................................10
15. References..............................................................................................................10
16. Appendix 1...............................................................................................................11
MNR Database Schema.................................................................................................11
17. Appendix 2...............................................................................................................13
Examples to illustrate the feedback changes required by the MNR online user interface........................................................................................................................................13
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1. Joint Nature Conservation CommitteeThe Joint Nature Conservation Committee (JNCC) is the statutory adviser to the UK Government and devolved administrations on UK and international nature conservation. Its work contributes to maintaining and enriching biological diversity, conserving geological features and sustaining natural systems.
Our role is to provide evidence, information and advice so that decisions are made that protect natural resources and systems. Our specific role is to work on nature conservation issues that affect the UK as a whole and internationally:
advising Government on the development and implementation of policies for, or affecting, nature conservation in the UK and internationally;
providing advice and disseminate knowledge on nature conservation issues affecting the UK and internationally;
establishing common standards throughout the UK for nature conservation, including monitoring, research, and the analysis of results; and
commissioning or supporting research which it deems relevant to these functions.
2. Project AimThis project aims to make improvements to the UK Marine Noise Registry (MNR) online user-interface based on suggestions and feedback provided by users and JNCC staff members during the public Beta Phase of its development. Continued iteration and improvement of this service through development of the online user interface as required by Government Digital Services (GDS) is intended to ensure that this service is able to move to the Live Phase of development. Improvements to the MNR online user-interface will allow for this service to meet the needs of users, improve ease of use, and amend issues/bugs detected during the beta phase.
3. Project BackgroundDefra and JNCC developed the UK Marine Noise Registry (MNR), a database to record human activities in UK seas that produce loud, low to mid frequency (10 Hz to 10 kHz) impulsive noise in line with requirements set out under Descriptor 11 ‘Introduction of energy, including underwater noise…’ of the Marine Strategy Framework Directive. Developing the MNR was a commitment made by the UK in the UK Marine Strategy. The initial purpose of monitoring man-made impulsive noise is to quantify its pressure on the environment, by making available an overview of relevant impulsive low and mid-frequency sound sources in UK seas achieved via mapping of the data held within the MNR.
The MNR has an online user-friendly data input platform for industry and regulators. Data input includes estimated locations and dates regarding each activity type, submitted during the planning stages of a project (‘proposed activity’ data). Location and date data are also
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collected after an activity has been completed (‘close out’ data). The MNR is a closed access system; therefore, the public cannot access the data stored without requesting it directly from JNCC. The underlying MNR database is PostgreSQL/PostGIS.
3.1. Technology
The Marine Noise Registry (mnr.jncc.gov.uk) application is written in Java using the Play framework (https://www.playframework.com/). Data is stored in a PostgreSQL/PostGIS database. Source code for the application is available on GitHub https://github.com/jncc/noiseregistry . A database schema diagram can be found on the public GitHub repository https://github.com/jncc/noiseregistry/wiki/Database (also see Appendix 1).
4. Project Objectives
To meet the overall aim of this project (Section 2), the following objectives are proposed:
1. Make improvements to the administrator interface of the MNR.
2. Fix any bugs identified during the beta phase of development.
3. Complete feedback changes provided by users of the MNR during the beta phase of development.
5. Project Objectives: Details of required changes to MNR online user interface
5.1. MNR JNCC Administrator Interface Improvements
Changes have been identified by JNCC staff members as necessary in order to improve the timeliness and effectiveness of undertaking administrative tasks required for the day to day running of the MNR for users. Currently these administrative tasks are completed on an ad hoc basis by technical staff members in JNCC Data Services team, however, it would be useful for a non-technical staff member, such as the MNR project officer, to be able to undertake these tasks. These changes include the following:
5.1.1. Ability to revert a ‘Proposed Activity’ or ‘Completed Activity’ to a ‘Draft Activity’ so they can be edited again.
5.1.2. Ability to delete cases. This should be a ‘soft’ delete that marks the case as ‘Deleted’, removes it from the user interface and all reporting, but which remains in the database.
5.1.3. In relation to 5.1.1. and 5.1.2. it would be useful for the administrator to be able to record why the entry was edited/deleted, creating an audit trail which is then automatically emailed to [email protected] and relevant organisation members.
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5.1.4. Ability for the MNR officer (even if not a member of an organisation) to edit/delete organisation information within the MNR (e.g. to alter email addresses or organisation names if these have been misspelled), and send an automatic email to organisation members informing them of this change.
5.1.5. In relation to 5.1.4. in a few instances the same organisation has been created on more than one occasion within the MNR; therefore, the ability for the MNR project officer to merge organisations, including their associated Activity Application Numbers (AAN) and organisation members, to create only one entry in the MNR would be useful.
5.1.6. Ability to approve new regulator groups and users within these groups.
5.1.7. We would like the MNR to automatically email a summarised list of all ‘Proposed Activities’ and ‘Draft Activities’ which require a close out form to be completed directly to [email protected] on a monthly basis, in order for the MNR project officer to follow up on delayed close-out submissions (this also links to requirement 5.2.7.).
5.2. MNR Feedback Changes
The changes below were requested by users of the MNR to improve data recording accuracy and ease for users. The changes include the following:
5.2.1. As a security measure, users are currently limited to entering 62 location data points when creating a new proposed activity, and this can be increased to 250 when submitting close-out data for the activities within the MNR as a security measure. It is possible that this feature could lead to inaccuracy in data recording, as some users may wish to input >250 location points in both the ‘Create new proposed activity’ and ‘Submit close-out data’ forms e.g. large offshore wind farms or geophysical surveys. It would therefore be useful to remove this feature altogether (if security can be achieved in another way), or change the upper limit to 500 location points, or if the two former options are not possible, ensure users are warned and given alternative instructions when they encounter this problem.
5.2.2. Users have requested the ability to supply supplementary information about activities in the ‘Create new proposed activity’ and ‘Submit close-out data’ form as free text, e.g. references or licence numbers, or extra information about the activity itself.
5.2.3. Users have requested the ability to supply a csv. file with multiple locations directly into the MNR during ‘Create new proposed activity’ form rather than typing out each latitude/longitude (decimal degrees) or oil and gas block independently (see Appendix 2: Figure 1).
5.2.4. In addition, users have requested an option for location data to be shared between linked activities, i.e. the option to use the same location information as the parent activity, reducing time spent inputting the same location points for the linked activity.
5.2.5. Users would like the option to select multiple dates at once within the ‘Submit close-out data’ form, rather than selecting dates one at a time as is currently the only option (see Appendix 2: Figure 2).
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5.2.6. Users have identified the need to be able to choose an AAN in the ‘Draft Activities’ page and immediately ‘Submit close-out data’ for this information without first selecting ‘Edit Draft Activity’ (see Appendix 2: Figure 3).
5.2.7. Users would find it useful for the MNR to calculate provisional close out dates for activities saved under ‘Draft Activities’ (similar to that already done in the ‘Proposed Activities’ section of the MNR; see Appendix 2: Figure 4 & Table 1).
5.2.8. Users have highlighted the need to be able to link activities when you click on an AAN saved in the ‘Draft Activities’ page, the same as can be done when you click on an AAN on the ‘Proposed Activities’ page (see Appendix 2: Figure 5).
5.2.9. Ensure the system can re-send account activation emails, and recognised correctly when an account hasn’t been activated and relay this information to users when they try to login. It is often the case that activation emails end up in spam folders and are therefore not seen by users leading to this problem.
5.2.10. When clicking on an Organisation under ‘Administer Organisations’ it would be useful for a short summary table including the AANs, and associated activity types, start/end dates, and status, i.e. proposed/completed of these activities, by that organisation, to be displayed (see Appendix 2: Figure 6).
5.2.11. On the MNR ‘Create new proposed activity’ form it would be useful for the ‘Organisations’ to be listed in alphabetical order, and any update to maintain alphabetical order when new organisations are created/added to this list (see Appendix 2: Figure 7).
5.2.12. The MNR notification emails should contain a standard JNCC logo.
6. TimescaleProvisional dates for delivery of the contract outputs are set out below. Exact dates are to be agreed at start-up meeting based on Contractor and JNCC staff availability.
Milestones Provisional dates
Start-up meeting (UK) Week beginning the 5th June 2017
Progress meeting Week beginning 19th June 2017
Demonstration of administrative changes and bug fixing
1st week of August 2017
Demonstration of feedback changes 1st week of September 2017
Review of alterations made to the MNR and subsequent alterations based on review
September 2017
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Finalisation of project objectives (Section 5) following feedback from last meeting and demonstration of final product
1st week of October 2017
7. Potential follow-on work Tenderers should be aware that there is the potential for the successful contractor to be requested by JNCC to undertake additional work on this contract into the financial year 2017/18. Please note however that the potential for additional work to be undertaken is subject to a continuing need, availability of funds, and satisfactory contractor performance. For the avoidance of doubt, no guarantee can be given, that you will be asked to undertake any potential additional work.
8. Health and safety
The Contractor is expected to follow appropriate Health & Safety procedures and undertake appropriate risk assessments, evidence of which should be supplied to JNCC. (NB under no circumstances should any work or service commence prior to the receipt of written approval of the risk assessment by JNCC H&S advisor)
Any incidents occurring within the contract should be immediately reported to JNCC.
9. Project managementThe Contractor shall nominate a project manager, who shall be responsible for ensuring the project is completed satisfactorily and who shall be the main contact point for JNCC.
JNCC’s main contact points will be:
Primary contact
Charlotte Findlay / Tetrienne Box and Sonia Mendes
Email: [email protected] / [email protected]
Email: [email protected]
Tel: +44 (0)1224 266555
Technical contact
Ulric Wilson
Email: [email protected]
Tel: +44 (0) 1733 866853
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10. Instructions for tender submissionThe tender submission should include the following:
If you are interested in tendering for this contract and would like to gain more information about how the MNR operates (through a demonstrational video and link to the MNR test webpage), please follow the link to the JNCC webpage which is provided in the contract advert.
A brief summary of the potential Contractor’s experience in relation to the requirements of this contract.
A proposed approach for achieving the objectives of the contract (and delivering the required changes identified within each objective). This should be sufficiently detailed, and include estimates of the cost and time required for each change. Where more than one option is available to address a required change, all options will require separate cost and time estimates. Separate cost and time estimates are needed to assess which changes will be chosen by JNCC to be completed during the contract. This information will be used to allow assessment against the evaluation criteria (Section 10). It is not guaranteed that all tasks will form part of the final contract;
A detailed project plan (including Gantt chart), including the proposed work programme and an estimate of time required to achieve each objective;
Details of Quality Control procedures to be followed;
Details of the Contractor’s own internal Quality Management System;
Details of the Project Team, including their roles and experience, an estimate of their time input into each task, and CVs of all personnel involved in the contract;
Availability of the Project Team for a start-up meeting in Peterborough or Aberdeen on 1st June 2017. In person is preferred however there is option of teleconference.
Overall quote for the contract, to include:
o Daily rates for all members of the Project Team;
o Rates for attending start-up, interim and final meetings in Peterborough or Aberdeen (costs for travel and accommodation are attached and should be used. These rates are analogous to the civil service rates);
o Costs and time allocation should be clearly allocated to specific tasks within this contract; and
o VAT if applicable. The contractor is to specify whether VAT at the prevailing rate would be applicable to this project and to provide their company’s VAT registration number.
The following documentation:
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o Copies of health and safety policy statements where available or a note regarding such items as lone working, emergency procedures and accident reporting;
o Copies of current public and employer liability insurance certificates; and
o Copies of any appropriate risk assessments.
o Copies of any environmental policies should you have them
In addition, note that the tender submission should provide sufficient information to allow assessment against the criteria outlined in Section 10.
11. Evaluation Criteria JNCC are not bound to accept the lowest priced or any tender. Having the technical expertise and experience to complete the work to a high standard, and being able to complete it within the timescale, are of the essence for this contract.
Tenders will be evaluated using the following criteria:
EVALUATION CRITERIA
Max
Sco
re
Sco
re
1. Quality of proposal, (50% of the total for the three assessment categories)
Clarity of proposal (particularly work plan and deliverables) 10
Understanding of, and relevance to, the requirements (in particular, the adequacy of outputs) 10
Soundness and logicality of methods 7
Realism and measurability of milestones 6
Identification and proposed solutions to potential problems/risks 6
Serious weaknesses which threaten success 6
Probability of success 5 Sub Totals 50
2. Details of Contractor (25 % of the three assessment categories)
Expertise, experience and balance of team 9
Risks if important team members drop out 7
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Adequacy of subcontractors (if any) 9
Sub Totals 25
3. Cost (25% of the total for the three assessment categories)
Transparency and correctness of presentation 6
Fairness/reasonableness for the level of work and expertise required 6
Appropriateness of ratio of senior to junior staff time 6
Clarity of each team member’s contribution and value added 7
Sub Totals 25 Total score 100
12. PaymentPayment will be made on completion of the objectives, following the submission of an invoice(s); and based on satisfactory undertaking of the contractual elements to the agreed standard of the JNCC Project Officer.
13. Additional Contractor requirementsAll tenderers are requested to carefully read the Terms and Conditions applying to this contract. Payment will only be made upon delivery of key milestones.
It is assumed that all costs associated with the production of figures, reproduction of photographs and the final report are accounted for within the rates and fees given.
The Contractor is expected to supply all necessary equipment, software, licences etc. to carry out the obligations required under the contract.
14. Intellectual Property Rights (IPR) IPR for all code developed for this contract will reside with JNCC. In accordance with the Government Digital Service Standard https://www.gov.uk/service-manual/service-standard (see section 8) all JNCC aims to open all software and code developed as part of this contract and publish under an appropriate licence.
15. References Defra, Marine Strategy Part Three: UK programme of measures
https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/486624/marine-strategy-part3-consult-sum-resp.pdf
JNCC, UK Marine Noise Registry, http://jncc.defra.gov.uk/page-7070
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JNCC, Marine Noise Registry Service, http://mnr.jncc.gov.uk
JNCC, UK Marine Noise Registry: Information Document, http://jncc.defra.gov.uk/pdf/MNR_InfoDoc_V1.0_20160907.pdf
JNCC, Help and guidance document – Marine Noise Registry, https://mnr.jncc.gov.uk/assets/help/Marine_Noise_Registry_Help.pdf
16. Appendix 1
MNR Database Schema (https:// github.com/jncc/noiseregistry/ wiki/Database)
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17. Appendix 2Examples to illustrate the feedback changes required by the MNR online user interface
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Figure 1. Screenshots to demonstrate requirement 5.2.3. Examples of singular location entry issue on ‘Create new proposed activity’ form.
Figure 2. Screenshots to demonstrate requirement 5.2.5. Example of singular date selection for recorded location within ‘Submit close-out data’ form.
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Figure 3. Screenshot to demonstrate requirement 5.2.6. Example ‘Draft Activity’ illustrating the inability to directly select ‘Submit and save close-out data’ within the ‘Actions’ panel.
Figure 4. Screenshot to demonstrate requirement 5.2.7. Example illustrating the lack of ‘Close-out Report Due Date’ in ‘Draft Activities’.
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Table 1. Details of how ‘Close-out Report Due Date’ calculated to fulfil requirement of 5.2.7. Taken from the ‘Help and guidance document – Marine Noise Registry’ (see References).
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Figure 5. Screenshots to demonstrate requirements of 5.2.8. In the ‘Draft Activities’ > ‘Activity’ > ‘Actions’ section there is no option to ‘Create linked activity’ as can be seen on the ‘Proposed Activities’ >’Activity’ > ‘Actions’ section.
Figure 6. Screenshot to demonstrate requirement of 5.2.10. Example of present output displayed when clicking on an ‘Organisation’ name under ‘Administer organisations’.
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Figure 7. Screenshot to demonstrate requirement of 5.2.11. Example of non-alphabetised ‘Organisations’ in the ‘Create new proposed activity’ form.
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