Sustainability Data Service

Descriptions

Ministry of Justice's (MOJ) requirement is for the provision of a managed sustainability data and reporting service. The supplier will be required to provide accurate, validated data in support of a range of both internal and external reporting requirements, including:

- Greening Government Commitments (GGCs): Quarterly and annual reporting to the Department for Environment, Food and Rural Affairs (Defra) on progress against the GGCs.

- Annual Report & Accounts (ARAs): Sustainability reporting for MOJ Group and its Arm's Length Bodies, in line with HM Treasury's Sustainability Reporting Guidance.

- Task Force on Climate-related Financial Disclosures (TCFD): Annual disclosure of climate-related financial risks, opportunities, metrics and targets.

- The State of the Estate (SoftE) report: Contributions to Cabinet Office's annual (SoftE) report, which fulfils the requirement in the Climate Change Act 2008 to assess the progress made in the year towards improving the efficiency and contribution to sustainability of buildings that are part of the government's estate.

- Internal reporting for the following stakeholders and purposes:

• Quarterly reporting against metrics and milestones from the MOJ's Departmental Delivery Plan.

• The Senior Sustainability Board meets quarterly and oversees departmental climate-related risks, opportunities, strategies and performance.

• Climate-related risks, performance milestones and metrics are reviewed quarterly at our Finance, Performance and Risk Committee which reports into the MOJ Executive Committee.

• The Departmental Board receives an annual climate change and sustainability transition risk report.

• MOJ's Audit and Risk Assurance Committee receives quarterly risk updates and a biannual risk overview.

• The HM Prison and Probation Service (HMPPS) Audit and Risk Assurance Committee receives quarterly reporting on climate change and sustainability transition risk.

• The HMPPS Agency Board receives an annual report covering climate-related risks and opportunities.

DATA COLLECTION AND MANAGEMENT

The successful supplier will receive historic datasets from the incumbent provider, which go back to 2017, and will complete a data audit, reviewing the existing data for quality, relevance, and compliance. The supplier will also be responsible for collecting relevant new data from multiple data suppliers, including checks for completeness, accuracy, and consistency. The supplier will also estimate missing or incorrect data following a pre-agreed methodology, and update these estimates with actual data when it becomes available. Data will be stored in a centralised database, which is readily accessible to MOJ.

The supplier will also provide dedicated resources responsible for managing the receipt and validation of incoming data, as well as liaising with data suppliers to ensure data completeness and integrity.

Data is to be collected from c.45 sources, including (but not limited to) FM suppliers, energy suppliers, water companies, consumable providers, utility bureau services (via the new MOJ-wide contract awarded to Mitie), travel procurement systems.

Data to be collected includes, but is not limited to:

- Fuel and electricity consumption, including combusted fuel, purchased electricity, heat, self-generated energy, kilometres travelled for business travel, and fugitive emissions (such as from refrigerants and coolants)

- Waste arising, by type and treatment process.

- ICT & digital, including energy consumed and embodied carbon emissions from on- and off-premise servers and data centres and private cloud data centres

- Total potable water consumption

- Paper consumption

- Carbon offsetting credits purchased and retired (tCO₂e), and type of credits, specifying reduction vs. removal, and method of removal.

- Scope 3 supply chain emissions

- Cost data

DATA ANALYSIS AND REPORTING

In supporting MOJ's data analysis and reporting requirements, the supplier will provide the following, either as part of a data system, or in an integrated platform:

- Visualisation tools: Dashboards, charts, and graphs to visualise data and identify trends, patterns, and inefficiencies.

- Benchmarking: Enabling benchmarking against industry standards (e.g. BREEAM), and against similar building types within the MOJ portfolio.

- Reporting: Generation of reports, including those to meet the internal and external reporting requirements outlined above. The supplier will also complete MOJ's quarterly return template for the GGC requirements, to be issued to MOJ for review and approval.

The supplier will also be required to provide information on request to support MOJ's response to requests made under the Freedom of Information Act (FOI) and the Environmental Information Regulations (EIR), as well as MOJ's response to Parliamentary Questions (PQs) and other forms of Parliamentary correspondence. The supplier may also be asked to develop custom dashboards (e.g. for prison waste) tailored to different users, including integration with existing MOJ systems. This work will be on an ad hoc basis, and separate rates for this will be requested in the pricing schedule.