Space Data Collection - Space Data Collection at Trinity College Dublin
We seek a suitably qualified firm to carry out a data harvesting and collection exercise in a number of buildings across the Campus. The purpose of this exercise is to test existing timetable information for teaching spaces, across a range of buildings and to assess the total room occupancy of each room, on an hourly basis over a two week period. Timetable information will be provided in advance and we require the appointed party to manipulate this information in a manner that allows them to provide information as requested in the attached data collection requirements.
In total we anticipate 200 classrooms seminars and lecture theatres across approximately 30 buildings on our main city centre site will need to be checked on an hourly basis for 2 weeks. Each room would need to be checked every hour between the hours of 9am-6pm, Monday – Friday for a 2 week period. To ensure data collection is as accurate as possible and that students have taken their seats, data collectors would collect data from 10 minutes past each hour and stop 10 minutes before the start of the next hour. It is pertinent that the class sizes are recorded accurately.
The required outputs of this exercise are noted in Appendix A.
Output A requires the following information to be recorded and presented back to the Client:
- Was a room booked on the hour in question, and if so by who.
- Was a room in use on the hour in question,
- What was the total number of people in the room on the hour in question
Output B requires the total number of occupants in each room (when a room has been booked and in use) on an hourly basis over the two week period. A sample return has been provided in appendix B for reference.
Appendix C contains a sample of room information that will be provided to the client upon appointment.
Appendix D shows an indicative spread of rooms across a range of buildings on campus. It is anticipated that similar zones may be used as part of the data collection exercise to allow staff have sufficient time to visit all rooms in one zone each hour.
Your Data Collection team should have proven expertise in the following and should also be managed by a site supervisor;
- Data capture exercises
- Field work exercises
- Manual observation / monitoring system
- Traffic counts / parking surveys/ transport surveys / or equivalent
- Working in a sensitive campus environment
- Working to a high level of numerical accuracy
- Working with large datasets
- Working to local protocols in Health & Safety
It is a requirement that your team includes a Project Coordinator who will be responsible for managing the data collection team and to take them through the protocols set out by the end user. This role requires both organisation skills and experience and practical knowledge of data collection. This role should also be responsible to make sure the data collected is as accurate as possible, and to undertake continual checks on the collected data. This person will also be responsible for producing documentation and information to be issued to the data collection team, and their mobilisation and deployment, on a daily basis.
It is a requirement that your team includes a Data Analyst to analyse the information provided by the client and collate it into a useable dataset. This person will have responsibility for all data processing and analysis. It is a requirement that this person has a proved experience in data analytics and using modern spreadsheet and database software techniques.
Your return should include a list of CV’s for the positions of Data Analyst, Project Co-ordinator and Site Supervisor.
You may wish to include for additional support staff noting the merits for their inclusion, their experience and how their time will be spent on the above project.
You may wish to arrange a site visit to some of the Buildings as listed in Appendix D. Please contact Éanna Kealey (Client Manager – 087 9137620) to arrange this. Please give at least 5 days notice to facilitate this walk about.
Please note that this is a live University campus, and buildings will be occupied and operational during the data capture exercise.
Can you please provide a submission to;
a) Review the project parameters and gather an executive summary brief
b) Meetings as required with Client Manager
c) Composition of report and presentations, with edits as required
Your submission will be graded 80% quality and 20% cost (Dept. of Finance assessment model). The 80% will be awarded based on your relevant experience, strategic approach and calibre of your team in addressing the above. This commission is deemed to be under the etenders supply/services threshold and therefore, only a small number of quotations is being sought from firms.