TERMS OF REFERENCE. Appointment of a service provider to provide of a Mobile Mapping Spatial Solution to Support the 2016 Community Survey Project

Transcription

1 TERMS OF REFERENCE Appointment of a service provider to provide of a Mobile Mapping Spatial Solution to Support the 2016 Community Survey Project 1. Background information Contract objectives and expected result Overall objectives Specifications ASSUMPTIONS SCOPE OF THE WORK REQUIREMENTS REPORTS SPECIAL CONDITIONS EVALUATION CRITERIA Submission of Bids COMPULSORY INFORMATION SESSION Enquiries... 9

2 Appointment of a service provider to provide of a Mobile Mapping Spatial Solution to Support the 2016 Community Survey Project 1. Background information CS 2016 is an inter Census household survey aimed at providing updated population estimates and socioeconomic data at a municipal level between the 10 year census period. The CS 2016 project shall be conducted digitally using smart devices between February and March of It is estimated that over one million dwellings will be visited countrywide. In order for Stats SA to meet the goals of the CS2016 digital initiatives, the procurement of a reliable mobile mapping solution is vital. The coordinates of predetermined sampled dwelling units must allow fieldworkers using Android operating devices to navigate to/find their way to the sampled dwelling units. Once fieldworkers have navigated to the required sampled dwelling unit, they will make use of the inhouse Survey Solution software on the device to administer the questionnaire as a Computer Aided Personal Interview (CAPI). The solution should ideally be able to integrate seamlessly with this CAPI application, however if this is not possible, a stand alone application would still be considered. 1. Contracting Authority Statistics South Africa (Stats SA) requires the service of a service provider to provide of a Mobile Mapping Spatial Solution to Support the 2016 Community Survey Project 2. Contract objectives and expected result 2.1 Overall objectives The overall objective of the project is as follows: To appoint a Service Provider(s) which will provide Stats SA with a mobile mapping spatial solution that will be used for the CS project as per the specifications below. The solution must allow fieldworkers to navigate to preloaded sampled points. Page 1

3 2.2 Specifications The Service Provider will be required to provide the following within given timeframes as per Service Level Agreement (SLA): The solution must work on an Android platform. The solution must have the option to capture points and certain attribute information whilst in the field; this data must be open standards compliant for interoperability purposes. The solution must support drop down boxes, tick boxes, yes and no, text fields, number fields, multiple selection, etc. Must allow for the preloading of Stats SA s spatial datasets vector datasets such as EA/workload boundaries and sampled dwelling unit points with supporting attributes. The service provider must have capacity to prepare Stats SA spatial datasets into the required format for loading. Attribute information must be accessible/visible via an information button or similar. Solution must contain data that can be used for orientation and navigational purposes. This includes: - Roads - Cadastral - Block data - Landmarks/points of interests - Schools - Health facilities (clinics/hospitals) - Water bodies (lakes/dams/rivers) - Railway tracks - Raster data (aerial photography/satellite imagery). Service provider to have ownership of or licenses to use the datasets. The solution must allow for data to be cached for certain areas and must be able to work offline. The solution must cater for data layers to be switched ON and OFF. The solution must allow for certain datasets to be scale Page 2

4 dependant. The solution must cater for management and selection of work load allocation. Solution must cater for zooming in, zooming out, panning, zooming to full extent of project and zooming to previous extent. Although voice navigation will be preferred, the solution must also cater for a visual navigation interface that indicates direction and distance to selected navigated point. For example, there should be an arrow that indicates the direction of travel to the point and a distance to point. Direction and distance to the navigated point must be constantly updated as the fieldworker is walking (for example, some indication that the fieldworker is 500m away, then as they walk, the distance increases or decreases accordingly with the direction arrow changing as their course changes). The solution needs to be lockable in terms of functionality such that the fieldworkers will not be allowed to go into settings and change projections, distance measures etc. Stats SA in conjunction with the service provider will determine what is permissible and what should be locked down. Development and provision of training, software development skills transfer and troubleshooting guides for technical staff (Stats SA Geography and BM) Service provider must be provide a software maintenance and support plan for turn-around time of not more than 24 hours The following are additional functionality: NON COMPULSORY: An indication of GPS accuracy and number of satellites tracked. Reporting functionality on progress and spatial quality. 3. ASSUMPTIONS The assumption is that there are service providers with sufficient capacity to successfully complete a project such the provision of a mobile mapping spatial solution within the specified time frames. The Service Provider should provide a risk management strategy to ensure that services will not be affected by incidents outside the organisation and where such incidents occur, reasonable measures will be taken to ensure that there is delivery. 4. SCOPE OF THE WORK 4.1 Project description Appointment of a Service Provider which will provide Stats SA with a mobile mapping spatial solution that will be allow fieldworkers to navigate to preloaded sampled points. Potential Service Providers must: Page 3

5 Clearly indicate if they can fully comply with the requirements of the work and the conditions to be applied. Set out in detail the proposed solution and methodology of how it will be implemented Geographical area to be covered The prospective bidder needs to take note that Stats SA conducts fieldwork in all nine provinces. The solution needs to be able to work in all settlement types within South Africa. 4.2 Responsible body Statistics South Africa s Geography unit will be the facilitator of the above-listed requirements and more specifically the Executive Manager: Geography will be responsible for managing the contract Management structure The Executive Manager: Geography is the Project Manager. The Service Provider will report directly to him (or his delegate). He (or his delegate) takes full responsibility for the following management aspects of the project: Ensuring that a contract is signed with the selected Service Provider. Assisted by relevant sections within Stats SA, the manager will be the facilitator of the SLA. Monitoring the progress and quality of the work performed under the contract. Approving the final products submitted by the Service Provider under the contract. In order to ensure the involvement of Statistics South Africa in the project, weekly reports will be sent to Statistics South Africa by the Service Provider, on which Stats SA would comment, if so required. The Service Provider will meet with representatives of Stats SA at predetermined intervals to discuss the progress of the work. Statistics South Africa will not provide any facilities for the implementation for the project. The service provider will be responsible for all logistical and financial arrangements necessary to complete the project Assistance to be provided by Stats SA and/or other parties Stats SA will provide a project manager I contact person who will be a link to the service provider(s). 4.3 Specific activities and timelines The preferred service providers will have to provide the specifics mentioned in 2.2 within the following time frame. Page 4

6 Time allocated Week 1 Week 2 3 Week 4 Tasks Discussions with stakeholders/stats SA. Review and testing of existing software solution. Drafting reviews, issues, development needs. Finalised needs and specifications report Development, tweaking and testing of software Final testing of software and refinement. Closeout report and training and troubleshooting guides. 4.4 Location All the correspondence by the preferred service provider to Stats SA will be directed to 170 Thabo Sehume Street, De Bruyn Park Building, Pretoria. The project will commence subsequent to the conclusion of an agreement between the parties on the prevailing conditions and requirements and will be reviewed annually. 5. REQUIREMENTS 5.1 Personnel Key experts The Service Provider will ensure the provision of names and contact details of relevant persons to be involved in the project. It is imperative that the service provider clearly stipulates which areas of the country are covered and or the exact location of such facilities. Failure to provide such details might render the proposal null and void. 5.2 Office accommodation Statistics South Africa will not provide any office accommodation for the Service Provider. 5.3 Facilities to be provided by the Service Provider If the Service Provider is a consortium, the arrangements should allow for the maximum flexibility in the facilitation of required services. Arrangements offering each consortium partner a fixed percentage of the work to be undertaken under the contract should be avoided. A signed agreement detailing what each party will be responsible for must be included in the proposal. Stats SA will only be liable to the lead/main contracting party of the consortium. Stats SA reserve the right to cancel the contract if any conflicting circumstances prevail that effect the service delivery of this contract. 5.4 Equipment No equipment is to be purchased on behalf of Stats SA as part of the contract. 6. REPORTS 6.1 Reporting requirements Monthly detailed invoice inclusive of bills signed by responsible official. All invoices must be inclusive of VAT. Page 5

7 6.2 Submission & approval of progress reports The progress reports must be written in English. The Project Manager is responsible for approving the progress reports. 7. SPECIAL CONDITIONS All prices quoted must be VAT inclusive. Stats SA will not provide upfront payments; however payment will be made upon receipt of invoices, subject to Stats SA's verification and approval of received documents. Any dispute arising from any matter in connection with this contract shall be dealt with as stipulated in the Service Level Agreement (SLA). The successful bidder/s shall comply with the attached General Conditions of Contract and special conditions agreed between Stats SA and the Service Provider. The award of the contract shall be subject to the signing of a further detailed contract referred to the above. In the event that the parties do not agree on the contents of further contract, the award shall be null and void. All bidders should submit together with their proposals, the board resolution confirming that the person signing the bid document is duly authorised to do so and to conclude any legal documents on behalf of the company. Upon award of the bid, the successful bidder shall enter into an agreement with Stats SA. The said agreement shall be in a format prescribed by Stats SA Statistics South Africa shall conduct security screening of bidders in compliance with section 2A of the National Strategic Intelligence Act, Act 67 of This security screening shall be done through an independent body/organisation. The successful bidder shall provide the service required based on the set timelines and as per schedule to be provided by Stats SA A comprehensive company profile of the bidder shall be attached as an addendum to the response. The profile shall contain at least the following information: - Company size and structure - A list of current and previous clients (listing contact name, address, contact number, fax number and address). Statistics South Africa reserves the right to contact or visit any of the persons on the list in order to obtain more information regarding the quality of services provided by the bidder, together with a description of the services rendered to the client. - Stats SA reserves the right to appoint more that one service provider Note: Bidders that fail to comply with the abovementioned special requirements may be disqualified. 8. Evaluation Criteria The bid will be evaluated in two stages The first stage of evaluation is based on functionality, which will be evaluated using the following criteria and points: Page 6

8 Functionality Points Proposed solution, methodology and ability to deliver within timelines 20 Proven experience in the field of the service to be provided/similar work 10 No spatial mobile solution implemented = 0 1 spatial mobile solution implemented = 2 2 spatial mobile solutions implemented = spatial mobile solutions implemented = 5 6 or more spatial mobile solutions implemented = 10 Experience of the bidder in GIS and software development 10 Less than 1 years experience in GIS and software development = years experience in GIS and software development = years experience in GIS and software development = years experience in GIS and software development = 8 More than 10 years experience in GIS and software development = 10 Support and maintenance and skills transfer: 10 No support and skills transfer plans = 0 Support plan only = 5 Skills plan only = 5 Support and skills transfer plans = 10 Data sets available for navigation: datasets available = datasets available = 3 6 or more dataset available = 5 Visual/voice navigation interface indicating direction and distance to sample point 20 Software functionality lock down 5 No lock down functionality = 0 Can lock down functionality = 5 Page 7

9 Data input functionality 10 No data input = 0 Basic text or numeric data input = 2 Drop down boxes, list boxes, yes/no, Multiple selection = 5 Questionnaire logic (skipping rules, etc) = 7 Auto calculate fields such as age, total of certain fields, input intelligence (cellphone numbers must be 10 digits only, ID number, months must only allow 12, etc) = 10 Data preparation and preloading of spatial datasets 5 No capacity to prepare and load datasets = 0 Capacity to prepare only = 3 Capacity to load only = 3 Has capacity to prepare and load = 5 Management and selection of workload allocation 5 NB: Service providers that score less than 65 points out of 100 points for functionality will be considered as submitting a non-responsive bid and will not be considered for further evaluation The second stage of evaluation is based on price and B-BBEE, and B-BBEE points are as follows: B-BBEE Status Level of Contributor Number of points (80/20 system) Non-compliant contributor 0 Page 8

10 9. Submission of Bids Bidders are required to submit one (1) original and five copies of the bid document. Statistics South Africa may request clarification or further information regarding any aspect of the bidder. The bidder must provide the requested information within forty-eight (48) hours after the request has been made; otherwise the bidder may be disqualified. 10. Compulsory Information Session Date: Time: 11h00 Venue: 170 Thabo Sehume Street, De Bruyn Park Building, 1 ST Floor, Auditorium, Pretoria. 11. Enquiries (For More Information Please Contact): Bid Office Mr Telephone Numbers: (012) /80110/8940/2114 (012) Fax Number: (012) address bidoffice@statssa.gov.za Page 9