INVITATION TO TENDER for development services for a native ios app for Book of You for the Dementia Citizens platform

Transcription

1 INVITATION TO TENDER for development services for a native ios app for Book of You for the Dementia Citizens platform Deadline for proposals: 5pm (GMT), 19 January 2015

2 1. Background to Book of You Book of You is a social enterprise helping people with dementia through life reminiscence activities using multimedia technology. Launched in 2015, we are working with care providers, health boards, local authorities and charitable trusts. As well as working with our web app, we are developing a standalone ios App as a part of the Dementia Citizens project. More information can be found at 2. Background to the project a. Project description Book of You is partnering with Nesta, who are developing a new digital citizen science platform, Dementia Citizens. This aims to connect people with dementia and researchers, to help design better dementia care. Through Dementia Citizens, people with dementia and their carers will be able to take part in research experiments using apps on their smartphone or tablet. The information collected will be used by researchers and their findings shared on the Dementia Citizens platform. Dementia Citizens is currently in proof of concept phase. Nesta are developing the Dementia Citizens platform, and working with Book of You and another partner (Glasgow Caledonian University/ Playlist for Life ) who will each develop a native ios app. The technical partners of each of the three organisations involved in this project (Book of You, Nesta and Glasgow Caledonian University) will need to work together closely to ensure project success. b. Project objectives The overarching aim of this proof of concept phase of Dementia Citizens is to improve care and treatment for people with dementia, by encouraging large numbers of people with dementia and their carers to actively participate in research experiments via the two apps, producing useful data for researchers. At this stage of the project, we aim to prove the concept of Dementia Citizens, by demonstrating that: People with dementia can be recruited and consented digitally and can use the technology in their homes, doing this independently or together with a carer Retention of participants is sufficient Research output is valuable to research scientists The role of Book of You in this initiative is to build a native ios app that integrates with the Dementia Citizens platform. We re procuring a technical partner to help us do this.

3 The image below shows the separation of responsibilities between each partner in more detail: c. Project roles Book of You are managing the development of the app, with support and input from partners. The table below outlines key project roles and responsibilities: Role Responsibilities Book of You (Tom Barham) Book of You technical partner (TBC) Bangor University (Bob Woods, Laura O Philbin) Nesta (John Loder) Nesta technical partner (TBC) Work with technical partner to deliver the Book of You app Ensure successful delivery of Book of You project elements Deliver the Book of You app Work closely with other technical partners, Nesta and research and design partner Design and carry out the research experiment with Book of You Deliver the Dementia Citizens platform Ensure successful delivery of the project Overall sign off Deliver the Dementia Citizens platform Work closely with research and design partner and research projects

4 Glasgow Caledonian University (Gianna Cassidy) Glasgow Caledonian University technical partner (TBC) Dementia Citizens Research and design partner ( SP+EE ) Dementia Citizens Advisory Group & Ethics Committee Work with technical partner to deliver the Playlist for Life app Ensure successful delivery of Playlist for Life project elements Design and carry out the research experiment Deliver the Playlist for Life app Work closely with other technical partners, Nesta and research and design partner Carry out user research throughout the project and contribute this understanding to shape the design and build of the platform and research apps Provide expert input and feedback at each stage 3. What is being commissioned through this Invitation To Tender a. Purpose of this document This Invitation To Tender (ITT) has been prepared by Book of You to invite proposals from candidates for technical development services. We seek a partner to build the Book of You app for the Dementia Citizens platform, to meet our users needs and fulfil the design and technical specifications set out. This document outlines the approach and requirements so that potential partners understand the project. Suppliers who express interest in submitting a proposal will be sent more detailed technical and design specifications to support their development of proposals outlining their approach and costs. b. Scope of work The Dementia Citizens project is being delivered in three phases discovery, design and closed alpha. We have completed the discovery phase and are procuring a technical partner for the next two phases of the project. The table below shows the aims of each phase and a description of the role of Book of You s technical partner, and others involved in the project:

5 c. Objectives and deliverables from the technical partner The objectives for and deliverables that we require from the technical partner at the following two stages of the project are outlined below. i) Design and build phase The technical partner will develop and build the app, working closely with Book of You Nesta and Nesta s technical partner for the Dementia Citizens platform SP+EE, the research and design partner We ve outlined the expected deliverables for this phase below these will be verified once a technical partner is procured and prior to the design phase, with Book of You, Nesta, the research and design partner working together to set out roles, responsibilities and timelines.

6 Activity Objectives Technical partner deliverables Dementia Citizens ios Helper Kit The Dementia Citizens ios helper kit is fit for purpose The research apps (the current two and future apps) share a good amount of common functionality, so Nesta will encapsulate this in a static framework that can be adopted by each research app s technical partner to reduce duplication. Native ios app The Book of You app is built The framework will be built with communication between Nesta s technical partner and the technical partners for both research apps from the start, including Book of You, to ensure end compatibility and limit the scope of any rework needed when the research app start to build their integrations. The full requirements for the Book of You app are featured in the designs and technical specification that will be sent to suppliers who express interest. The app will integrate with the Dementia Citizens ios framework, and be published as a universal application. The scope for the app should include: Native Software development of the universal application (Swift or Objective C) Integration of the DC ios Framework Integration with the DC Service API Integration with the GCS API Automated testing, where appropriate User research The Book of You app incorporates findings from user research It will require the presence of the service API, and the ios framework to fully complete, both of which will be developed by Nesta as part of the Dementia Citizens platform. Respond to feedback from users and recommendations from the research and design partner.

7 Evaluation and planning Findings from the design phase are carried into the next phase, closed alpha Contribute findings from the design and build phase into the plan for the closed alpha phase to be developed together with all project partners. ii) Closed alpha launch After launch, the technical partner will work closely with other project partners to understand any problems with and feedback about the app, responding to any critical issues quickly. The expected deliverables are outlined below. Activity Objectives Technical partner deliverables Book of You app Maintenan ce and support Evaluation and planning Users can join research experiments The Book of You app can be used Ensure findings from closed alpha phase are carried into the next phase, public beta The Book of You app is made live and participants can sign up to join in the research experiments. Technical support for the duration of the project, to include all ongoing patching, and a Service Level Agreement. Contribute findings from the design and build and closed alpha phases into the plan for the open beta phase to be developed together with all project partners. d. Required technical skills The skills that we require from a technical partner are: Experience in creating native apps for ios in Swift or Objective C Experience publishing apps to itunes Connect, and knowledge of the review process Experience working with audio and AVFoundation Experience working with RESTful APIs e. Review and sign off process Deliverables will be signed off by Book of You, and we ll involve Nesta and other stakeholders in the sign off process as needed. Book of You will coordinate this and on occasion the technical partner may be asked to present to the wider project group.

8 f. Preferred project methodology AGILE, continuous delivery working in close partnership with Book of You and other project partners throughout. During the design and discovery phases sprints will need to be coordinated with the technical partner and research experiments. Sprints should be timeboxed and tasks prioritised with input from project partners. Book of You s chosen technical partner will need to collaborate frequently and successfully with others involved in the project, in particular the Nesta s technical partner building the Dementia Citizens platform Research and design agency (SP+EE) The other research project ( Glasgow Caledonian University) and their technical partners (TBC) g. Project timelines At the start of each phase of the project we ll work with the partners to develop a project plan and timeline. As a guide, the table below shows the project dates: Date Late January 2016 February March April July August December Activity Appoint technical partner and project kick off Design and build phase for the platform and the 2 research projects apps Closed alpha Evaluate closed alpha phase and decision on proceeding to open beta Research projects publish findings from research experiments The chart in Annex 1 shows proposed sequencing and timings for the technical development of each component by Nesta and each research partner in order to meet our closed alpha launch deadline of 1 April. 4. Indicative procurement timeline Set out below is the proposed procurement timetable, intended as a guide only. Date Activity 23 December 2015 Book of You issue ITT Suppliers who express interest will be sent further, more detailed documentation about the project, to support proposal development

9 19 January 2016, 5pm 22 January 2016 Late January Deadline for receipt of proposals Book of You evaluate proposals, clarify any questions and review submissions against criteria. Successful applicant is chosen and announced. Work begins 5. Milestones and Indicative Budget The proposed budget for the technical partner throughout the design and build, and closed alpha phases is 16,000, including all expenses and travel costs (excluding VAT). Please provide a detailed breakdown of the costs in your proposal. Payments will be released in stages alongside agreed milestones, providing these have been met. The final milestones shall be clearly documented in any contract entered into as a result of this ITT, and in accordance with the terms and conditions of this ITT. a. How to apply Expression of interest and further information If you are interested in submitting a proposal please notify tom@bookofyou.co.uk. You will be sent further detailed technical and design documentation to support putting together your proposal. Full proposal Your entire proposal including all supporting documentation should be e mailed as a single document to tom@bookofyou.co.uk, by no later than 5pm GMT on 19 January Proposals should be in English and comprise a description of your recommended approach to each phase of the project and estimated costs. The questions suppliers must respond to and the applicable selection and award criteria that will be applied to proposals is set out in Annex 2 of this ITT (Evaluation of Proposals and Timelines). Suppliers must respond to all questions set out in Annex 2 under both the selection and award criteria at the time of submission in response to this ITT. Annex 3 sets out the Terms and Conditions. If you have a specific question not answered either above or in the Annexes to this ITT, please tom@bookofyou.co.uk. Please submit your proposal to Book of You in accordance with all the instructions and terms and conditions set out within the enclosed documentation.

10 Annex 1: Proposed timeline for technical development

11 Annex 2 Evaluation of Proposals 1. Evaluation Process Book of You will run this competitive procurement process in a manner which is open and transparent and ensures equal treatment of participants in the process. Decisions will be made on the basis of the stated criteria. Bidders must respond to all questions set out in this Annex 2 under both the selection and award criteria at the time of submission in response to this ITT. 1.1 Selection Criteria STAGE 1 (Short listing) At the first stage of this process your proposal will be evaluated against the selection criteria listed below. Book of You will select the top 3 highest scoring suppliers to the next stage. Selection criteria 1. Experience of organisation in building similar platforms Please detail your organisation s relevant experience of completing similar projects and provide 2 specific examples. In each case you should state a) the work undertaken, b) the timescale for completion, c) the value of the work, and d) the names and contact details of referees who will be able to comment on your work. 2. Experience of proposed individuals Please include details of your proposed project team to include each role and a background summary biography for each key staff member assigned to the project. Please consider the required technical skills for the project, documented above, and outline how your team satisfies these. 3. Ability to deliver within the required timeline Please confirm you will have sufficient resource available for the duration of the three phases. Scoring /Weighti ng 25% 25% 25% 4. Supplier s financial standing 25%

12 Please include a company profile including organisational chart, location, any significant commercial or other partnerships. 5. Conflicts of interest Where conflicts of interest are identified Book of You reserves the right to exclude the supplier from further participation in this tender process. Please confirm if you are aware of any potential or actual conflicts of interest which may prevent you from working with Book of You. If you consider a conflict may exist; please provide details in your response. Not scored 1.2 Award Criteria Stage 2 (Contract Award Criteria) This is the second stage of the evaluation process. If you do not pass the selection criteria your tender will not be assessed against the award criteria below or shortlisted for interview. The tender that gets the most marks against the criteria below is the preferred supplier. Award criteria 1. Value for money Please provide a full breakdown of your proposed fees and pricing structure for each element of the work in detail. 2. Suitability of methodology Please describe your methodology for meeting our requirements, specifically including your approach to each of the named deliverables and including examples. 3. Suitability of project approach and delivery plan Please provide details of your approach to scheduling and managing the work within the target timeframes and evidence of ability to work collaboratively with multiple stakeholders in these environments, and provide a project plan outlining key milestones with dates. Scoring /Weightin g 35% 35% 30% 1.3 The following scoring methodology will be applied to responses: Score Commentary

13 Response provides Book of You with a poor weak level of confidence in the supplier s ability to meet its requirements Response provides Book of You with a moderate good level of confidence in the supplier s ability to meet its requirements Response provides Book of You with a very good level of confidence in the supplier s ability to meet its requirements Response provides Book of You with a high level of confidence in the supplier's ability to meet its requirements

14 Annex 3 Terms and Conditions This appendix provides the terms and conditions which will govern your submission of a proposal to Book of You. You are required to read this appendix carefully together with the Invitation to Tender (ITT) brief (including all its annexes) before submitting a proposal. By submitting a proposal, you accept these terms and conditions and you agree to abide by them. If you do not agree to these terms and conditions please do not submit a proposal. 1. Submitting a proposal 1.1 By submitting a proposal you confirm that: you have no actual or potential conflict of interest with Book of You (including Book of You s Trustees, officers or employees). If at any time during the ITT process you discover an actual or potential conflict of interest, please inform Book of You promptly; you have legal capacity to submit a proposal in response to this ITT and are acting lawfully, ethically and in good faith in your dealings with Book of You; you have sufficient time, skill, experience and resources to carry out the services to the highest professional standards expected of a competent supplier of services identical or similar and are able to obtain all necessary rights, licences, consents, waivers, approvals, permissions, permits, certificates and insurances necessary to provide the services to Book of You; your tender will remain open for acceptance for a period of 90 days. A tender valid for a shorter period may be rejected; all information contained in your proposal is true, accurate and not misleading; and Nesta may share your proposal with any third party as Book of You in its absolute discretion deems necessary for the purpose of evaluation. 2 Compliance 2.1 Book of You reserves the right to reject or disqualify your tender where: you fail to comply with the requirements of this ITT (including but not limited to these terms and conditions), your tender is incomplete, or you are guilty of a serious misrepresentation in supplying information in response to this ITT;

15 2.1.2 your tender is received after the deadline set out in this ITT. Book of You will not consider any requests for an extension of the time or date fixed for the submission of responses; there is a change in your identity, control, financial standing or any other factor impacting on the selection and/or evaluation of your tender; you are or become insolvent or have a petition issued against you; you do not have the economic and financial standing and/ or the technical and professional ability to carry out the services; you are suspected either directly or indirectly of behaving in a collusive, canvassing, or anti competitive manner or you offer or accept an inducement or reward in order to gain a commercial, contractual, regulatory or personal advantage; and/or you (or if you are a commercial entity, a director or person who has the power of control or power to make representations or decisions on your behalf) have committed any offence relating to conspiracy, corruption, bribery, fraud, money laundering or any other criminal offence related to your course of business or profession. 2.2 Book of You reserves the right in its absolute discretion to: refuse any tender submitted; extend the time or date for fixed submission. In such circumstances Book of You will endeavour to notify all tenderers of any change; amend any aspect of this ITT (including but not limited to the evaluation criteria and the timeline) or cease the process at any time; negotiate the award of additional services which are a repetition of the services advertised in this Invitation to Tender to the successful bidder; limit the number of proposals invited to participate in any follow up activity (for example, interviews) or to dispense with any follow up altogether; and/ or require that you clarify your tender in writing and/ or provide additional information and/or adequate references to Book of You s satisfaction. A failure to respond adequately may result in you not being selected. 3 Tenderer Responsibilities 3.1 You shall be responsible for all of your own costs, expenses and losses which may be incurred in relation to the preparation of your tender, attendance at interviews, site visits or similar.

16 3.2 You shall at all times treat the contents of Book of You documentation as confidential, as well as any information regarding Book of You imparted to you by any other means, and only disclose such information as may be necessary for the preparation of a compliant response. At Book of You s request you shall return or destroy all documents, other materials, working papers relating to this ITT and all copies thereof including all electronic copies. When completed you shall confirm such to Book of You in writing. 3.3 You shall not before the date and time specified in the ITT disclose to any person the amount of your proposal except where the disclosure in confidence is necessary to obtain insurance premiums or guarantees required as part of any proposal to Book of You. 4 Intellectual Property 4.1 All intellectual property rights in this ITT and all materials provided by Book of You or any third party acting on its behalf shall remain the property of Book of You. 4.2 Any intellectual property arising out of the provision of the services shall belong absolutely and exclusively to Book of You. 5 Warnings/Disclaimers 5.1 Nothing contained in this ITT or any other communication made in respect of it between Book of You or its representatives and any party will constitute an agreement, contract or representation between Book of You and any other party. For the avoidance of doubt, receipt by you of this ITT does not imply the existence of a contract or commitment by or with Book of You for any purpose. 5.2 This ITT does not purport to contain all the information which you may require. While Book of You has taken all reasonable steps to ensure, as at the date of this ITT, that the facts contained in it are true and accurate in all material respects, Book of You does not make any representation or warranty as to the accuracy or completeness or otherwise of this ITT. 5.3 Book of You accepts no liability to you whatsoever and however arising and whether resulting from the use of this ITT, or any omissions from or deficiencies in it. 6 Waiver Failure or neglect by Book of You to enforce at any time any of these terms and conditions shall not be construed, nor deemed to be, a waiver of our rights hereunder, nor in any way affect the validity of the whole or any part of these terms and conditions, nor prejudice our right to take subsequent action. 7 Jurisdiction

17 This ITT shall be governed by and interpreted in accordance with the laws of England and Wales and subject to the exclusive jurisdiction of the English courts.