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Invitation to Tender – Dementia Citizens Digital Platform

INVITATION TO TENDER for development

services for the Dementia Citizens digital platform Nesta Health Lab Dementia Citizens

Deadline for proposals: 5pm (GMT), 14 January 2015


1. Background to Nesta Nesta is the UK’s innovation foundation. We help people and organisations bring great ideas to life. We do this by providing investments and grants and mobilising research, networks and skills. We are an independent charity and our work is enabled by an endowment from the National Lottery. More information can be found at www.nesta.org.uk.

2. Background to the project

a. Project description Dementia Citizens is a new digital citizen science platform from Nesta. It aims to help people with dementia, and their families and carers, take part in research experiments. They’ll do this by using apps on their smartphone or tablet that will give them access to research projects. The information collected will be used by researchers to design better care. More information about Dementia Citizens is at http://dementiacitizens.org/. The diagram below shows how the Dementia Citizens (DC) digital platform will enable collaboration between people with dementia, carers and researchers.


b. Project objectives: Proof of concept The overarching aim 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, 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

Nesta will do this by working with two research partners - Book of You (Bangor University) and Glasgow Caledonian University (Playlist for Life) - who will each develop a native iOS app for their research experiment and launch a closed alpha. Nesta’s role in the initiative includes building the Dementia Citizens platform, and we are procuring a technical partner to help us build the following elements of this:

● iOS framework for building apps ● Web portal ● Service API and database

The platform will help these research partners to build their apps and access the research data. The image below shows the separation of responsibilities in more detail:


c. Project roles Nesta are managing the Dementia Citizens initiative, with support and input from partners. The table below outlines key project roles and responsibilities:

Role Responsibilities

Nesta (John Loder) Deliver the Dementia Citizens platform Ensure successful delivery of the project Overall sign off

Nesta technical partner (TBC) Deliver the Dementia Citizens platform Work closely with Nesta, research and design partner and research projects

2 research projects: ● Book of You/Bangor

University ● Glasgow Caledonian

University/Playlist for Life

Deliver research apps that integrate with the DC platform Carry out research experiments

Research and design partner (SP+EE)

Carry out user research throughout the project and contribute this understanding to shape the design and build of the platform and research apps

Advisory Group & Ethics Committee

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 Nesta to invite proposals from candidates for technical development services. We seek a partner to build 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 Nesta’s technical partner, and others involved in the project:


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 platform, working closely with ● Nesta ● SP+EE, the research and design partner ● Both research projects and their technical partners

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 Nesta, the research and design partner, the technical partner and the research projects working together to set out roles, responsibilities and timelines.

Activity Objectives Technical partner deliverables

Technical build: iOS framework

The research projects can build their app

The research apps share a good amount of common functionality, so we want to


using the DC helper kit

encapsulate this in a static framework that can be adopted by each research app technical partner (current and future) to reduce duplication. This helper kit will be produced and published as open source software to form a contribution on behalf of Nesta for future research projects. The framework will be built with communication between both technical partners for the research apps from the start, to ensure end compatibility and limit the scope of any rework needed when the research app partners start to build their integrations. The scope for the iOS framework includes:

- Software development of the framework itself

- Automated tests for all testable components

- Full documentation of all public classes, methods and properties

- Documentation of how to embed the framework within an application

- Small example projects, showing how to use the components of the framework.

Technical build: Web portal

Researchers can access data from research experiments

The DC web portal will enable researchers to download data related to the research projects. It’s expected that all data will be analysed by each research team individually, and so the portal itself will simply serve as an authentication and archival tool. The scope for the web portal includes:

- Software development of the portal web application

- Front-end design development of the portal HTML templates and overall appearance

- Integration with the service API for data I/O.

Technical build: Service

Data is stored securely

DC will require a service API in order to allow authorised research apps to write data


API and database

points, and for the DC portal to read data, and a database for storage. The scope of this work includes:

- Final decision on database provider - Definition of a data storage schema,

which can then be documented for the iOS framework and research app providers

- Creation of the database - Software development of the service

API web application - Security concerns and SSL

certification - Automated testing of business logic

and API responses - Documentation around API response

structures, and final decision on schema in collaboration with the iOS provider teams.

Hosting for the service API and database, and the web portal

DC data is secure

Provide hosting and back up that ensures that the critical DC research data is safe. We require

- Reliable hosting - Frequent and multiple failsafe back

up mechanism - Fast recovery

User research

The DC platform incorporates findings from user research

Respond to feedback from users and recommendations from the research and design partner.

Research project apps

The research partners can each build an app for their experiment

As needed, provide support to the research projects’ technical partners who will develop each research experiment app to integrate with the DC platform.

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 project partners to understand any problems with and feedback about the platform, responding to any critical issues quickly. The expected deliverables are outlined below.

Activity Objectives Technical partner deliverables

Technical build

Users can join research experiments

The Dementia Citizens platform is made live and participants can sign up to join in research experiments.

Mainten-ance and support

The Dementia Citizens platform and research apps can be used

Technical support for the duration of the project, to include all ongoing patching, and a Service Level Agreement.

Evaluation and planning

Ensure findings from closed alpha phase are carried into the next phase, public beta

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 detailed below for each component of the Dementia Citizens platform.

DC iOS framework

- Experience in creating native software for iOS in Swift or Objective-C - Experience creating frameworks and/or reusable software components - Experience working with RESTful APIs - Experience testing and documenting software - Experience with one or both of the common iOS package managers: Carthage or

Cocoapods - Experience creating and working with OSS - especially Git as a version control

mechanic, Peer review, and Github as a platform.

DC web portal

- Experience in web software development, in the chosen programming language (Ruby, Python, Java, or JavaScript recommended)

- Experience with front-end web development - Visual design experience, for the web - Experience working with RESTful APIs


DC service API and database

- Experience in web software development, in the chosen programming language (Ruby, Python, Java, or JavaScript)

- Experience creating JSON RESTful APIs, for consumption on both mobile and web applications

- Experience in creating documentation for system APIs and database schemas - Experience with database administration - Experience with automated testing

e. Review and sign-off process Deliverables will be signed off by Nesta, and we’ll involve the Advisory Group and other stakeholders in the sign-off process as needed. Nesta will coordinate this and on occasion the technical partner may be asked to present findings to the Advisory Group.

f. Preferred project methodology AGILE, continuous delivery working in close partnership with Nesta 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 Nesta. Nesta’s chosen technical partner will need to collaborate frequently and successfully with others involved in the project, in particular the

● Research and design agency (SP+EE) ● Two research projects (Book of You and Glasgow Caledonian University) and

each of 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 Activity

Late January 2016

Appoint technical partner and project kick-off

February - March

Design and build phase for the platform and the 2 research projects apps

April - July Closed alpha

August Evaluate closed alpha phase and decision on proceeding to open beta

December 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. As almost everything depends on the service API being built to be finished, this will be a priority for Nesta’s technical partner.

4. Indicative procurement timeline Set out below is the proposed procurement timetable, intended as a guide only.

Date Activity

18 December 2015

Nesta issue ITT Suppliers who express interest will be sent further more detailed documentation about the project to support proposal development

14 January 2016, 5pm

Deadline for receipt of proposals

18 January 2016 Nesta evaluate proposals, clarify any questions and review submissions against criteria. Successful applicant is chosen and announced.

Late January Work begins

5. Milestones and Indicative Budget The proposed budget for the technical partner throughout the design and build, and closed alpha phases is £19,000, 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 [email protected]. 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 [email protected], by no later than 5pm GMT on 14 January 2016. 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 email [email protected]. Please submit your proposal to Nesta in accordance with all the instructions and terms and conditions set out within the enclosed documentation.


Annex 1

Proposed timeline for technical development


Annex 2

Evaluation of Proposals 1. Evaluation Process

Nesta 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. Nesta will select the top 3 highest scoring suppliers to the next stage.

Selection criteria Scoring /Weighting

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.

25%

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.

25%

3. Ability to deliver within the required timeline Please confirm you will have sufficient resource available for the duration of the three phases.

25%

4. Supplier’s financial standing Please include a company profile - including organisational chart, location, any significant commercial or other partnerships.

25%

5. Conflicts of interest Not


Where conflicts of interest are identified Nesta 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 Nesta. If you consider a conflict may exist; please provide details in your response.

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 Scoring /Weighting

1. Value for money Please provide a full breakdown of your proposed fees and pricing structure for each element of the work in detail.

35%

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.

35%

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.

30%

1.3 The following scoring methodology will be applied to responses:

Score Commentary

1-3 Response provides Nesta with a poor- weak level of confidence in the supplier’s ability to meet its requirements

4-6 Response provides Nesta with a moderate-good level of confidence in the supplier’s ability to meet its requirements


7-8 Response provides Nesta with a very good level of confidence in the supplier’s ability to meet its requirements

9-10 Response provides Nesta with a high level of confidence in the supplier's ability to meet its requirements


Annex 3

Terms and Conditions This appendix provides the terms and conditions which will govern your submission of a proposal to Nesta. 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:

1.1.1 you have no actual or potential conflict of interest with Nesta (including Nesta’s

Trustees, officers or employees). If at any time during the ITT process you discover an actual or potential conflict of interest, please inform Nesta promptly;

1.1.2 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 Nesta; 1.1.3 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 Nesta;

1.1.4 your tender will remain open for acceptance for a period of 90 days. A tender

valid for a shorter period may be rejected; 1.1.5 all information contained in your proposal is true, accurate and not misleading;

and 1.1.6 Nesta may share your proposal with any third party as Nesta in its absolute

discretion deems necessary for the purpose of evaluation. 2 Compliance

2.1 Nesta reserves the right to reject or disqualify your tender where:

2.1.1 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;

2.1.2 your tender is received after the deadline set out in this ITT. Nesta will not consider any requests for an extension of the time or date fixed for the submission of responses;


2.1.3 there is a change in your identity, control, financial standing or any other factor impacting on the selection and/or evaluation of your tender;

2.1.4 you are or become insolvent or have a petition issued against you; 2.1.5 you do not have the economic and financial standing and/ or the technical and

professional ability to carry out the services; 2.1.6 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

2.1.7 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 Nesta reserves the right in its absolute discretion to:

2.2.1 refuse any tender submitted; 2.2.2 extend the time or date for fixed submission. In such circumstances Nesta will

endeavour to notify all tenderers of any change; 2.2.3 amend any aspect of this ITT (including but not limited to the evaluation criteria

and the timeline) or cease the process at any time; 2.2.4 negotiate the award of additional services which are a repetition of the services

advertised in this Invitation to Tender to the successful bidder; 2.2.5 limit the number of proposals invited to participate in any follow-up activity (for

example, interviews) or to dispense with any follow-up altogether. Meetings will take place in London at our offices; and/ or

2.2.6 require that you clarify your tender in writing and/ or provide additional

information and/or adequate references to Nesta’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.

3.2 You shall at all times treat the contents of Nesta documentation as confidential,

as well as any information regarding Nesta imparted to you by any other means, and only disclose such information as may be necessary for the preparation of a compliant response. At Nesta’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 Nesta 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 Nesta.

4 Intellectual Property 4.1 All intellectual property rights in this ITT and all materials provided by Nesta or

any third party acting on its behalf shall remain the property of Nesta. 4.2 Any intellectual property arising out of the provision of the services shall belong

absolutely and exclusively to Nesta. 5 Warnings/Disclaimers 5.1 Nothing contained in this ITT or any other communication made in respect of it

between Nesta or its representatives and any party will constitute an agreement, contract or representation between Nesta 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 Nesta for any purpose.

5.2 This ITT does not purport to contain all the information which you may require.

While Nesta 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, Nesta does not make any representation or warranty as to the accuracy or completeness or otherwise of this ITT.

5.3 Nesta 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 Nesta 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 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.

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