REQUEST FOR PROPOSAL FOR SERVICES (RFPFS-FTA-03/2023)

Foundation Together Albania Procurement for Mobile Application

The goal of this procurement policy is to provide a centralized process and clear procedure of Foundation Together Albania’s application development and selection of a vendor.  

Background:

We are a local non-governmental organization based in Tirana. We address professionally psycho-social issues experienced by youth and the community in Albania. Foundation Together Albania (FTA) is a non-profit organization established in Albania in 2015, working towards the psychosocial well-being of young people and the general population. Foundation Together Albania offers online counseling on mental health and medical issues, meeting the needs of children and adolescents for health, social and psychological support, prevention of violence, abuse, and all forms of exploitation, and raising awareness about psychosocial matters.

OUR FIELDS OF ACTIVITY:

• Promotion and protection of mental health in Albania
• Online counseling service for youth via nukjevetem.al
• Meeting the needs of children and adolescents for social and psychological support;
• Prevention of domestic violence
• Suicide prevention and self-harm
• Preventing peer violence
• Raising awareness in communities about psycho-social problems such as: GB violence, human trafficking and implementing preventive actions by engaging: Youth, Parents, Teachers, Journalists, CSO’s and other community members.

Justification:

In partnership with UNICEF Albania, Foundation Together Albania’s current project is to develop an application for their online platform for mental health support www.nukjevetem.al. Foundation Together Albania needs to develop an application for iOS and Android to provide sustainable online counseling service for people who need psychological counseling and mental health support.

Primary Objective:

The primary objective is to design and develop a cross-platform application for mobile phones and for tablets.

Procurement Objectives:

• The Terms of Reference defines the scope of work, technological specifications, support for operation and maintenance, system setup and hosting, warranty, and eligibility criteria. The application developer will be responsible for designing, developing, integrating, and maintaining the mobile application, conducting necessary Application Programming Interface (API)/code to integrate with the system, enhancing the mobile application compatible with any devices running on Android 4.0+ and iOS 4.0+, developing software requirements specification (SRS) and documenting the development procedures, data flow diagram, and others.
• The vendor will undertake responsibility for input validation controls, authorization/authentication, and other security controls in place for both the test and production environment of the application. They will use Open-Source Development Platform and follow industry-standard secure development methodologies.
• The vendor will provide full-fledged system support and maintenance for the contracted project duration. The vendor will install and host the developed system on their server.
• The application developer must provide all required technical support and maintenance until the end of the project timeline, Foundation Together Albania (FTA) will solely own the copyright of the application.
• Eligibility criteria include having valid and up-to-date VAT, TIN, trade license, general experience in ICT business, proven record of accomplishment in the field of Mobile Application and Web-based IT Solution development and deployment under the structured framework that works on cloud, experience in working with NGOs and development partners, competent full-time manpower/consultants in the team, and a signed submission letter.

Targeted Audiences:

The audiences we would like to reach are:

• Young adults, adolescents and the general public who may be at risk of mental health issues or may need mental health support.
• Parents or caregivers of children and youth who may be at risk of mental health issues or may need mental health support for their children.
• Young adults and adolescents who may be at risk of trafficking
• Non-governmental organizations (NGOs) and social service providers who work with individuals in need of mental health support.
• Non-governmental organizations (NGOs) and social service providers who work with victims of trafficking, GBV, LGBT, and individuals in need of mental health support.
• Healthcare providers, including mental health professionals and educators who work with children and youth.
• General public who are interested in learning about mental health issues, human trafficking, GBV and seeking support.

Key Functionality:

The functionality of the application should include the following:

• Crisis Case Reporting: The application should allow users to report a crisis case and receive immediate assistance from mental health professionals.
• Domestic Violence Safe Reporting: The application should have a feature that allows users to report incidents of domestic violence and connect with support services.
• Self-Assessment Questionnaires: The application should include self-assessment questionnaires that help users identify their mental health concerns and receive personalized recommendations.
• Online Counseling: The application should offer online counseling services with trained mental health professionals.
• Appointment Booking: The application should allow users to book appointments with mental health professionals.
• Informational Resources: The application should provide educational resources about mental health, such as articles, videos, and podcasts.
• Secure Messaging: The application should have a messaging system that allows users to communicate securely and anonymously with mental health professionals.
• Reminder Notifications: The application should send users reminders for appointments, self-care activities, and medication management.
• User Profile: The application should allow users to create a profile where they can track their progress, access their appointment history, and view their personal information.
• Feedback and Ratings: The application should have a feature that allows users to rate their experience with their mental health professionals and provide feedback to improve the services.

Location and Duration:

The exact dates for starting and ending the contract will be negotiated upon awarding the contract. The company will develop activities accordingly in close collaboration with Foundation Together Albania.

• Tentative starting date: 25.04.2023.
• Foreseen as final date for the contract: 25.10.2023.
• Geography: International Level
• Location: Tirana, Albania
• Duration: 6 months

What to Submit in the Technical Proposal:

The applicants must submit to the Foundation Together Albania office for review of the following required documents.

1. Understanding of the project: The vendor should demonstrate a clear understanding of the project’s objectives, scope, and requirements.
2. Technical approach: The vendor should provide a detailed technical approach outlining how they will develop the app, including the programming languages, software tools, and development methodology.
3. Project timeline: The vendor should provide a project timeline that includes key milestones and deliverables, as well as an estimated completion date.
4. Team qualifications: The vendor should provide information on the team that will be working on the project, including their qualifications and experience in developing similar apps.
5. Budget: The vendor should provide a detailed budget that includes all costs associated with developing the app, including labor, materials, software licenses, and any other expenses.
6. Testing and Quality Assurance: The vendor should describe their testing and quality assurance process to ensure that the app meets all functional and technical requirements and is reliable and user-friendly.
7. Maintenance and Support: The vendor should outline their plans for app maintenance and support, including bug fixes, updates, and user support.
8. References: The vendor should provide references from previous clients who have used their services for similar projects.
9. Intellectual property rights: The vendor should clarify the intellectual property rights ownership of the app and any associated technology or software created during the development process.
10. Security and Data Protection: The vendor should explain their approach to ensuring the app’s security and data protection, including measures to protect user data privacy and prevent cyber-attacks.

Evaluation Process, Method, and Criteria for the Assessment of the Proposal:

• Technical solution: The vendor’s proposed technical solution should align with the project requirements and provide a comprehensive solution that meets the needs of the target audiences.
• Experience and expertise: The vendor should have relevant experience and expertise in developing similar applications, as well as a proven record of accomplishment of delivering quality products on time and within budget.
• Cost-effectiveness: The vendor’s proposed budget should be competitive and cost-effective, considering the complexity and scope of the project.
• Project timeline: The vendor should provide a realistic and detailed project timeline that shows the key milestones, deliverables, and timelines for completion.
• User experience: The proposed app should be user-friendly, intuitive, and accessible to the target audiences, with a focus on creating a positive user experience.
• Security and privacy: The vendor should provide a detailed plan for ensuring the security and privacy of user data, including measures to protect against hacking, data breaches, and unauthorized access.
• Support and maintenance: The vendor should provide a plan for ongoing support and maintenance of the app, including bug fixes, updates, and user support.

In the cumulative analysis evaluation, technical and commercial scores will be weighted 80/20, respectively. The technical criteria, worth 80 points, will be evaluated based on the following award criteria and weighting:

Overall Response: 25%

1. This criterion evaluates the proposer’s understanding of the assignment and how well their proposal aligns with the Terms of Reference.

Proposed Methodology and Approach: 25%

1. This criterion evaluates the proposed work plan, including sampling methods and project implementation plan, in line with the project.

Company Expertise and Key Personnel: 30%

1. This criterion evaluates the proposer’s expertise and experience relevant to the project and the qualifications of their key personnel.

The financial criteria, worth 20 points, will also be evaluated.

It is essential that the vendor’s proposal covers all technical and financial aspects and meets the requirements outlined in the Terms of Reference. The evaluation process will consider each proposal’s strengths and weaknesses, as well as the vendor’s ability to deliver the project within the proposed timeframe and budget. The final selection will be based on the highest overall score.

Rights of Foundation Together Albania:

Foundation Together Albania reserves the rights to the following:

1. to accept any Proposal, in whole or in part; to reject any or all Proposals; or to cancel this solicitation process in its entirety;
2. to verify any information contained in vendor’s response (and the Proposer will provide Foundation Together Albania with its reasonable cooperation with such verification);
3. to invalidate any Proposal received from a vendor that, in Foundation Together Albania’s sole opinion has previously failed to perform satisfactorily or complete contracts on time, or Foundation Together believes is not able to perform the contract;
4. to invalidate any Proposal that, in Foundation Together Albania’s sole opinion, fails to meet the requirements and instructions stated in this request;
5. to suspend negotiations or withdraw an award to a vendor at any time up until a contract has been signed with such Proposer. Foundation Together Albania is not required to provide any justification but will give notice prior to any such suspension of negotiations or withdrawal of award. Foundation Together Albania is not liable to any vendor for any costs, expense or loss incurred or suffered by such vendor in connection with this document or solicitation process, including, but not limited to, any costs, expense or loss incurred as result of Foundation Together Albania exercising any of its rights in the paragraph above.

Duties and Responsibilities:

1. Develop and deliver the app according to the specifications and requirements outlined in the ToR and contract.
2. Ensure that the app is user-friendly, secure, and accessible to the target audience.
3. Provide regular progress reports and updates to Foundation Together Albania on the development and implementation of the app.
4. Conduct testing and quality assurance to ensure that the app meets the highest standards of quality and functionality.
5. Provide training and support to Foundation Together Albania staff on the use and maintenance of the app.
6. Ensure that all intellectual property rights related to the app are properly secured and protected.
7. Adhere to all ethical standards and policies outlined by Foundation Together Albania, including those related to the protection and safeguarding of children and the prevention and prohibition of sexual exploitation and sexual abuse.
8. Comply with all legal and regulatory requirements related to the development and implementation of the app.
9. Provide ongoing maintenance and technical support to ensure that the app remains up-to-date and functional.

Candidate Requirements:

The ideal company/candidate will have strong experience in mobile application development in web, hybrid, and native application lifecycle management. They will also have the following qualifications:  We are seeking a highly qualified candidate or company with extensive expertise in mobile application development across various platforms, including web, hybrid, and native application lifecycle management. In addition, the following qualifications are required:

1. Proven experience in developing mobile applications that are user-friendly, visually appealing, and easy to navigate.
2. Strong proficiency in programming languages such as Java, Swift, and React Native.
3. Experience with integrating third-party APIs and services, such as Google Maps, payment gateways, and social media platforms.
4. Demonstrated ability to conduct thorough testing and debugging of mobile applications to ensure optimal performance and usability.
5. Familiarity with Agile development methodologies and project management tools such as JIRA and Trello.
6. Excellent communication skills and ability to work collaboratively with a team of designers, developers, and project managers.
7. Prior experience in developing mental health or anti-trafficking applications would be considered an asset.

It is important to note that candidates with a strong portfolio showcasing successful projects in mobile application development will be given priority consideration.

The Candidates will be evaluated based on, but not limited to, these experience requirements.

Selection Progress:

A shortlist of three to max. six potential candidates will be established at the end of the request for expressions of interest. The consultants on the shortlist will be judged based on criteria stated in the Candidate Requirements section of this procurement and based on their updated résumé. Once a shortlist is established, those selected will be contacted for further assessment before a final selection is made.

Scope of Service Requirements:

1. Develop a detailed work plan for designing, installing, rolling out, and maintaining the mobile application.
2. Design and develop a cross-platform mobile supply and demand application with custom user experience flows.
3. Develop support material for the application, including user manuals, developer manuals, and how-to videos.
4. Deploy a content management system that allows non-technical staff to update the mobile application.
5. Provide off-site troubleshooting, maintenance, and support for 12 months following the final delivery of the mobile application.
6. Release applications in the App Stores.

Project Schedule and Milestones:

The project is expected to begin upon contract signing and to be completed in six months. The contractor will present the timing of the expected deliverables.

Submission Requirements:

The proposal should be submitted by 23 of March 2023 at 17:00 hours at the email address [email protected] include the experience and/or qualifications of the development agency/team, a brief introduction to the firm, and an understanding of the scope of work required. The subject of the email proposal should be titled “Application Submission RFPFS-FTA-03/2023”. The proposal should include the firm’s name, address, telephone number, primary contact personnel, and email address. The vendor must provide at least three live examples of comparable work, including website addresses. The vendor can also provide at least one reference.

Client Reference:

Foundation Together Albania is the client.

Contract Duration:

Six (6) months.

Procurement Compliance:

Compliance with this outlined policy and with program directors shall maintain oversight to ensure that contractors and vendors perform in accordance with the terms, conditions, and specifications of contracts or purchase orders. Violations of this policy may result in disciplinary action, up to and including termination.

This is a detailed Terms of Reference (ToR) for developing a mobile application for the Foundation Together Albania free and anonymous online counseling service in Albania. The application developer will be working with the Foundation Together Albania team. The application will be for Android and iOS platforms.