Warsaw, September the 15th, 2015

………………………………………………………

(Stamp of the Contracting Authority)

REQUEST FOR PROPOSAL

(The following request for proposal is for market research only and does not imply request for proposal, according to the Public Procurement Law act)

We ask to submit proposals for the following services:

  1. SERVICE DESCRIPTION:

Strategic advisory in a field of technological solutions for the Virtual Warsaw project[1]:

a)Assignment of the key expert who:

-Will establish a group of minimum 5 experts operating as a think tank,

-Will create in cooperation with the Contracting Authority the think tank meeting scenarios and analytical deliverables in the form of: notes, questionnaires and surveys; additionally, will be leading and facilitating think tank meetings,

-Will consult the Virtual Warsaw project team in the area of concept development (1 day-long meeting in Warsaw per month, phone and online consultations -4 hours per month, analysis and feedback on project documentation - 4 hours per month),

-Will be the official ambassador of the Virtual Warsaw project;

b)Creation of an international group of experts – think tank:

-Providing experts – members of the think tank, who will take part in 3 meetings in Warsaw and will have consultations on the Virtual Warsaw project – 4 hours per month each;

c)Elaboration of analytical studies and reports in a field of recent development trends in the area of smart cities, with emphasis on social innovations, accessible technological solutions staying in line with Internet of Things model (once a quarter – 5 in total);

d)Virtual Warsaw project team support in formulating the final description of the object of contract in the public tender procedure related to technological solutions to be purchased within the framework of the Virtual Warsaw project;

e)Elaboration of technological solutions variants for the Virtual Warsaw system – development potential analysis of the beacon-based technologies, analysis of alternative and supplementary technologies, analysis of data and users security, analysis of collecting, processing and using big data being gained during project realization;

f)Elaboration of development concept of the Virtual Warsaw system basing on the open innovation model – methods of gathering creative community around the idea, analysis of key partners and stakeholders, defining a scope and basic rules of cooperation.

  1. SERVICE DELIVERY REQUIREMENTS:
  1. The international group of experts – think tank will meet 3 times during the service delivery period.
  2. The group must consist in 80% of members who are of nationality other than Polish.
  3. The Contracting Authority will provide the think tank with the venue, equipment and catering during meeting in Warsaw.
  4. During realization of tasks described in points c-f Contractor will cooperate with the think tank members.
  5. The official language within the framework of service realization is English.
  1. CONDITIONS FOR PARTICIPATION IN THE REQUEST FOR PROPOSAL

Entities that have proven experience in the strategic advisory in a field of innovative undertakings implementation for public and/or private sector and/or Internet of things and/or Smart cities will be accepted to the selection procedure.In order to prove it, every entity must submit information on minimum 3 implemented services for different organisations in a form of portfolio and/or references showing the successful delivery of the service similar to one described in this document. Listed services should have been realised within a period of last 3 years.Information must include the name of the organization which was the client of the entity and the implementation period.

  1. PROPOSAL ASSESSMENT CRYTERIA:

1)Gross price amount – 50 points,

The lowest price

Number of points: ------

Price of the proposal in question

2)Experience of the key expert – 25 points

Contractor will present a profile of the key expert (in a form of CV) having regard to her/his work/scientific experience, area of a specialization and the biggest achievements. During offer assessment Contracting Authority will take into consideration fallowing elements: expert’s rank, her/his expertise in a field of innovations, smart cities and Internet of things.

3)Panel of experts – think tank members – 25 points

Contractor will present a profile of proposed think tank members (in a form of CV) having regard to their work/scientific experience, area of a specialization and the biggest achievements. During offer assessment Contracting Authority will take into consideration fallowing elements: expert’s rank, their expertise in a field of innovations, smart cities and Internet of things.

  1. DELIVERY TIME: From the date of signing the agreement until the 9th of December 2016.
  2. MODE AND DEADLINE FOR PROPOSALS:
  1. The proposal must contain: Form 1, in a form of an appendix, which is the part of this request for proposal.
  2. The proposal must be submitted at the Welfare and Social Projects Department of the Warsaw City Hall located atNiecała Street 2, 00-098 Warszawa, Polska, or sent by e-mail to the person responsible for the procedure at the address: til the 23rd of September 2015.
  1. ADDITIONAL SIGNIFICANT TENDER CONDITIONS:

a)In the case of the group of expert formed from the individuals, the proposal must be signed by a person who can represent the entire group.

b)Payments will be performed within 21 days since the invoice or the bill is submitted at the project’s office or within 30 days if the entity being paid is an individual not a company, in accordance to the formal agreement.

c)The entire content of the final agreement with the Contractor, including the scope and the payment amount will be officially published in the announcement register of the Warsaw City Hall.

d)All deliverables must be created in compliance with the visual guidelines of the Warsaw City Hall or in case of the projects financed from the European Union funds in compliance with the specific project guidelines.

e)The winning entity is held accountable for the submitted proposal no longer than 60 days since the official announcement of the procedure winner.

f)Contracting Authority considers the possibility of an additional delivery priced as the 50% of the initial delivery service price.

g)Contracting Authority holds the right to invalidate this request without giving a reason.

h)Contracting Authority holds the right to change the delivery time after a consultation process with the Contractor.

  1. ADDITIONAL NOTES: DO NOT APPLY.

ACCEPTANCE

DATE:………. SIGNITURE:…………

[1]Virtual Warsaw is a project being implemented by the City of Warsaw in a field of innovative public services. At the moment pilot phase of the project is under realisation, during which areas of application and functionality of micro-transmitters - beacons located in different places inside and outside the buildings are being tested. Beacons, connecting with smartphones send different kinds of contextual information, which thanks to mobile app make life in a city easier. For example they enable micronavigation indoor and make reaching exact room or gap easy, they help in travelling around the city by informing on which stop should we get off to reach destination, they send additional information about objects, buildings, tourist/cultural attractions when we are passing them by. A process of identifying public services that could be enhanced thanks to this solution is still ongoing. A beacon-based system has also potential in commercial market. Target groups of this solution at this stage of implementation are Warsaw inhabitants, “new commers”, tourists, but one of the main assumption of the project is to adjust solutions to the needs of blind and visually impaired people.