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Modular ITT - Module A;

Design and build of mobile app for Westonbirt, The National Arboretum

Modular ITT – Module A| 1 | Westonbirt App

Westonbirt, the National Arboretum Tetbury

GL8 8QS

Tel 01666 881204 Fax 01666 880559

[email protected]

Susanna Byers

Interpretation Support Officer

7 November 2014

Dear Sirs

INVITATION TO TENDER (ITT) FOR:

DESIGN AND BUILD OF MOBILE APP FOR WESTONBIRT, THE NATIONAL ARBORETUM

AND POST PRODUCTION SUPPORT

REF NO: W174/F16.07

You are invited to submit a tender for the supply of the above to the Forestry Commission. Please send your completed tender and any enquires about this invitation

to: Susanna Byers

Westonbirt, the National Arboretum, Tetbury, Gloucestershire. GL8 8QS

Tel: 01666 881204 Email: [email protected] (Email address provided for enquiries only)

Send completed tenders as:

• three paper copies by post or hand delivered, and • one copy on disk or USB type storage device in a read only format

Please note we do not accept fax or email copies.

Please mark the envelope with ‘ITT for Design and build of mobile app for

Westonbirt REF W174/F16.07 - Not to be opened until Friday 5th December, 1pm’

We must receive your completed tender by Friday 5th December, 1pm. We will keep

tenders that we receive earlier and not open them until after the deadline. We reserve the right to not consider any tenders received after the deadline. Please be aware that we may copy your documents, but only for our own use.

Please send all enquiries in writing or by email, by the deadline stated in the tender timetable, quoting the contract reference number stated above. If we consider any




question or request for clarification is relevant to all interested parties, we will circulate both the query and the response to all potential tenderers, although your identity will

remain confidential.

This ITT is a modular document and you will only be supplied with the modules that are

required to complete this tender. The document is made up of modules labelled A to D. (See table on Page 3 of this ITT)

All tenders will be evaluated objectively as detailed in the Evaluation Matrix within this ITT document.

You must follow these instructions:

i. Any contract concluded as a result of this ITT shall be governed by English Law and the Forestry Commission’s Standard Terms and Conditions of

Contract for Goods (and related services), and any additional terms specified as attached to this ITT, will apply. Your terms will not apply.

ii. You must accept our terms and conditions as follows: Forestry Commission

Standard Terms and Conditions for Goods (and related services). We will discuss any issues you highlight before any award. If you wish to qualify our

Terms and Conditions in any way, you must append a description of the requested changes to your tender. Note that this may invalidate your submission if the Forestry Commission is unable to accept these proposed

changes.

iii. Your tender and all accompanying documents are to be in English.

iv. All prices must be in sterling and exclusive of VAT.

v. Costs remain the responsibility of those submitting a tender.

vi. We will not return any part of the documents forming your tender.

vii. We reserve the right to cancel or withdraw from the process at any stage.

viii. We do not undertake to accept the lowest priced tender, or part, or all of any

tender.

ix. All information supplied to you by us must be treated in confidence and not disclosed to third parties.

x. All details of your tender, including prices and rates, must be valid for our acceptance for a period of 90 days.

xi. Once we have awarded the contract, we will not accept any additional costs incurred which are not reflected in your tender.

xii. Offering an inducement of any kind for obtaining this or any other contract

with us will disqualify your tender and may constitute a criminal offence.

xiii. You do not need to provide supporting documents, certificates, statements or

policies with your tender unless specifically requested to do so. However, we may ask you for these later. You may also be asked to clarify your answers or provide more details.

xiv. Your organisation will only be evaluated based on the information in your tender. Please do not send any information that is general company or




promotional literature, as this will not form part of our evaluation. Any additional documents you provide must refer to a question within the ITT and

be easily identifiable as the answer.

xv. We have not asked for financial details in this document; however we reserve

the right to carry out checks if we think it is necessary.

Yours faithfully

Susanna Byers

Interpretation Support Officer




1. ITT Composition

This ITT comprises of the following documents:

Module Description Action Required

Letter including Tender Instructions For Information Only

1. ITT Composition For Information Only

2. ITT Timetable and Associated Stages For Information Only

3. Statement of Requirements For Information Only

4. Evaluation Matrix For Information Only

5. Lots Not Applicable

6. Organisation Details Complete & Return

7a. Specific Gateway Questions Complete & Return

7b. Specific Award Questions

8. Pricing

9. Declaration

Complete & Return

A

1. Westonbirt Statement of Significance, mission,

strategic objectives and values

2. Branding guidelines

3. Standard FC Contract for provision of goods (and related services) plus additional conditions

4. Westonbirt App Research report

For Information Only

B References Complete & Return

C Financial Information Not Used

D Health & Safety Not Used

Module A is the core document and will require to be completed and returned.

Only additional Modules marked ‘Complete & Return’ will require to be completed for this opportunity.

Any Modules marked ‘Not Used’ will not have been sent to you for completion.




2. ITT Timetable and Associated Stages

Set out below is the proposed procurement timetable. This is intended as a guide, and,

while we do not intend to depart from the timetable, we reserve the right to do so.

Stages

Dates

Issue of ITT Friday 7th November

Closing date and time for enquiries Thursday 20th November, 1pm

Bidder Briefing Day Friday 21st November, 1pm – 4pm

Tender Return Date and Time Friday 5th December, 1pm

Demonstration of Bid Thursday 8th January 2015

Demonstration of Bid (Reserve Day) Friday 9th January 2015

Expected Notification of Intent to Award Monday 10th January 2015

End of Standstill Period Friday 16th January 2015

Expected Start Date w/c 19th January 2015

Bidder Briefing Day

Bidders are invited to attend a Bidder Briefing Day to help them understand more

about the requirements of this contract. The Briefing will take place on the date specified in the above timetable.

A timetable for this day is outlined below. It would be helpful if bidders can provide questions prior to the briefing day so that we can prepare answers. Bidders must contact the person named in the covering letter to confirm their attendance

and receive further details.

Time Who Description

12.45 Susanna Byers Coffee

1 – 1.45 Susanna Byers /

Ben Oliver

Presentation; background to Westonbirt, The National

Arboretum, its strategic objectives (particularly with regard

to interpretation), the App project and the tender process

1.45 – 3.15 Ben Oliver Tour of site including walking the treetop walkway route

3.15 – 4pm Susanna Byers

Ben Oliver

Q&A session – to clarify any aspects of the brief




Demonstration of Bid

Prior to award the preferred bidder will be required to deliver a demonstration of the bid which will be attended by FC’s evaluation group. The objective of this

demonstration is to validate and verify aspects of the systems as detailed in the tender response, the FC may ask for demonstration of particular aspects of the system.

Although we do not expect this demonstration to alter our decision the FC has the right

not to award to the preferred bidder if we determine that the information provided in the tender response was inaccurate or misleading.

In the event that the preferred bidder is not awarded the contract after demonstration the FC reserves the right to approach to second placed bidder to deliver a

demonstration following the same process as stated above. This will occur on the demonstration of bid (reserve day).




3. Statement of our Requirements

We will be awarding a contract for the design and build of a mobile app for Westonbirt, The National Arboretum and post production support for three years.

Our intention is to award this contract for a period of approximately 3½ years; split between an initial six month development phase, followed by post production support period of three years (inc. marketing, maintenance and content updates).

The total value of this contract over the entire period will be in the region of £44,000. This value includes a client contingency of 10% (£4,000), which is at our discretion and

must be agreed and confirmed in writing prior to any contingency expenditure. As such tenderers should base their submissions on delivering all of the elements within a budget of £40,000.

3.1 Background information

The National Arboretum at Westonbirt is one of Britain’s great botanical treasures. Its 600 acres encompasses an extraordinary collection of around 3,000 different trees and shrubs, including 5 national collections, 80 champion trees and around 100 endangered

species. The Westonbirt Estate is one of the most complete picturesque gardens in Britain and is entered on the English Heritage Register of Parks and Gardens as Grade

1, and therefore of international importance.

Today the arboretum is cared for by the Forestry Commission (FC) and an associated charity, The Friends of Westonbirt Arboretum (FOWA). The Arboretum attracts over 350,000 visits annually, including 10,000 educational visitors. As such Westonbirt is

committed to providing opportunities for people to connect with trees – physically,




mentally and spiritually. This connection is enshrined in its mission: ‘connect people with trees to improve the quality of life’ (see Appendix One).

Westonbirt has recently reorganised its physical landscape through the Westonbirt

Project. Phase One of this Project was to provide a new visitor car park and Welcome Building through which all visitors pass on their way into the arboretum and the

restoration of our central Downs. One of the main purposes of this was to develop a cohesive orientation and interpretative experience across the whole site.

In order to enable us to deliver our mission even further we are looking to develop a

mobile app to add to the interpretation offer onsite and to create a new way of learning and engaging with the arboretum across the whole site. Specifically we are looking to

create an exciting new game-based experience that challenges families and young people to explore the arboretum through hands-on discovery, so that they both

enjoy the arboretum but also surreptitiously learn about our outstanding tree collection and precious environmental heritage. We want this app to be available on both iOS and Android systems.

3.2 Supporting documents

As part of this Invitation to Tender, contractors have been supplied with a number of appendices containing essential supporting documents to help their preparation of their submissions. These include:

1. Westonbirt Statement of Significance, mission, strategic objectives and values




2. App Research report

3. Branding guidelines

4. Standard Forestry Commission Contract for provision of goods and services plus additional conditions

3.3 Objectives

There are three specific objectives for this app:

1. To provide a NEW exciting way to engage people with Westonbirt that takes advantage of the interactivity that an app can provide in a creative hands on way;

we are not looking to simply replicate other content/interpretation we have on site in a different format

2. To extend access to our incredible collection to an audience that is currently under-provided for. We want this app to deliver appropriate content in an appropriate format to specifically engage young people and families (with children aged 11-16)

to increase their enjoyment and participation at Westonbirt. Through this better provision we hope to grow this audience.

3. To encourage exploration of the whole arboretum by providing a fun interactive way of getting to know the site; as such the app will help to orientate users – however it does not have to necessarily follow the shortest routes or most obvious paths;

discovery and exploration are important

3.4 Primary target audiences and their preferences

The app is to be specifically aimed at young people. This includes;

• Families with children aged between 11-16

Over 30% of our visitors come as family groups, but the children within the group tend to be of a younger age. We would like the app to be something that

could form a group activity for families; or something for families with older children to use as an activity which would allow the older children to explore Westonbirt potentially by themselves as an empowering discovery opportunity.

• Independent young people aged between 17-21

• Organised youth groups such as youth centres, guides, scouts etc.

We have decided that although the app will be available to formal education groups (i.e. schools and colleges) it is to be aimed at the recreational user; as such it does not

have to specifically fulfil curriculum requirements (although if it can link to these that would be a bonus).

Following the recent appointment of a Community Youth Officer we have been consulting with young people and organised youth groups to identify how we can better

engage with young people. Several recurring themes have been highlighted during these discussions that have informed our ideas on the app.




• The content needs to be distinctive and linked to the interests of young people; weird and wonderful facts, oldest / tallest tree; ‘awe and gore’.

• Young people want to be hands-on in the activity rather than passive recipients of information; they want control.

• Young people want to be challenged – to feel like they had achieved something. Survival skills, pioneering, tracking, hide and seek, den building, wildlife watching,

treasure hunts, geo caching were all mentioned. In short: taking part in an adventure that puts their skills, knowledge and abilities to the test.

• Young people felt it was important for achievement to be recognised through a

reward – but that this could be very small. Competition and rewards were strong motivating factors for participation.

• The offer needs to have a mix of different types of activities that offer a broad opportunity to engage

• Things relating to the environment seem to be a tough sell, although once this initial

reluctance is overcome young people often enjoy it. Therefore how we ‘sell’ the activity available is important.

• Young people want to explore, learn and play in wild spaces. As such it is not just about the technology – but also about how it links to the wider environment.

3.5 Westonbirt’s key learning messages and their relationship to our app

We hope that all visitors will leave Westonbirt feeling that they have been part of our

amazing heritage and as a result will be awakened and inspired by our landscape and the trees within it. To achieve this we have developed four interconnected key messages;

1. Westonbirt’s landscape is constantly evolving thanks to the vision of custodians

past and present

2. Trees are essential to life

3. Westonbirt is an internationally important tree collection

4. Our ongoing management is exemplary; protecting Westonbirt for the future

We see our app as part of our suite of interpretative media, and it must therefore support these themes. In discussion with young people we have come up with two interrelated narratives that we believe offer exciting activity opportunities and stories

that will appeal to our target audience:

A global hike; trees from around the world

The tree collection at Westonbirt is made up of trees from all over the globe. You can literally walk around the world without leaving Gloucestershire! These trees have

fascinating life stories and links to different cultures. To name a few; trees have built




deadly weapons, poisoned people, inspired great literature, given us food, preserved our dead… the list is almost endless.

Intrepid plant hunters

Our landscape and tree collection is the result of people introducing plants to Britain; from the Romans to Victorians to our tree collection team today. Many of these

introductions involve intrepid adventures of remarkable plant hunters who scoured the globe looking for rare trees, often risking their lives to bring majestic trees to our shores. Today we still collect trees today (although things are slightly safer) for

conservation and research.

Our app could focus on one or both of these themes.

3.5.2 Specific learning objectives

Through the app we aim to achieve specific visitor experience objectives – i.e. what the visitors will understand, feel and do as a result of engaging with the interpretation

provided. These are outlined in the table below.

Learning objectives

Young people will

understand;

1. All tree species are unique and special

2. Our society; past and present is intertwined with trees

3. Westonbirt is a global tree collection

Emotional Objectives

Young people will feel;

1. I never knew trees were so incredible

2. This was fun / engaging

3. That they have achieved / taken part in a worthwhile activity through which they have gained enjoyment /

sense of achievement

Behavioural Objectives

Young people will;

1. Want to visit again

2. Use the app offsite to re-visit their mobile experience

3. Recommend Westonbirt to their friends and family

These objectives will guide interpretation content as well as our evaluation of the success of the app. Specific performance indicators will be worked up with the

successful tenderer as part of the delivery of the project.

NB; of these objectives the ‘understanding’ objectives can be seen as scaffolding

objectives that enable delivery of the ’feel’ and ‘do’ objectives (which are the most important objectives). This is in support of our belief in the Tilden principle; through interpretation, understanding; through understanding, appreciation; through

appreciation, protection.




3.6 Scope of work

The Forestry Commission intends to award a contract for the design and build of a new app and ongoing support for three years. Key considerations in terms of content are listed below.

The app must:

• Comply with the mandatory technical requirements outlined within gateway question 7ai

• Offer a unique experience that meets the preferences/needs of the specific target

audience

• Be able to be used by a single person, or as a group activity

• Encompass Westonbirt’s key messages in a way that appeals to the target audience

• Provide different levels of content which are simple and concise, but presented in a fun and engaging way that gets users involved in the site and in the app

experience

• Encourage exploration of the arboretum

• Present interpretative content through a game/challenge idea

Desirable features include:

• A game/challenge that tests participants – either individually (i.e. playing against themselves) or as part of a competitive group activity; it should have some sort of

reward. The participant should be able to control the experience by making choices/decisions on how they want to engage (e.g. the order in which the move

from activity to activity). Initial concepts we have thought about include:

• A mission style app that requires a number of places to be visited around the arboretum where levels, or elements of them, could be unlocked through

completion of different activities/tasks/challenges

• Minimum of 10 different game levels linked to different areas of the arboretum

• A different game at each level, relevant to the area and content. Minimum of 4 different types of game including; treasure hunt / simple bushcraft / puzzles / ID that offer players a variety of different play opportunities eg discovery,

problem solving, exploring, active, imagination, creative

• Using the app as a fun orienteering style challenge, with in-built information

along the way

• Using triggers or similar across the site to alert to information and games

• Grow a character tree through answering questions

• Geo-caching through the help of an app

• App to connect to the internet to allow the user to share user generated content




• Ability for players to take photos, make notes as they progress through the games. Sync with Facebook

• Ideally the app will be downloadable in 10 minutes or less (based on 10MB Broadband connection); maximum download time should be 15 minutes.

• Ability for users to link to online survey (via Survey Monkey or equivalent) to provide feedback on satisfaction

PLEASE NOTE: this is an indicative description of content. It should not be viewed as prescriptive; tenderers are encouraged to offer alternative creative

solutions to meet the specific visitor experience objectives/needs and target audience as outlined in our brief according to their experience/expertise as

app developers.

3.7 Key considerations

See Appendix 2 for results of our recent consultation with visitors about provision of an app.

3.7.1 Cost of the app to users

It is expected that this app will be provided for free.

3.7.2 Platform

Westonbirt wants the contractor to consider the design and build of both an iOS and Android app for smartphones. App should be usable on tablets.

3.7.3 Embedded app and downloading

We are looking to create an embedded app or equivalent, so that users can access full

functionality when out in the depths of the arboretum, where no internet signal is available.

Westonbirt does not have sufficient internet signal to offer a 3G based app. We do not

have an infrastructure to offer wifi across the site.

There is wifi in our new Welcome Building, which could offer a hotspot for downloading

an app. However, this wifi is available through BT, so only people who have BT internet will be able to access the wifi for free. Others would need to pay to use it.

The contractor will need to consider:

• How to develop an app with rich content, but a low enough storage capacity to

allow fast download, and easy storage onto the users device




• How visitors will have a positive and easy experience in downloading the app. Given the cost of using our on-site wifi we believe that encouraging

visitors to download the app before they arrive is the preferable option

• How the use of ‘triggers’ and other associated media (e.g. onsite signage) could

alert the user to the app at certain activity spots around the arboretum (see 3.7.5).

3.7.5 A means to an end, not an end in itself

It is critical that the app is a way of engaging young people in a hands-on and interactive way with the physical collection and all its sensory opportunities. We want

the app to engage people with our trees; we don’t want young people to simply be staring at their mobile device all the time.

3.7.6 Marketing

A key element of this project will be to ensure that the app is appropriately marketed

to the target audience. Marketing should encourage downloading prior to arrival on site. Although we have an in-house marketing team the tenderer will provide specialist

support /advice on marketing apps based on their expertise.

3.7.7 Fit with other interpretation and Westonbirt branding

Although the design of the app must be specific/bespoke for the target audience, narrative and platform, it must support our overarching branding guidelines (see

Appendix 3) to meet an exemplary high quality standard to match our visitor’s expectations of the National Arboretum. The Forestry Commission central design team will help to guide the graphic design.

The app should also complement existing interpretative media; indeed it may be that the app can take advantage of other interpretative media in its activities/challenges.

3.7.8 Disability access

All provision must be compliant with the requirements of the Equality Act 2010,

demonstrating best practice in accessibility for a wide range of users. We will be looking for innovative solutions to accessibility in all media and interpretation, for

engaging the widest possible audience, including all strands of diversity.

3.7.9 Intellectual property rights (IPR)

It is not our intention to move the support to another provider or to host the app internally we would like to reserve the right to do so. Therefore we require the

following to apply:

The IPR that is developed uniquely for this contract will be vested with the Forestry

Commission.




For any existing IPR that currently vests exclusively with the bidder that is required or used within the app; the bidder will grant the Forestry Commission a free perpetual

licence that can be transferred to a third party for the sole purpose of supporting the running of the app.

3.8 Suggested delivery phases; detailed duties of the tenderer

The successful contractor will have the single point responsibility for the design, build, prototyping, user testing, launch and iterations of the app. They will be required to prepare and develop the design for the whole app from initial concept through to

completion and launch, in liaison with the Forestry Commission and will be required to obtain approval at each stage of the design development.

The contractor will be required to manage and co-ordinate the build of the app. The consultant will be required to operate an “open-book” procurement arrangement for any sub-contractors needed and obtain competitive sub-contract quotations in liaison

with the Forestry Commission Project Team as required.

The contractor will be required to work within strict budget costs and operate a

management cost control system.

At all stages the successful contractor will be expected to liaise with relevant Forestry

Commission staff and seek approval. The specific duties of the contractor at each stage of the delivery process are outlined in the following sections. However; these stages are for guidance only. The contractor will be expected to guide the app’s development

taking into account their expertise of delivering similar apps.

3.8.1 Phase 1: Initial concept development

The successful contractor will develop their initial concepts into a full worked-up and fully costed interpretative scheme for the app – you should allow for a minimum of

two rounds of client comments/iterations.

This will include:

• Development of initial engaging idea

• Using your expertise and liaison with Forestry Commission staff to present an innovative and creative solution to the requirements of the app. Concept/design

documentation: consists of screenshots and a written description of app flow and functionality. A development schedule and line-item budget should be attached,

with time allotted for PBS feedback at each stage.

• Production schedule

• Initial proposals for maintenance, including any necessary contractual arrangements

• Proposed approach to graphic design, game experience, content style

3.8.2 Phase 2 Design and content user testing

Having worked up designs and sample content the contractor will undertake initial consultation with young people (facilitated by our Community Youth Officer) to check

designs/content style and game ideas appeal to our target audience. This will include




visualisation of creative concepts inc. different treatment options through draft wireframe / graphics and game ideas using paper prototypes to get feedback from user

groups you should allow for a minimum of two rounds of user comments/iterations

Specific outputs

• Development of user testing protocol to ensure a statistically robust process

• Overseeing/managing user testing

• Production of written report with recommendations on key design / content / activities for discussion and approval with the FC team.

3.8.3 Phase 3: Alpha – working up agreed plan

Following approval of the overall style/plan the contractor will work up the agreed plan. This will include

1. Development of content. For clarity it is envisaged that the FC staff will provide the

majority of the content for use on the app (text, photos, audio, films etc.). The contractors role will be to advise on how to turn this into a suitable gaming

experience that takes advantage of the app’s interactivity

2. Development of artwork, graphic design, game elements – you should allow for a minimum of three rounds of client comments/iterations

3. Developing a working prototype to user test with the Forestry Commission team and young people (phase 4)

4. Refinement to the production schedule and cost estimates

Specific outputs:

• Detailed description of apps relation to Westonbirt’s key learning themes

• Artwork for all associated graphics

• Technical specifications for the app

• Source / commission any specialist subcontractors as required (ensuring quotations offer genuine value for money)

• Preparation of a fully itemised cost schedule for the supply of the works

• Identify potential ongoing costs

3.8.4 Phase 4: Beta – user testing

The contractor will manage user testing of the working app prototype with young

people on-site at Westonbirt. This stage will specifically look at functionality of the App, game play, challenges etc. It is expected that the app will comply. You should allow

for a minimum of three rounds of client comments/iterations before moving on to next phase.

Specific outputs




• Development of user testing protocol to ensure a statistically robust process

• Overseeing/managing user testing

• Written recommendations on required changes and amendments for discussion and approval with the FC team.

• Manage and risk assess any health and safety implications for user testing

3.8.5 Phase 5: Build of final app

Following user testing the contractor will manage the production of the agreed finalised App, including the following outputs:

• Any sub-contractors employed need to be managed to supply deliverables to time, budget and agreed standards.

• Give early notification of any variations and requests for extensions of time, providing detailed justifications for review and determination by Client

3.8.6 Phase 6: Launch app and completion phase

The contractor will support the FC Communications team to launch the app on the

relevant app store/s, using Forestry Commission account. Outputs required:

• Ensure that the app adheres to app store and significant software requirements

• Manage/advise on the process of launching the app on app store

During the final completion phase the contractor will also provide:

• Preparation of a project file containing CD copies of all artwork (as Adobe Creative Suite files if appropriate, and as PDFs) and all associated designs/games etc.

• Confirmation of maintenance agreements and/or call-off contracts with appropriate

suppliers.

• Details of warranties.

The app will be guaranteed for 12 months from the date of launch. See Terms and Conditions in Appendix 4.

3.8.7 Ongoing support and updateability

The successful contractor will provide ongoing support for the app for three years from

completion. This support includes;

1. A review six months after launch to check usability of the app by groups

2. Fixing technical problems within the app or associated media (e.g.

triggers/signage) with an agreed time frame

3. Updating content on an annual basis to ensure a rich and engaging experience

for the repeat user. Updating could be delivered by the contractor or alternatively by Forestry Commission staff. However in this instance the contractor must take into account the expertise of the FC staff and technical




capacity (e.g. computer system, internet signal etc.) and whether this would affect a web-hosted content management system.

4. Carrying out upgrades to keep up with operating systems if/when these become available

This support will be defined within a Service Level Agreement, which will be based on the essential requirements we have outlined within the gateway questions.

At the end of the initial three year support period we will review the agreement. It is not necessarily our intention to move the support of our app to another provider, but we reserve the right to do so.

3.9 Outline timescale for delivery and key milestones

We expect the development of the app to take approximately six months. An indicative timescale with key milestones is provided below for reference only; the exact schedule will be agreed with the successful tenderer and may be subject to change.

Stages Dates

Expected Start Date and Initial Design Meeting Week commencing 19th

January 2015

Phase One: work up concept plan January

Preparation of visualisations for initial user testing End January

Phase Two: design and content user testing February 2015

Agreed overarching plan for design/content gaming experience for App

End February

Phase Three: Work up working prototype for user testing – all content etc

March

Phase Four: Beta testing of working prototype April - May

Sign off finalised App End May

Phase Five: Build and manufacture phase (including commissioning of specialist work)

June

Phase Six: Launch and completion phase Early July

Final Completion End July

Ongoing support and maintenance (3 years) Until July 2018




3.9 Budget

The budget for development of the app and initial 3 year support/maintenance as outlined in this ITT is a maximum of £44,000 (exc. VAT). This value includes a client contingency of 10% (£4,000), which is at our discretion and must be agreed and

confirmed in writing prior to any contingency expenditure.

As such tenderers should base their submissions on delivering all of the elements

within a budget of £40,000.

To enable us to compare tender submissions it is vitally important that you provide

• indicative costs for development of the app

• indicative costs for 3 year support

You are also required to provide a full explanatory commentary outlining these costs.

3.9.1 Payment schedule

We envisage a staged payment schedule for the initial development of the app,

followed by an annual rate for support/maintenance.

The payment schedule for initial development of the app will be based on completion of

each delivery phase of the project. An indicative schedule is provided below; tenderers should include a payment schedule within their tender submission if

they require a payment schedule that differs significantly from those outlined below.

• 10% on approval of the concept plan (phase 1)

• 20% on approval of the design phase following initial user testing (phase 2)

• 30% on completion of the build and testing of working prototype (phases 3/4)

• The final 40% will be paid following launch and completion of finished app and on receipt of all maintenance plans, artwork files etc. (phase 6)

3.10 Project Management

The interpretation contractor will appoint a single Project Manager, responsible for

coordinating their own efforts and also managing interface and liaison with the client and other parties. The contractor’s Project Manager will work to a recognised PM methodology, presenting a project plan including timetables and responsibilities for

each element. A system for regular reporting of progress and agreeing changes will be agreed with the client. No changes will be implemented without prior client approval.

3.10.1 Forestry Commission client team

Westonbirt Project Management team

Sophie Nash (Project Manager)

Ben Oliver

Sophie will ensure financial elements are adhered to within the Project budget.

Ben will oversee the development of the contract through communication with the




(Learning and Participation

Manager)

Forestry Commission team

Client Contract

Manager

Susanna Byers Susanna will manage the contract (including

budget, timelines, sign-off at each stage, H&S etc.); be first port of call for

contractors; and support communication with the rest of the client team.

Content, branding and creative decisions

Susanna Byers

(Interpretation Support Officer)

Karen Price

(Community Youth

Officer)

Damon Mahoney

(Senior Designer, FC Bristol)

Tomas Dewey

(Arborist)

Caroline Bennett

(Learning Assistant)

Susanna will provide copy and day-to-day liaison on interpretative themes / issues / designs

Karen will support content development and user testing with regard to the target

audience

Tomas Dewey and Caroline Bennett will

support flow, functionality and user testing

Damon will support creative and branding decisions.

Marketing Westonbirt marketing department

Westonbirt marketing department can help and advise on marketing strategy.

Note:

If we ask, you must provide documentary evidence establishing your eligibility to tender and your qualifications to fulfil the contract if we accept your

quotation. This may be in the form of literature, drawings or samples.

You must include details of any areas where you will not be able to comply with these requirements. If your quotation does not meet these requirements

we reserve the right to reject it completely.




4. Evaluation Matrix

Note – failure of any of the ‘Pass/Fail’ sections or modules will constitute an

overall Fail of your bid.

Section Title Weighting Agreed Marking Criteria

5 Lots Not Applicable

Not Applicable

6 Organisation and Contact Details

Mandatory

Questions 6.10 & 6.11

– Pass/Fail

Question 6.12 –

Pass/Fail

Question

6.13 – Pass/Fail

Completion of this Section is mandatory

and is for our information purposes. We

may confirm company identity and basic

details with external bodies.

You must have a Health & Safety policy’

and must provide adequate levels of

training as specified in the Statement of

Requirements. If you do not have/provide

these, you will fail this section.

You must have the required levels of

insurance requested at 6.12. If you do

not have these, you must confirm that you

will get them if successful, before the

contract start date. If you cannot confirm

this you will fail this section.

You must either be able to answer ‘no’ to

the question posed, or if answering ‘yes’

have provided an explanation which is

acceptable to the Forestry Commission. If

you answer ‘yes’ to the question and do

not provide an explanation, or if the

explanation you provide is deemed

unacceptable, you will fail this section.

7a Specific Gateway Questions

Please complete Solution

Requirements spreadsheet to indicate compliance with

essential technical requirements

Pass/Fail

Using the table provided give details of the systems

capability to meet the essential requirements.

Gateways are fundamental requirements of the contract.

If supplier answers “Non- compliant” to any of the gateway questions or does not

provide acceptable evidence to support “Compliant” response,

the bid will fail in its entirety.

Pass = Compliant with sufficient supporting evidence.




Fail = Non-compliant

7b Specific Award

Questions 75% total split between

questions:

7bi Describe your creative concept for the

app and demonstrate how it meets the

brief outlined.

25%

7bii Provide a detailed breakdown of how

you will undertake the different phases

of prototyping and user testing during

the development of the Westonbirt

app.

15%

7biii Outline your delivery schedule for the

development of the Westonbirt App.

10%

7biv Provide a detailed marketing strategy

for launch.

10%

7bv Please provide a breakdown of your

support and maintenance package for

3 years.

10%

7bvi Provide details of how you would assist

the FC with the exit management to

another provider.

5%

The following evaluation system will be applied:

0 – No response or totally inadequate

response

No response or an inadequate response

1 – Major Reservations/Constraints

The response simply states that the bidder

can meet some of the requirements set

out in the question or statement of

requirements, but have not given

information or detail on how they will do

this.

2 – Some Reservations/Constraints

Bidder has provided some information

about how they propose to meet most of

the requirements as set out in the

question or statement of requirements.

There is some doubt in their ability to

consistently meet the full range of

requirements.

3 – Fully Compliant

Bidder has provided detailed information

covering all elements of the question,

detailing how they propose to meet all the

requirements as set out in the question or

statement of requirements. This gives full

confidence in their ability to consistently

meet the full range of our requirements.

4 – Exceeds Requirements

Bidder meets the required standard in all

respects and exceeds some or all of the

major requirements, which in turn leads to

added value within the contract

8

Pricing Schedule

25 % TOTAL:

15% cost of

development

phase

Price will be evaluated using the ‘standard

differential method’ – each bidder receives

100% of the available marks less the

percentage by which their tender is more

expensive than the lowest; with 4 being

the maximum score achievable. We will

evaluate two aspects:




10%

Maintenance 1. Total cost for the initial development

of the App

2. Support / maintenance cost for 3

years

9

Declaration Pass/Fail You must sign the declaration specifying

any area of the declaration with which you

cannot comply. Details on mandatory and

discretionary elements are contained

within the Declaration.

Module

B

References Pass/Fail You must provide the information we have

requested in Module B. We will consider

accepting a lower number of references

than requested depending on how long

you have been in business. When

checking references, we will be looking to

confirm that the contract has been carried

out on time, to budget and to

specification. If we deem your references

to be inappropriate, or a referee cannot

confirm the work has been carried out on

time, to budget and in line with the

specification, you will fail this Module.

Module C

Financial Information Not Used Not Used

Module D

Health and Safety Not Used Not Used

5. Lots Not Applicable




6. Organisation Details

Organisation Details

Question Your Answer

6.1 Full name of organisation

tendering (or of organisation acting as lead contact where

a consortium bid is being submitted).

6.2 Registered office address.

Main contact for this contract

Name

Address (if different from

registered office)

Email

Phone

Mobile

6.3 Company or charity

registration number.

6.4 VAT Registration number.

i) a public limited company

ii) a limited company

iii) a limited liability partnership

iv) other partnership

v) sole trader

6.5 Type of organisation

vi) other (please specify)

6.6 Total number of employees

employed by your organisation. (Including Directors, Partners,




Organisation Details

Question Your Answer

Apprentices, Trainees etc.)

6.7 Length of time your business has been operating.

No Yes

If you have answered “YES” please give details.

6.8 Please state whether there is

any potential conflict of interest in relation to this contract, for example if any

of those involved with the contract share private

interests with anyone within the FC. Examples include, membership of societies,

clubs and other organisations, and family.

a) Your organisation is bidding to

provide the services required itself

b) Your organisation is bidding in the

role of Prime Contractor and intends to use third parties to provide some

services

6.9 Consortia and sub-

contracting

c) The potential Provider is a

consortium

If your answer is (b) or (c) please indicate in a separate annex (by inserting

the relevant company or organisation name) the composition of the supply chain, indicating which member of the supply chain (which may include the

Potential Provider, solely, or with other providers) will be responsible for the elements of the requirement.

Yes No 6.10 Does your organisation have a

written Health and Safety Policy?

Note: if your organisation has less than 5 employees, the Forestry Commission still requires you to have a written Health and Safety Policy.

6.11 Please provide details of the health and safety training you provide to employees, relevant to this contract. If you do not provide any training, please tell us why this is not necessary. The Statement of Requirements will state

whether any specific health & safety training is required for this contract, if from your answer we deem that adequate training is not/or has not been carried out,

we will reject your bid in full.




6.12 You must either confirm that you have the following levels of insurance in

place for each and every claim rather than on an aggregate basis or, alternatively, undertake that should you be awarded a contract under this procurement such levels of insurance will be available to you and that you

undertake to maintain these levels of insurance for the duration of the contract.

Insurance Policy Indemnity Value (£) Yes No Will secure if successful

Employers Liability (This is a legal requirement.

There are a small number of exceptions. Please refer to HSE Guidance

HSE 40 Employers Liability Compulsory Insurance Act

1969)

Min £5m per claim

Public Liability Min £2m per claim

Products Liability Min £2m per claim

Tax Compliance

No Yes 6.13 Have your organisation’s tax affairs given rise to a criminal

conviction for tax related offences which are unspent, or to a penalty for civil fraud or evasion; and/or have any of

your organisation’s tax returns submitted on or after 1 October 2012 been found to be incorrect as a result of:

a) HMRC successfully challenging it under the General

Anti-Abuse Rule (GAAR) or the “Halifax” abuse principle; or

b) A tax authority in a jurisdiction in which the supplier is established successfully challenging it under any tax rules or legislation that have an effect

equivalent or similar to the GAAR or the “Halifax” abuse principle; or

c) the failure of an avoidance scheme which the supplier was involved in and which was, or should have been, notified under the Disclosure of Tax




Avoidance Scheme (DOTAS) or any equivalent or similar regime in a jurisdiction in which the supplier

is established?

If answering ‘yes’ to question 6.13 above you should provide details of any mitigating factors

that you consider relevant and that you with us to take into consideration. This could exclude for example:

� Corrective action undertaken by you to date;

� Planned corrective action to be taken;

� Changes in personnel or ownership since the OONC; or

� Changes in financial, accounting, audit or management procedures since the OONC.

In order to consider any factors raised by you, we will find it helpful to have the following

information:

� A brief description of the occasion, the tax to which it applied, and the type of “non-

compliance” e.g. whether HMRC or the foreign tax authority has challenged pursuant to the GARR, the “Halifax” abuse principle etc.

� Where the OONC relates to a DOTAS, the number of the relevant scheme.

� The date of the original “non-compliance” and the date of any judgement against the supplier, or date when the return was amended.

� The level of any penalty or criminal conviction applied.

Please use the box below to provide details if appropriate, and expand as necessary.




7a. Specific Gateway Questions

7ai Please complete Solution Requirements spreadsheet to indicate compliance with essential technical requirements

Answer:

please use separate spreadsheet




7b. Specific Award Questions

Question Weight

%

7bi Describe your creative concept for the app and demonstrate how it

meets the brief outlined. Your response should cover the gaming

experience (i.e. what the user will actually do) and the

graphical/content look and feel and should present a clear vision for

style and design of the app that will

• grab the key audience’s attention

• provide an experience that meets with the target audiences

preferences

• meet our technical requirements, key considerations and branding

• take advantage of the interactive nature of apps

• meet our key learning objectives in an engaging way

Relevant graphics and visuals that highlight your approach are

encouraged. Where you propose to do things differently to the

outline in the brief you should explain how your approach relates to

our key objectives, themes and audiences.

Please also provide up to three annotated examples of previous work

that clearly demonstrates your experience/expertise in creating apps

similar to your creative proposals. Provide details of the qualifications

and experience of key personnel who will be involved in delivering

this contract. Please be specific in relation to our brief – we do not

want generic CVs.

25 %

Answer:

7bii Provide a detailed breakdown of how you will undertake the different

phases of prototyping and user testing during the development of the

Westonbirt app. Please provide examples of previous relevant

prototyping you have undertaken with similar target audiences; you

may include examples such as methodologies, protocols,

questionnaires, observations. Please state how you will ensure this

prototyping is statistically robust and unbiased.

15 %

Answer:




7biii Outline your delivery schedule for the development of the Westonbirt

app (including equivalent/alternative stages); describe the

methodology and timeline you propose to use to complete this work,

including key dates, site meetings and milestones. Please also

identify any significant time critical dates and any possible flexibility

in delivery. Identify specific communication methodologies for

ensuring effective communication through the life of the project and

ensuring feedback from all parties is efficiently collected. Please

ensure your answer is specific to this project – we are not looking for

generic statements about your ethos on project management.

10%

Answer:

7biv Provide a detailed marketing strategy for launch. This should include advertising, including use of onsite media and any proposed additional media. Use of social media, including possible use of

Westonbirt’s Facebook, Twitter, Flickr and Instagram accounts. Proposals for ensuring the app is available from relevant download

sites.

10%

Answer:

7bv Please provide a breakdown of your support and maintenance

package for 3 years to overcome technical problems or content updates; ensuring value for money and control of costs. This should

include response times, update schedules.

10%

Answer:

7bvi Please provide details of how you would assist the FC with the exit

management to another provider; for example through provision of training, transfer arrangements.

5%

Answer:




8. Pricing

Pricing is evaluated at 25% of the overall weighting.

Please provide details of your pricing in the schedule provided below. Price will be evaluated using the ‘standard differential method’ – each bidder receives 100% of the available marks less the percentage by which their tender is more expensive than the

lowest; with 4 being the maximum score achievable. We will evaluate two aspects:

1. Total cost for the initial development of the App

2. Support / maintenance cost for 3 years

Ref Description Price (£)

Total cost for developing and delivering the Westonbirt app (15% of the 25%)

Cost for three years maintenance and support (10% of the 25%)

For information only Please outline how you have developed your costings for both the development phase of the app and the ongoing support / maintenance. This should provide a clear understanding on the costs for each stage of the development process, staff costs and

associated costs such as travel and subsistence. You should clearly state the assumptions you have made in developing your costs such as number of iterations

allowed for, time for user testing and so forth. Please include:

• Costs for development on two systems - iOS and Android

• Concept development phase

• Content development in liaison with FC team

• Graphic design

• Build of the app; wireframe production and working prototype

• Prototype sessions: time spent onsite, including travel estimates

• User testing; time spent onsite, including travel estimates

• Launching product on app store

• Ongoing maintenance and support of app for 3 years

• Marketing strategy and implementation

If appropriate, suggest contingency and reasons for use. If no contingency suggested,

explain why it will not be needed.




Answer:




9. Declaration

Please state within the box at the end of this declaration if there are any specific areas with which you cannot comply. Please note that this may

invalidate your tender submission.

In this certificate, any reference to person or persons will mean and include businesses, associations or corporations and any reference to arrangements or agreements will

mean any and all transactions, formal or informal, lawful or otherwise.

Conditions 1, 13, 14, 15 and 16 of this declaration are mandatory requirements, and

bidding organisations must accept these conditions; failure to do so will automatically invalidate your bid. All other conditions are discretionary, and while the Forestry Commission are entitled to exclude you from being considered further if any of these

conditions are qualified or not accepted in full, we may decide to allow you to proceed further. In the event that any of the following do apply, please set out in the box

below (or a separate annex if you require more space) full details of the relevant incident and any remedial action taken subsequently. The information provided will be taken into account by us when considering whether or not you will be able to proceed

any further in respect of this procurement exercise.

By signing this Declaration you, the bidding organisation, certify that:

1. The bidding organisation or any directors or partner or any other person who has powers of representation, decision or control have not been convicted of the following offences as defined by the relevant UK law:

a) theft, fraud and wilful imposition, embezzlement, robbery, forgery, reset (including reset as defined in Section 51 of the Criminal Law (Consolidation)

(Scotland) Act 1995), perjury or any of the following offences as defined by the legal systems in each of the constituent parts of the United Kingdom, namely;

aa) conspiracy, within the meaning of section 1 or 1A of the Criminal Law Act

1977 or Article 9 or 9A of the Criminal Attempts and Conspiracy (Northern Ireland) Order 1983 where that conspiracy relates to participation in a criminal

organisation as defined in Article 2 of Council Framework Decision 2008/841/JHA;

b) corruption, within the meaning of section 1(2) of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906; where the offence relates to active corruption;

c) the offence of bribery, where the offence relates to active corruption;

ca) bribery within the meaning of section 1 or 6 of the Bribery Act 2010;

d) fraud, where the offence relates to fraud affecting the European communities’ financial interests as defined by Article 1 of the Convention on the protection of the financial interests of the European Communities, within the meaning of:

(i) the offence of cheating Her Majesty’s Revenue and Customs including (but not limited to) a “Revenue and Customs offence” in terms of Section 23A, sections

23B to 23P and 26A of the Criminal Law (Consolidation) (Scotland) Act 1995

(ii) the offence of conspiracy to defraud;




(iii) fraud or theft within the meaning of the Theft Act 1968, the Theft Act (Northern Ireland) 1969, the Theft Act 1978 or the Theft (Northern Ireland)

order 1978;

(iv) fraudulent trading within the meaning of section 458 of the Companies Act

1985, article 451 of the Companies (Northern Ireland) Order 1986 or section 993 of the Companies Act 2006;

(v) fraudulent evasion within the meaning of section 170 of the Customs and Excise Management Act 1979 or section 72 of the Value Added Tax Act 1994;

(vi) an offence in connection with taxation in the European Union within the

meaning of section 71 of the Criminal Justice Act 1993;

(vii) destroying, defacing or concealing of documents or procuring the execution

of a valuable security within the meaning of section 20 of the Theft Act 1968 or section 19 of the Theft Act (Northern Ireland) 1969;

(viii) fraud within the meaning of section 2,3 or 4 of the Fraud Act 2006; or

(ix) making, adapting, supplying or offering to supply articles for use in frauds within the meaning of section 7 of the Fraud Act 2006;

(x) counterfeiting or falsifying a specified monetary instrument with the intention that it be uttered as genuine; or having in his or her custody or under his or her control, without lawful authority or excuse anything which was and which he or

she knew or believed to be a counterfeited or falsified specified monetary instrument or any machine, implement or computer programme or any paper or

other material which to his or her knowledge was specifically designed or adapted for the making of a specified monetary instrument, contrary to Section 46A(1) or (2) of the Criminal Law (Consolidation) (Scotland) Act 1995.

(xi) having in her or her possession or under his or her control an article for use in or in connection with the commission of fraud or making, adapting, supplying

or offering to supply an article knowing that the article is designed or adapted for use in or connection with the commission of fraud or intended the article to be used in or in connection with the commission of fraud contrary to Section 49(1)

and (3) of the Criminal Justice and Licensing (Scotland) Act 2010;

(xii) being involved in serious organised crime contrary to Section 28 of the

Criminal Justice and Licensing (Scotland) Act 2010; or committing an offence aggravated by a connection with serious organised crime in terms of Section 29(2) of the Criminal Justice and Licensing (Scotland) Act 2010; or committing

an offence by directing another person to commit a serious offence or to commit an offence aggravated by a connection with serious organised crime or by

directing another person to direct a further person to commit a serious offence or an offence aggravated by a connection with serious organised crime, contrary to Section 30(1) and/or (2) of the Criminal Justice and Licensing (Scotland) Act

2010 or failing to report a serious organised crime, in contravention of Section 31 of the Criminal Justice and Licensing (Scotland) Act 2010.

(xiii) knowing or suspecting that an investigation under Section 28 of the Criminal Law (Consolidation) (Scotland) Act 1995 was being carried out or was

likely to be carried out and falsifying, concealing, destroying or otherwise




disposing of or causing or permitting falsification, concealment, destruction or disposal of documents which he/she knew or suspected or had reasonable

grounds to suspect were or would be relevant to such an investigation contrary to Section 29(1) of the Criminal Law (Consolidation) (Scotland) Act 1995.

(xiv) committing any of the offences against the administration of justice listed in Schedule 2 “Offences against the Administration of Justice: Article 70” to the

International Criminal Court (Scotland) Act 2001 (which relate to giving false testimony when under an obligation pursuant to article 69, paragraph 1, to tell the truth, presenting evidence that he/she knew was false or forged, corruptly

influencing a witness, obstructing or interfering with the attendance or testimony of a witness, retaliating against a witness for giving testimony or destroying,

tampering with or interfering with the collection of evidence, impeding, intimidating or corruptly influencing an official of the court for the purpose of forcing or persuading the official not to perform, or perform properly, his or her

duties, retaliating against an official of the court on account of duties performed by that or another official or soliciting or accepting a bribe as an official of the

court in connection with his or her official duties)

e) money laundering within the meaning of section 340(11) of the Proceeds of Crime Act 2002;

ea) an offence in connection with the proceeds of criminal conduct within the meaning of section 93A, 93B or 93C of the Criminal Justice Act 1988 or article

45, 46 or 47 of the Proceeds of Crime (Northern Ireland) Order 1996; or

eb) an offence in connection with the proceed of drug trafficking within the meaning of section 49, 50 or 51 of the Drug Trafficking Act 1994; or

f) any other offence within the meaning of Article 45(1) of Directive 2004/18/EC as defined by the national law of any relevant State.

2. The bidder being an individual is not in a state of bankruptcy nor has a receiving order or administration order or bankruptcy restriction order made against him nor has made any arrangement for the benefit of creditors, or has not made any conveyance or

assignment for the benefit of his creditors or appears unable to pay or to have no reasonable prospect of being able to pay, a debt within the meaning of section 268 of

the Insolvency Act 1986, or article 242 of the Insolvency (Northern Ireland) order 1989, or in Scotland has granted a trust deed for creditors or become otherwise apparently insolvent, or is the subject of a petition presented for sequestration of his

estate, or is the subject of any similar procedure under the law of any other state;

3. The bidder being a partnership constituted under Scots law has not granted a trust

deed nor become otherwise apparently insolvent, nor is subject of a petition presented for sequestration of its estate.

4. The bidder being a company or any other entity within the meaning of section 255 of

the Enterprise Act 2002 has passed a resolution, or is the subject of an order by the court for the company’s winding up otherwise than for the purpose of bona fide

reconstruction or amalgamation, or had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is

the subject of similar procedures under the law of any other state.




5. The bidding organisation has not been convicted of a criminal offence relating to the conduct of its business or profession.

6. The bidding organisation has not committed an act of grave misconduct in the course of its business or profession.

7. The bidding organisation has fulfilled its obligations relating to payment of social security contributions under the law of any part of the United Kingdom or of the

relevant State in which you are established

8. The bidding organisation has fulfilled its obligations relating to payment of taxes under the law of any part of the United Kingdom or of the relevant State in which you

are established.

9. The bidding organisation is not guilty of serious misrepresentations in providing any

information required under Regulations 24 or 25 of the Public Contracts (Scotland) Regulations 2012 or under Regulations 24 or 25 of the Public Contracts Regulations 2006 (as amended from time to time).

10. The bidding organisation is in possession of a licence or is a member of the appropriate organisation where the law requires it.

11. The bidding organisation has not had a contract cancelled, or not renewed, for failure to perform nor been the subject of a claim (contractual or otherwise) based upon a failure of quality in design, work, materials or services within the last three

years.

12. None of the senior personnel of the bidding organisation have been involved (in a

similar position) in any company which has gone into insolvent liquidation, voluntary arrangement, receivership or administration or been declared bankrupt.

13. The bidding organisation comply with the requirements of the Health and Safety at

Work Act 1974, as amended.

14. The bidding organisation confirm their acceptance of the mandatory requirements

for publication of tender documents and contracts as set out in the Government Transparency Agenda.

15. The bidding organisation accepts that while the information in this ITT and

supporting documents has been prepared in good faith by the Forestry Commission (FC), it may not be comprehensive nor has it been independently verified. Neither the

FC, nor their advisors, nor their respective directors, officers, members, partners, employees, other staff or agents makes any representation or warranty (express or implied) as to the accuracy, reasonableness or completeness of this ITT; or accepts any

responsibility for the information contained in the ITT or for the fairness, accuracy or completeness of that information nor shall any of them be liable for any loss or damage

(other than in respect of fraudulent misrepresentation) arising as a result of relying on such information or any subsequent communication.

16. The bidding organisation confirm that this is a bona fide tender, intended to be

competitive, and that they have not:-

a) fixed or adjusted the amount of the tender by or under or in accordance

with any agreement or arrangement, whether in writing or otherwise, with




any other person irrespective of whether or not that other person is also a bidding organisation in respective of this tender;

b) worked with any person in the preparation of the tender, irrespective of whether or not that person is also a bidding organisation in respect of this

tender, save to the extent that (i) the work and involvement of that other person is made manifestly clear and acknowledged in the body of the

tender and (ii) in the reasonable opinion of the Forestry Commission the acknowledged work does not amount to collusion and

c) exchanged information with any of the other bidding organisations in

respect of this tender save to the extent that (i) the exchange of information is made manifestly clear and acknowledged in the body of the

tender and (ii) in the reasonable opinion of the Forestry Commission the acknowledged exchange of information does not amount to collusion.

Please state within the box below if there are any specific areas of the declaration above with which you cannot comply. Please note that this may invalidate your

submission, but you should provide details that will enable the Forestry Commission to decide whether to let you progress further in the process, should the reasoning be satisfactory when it applies to one of the discretionary exclusion conditions.

I declare that to the best of my knowledge the information submitted in this ITT is

correct. I understand that the Forestry Commission may reject this ITT if there is a failure to answer all relevant questions, or provide any requested information fully or if

I provide false or misleading information; or if I make any false declaration which is discovered after Contract Award; I acknowledge that this may lead to said contract being terminated.

Name (printed)

Date

Signature

Capacity / Title

For and on behalf of

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