Database Development Consultant Request for Proposals
- This RFP has a location requirement.
- This RFP was uploaded by the owner.
Purpose: To customize a relational FileMaker database that will be used to track Council's project elements including but not limited to tax lot data, contact information, and multiple levels of project data. This database customization will allow the Council to more quickly and easily track project accomplishments, contacts, funding details and query the combination of these for more detailed reports.
II. Background:
The Council currently uses FileMaker to track volunteers, media contacts, political officials, and board members. This database is primarily used to house contact information for individuals, so that they can be invited to events, such as our Annual Meeting. The need to develop the framework of a more comprehensive relational database has been acknowledged. In the future, we anticipate the database will have the capability to seamlessly integrate data currently stored in FileMaker, ArcGIS, and Quickbooks to create a comprehensive system linking all CRBC projects. A system is favored that will require the least amount of staff maintenance and data entry time.
The Clackamas River watershed drains a total area of nearly 1,000 square miles, ranging from Cascade forests and mountain meadows to farmland and suburban neighborhoods. It supplies high-quality drinking water to over 300,000 people, generates hydroelectric power, is home to a wide variety of plant and animal life, and offers a wealth of recreational opportunities.
The Clackamas River Basin Council is a local voluntary 501(c)(3) watershed council, founded in 1997. We have representatives elected from 21 diverse stakeholder groups in the basin. We meet monthly as a consensus-based forum to foster partnerships for clean water, to improve fish and wildlife habitat and improve the quality of life for those who live, work and recreate in the Clackamas River basin. We focus on a variety of habitat monitoring and enhancement projects including fish passage improvements, water quality monitoring, invasive species removal and native plant plantings and work to engage a number of landowners and volunteers through our education and outreach efforts while receiving funding for these projects from a wide variety of sources. We expect all these elements to be captured in the database customization.
III. Project Need:
a. Database Function
We request the customization and expansion of the current FileMaker database to include additional functionality for use with multiple sets of project, funding, geographic, landowner and volunteer data types. This database will ultimately allow us to easily track individual project accomplishments, and landowner contacts while offering the greater functionality of cross referencing all of these multiple data sets for use in fundraising and reporting activities. The customized database framework should be simple and flexible enough for staff to easily update and add tables and information as needed. We also request a framework that will minimize necessary maintenance and data entry needs by staff, as well as consultation on any potential limitations of the software. In addition, CRBC would like to investigate the ability for our website users to perform various form requests online which will populate information into the database via a temporary file.
b. Expected Queries:
Examples of regularly run reports by CRBC:
-Contacts with individuals, public officials, and volunteers by project.
-Number of hours worked by new and repeat volunteers per month and year.
-Number of students educated at which events per month and year.
-Landowners contacted, enrolled, and engaged with program, per month and year.
-Number and type of trees and shrubs planted and monitored, per month and year and per property
-Length of stream planted at what buffer width, per month and year.
-Number of acres cleared of invasive species per year and per property.
-Properties that received maintenance, invasive removal or replanting during a particular month and year.
-Record of contractor accomplishments, per property, over time.
-Funding sources with a match or without a match source, by project.
IV. Scope of Work:
We require the customization of a relational FileMaker database that will allow for the tracking and reporting of multiple sets of data.
Deliverables:
1.Customized relational database that will support data from all types of CRBC projects. These data types will include, but are not limited to:
-Contact records for landowners, volunteers, contractors and public officials
-ArcGIS data including tax lot data, and GPS points
-Links to photos or project documents such as planting plans
-Project details and accomplishments
-Quickbooks data and funding information
2.Consultation on various capabilities and limitations of database software and technical guidance in employing the full range of functionality of the databases.
3.Consultation of the online user participation and project sign-up form which is linked to outreach database and inputs landowner and property information automatically.
V. Proposal Contents:
The response to the proposal should include the following elements:
1)Description of their proposed Scope of Work for this project in no more than three pages. It shall include, but not be limited to, the following:
a)Detailed description of the specific tasks and/or activities proposed by the agency for the CRBC database customization. This should include sufficient detail for the proposal reviewers to develop a thorough understanding of what the consultant proposes to do, what the project schedule will be, and what deliverables are to be expected.
b)Indication of availability for project start and proposed timeline for the deliverables.
c)Proposed budget including the consultant's price to complete the proposed Scope of Work for the CRBC database customization.
2)Addendums
a)Agency/ Consultant background/profile (include a sense of agency's qualifications, distinguishing characteristics, size, billing practices & references).
b)Description of agency's experience in working with FileMaker, ArcGIS, and QuickBooks software programs.
c)Specialized knowledge of/experience working with 501(c)(3) organizations or small organizations with limited formal IT assistance.
VI. Timetable
Release of RFP: January 28th, 2011
Review of Responses begin: February 9th, 2011
VII. More information:
Please address questions to:
Jenny Bieger
Project Manager
Clackamas River Basin Council
PO Box 1869
Clackamas, OR 97015
503-558-0550
Fax 503-558-0992
Email: Jenny@Clackamasriver.org
