Design, Development, Implementation, and Hosting of Website and Database
The Organization seeks the services of an Information Technology Specialist to develop, implement and provide hosting and maintenance for a new website and internal database. The selected specialist will be required to create a website and a database that meet the specific requirements outlined herein.
REQUEST FOR PROPOSAL (RFP)
Design, Development, Implementation, and Hosting of Website and Database for Families for Freedom, Inc.
RFP Circulation Date:
Tuesday November 30, 2010
Question and Answer Session
December 13, 2010 at 6pm at the Families for Freedom office
Proposal Submission Deadline:
Friday January 7, 2011
I. Introduction and Scope of Project
Families for Freedom (“FFF”), a New York based multi-ethnic defense network by and for immigrants facing and fighting deportation, seeks the services of an Information Technology Specialist to develop, implement and provide hosting and maintenance for a new website and internal database. The selected specialist will be required to create a website and a database that meet the specific requirements outlined herein.
Respondents are encouraged to contact Families for Freedom with any questions or concerns. Questions should be submitted in writing to Janis Rosheuvel at: [email protected]. On December 13, 2010 at 6pm, a one-hour informational session will be held at our office, located at 3 West 29th Street, #1030, New York, NY 10001. At this time, we will address all submitted questions. Questions must be received by December 12, 2010. No phone calls please.
II. Agency Background
Families for Freedom was founded in September of 2002, by and for immigrants facing deportation. Our organization is committed to building the power of immigrant communities and actively seeks to repeal undesirable immigration laws, and provide a voice in the growing movement for immigrant rights. We are a source of support, education and campaigns for affected families and communities. You can find out more about us at http://www.familiesforfreedom.org.
III. Database Requirements and Guidelines
As a community centered organization, FFF requires a database that caters to our specific needs and promotes the efficient acquisition, storage and analysis of information regarding our community interactions. The database should allow us to track, compile and organize a wide range of information effectively, efficiently and strategically, resulting in more effective and efficient completion of our goals. We seek a developer familiar with PowerBase, a platform tailored to groups engaged in community organizing. The chosen developer will customize this program according to our specific needs as outlined below and in Appendix A, and will integrate its features into our system. The database should meet the following requirements:
• The database must track member involvement and leadership development. This includes compiling and recording volunteer interests and tracking various activities including phone calls, meetings and emails of our members. Additionally, the database should keep track of dues payments including grace periods, dues reminders and membership expiration.
• The database must track relationships, including those with allies, volunteers, donors, media, elected officials, funders, etc. It should track relationships among individuals, between individuals and external organizations, and between staff and organizers. Additionally, it should allow our organization to follow the history of interactions with our contacts.
• The database must effectively and efficiently track donations and dues. It will track detailed aggregate and average donations over time as well as grants received and requested. It should also track donor history with FFF by year and donor cultivation activities.
• The database must enable the importing of data from processors such as paypal and should track dues levels, recurring payments and payment history. Additionally, it should allow viewing of total donations towards goal and total average of individual contributions. The database should also create standard fundraising reports (e.g. LYBUNY) and be able to set up monthly sustaining donor program.
• The database must track events and store basic event info. It should allow the tracking of individual status regarding events such as RSVP (whether contacted, confirmed, attended, etc.), and track the event outreach process (1st call, 2nd call, etc.). The database should enable participants to register online for events, should confirm the registration via email and collect fees, and allow for viewing of the event listings on a calendar.
• The database should capture information seamlessly from organization websites, allowing for the collection of contact information, event registration, recruitment of volunteers and solicitation of newsletter signups.
• The database must be able to create reports, such as donor reports, which summarize donor gifts. It should be capable of exporting results of search query to Excel-compatible format, producing labels, walksheets and phone lists, exporting donor reports into comma separated values and reporting on responses from field or phone canvas.
• The database should be able to create lists for mass communications and should enable the sending of mass email to targeted lists, the tracking of information about emails (whether received, opened, etc.), the saving of search logic for targeted lists and the tracking of subscriptions.
• The database must be able to make menus and labels available in various languages
• The database must be accessible by multiple people and multiple sites at the same time and capable of online access.
• The database must be easily updateable and capable of receiving updates from FFF.
• The chosen developer must provide either online or face to face training on use of the database for our employees. A training schedule will be determined upon selection.
• The respondent must provide a one-year warranty for the database.
• For additional details see Appendix A
IV. Website Requirements and Guidelines
The goal of this website is to provide electronic access to our information and services in an easily navigable and user friendly format. The chosen developer will create an easy to use, interactive, architecturally sound website that is flexible enough to support our needs for 3-5 years. The website shall meet the following criteria:
• The chosen developer will create a new layout, and new homepage for the website, with well organized sections and some animated aspects. The website should be visually appealing and should have a mix of text, photos and graphics. There should be a common theme and consistent design for each section of the website.
• The homepage will include links for Contact Us, Event Listings, Donations, Facebook, and Newsletter sign-up. Additionally, there will be a section where visitors can view downloadable PDF files.
• The website must enable Facebook integration which will allow individuals to publish to Facebook using a Facebook Share Tool.
• There should be a section where visitors can sign up to become members of our organization and bill dues to credit cards.
• There should be an event calendar that allows individuals to RSVP, and the website should be capable of sending automated emails confirming RSVPs.
• Visitors should be able to sign E-petitions through embedded html from a third party pay site such as Change.org.
• The website should be easily updateable and capable of receiving updates from FFF.
• The website should allow for interactivity. Visitors should be able to RSVP to events and make donations, as allowed and supported by PayPal website. There should be a “Donate Now” section that allows visitors to make a simple one-time donation where visitor determines amount and pays through PayPal website.
• The website should include capabilities for our organization to view site usage statistics, subscriber lists for our Member Newsletter and Web Newsletter
• The site should be developed to minimize loading times and must be compatible with current versions of commonly used Internet browsers
• Additional requirements for the website are attached as Appendix B
V. Additional Requirements and Features
In addition to the specifications stated above, the following conditions apply:
• FFF will have full ownership of the website and the database.
• FFF will enter into a maintenance contract with the chosen developer for maintenance of the database, which will be renewed every 3 to 5 years, and a service agreement for the website.
• Upon selection, the chosen developer will enter into a database training schedule agreement with FFF.
• The chosen developer will be able to make between 3 and 5 modifications to the website and the database in the first year.
• The website and database must be completed and ready for launch in June of 2011.
VI. Evaluation and Selection Criteria
Families for Freedom will review and evaluate all proposals and, if appropriate, request additional information from respondents. Evaluation of responses will be based, in part, on the following criteria:
• Demonstrated competence and professional qualifications necessary for successful performance of the work required in this RFP
• Demonstrated understanding of the work required by this RFP
• Completeness of responses to the specific requirements of the RFP
• Cost
• Evidence of ability to perform including demonstration that respondent has the necessary facilities, ability and resources to provide the services specified herein.
How to Apply:
VII. Submission Requirements
All communications regarding this RFP should be emailed to Janis Rosheuvel, Director, Families for Freedom: [email protected]. All questions will be answered on December 13, 2010, at the informational session.
* Proposals must be submitted electronically by January 7, 2011 at 5pm
VIII. Schedule for Evaluation Process
The schedule of this project/process is as follows:
RFP distribution November 30, 2010
Deadline to submit Questions December 12, 2010
Informational Session December 13, 2010, 6pm
Proposal Submission Deadline January 7, 2011 at 5pm
Proposal Award Date January 2011
Proposed Database Launch June 2011
