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RFP for interactive database for a non-profit organization's voter protection program

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District Of Columbia, United States
Non-Profit : Charitable
RFP

Summary
The Lawyers' Committee for Civil Rights Under Law seeks proposals from database developers for the deployment of a new Our Vote Live (OVL) database system. This database provides essential information and infrastructure for a national voter protection legal program. The project will contain two phasesw the first will involve building a simple and sustainable system that contains the core functionality of OVL to be deployed for the 2014 election cycle. If the project is successful, the second phase includes expanding the capacity and ability of the OVL system for the 2016 election. Below you will find additional information to provide more context and background to understand the needs of Our Vote Live and guidelines to submit a proposal. If you have any questions, please contact Chris Melody Fields, Manager of Legal Mobilization and Strategic Campaigns at 202.662.8334. Brief proposals that include scope of work, budget, and timeline should be sent via email to cfields@lawyerscommittee.org, no later than January 22, 2014.

Overview & Background
Election Protection ("EP"), the nation's largest voter protection program is led by the Lawyers' Committee for Civil Right Under Law ("Lawyers' Committee"). The public centerpiece of the program is the 1-866-OUR-VOTE Hotline, which is staffed by highly trained volunteers to provide support and answer questions from voters about voter registration, early voting and absentee voting options, voter ID requirements, and other questions relating to voting. In addition, both Hotline and legal field volunteers work with election officials and other voting rights advocates to solve problems that voters encounter when attempting to cast a ballot.

The internal backbone of the Election Protection program is Our Vote Live ("OVL"), an online database used to track and monitor issues and problems reported to the Hotline and field program. The data collected through OVL informs the story of the American voting experience by both collecting voter questions and complaints and the steps Election Protection takes to address and solve those problems. OVL is not merely a static internal database, however, because through OVL's public face also provides real time information used to help Election Protection track issues and deploy volunteers to precincts and contact election officials to resolve problems. It is also vital to post-election advocacy by the Lawyers' Committee and its partners can use the information gathered to work with election officials to improve elections, push proactive election reform, and litigate if necessary. The biggest upload into the database is on Election Day, when EP runs between 25-30 call centers across the country with hundreds of volunteers entering data into OVL at a given time through desktop computers and/or laptops.

Our hope is to hire new developer that can build a database that contains all the components deemed essential in the RFP that can sustain data from hundreds of concurrent users at the highest level of entry into the system on Election Day. Our number one goal is to first develop a dependable OVL with basic functionality to deploy in 2014 with the capacity to add functionality for the 2016 presidential election cycle.

Specific Vendor Deliverables
1.Build the most cost efficient mechanism for the OVL database that contains the essential elements listed below and is thoroughly secure and stress-tested before final deployment. Ideally the developer will be able to replicate full deployment of OVL for Election Day which has the highest number of users entering data into the system and largest capacity of entries (numbers below).
2.Provide support to the sustainability and deployment of OVL specifically Election Day support to address deployment issues.
3.Thorough documentation of the system that is transferable to another person, specifically a Lawyers' Committee staff member that will be in charge of the day-to-day management of the system, including the ability to add and remove users and edit data entry fields if necessary.
4.The system must be backed up to a cloud server that needs to scale up and down depending on usage (cost should be included in proposal).

Timeline
This RFP is dated January 8, 2014. Proposals are due NO LATER than January 22, 2014 at 3:00 PM Eastern.
The proposal will be selected by February 17, 2014.
A contract must include specific dates and time frames for this project, based on the required timing for production of the final product:
oBeta version needs to be ready for testing NO LATER July 14, 2014 to provide time for initial testing and focus groups with key partners.
oThe FINAL product must be completed by August 29, 2014 to begin roll out and use during the early voting period.

If you have any questions, please contact Chris Melody Fields, Manager of Legal Mobilization and Strategic Campaigns at 202.662.8334. Brief proposals that include scope of work, budget, and timeline should be sent via email to cfields@lawyerscommittee.org, no later than January 22, 2014.