CiviCRM Community Forums (archive)

Mile High Youth Corps is releasing an RFP today for a web developer and host.  The full text of the RFP appears below.  Please contact Caitlyn at caitlyn at mhyc dot net for a PDF version of the request. The deadline for submission of proposals is Monday, June 27th. 

 
1.   SUMMARY

Mile High Youth Corps (MHYC), a Denver 501(c)3 non-profit organization is accepting proposals to update and host our website.  The purpose of this RFP is to provide a fair evaluation of all candidates and to provide the evaluation criteria against which they will be judged. The Mile High Youth Corps web site was redesigned in 2010.  We seek  proposals from candidates interested in completing specified upgrades to our content management system (Joomla) and database component (CiviCRM). 

2.   ABOUT MILE HIGH YOUTH CORPS

Mile High Youth Corps has been serving youth in communities throughout Denver and across the Southern Front Range since 1992. Through MHYC’s programs, youth are able to receive instruction to complete their high school education, job skills training in a variety of conservation-focused industries and life skills instruction that allows them to succeed in their adult lives. 

Our organization’s website can be found at milehighyouthcorps dot org.  Additionally, we manage a blog: milehighyouthcorps dot wordpress dot com, facebook account: facebook dot com/MileHighYouthCorps, and twitter feed: @MHYC.  The primary audience for our electronic marketing is youth seeking jobs through our organization.  Over the next 12 months, it is our intent to expand our marketing. This broader appeal will result in an increase of volunteers, sponsors, and donors; and improve our brand recognition in Colorado’s Front Range communities. 

3.   PROPOSAL GUIDELINES AND REQUIREMENTS

This is an open and competitive process. Proposals received after 8:00am MST, Monday, June 27, 2011, will not be considered.  The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal. If you wish to submit alternate solutions, please do so.

The price you quote should be inclusive.  If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. If the execution of work to be performed by your company requires the hiring of sub-contractors you must clearly state this in your proposal.  Sub-contractors must be identified and the work they will perform must be defined.  Mile High Youth Corps will not refuse a proposal based upon the use of sub-contractors; however we retain the right to refuse the sub-contractors you have selected. Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations.

4.   CONTRACT TERMS

Mile High Youth Corps will negotiate contract terms upon selection.  All contracts are subject to review by Mile High Youth Corps legal counsel, and a project will be awarded upon signing of an agreement or contract, which outlines terms, scope, budget and other necessary items. 

5.   PURPOSE AND OBJECTIVES
Purpose
Mile High Youth Corps currently utilizes Joomla 1.5.18 as a CMS with CiviCRM as an added component for database management.  It is our intention to upgrade to the newest version of Joomla in order to enhance integration between our live website and the backend management systems and to reduce errors in the CiviCRM database associated with the 1.5.18 version of Joomla and 3.2.beta2 version of CiviCRM.  CiviCRM is our primary database for tracking donors, donations, event registrations, prospects, and organizational relationships and for sending mass e-newsletter communications to our constituents.

Upon completion of the upgrades to Joomla and CiviCRM and the resolution of issues as described below, Mile High Youth Corps will assume full responsibility for Web site content maintenance and administration.  All content and graphics will become the sole property of Mile High Youth Corps.
 
Objectives
Mile High Youth Corps expects that the following known errors and issues will be addressed by the chosen candidate:
-   Online forms for applications and donations will be updated with content as requested
-   Online forms will be functional on all major web browsers including but not limited to Internet Explorer, Firefox, Safari and Chrome
-   An Events page will be added to the website and integrated with CiviEvents so that online registrations and ticket sales can be accepted through the website and automatically logged in CiviCRM
-   Online donations and event registrations on all major browsers will be operational
-   CiviMail function will send the e-newsletter to all intended recipients consistently
-   CiviCRM dashboards will be operational
-   CiviContribute soft credit function will be operational and will not create errors in the associated constituent’s “Contributions” tab
-   Google Analytics code will be added to web pages

In addition to addressing these issues, Mile High Youth Corps is interested in a candidate that will be able to provide the following additional ongoing support for our website:
-   Web hosting
-   Script and program updates as needed
-   Regular backups of the website
-   Monitor server usage and ensure that appropriate bandwidth is allocated for the site and associated components
-   Updates made to online forms in timely basis as needed throughout year
-   Annual Maintenance Contract   

6.   PROPOSED TIMELINE

RFP release date: June 7, 2011
Submission of questions on RFP: by June 17, 2011
Notification of intention to bid: by June 17, 2011
Answers to questions emailed to all bidders: June 22, 2011
Proposal deadline: 8:00am MST on Monday, June 27, 2011
Finalist interviews: June 28 – July 7, 2011
Proposal award: July 8, 2011
Initial meetings: July 2011
Expected completion of upgrades and testing: August 2011


7.   FORMAT FOR PROPOSALS
1. Executive Summary

2. Technical Volume
a. Address usability standards and testing as related to issues identified
b. Address any important technology information and specifications used in your solution (languages, platform, etc.)

3. Management Volume
a. Organizational structure: communication process; including lines of reporting and any special tools used.
b. Schedule of deliverables; include major milestones and testing proposal.

4. Budget Volume
a. Break down cost by production hours, tools and functionalities
b. Maintenance and support: Identify any costs that should be assumed as part of the site and ongoing costs for maintenance and support we need in the future including pricing options for a Yearly Maintenance Contract.
c. Hosting: Identify pricing options for web hosting
d. Other charge areas: Please identify whether there will be other expenses, consulting fees, future work, etc. to complete this project.

5. Attachments
a. Qualifications and Experience: relevant case histories with information on accessing online demos or examples
b. Biographies of all who will work on account
c. Professional references.


8.   QUESTIONS AND PROP0SAL SUBMISSION

Please mail, email, fax, or deliver proposals to the following address by 8:00am MST Monday, June 27, 2011. 

Mile High Youth Corps
Attn: Caitlyn Horose
6740 E. Colfax Ave.
Denver, CO 80220

Email: caitlynh at mhyc dot net
Fax: 720-407-7286

Questions may be directed to Caitlyn Horose at 720-407-7281 x344 or caitlynh at mhyc dot net.