REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS Posting Date 10/29/2014 Proposal submission deadline 11/24/2014 No later than 5 p.m., ET Summary purpose of the RFP NeighborWorks America is seeking proposals from qualified firms for maintainance and support of its public web site in accordance with the scope of work specified in this Reqest for Proposal (RFP).

2 Table of Contents Purpose of the Request for Proposals... 3 Background... 3 NeighborWorks America... 3 Scope of Services... 4 Website Requirements... 4 Business Requirements... 5 Task Execution... 5 How to Submit a Proposal... 6 Required Documents For Proposal Submission... 6 Proposal Evaluation and Selection Process... 7 Summary of Key Dates re: Submission of Proposals... 8 Contact Information... 9

3 Purpose of the Request for Proposals NeighborWorks America is requesting proposals from qualified firms to provide website design and support services for its public website (NeighborWorks.org). Our public website is currently being redesigned in Kentico CMS version 7.0. We are seeking proposals from experienced Kentico partners for support and maintenance of our website and for implementation of any future enhancements, including another redesign which could occur during the contract s period of performance.. NeighborWorks America intends to award an idefinite delivery contract with a three year period of performance (base year and 2 one year options) to the firm which best meets our needs. Future task orders under this contract will not be competed. NeighborWorks will exercise the option periods unilaterrally based upon need and contractor performance. The guaranteed minimum of the 3 year contract period of performance is 100K. Background NeighborWorks America NeighborWorks America is a national non-profit organization created by Congress in 1978 to provide financial support, technical assistance and training for community-based revitalization efforts. It is composed of three major parts: NeighborWorks America, the founder of the NeighborWorks network, provides support to and strengthens NeighborWorks organizations by providing training, technical assistance, funding and organizational assessments. NeighborWorks America was created by Congress in 1978 in order to revitalize older urban neighborhoods by mobilizing public, private, and community resources at the neighborhood level. Today, NeighborWorks America supports more than 240 organizations revitalizing their communities in rural and urban America. The NeighborWorks network is a national network of more than 240 independent, community-based nonprofit organizations working to revitalize urban, suburban, and rural communities through the work of thousands of residents, business people, government officials and other partners. Related capital corporations. NeighborWorks America works with several specialized capital corporations to build partnerships, develop loan products, and support financing vehicles that expand affordable housing opportunities in communities served by local NeighborWorks organizations.

4 Scope of Services The selected firm will function as the Website Design and Support Consultant, providing various services associated with website administration, design and support, to include, but not limited to the following: Custom design Maintenance Administration Data Conversion Information Architecture System Integration Enhancements Consultation Website Requirements NeighborWorks America s Public Relations division and the training division will update the content on the website and the Information Management team (IM) will maintain and support the website. The selected firm will work with NeighborWorks staff to perform production support/operations and development tasks necessary to ensure the operability, functionality, availability, reliability, security, and responsiveness of the website. Representative activities include but are not limited to: Move the website from Kentico version 7.0 to the latest version of Kentico. Assist with installing Kentico patches and service packs/hot fixes Enhance user interface Improve search functionality Assist with moving the website to cloud. The website is currently on-premise. Assist with Google Analytics and search engine optimization Widget development/ adjustment Adjustments to layout and/or functionality of webpages, including our interactive maps and directories Assist with understanding and managing Kentico forms used to track downloads Assist with understanding new and existing features in Kentico Assist with developing unique functionality for particular pages Assessment of NeighborWorks America website properties and what would be required to migrate them into the Kentico-based public website

5 Assist IM (Information Management) team with administration/maintenance Assist with troubleshooting issues Assist with system performance improvement Provide feedback and recommendations on continuously improving the website Install help with Kentico third party tools/plugins/add-ons Disaster recovery support Emergency corrective fix assistance Responsive design help Update training materials when new features are added/feature changes Business Requirements Each enhancement must be handled individually in an agreed upon manner via an initial creative brief or estimate that defines the services, the associated costs and project parameters. The selected firm will be required, in each project design, to adhere to NeighborWorks current brand guidelines, (e.g., appropriate use of logo and colors), but may expand the use of the brand, while maintaining its integrity. NeighborWorks America requires retaining rights to any design ideas, concepts, source code, custom scripts and graphic elements provided as a result of this project. Additionally, NeighborWorks America may make subsequent changes to the site at its discretion. All rights of ownership will reside with NeighborWorks America. Consultant will have weekly/bi-weekly meetings and communicate with NeighborWorks America staff regularly and upon request. Not all code deployments/maintenance can be done during the business hours. The Selected firm should be available after hours/weekend hours for deployments/installations. Task Execution All tasks shall be performed in a manner that meets the highest level of professional and technical standards and adheres to industry-leading practices. The contractor shall: Act in a consultative manner, proactively searching for creative solutions and strategies that will ensure reliability, improve performance, increase value, or reduce cost; Provide deliverables that are clear, concise, consistent, technically accurate, wellorganized, properly referenced, and complete; Freely provide knowledge transfer of work products and technology expertise associated with contracted tasks;

6 Allow zero security violations. A security violation consists of an access to any part of an application by an unauthorized person, the degradation in the performance of the network or an application by an external intrusion or application, or the compromise, violation or loss of integrity of any data/documents; Perform maintenance, operations, and user support activities to increase organizational efficiency, effectiveness, and customer satisfaction; Operate and adhere to NeighborWorks America s plans, schedules, policies, practices and procedures; Proactively identify and foster the rapid adoption of new technology where appropriate; The contractor must provide the scope of services Monday Friday between 8:30 5:30 PM ET. In addition emergency support must be provided immediately upon notification of the website s inoperability. How to Submit a Proposal All proposals must be submitted electronically no later 5 PM ET October 29, 2014 to: Santha Vijayakumar Sr. Manager, Web Solutions NeighborWorks America 999 North Capitol, NE Suite 900 Washington, DC svijayakumar@nw.org Proposals become the property of NeighborWorks America and will be subject to disclosure as requested upon completion of the selection process. Proprietary information that you wish to remain confidential should not be included in your response materials. Required Documents For Proposal Submission 1. Cover Letter: Your cover letter must identify one contact person by name, address, e- mail, telephone number and fax, if applicable. It should briefly describe your qualifications and why you and/or your firm are a good match for the project. The cover letter should also clearly identify any exception your firm takes to the scope of services. 2. Proposal: The proposal shall describe the technical approach your firm will use to deliver the required services clearly and concisely. The proposal should also include your firm s experience with contracts of similar scope and complexity. Feel free to include information that may be helpful in allowing the readers to better understand your proposal, such as screenshots or other visuals to explain certain features.

7 3. Cost: Provide your proposed costs by labor category and hourly rates for the services proposed in your technical proposal to meet the requirements of the Scope of Services and should include costs for the base year and each option period. Also include any other services or potential expenses related to the project. 4. Key Personnel: Name and list the qualifications of the key consultants that will be involved in this project and include resumes. All key personnel must be available to work on this contract. Key personal substitutions must be approved in advance by NeighborWorks America. 5. Other Relevant Information: NeighborWorks is also interested in your Equal Employment Opportunity information, client and reference lists, awards and other information that would help us make a decision. 6. Oral Presentations: Contractor s whose proposal have the greatest chance for award will be required to participate in oral presentations via teleconference. The contractor will be required to present their proposal orally and answer any questions from technical evaluation panel during and after the presentation. Note: NeighborWorks America realizes that professional services of this sort are often categorized, communicated and delivered in different ways by different contractors. If your approach is different from the framework in the scope of services, please do your best to provide costs and schedule details so that NeighborWorks America can compare to the previously described scope of services. Our objective is to clearly understand and be able to fairly compare both the costs and the schedule for delivering the services. Proposal Evaluation and Selection Process NeighborWorks America reserves the right to determine which bidders have met the base requirements of this RFP. In addition, NeighborWorks America may reject, in whole or in part, any and all proposals waive minor irregularities in proposals, allow an offer to correct minor irregularities and negotiate with all responsible efforts in any matter deemed necessary to serve the best interest of NeighborWorks America. NeighborWorks America reserves the right to reject any and all proposals when such rejection is in the interest of NeighborWorks America, to reject the proposal of a bidder who has not met the prerequisites of the bid proposal or who has previously failed to perform properly or complete on time contracts of a similar nature, and to reject the proposal of a bidder who is not in the sole opinion of NeighborWorks America, able to perform the contract to the sole satisfaction of NeighborWorks America. NeighborWorks America also reserves the right to waive any informalities and technicalities in the bidding. NeighborWorks America reserves the right, however, to award the contract in accordance with its best interest and will not be required to accept the lowest bid. Responses will be evaluated using the following criteria:

8 Experience with website development and support of projects of similar scope and complexity to include innovative or outstanding work by the firm that demonstrates the firm s unique qualifications to provide website design and maintenance services Approaches in methodology with respect to the anticipated scope of services that demonstrate the ability to provide such services to NeighborWorks America. Ability, availability, and experience of employees to be assigned to the project Price Summary of Key Dates re: Submission of Proposals Description Date Request for Proposal is posted 10/29/2014 Written questions submitted no later than 5:00 PM ET 11/07/2014 Bidder s Conference,. 11/12/2014 Intention to Bid Deadline 11/14/2014 Deadline for submission of proposals NeighborWorks America review of proposals NeighborWorks America may request additional information from vendors or request conference call with vendors to confirm proposals before selection Best and Final Presentation 11/24/2014 5;00 PM ET 12/01/ /05/ /08/ /11/2014 Vendors will be notified if they are selected to present their proposal. Notification of selected vendor (Estimated) 12/12/2014 Qualified bidders will be alerted to any schedule changes.

9 Contact Information All inquiries and proposal submissions should be sent electronically to: Santha Vijayakumar at: