REQUEST FOR PROPOSAL. Website Creation & Maintenance

Transcription

1 REQUEST FOR PROPOSAL Website Creation & Maintenance

2 Website Creation & Maintenance for the International Association of Women in Fire & Emergency Services June 24th, 2016 Issued by: The International Association of Women in Fire & Emergency Services (i-women) Point of Contact: Kimberly Cox, Executive Director Introduction and Background 2. Submission Guidelines and Requirements 3. Project Description 4. Project Scope 5. Request for Proposal and Project Timeline 6. Evaluation Factors 1. Introduction and Background The International Association of Women in Fire & Emergency Services is a non-profit, 501(c)3 organization. Our mission is to provide a proactive network that supports, mentors, and educates current and future women in the fire and emergency services. We are in need of a website that will serve the members of our organization with news, events, forums, membership applications, job postings and training opportunities. We are accepting proposals in response to this Request for Proposal (RFP) in order to find a qualified source to provide this website, along with maintenance, training and hosting of site. Our goal with this new website is that it will: A. Create an online resource library that allows for cross sharing of documents and training materials between multiple organizations and members. B. Include forums for sharing of knowledge and issues related to the recruitment and retention of women in the fire service. C. Have a calendar and/or promotional space that links to training, networking, and leadership opportunities. D. Create a space where relevant news and information can be easily and quickly updated. The objective of this Request for Proposal is to locate a source that will provide the best overall value to the International Association of Women in Fire & Emergency Services. While price is a significant factor, other criteria will form the basis of our award decision, as more fully described in the Evaluation Factors section of this Request for Proposal below.

3 2. Submission Guidelines and Requirements The following submission guidelines and requirements apply to this Request for Proposal: A. First and foremost, only qualified individuals or firms with prior experience on projects such as this should submit proposals in response to this Request for Proposals. B. Bidders intent on submitting a proposal should so notify the representative identified on the cover page no later than July 15th, C. Bidders must list at least three projects that are substantially similar to this project as part of their response, including references for each. Examples of work should be provided as well. D. A technical proposal must be provided. This technical proposal must provide an overview of the proposed solution as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable. E. A price proposal must be provided. This price proposal should indicate the overall final price for the project as well as hourly rates and an estimated total number of hours, should the International Association of Women in Fire & Emergency Services decide to award a contract on an hourly rate basis. F. Proposals must be signed by a representative that is authorized to commit bidder s company. G. If you have a standard set of terms and conditions, please submit them with your proposal. All terms and conditions will be subject to negotiation. 1. Proposals must be received by 4:00 p.m. CDT on July 22nd, 2016, to be considered. 2. Proposals must remain valid for a period of 180 days. 3. The International Association of Women in Fire & Emergency Services anticipates selecting at least two individuals or firms to have more in-depth discussions with, and will make an award to one of these down-selected individuals or firms. 3. Project Description The purpose of this project is as follows: To improve the recruitment and retention of women in the fire service. To create a website that is publicly accessible, and will assist those individuals interested in furthering their careers within the Fire Service. The description of the project is as follows: The resulting website must be appealing to multiple generations, easy to navigate for users and administrators, and contain all of the components listed in the Project Scope of this document.

4 4. Project Scope The website must include: A. An online resource library that allows for cross sharing of documents and training offered from the International Association of Fire Chiefs Volunteer of the Future program. B. Forums for sharing of knowledge and issues related to the recruitment and retention of women in the fire service. C. A calendar and/or promotional space that links to training and leadership development opportunities. D. Relevant news and information. E. One specific page dedicated to Recruitment and Retention of firefighters. F. An option for event registration and tracking. G. An online store for motivational books and other materials. H. An area for member registration that also tracks expiration dates and can send reminders and notices regarding upcoming events and resources available. The site must also: A. Be a secure website. B. Be easy to navigate, both for users and administrators. C. Have minimal or no downtime. D. Be hosted and maintained through December 31st, Request for Proposals & Project Timelines The Request for Proposal timeline is as follows: Request for Proposal Issuance: June 24th, 2016 Request for Proposal s Due to i-women July 15 th, 2016 Selection of Top Bidders & Notification to Unsuccessful Bidders July 20th, 2016 Start of Negotiations July 22nd, 2016 Contract Award/Notification to Unsuccessful Bidders August 1st, 2016 Website Completion and Available for Use December 1st, 2016

5 6. Evaluation Factors The International Association of Women in Fire & Emergency Services will rate the proposals based on the following factors, with cost being the most important factor: A. Responsiveness to the requirements set forth in this Request for Proposals. B. Relevant past performance/experience. C. Samples of work. D. Cost, including an assessment of total cost of ownership. E. Technical expertise/experience of bidder and bidder s staff. The International Association of Women in Fire & Emergency Services reserves the right to award to the bidder that presents the best value to the organization as determined solely by the International Association of Women in Fire & Emergency Services in it s absolute discretion.