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.
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.
VII. Submission Requirements
All communications regarding this RFP should be emailed to Janis
Rosheuvel, Director. 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
Proposal Submission Deadline January 7, 2011 at 5pm
Proposal Award Date January 2011
Proposed Database Launch June 2011
* This RFP does not represent any obligation or agreement whatsoever
on the part of Families for Freedom. Any obligation or agreement may
only be incurred upon entering into a written agreement.
