SCCAP seeking website development contractor

Website Development RFP

South Central Community Action Program (SCCAP)  is currently soliciting proposals for the design, CMS development, custom application development, site maintenance, and hosting for insccap.org.

All proposals must be received by January 29. Any proposals received after the due date and time will not be considered. Digital copies of proposals are to be submitted via email by this date to doug@sccap.monroe.in.us or by mail to the following address:

Doug Wilson
Director of Communications and Development
South Central Community Action Program
1500 W. 15th Street
Bloomington, IN 47404 

SCCAP reserves the right to reject any or all proposals, as well as to accept the proposal which will be to its best advantage as determined at the sole discretion of SCCAP.

Vendor Questions Due Date — January 22
RFP–Response Due Date — January 29
Vendor Selection — February 12

Introduction – Company Overview and Project Objectives
Section 1 – Vendor Background and Qualifications
Section 2 – Web Page Design and Development
Section 3 – Content Management
Section 4 – Custom Application Development
Section 5 – Site Maintenance
Section 6 – Hosting and Colocation Data Services
Section 7 – Investment and Timeline

Introduction – Company Overview and Project Objectives

The South Central Community Action Program (SCCAP) is a nonprofit organization based in Bloomington that has served low-income people for 44 years. Our mission is to provide opportunities for low-income citizens to move toward personal and economic independence. SCCAP is the largest anti-poverty organization in the area.

SCCAP administers the Circles Initiative and Head Start programs in Monroe County, and it also operates the Energy Assistance, Weatherization, Individual Development Account and Section 8 programs in Monroe, Morgan, Owen and Brown counties. It serves more than 5,000 families annually, representing more than 11,000 individuals.

Energy Assistance: Income eligible households receive assistance with the high cost of winter heating. Also, emergency assistance is available to households in danger of disconnection from gas or electric service, or who can’t obtain fuel delivery during cold weather without help.

In addition, the Summer Cool Program provides assistance with electric bills to keep families cool.  Air conditioners may also be obtained for those with certified medical reasons.

Head Start: The Head Start program serves children aged three through five and their families. Many services are provided to these children from low-income families, including health and nutrition, special needs services, family services parent involvement, social services and transportation. Head Start operates 17 classrooms around Monroe County with an enrollment of 267 children. It will also soon offer an Early Head Start program serving children from birth to three, as well as pregnant moms.

Weatherization: The Weatherization Program reduces energy consumption in low-income households and insures that each client has a safe operating heat source.  Each client receives a furnace inspection and an energy audit.  SCCAP uses private contractors to install insulation and to seal the house. Homeowners and renters are eligible.

CirclesTM Initiative: The CirclesTM  Initiative builds friendships across race and class lines and aids vulnerable families in achieving self-sufficiency.  Low-income participants attend a 15-week training, “Getting Ahead in a Just Getting by World,” to increase their educational, financial, social and spiritual resources.  These participants, called Circles Leaders, are then matched with trained “Circle Allies” who offer continued support.  Weekly meetings help grow community, identify and address barriers to self-sufficiency and give back by offering information to the community about poverty in Monroe County.

Section 8 Housing: Section 8 Housing Vouchers assist very low-income households with safe, decent, and sanitary housing.  This program allows households to find their own rental units within U.S. Department of Housing and Urban Development guidelines.  The household’s rent is subsidized based on their income. 

Individual Development Accounts: The Individual Development Account Program assists qualifying individuals in accumulating savings and developing personal finance skills.  The savings are deposited in a bank and the accounts receive matching funds from state and federal sources. These funds are then monitored by SCCAP and the participant and can be used for purchase or rehabilitation of a home, for college educational costs for the participant or a dependant, or for the purchase, startup, or expansion of a business. 

Affordable Rental Housing: SCCAP has three rental units in the city of Bloomington and several units in Brown and Owen counties.  These units are rented to families who are at, or below, 50% of the area median income guidelines and are more affordable to families because rents are below the market rate.

Family Development/Self-Sufficiency: This program helps families with multiple problems to become economically self-sufficient.  Barriers often encountered are: lack of education, employment/training, vocational training, work experience, transportation, childcare, and life skills counseling.

Case managers work with the family to establish priorities and goals necessary to achieve self-sufficiency and form a step-by-step case management plan.  Case managers work intensely with participants, providing life skills counseling, support, advocacy, decision-making and money management skills and reinforcement of positive self-esteem. Local agencies work cooperatively to insure that the participant receives appropriate services. 

Project Description: The South Central Community Action Program has a website at insccap.org that was developed as a class project many years ago. This leaves SCCAP with a web presence that is outdated in appearance, structure and in the presentation of content. It also has a second website for its Head Start program at http://www.headstart.bloomington.in.us. SCCAP needs a single new website. This new website will replaces both of SCCAP’s existing websites. It will better communicate the agency’s mission and inform several different audiences about the agency’s broad array of services while using the latest web technology.

SCCAP is seeking a flexible, informative web site that is easy to maintain. We must develop a user-friendly site that can deliver large amounts of frequently changing information to our key audiences. In addition to developing an intuitive interface, we must also have a web-based, database driven administration tool that allows key management personnel to easily update content without directly accessing source code.

To be effective, our website must be:

  • Easy and intuitive
  • Visually pleasing
  • Informative
  • Safe and secure
  • Quick to load and operate.

Objective: Our primary Internet objective is to build awareness and interest in the South Central Community Action Program and the services it provides.

Specific strategies:

Increase awareness of SCCAP’s mission, history and status as this area’s largest antipoverty agency with the broadest range of services.

Increase the number of clients applying for and using agency services.

Increase the percentages of minority clients (including Spanish-speaking Latino clients) and younger clients.

Strengthen relationships with community partners, funding sources, donors, program particpants and staff.

Improve SCCAP’s ability to communicate with our target audiences in Morgan and Owen counties. Currently, SCCAP has stronger ties in the community and is better able to communicate to target audiences in Monroe and Brown counties.

Increase donations SCCAP by adding capability for online donations and solicitation.

Improve communication with and between SCCAP employees and with and between SCCAP board members, by using a password-protected employee forum and a separate password protected board member forum, as well as various updatable areas of website (calendar, blog, news releases, etc.).

Attract talented and diverse staff.

SCCAP Client Demographics:

  • SCCAP documented serving 4,781 households and 11,203 individuals in 2007.
  • 1,096 single parent female households accounted for 22.9% of all households served.
  • SCCAP clients included 1,493 children ages 0 to 5 years, 1,525 children ages 6 to 11 years, and 1,362 ages 12 to 17 years. Together these 4,380 children were 39.1% of all the people SCCAP served.
  • In 2007, SCCAP documented serving 852 senior citizens age 70 or over, which is 7.6% of those served.
  • 56.1% of households served in 2007 had incomes below 100% of the Federal poverty level.
  • Only 47.6% of all household heads were working.
  • 285 households, or 6.0% of those served, were on public cash assistance when SCCAP helped them.
  • Households served were generally small; households with one, two, or three people accounted for 77.6% of households served. The average size of SCCAP households was 2.3 in 2007.
  • 59.8% of the 2007 households served lived in rental housing.
  • There were only 937 intact two-parent families, 20.6% of 2007 households served. Of families with children, only 44.1% were two-parent families.
  • Among the 11,203 people served, 10,220 or 91.2% were Caucasian; there were 331 African American people served or 3.0% of those served. 163 people were served of Hispanic/Latino origin, which was 1.5% of the total.
  • 30.7% of people served in 2007 reported they had no private health insurance.
  • 86.3% of persons over age 24 who were served in 2007 had less than a high school diploma or GED. This figure was far higher than the statewide average of 38.8%.
  • 13.7% of household heads had two or more years of post high school education.

Service Area Population: 2008 U.S. Census Bureau population estimates: Monroe County – 128,992, Morgan County 70,668, Owen County 22,375, Brown County 14,550.

Section 1 – Vendor Background and Qualifications

1.1 – Specific Expertise and Examples

Describe what your general capabilities are as a company, and what separates you from others in your industry. Provide at least three examples of your prior work that illustrates these capabilities.

1.2 – Experience Working with Anti-Poverty or other Nonprofit Organizations

Provide examples of any projects similar to ours that you have completed in the past, and describe specific lessons learned from working with on these projects which you will bring to our project.

1.3 – Organizational Capacity

List your separate in-house departments and the approximate number of personnel in each. Give an approximate number of projects typically being worked on by each department at a given point in time as well.

1.4 – Proposed Project Personnel

Provide a list of the principal personnel that would lead your development team for our project, along with a short bio for each listing their qualifications and experience.

1.5 – References and Awards

Provide a list of three clients for whom you have completed projects in the past. Two can be current clients, but at least one should be a former client who no longer does business with your company. Be sure to give a contact name and full contact information for each. Include a list of awards your company or any projects completed by your company have won in the past, including the name of the award, the presenting organization and the year of presentation.

Section 2 – Web Page Design and Development

2.1 – Design Approach and Experience

Briefly discuss your general approach to design for the web, including a description of your in-house design, Flash and other multimedia presentation capabilities. Provide the current URL of three examples of projects you have recently completed that display your expertise in these areas, as well as a short list of the service/services you completed for each. Explain your testing plan through the development process.

2.2 –Compliance, Compatibility, and Accessibility

Describe how the final product will meet and/or exceed the requirements established by the Americans with Disabilities Act and section 508 of the Rehabilitation Act. Also, discuss how your development team works to ensure compliance with the standards established by the W3C organization. Finally, list the browsers with which the site you are proposing will be compatible.

2.3 – Project Requirements

Develop the site so that its content is tailored to different audiences – clients, funding sources, general public, potential donors, etc. This should include information in both English and Spanish, for high and low-level readers, and for people who are visually impaired.

Have separate pages for each SCCAP program: Affordable Rental Housing, Circles Initiative, Energy Assistance, Family Development, Head Start, Individual Retirement Accounts, Section 8 and Weatherization. Also, have separate information for each county SCCAP serves (with separate offices in each county): Brown, Monroe, Morgan and Owen counties.

Other requirements: (1) provide RSS feed, (2) incorporate agency blog and Facebook page and be able to post agency news on web site, (3) have capability to post audio and video clips, (4) have updatable agency calendar of meetings and events, (5) provide for posting of available jobs, job descriptions, job applications and submission of applications by applicants, (6) provide for posting of applications for SCCAP rental properties and information about vacancies, (7) allow donors to make online donations to agency, (8) create a password-protected forum for employees and a separate password-protected forum for board members. These requirements must be developed so that key agency staff can easily manage and update the website using a web browser, (9) signup area for Head Start participants and volunteers, links for each Head Start classroom with pictures of teachers and bus drivers along with their email addresses, a link to the Head Start newsletter and links to Head Start community partners.  

Tracking: Implementation of tracking software to produce user-defined site log reports. We need a tool to help us better understand and measure web visitor behavior and improve web site performance and availability. (This may be offered through hosting service).

Section 3 – Content Management

3.1 – Content Management Approach and Experience

Describe your general approach to designing and building Content Management Systems, including specifying if your solution is custom or 3rd party. List examples of projects you have previously completed CMS’s for, including a description of how each compares to the solution being proposed for our project.

3.2 – CMS Impact on Search Engine Optimization

Describe how you approach the common issues that dynamic web sites experience with getting properly and fully indexed by the search engines. Be sure to also explain the level of control your CMS solution will give us going forward to optimize our site on our own.

3.3 – Project Requirements

This project will require the building and implementation of a full Content Management System to allow us to add, edit and remove pages and content for the site through a web-based, secure administrative area. Please describe how your proposed solution will meet these goals, as well as outlining any and all additional functionality your CMS will bring to the project.

Section 4 – Custom Application Development

4.1 – Custom Application Development Approach and Experience

Describe your general approach to custom application development, including a list of your most popular applications and a list of examples of projects you have previously completed which show these features.

Section 5 – Site Maintenance

5.1 – Site Maintenance Approach and Expertise

Include in Response

List your service options for ongoing maintenance, including the pricing, number of hours and scope of services included for each.

Section 6 –Hosting and Colocation Data Services

6.1 – Data Services Approach and Expertise

Include in Response

Describe your hosting capabilities, including the experience and qualifications of your personnel, the equipment and capacity of your server environment, power and data supply and redundancies, and your facility security. Follow this with a list of your levels of hosting services, including the monthly bandwidth, disk space and email account for each, along with the cost for each.

6.2 – Project Requirements

Requirements

We will need site hosting and data hosting as part of this project.

Section 7 – Investment and Timeline

7.1 – Project Investment Breakdown

List the specific products and services you are proposing for this project, and include pricing for each. This includes indicating if there is a difference in price if all items are purchased as a package versus certain items being selected a la carte, and be sure to provide pricing for both instances.

Develop budget based on SCCAP providing photos for the site. Written content can be provided by agency staff or through interviews with staff. There are no existing databases that need to be imported or connected to the new site and we do not have any existing e-Commerce systems or web forums that need to be connected to the new site. We do have a WordPress blog (insccap.wordpress.com) that needs to be incorporated to the site.

7.2 – Proposed Timeline

Provide an approximate timeline for the proposed project by breaking the development into stages and then listed time ranges for each to be completed.

7.3 – Contract Terms and Conditions

Provide the terms and conditions that would be included with the contract for the project as you have proposed it.

 

 

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