April 29, 2013 INTRODUCTION ORGANIZATIONAL OVERVIEW PROJECT OVERVIEW

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1 April 29, 2013 INTRODUCTION The Mid-Atlantic Reginal Air Management Assciatin, Inc (MARAMA) is seeking t engage a cntractr t assist in updating f MARAMA s current website sftware and mve the website t a new hsting site. MARAMA has develped this Request fr Prpsals, MARAMA.rg Website Sftware Update t facilitate the evaluatin and selectin f vendrs and t clarify needs. ORGANIZATIONAL OVERVIEW MARAMA is a vluntary, nn-prfit assciatin f ten state and lcal air pllutin cntrl agencies. MARAMA's missin is t strengthen the skills and capabilities f member agencies and t help them wrk tgether t prevent and reduce air pllutin impact in the Mid-Atlantic Regin. MARAMA prvides cst-effective appraches t reginal cllabratin by pling resurces t develp and analyze data, share ideas, and train staff t implement cmmn requirements. One way MARAMA accmplishes its missin is t prvide members with a website that: Serves as a frnt dr t MARAMA cnveying the missin, gals and image f the rganizatin; Apprpriately reflects and enhances MARAMA s status as a premier surce f infrmatin in the Mid- Atlantic regin; Serves as an aesthetically pleasing, easily navigated, and infrmative first pint f cntact fr nline users, especially MARAMA s members. PROJECT OVERVIEW The prject described in this Request fr Prpsals (RFP) is t mve the MARAMA website t a new hsting lcatin and bring its sftware up-t-date. MARAMA staff maintains its website, and is prficient in mst functins f Jmla, specifically with html and t a smaller extent, cascading style sheets (CSS). The main purpse f this update is t prevent malware and hacking attacks against the MARAMA site while prviding mre space fr the stred data assciated with the site.

2 Prject Objectives: 1. Update website sftware t mst current stable versin f Jmla 2. Mve MARAMA s website t a new hsting site Estimated Prject Timeline: Task Due Date Prpsals Due 5/13/2013 Award Cntract 5/24/2013 Sign Cntract and begin wrk 6/1/2013 Task 1: Upgrade Website 6/28/2013 Task 2: Transfer Website t New Hsting Site 7/12/2013 Task 3: Submit User Guide 7/17/2013 Please nte, these dates are nly estimatins and they can be adjusted based n the submitted prpsals. Prject Funding: Funds fr this prject are prvided by MARAMA s EPA grant agreement XA Reginal Cperatin and Assistance fr Clean Air Act Implementatin. MARAMA will issue a fixed price cntract t the selected vendr. SCOPE OF WORK Prject tasks will include: Updating the current website sftware, Jmla, t the mst recent stable versin Transferring the website t a new hsting site Prviding a User Guide n hw t run the website sftware MARAMA Websites: Please review ur website, and visit ur secnd site, dieselmidatlantic.rg t get an idea f ur current platfrms. TASK 1: UPGRADE OF WEBSITE SOFTWARE Upgrade requirements: The upgrade shuld help prevent future hacks and malware. In rder t maintain cnsistency, MARAMA will cntinue using the Jmla prgram. Therefre, we need t upgrade ur Jmla sftware instead f building a new website r using a new prgram Request fr Prpsals Update f MARAMA Web site Page 2

3 TASK 2: TRANSFER WEBSITE This transfer shuld be: O Unlimited Space O Minimize Cst O Fllw Security Prtcls O Allw fr Additinal FTP Users MARAMA will cntinue t use the current dmain name. MARAMA wuld prefer t mve the current marama.rg dmain t GDaddy.cm, where the dieselmidatlantic.rg website is currently being hsted. TASK 3: USER GUIDE AND WEBSITE OVERVIEW The cntractr will update MARAMA s user guide t prvide basic instructins fr new users t update the site and hw t cnvert t updated versins f Jmla. The user guide shuld describe hw the website is rganized and explain hw the mdules wrk. SUBMISSION REQUIREMENTS Interested vendrs shuld submit a thrugh but cncise package f infrmatin that respnds t the Request fr Prpsal (RFP). Prpsals must be received by 5:00 p.m. n Mnday, May 13, Prpsals shuld be submitted electrnically, using Micrsft Office r Adbe Acrbat frmats t: Abigail Vickers, Office Manager/Envirnmental Scientist Prpsals must be n mre than 20 pages lng, (11 pint fnt, with 1 margins) and must cntain the fllwing: Cntact infrmatin including address f the Vendr s authrized negtiatr. Vendr s authrized negtiatr shall be empwered t make binding cmmitments fr the Vendr s firm. Prvide a descriptin f the cmpany including a brief cmpany histry including the year the rganizatin was frmed. Prvide a detailed descriptin f hw yu plan t cmplete the tasks identified under the Scpe f Wrk. Outline the prcess fr implementing the plan frm cncept t cmpletin, including yur prcess fr implementing changes as requested. Prvide a schedule fr cmpleting this prject. Include a Gantt chart Request fr Prpsals Update f MARAMA Web site Page 3

4 Identify key staff wh will cmplete each task under this cntract. Prvide resumes f the prject staff utlining their relevant experience, including experience with Jmla and CSS. Prvide detail n the csts fr the fllwing: Hurly rates fr prfessinal services. Include task descriptin, task resurce level (skill level r jb classificatin, and hurly rate) fr each f the tw tasks: Upgrading the website sftware Transferring the website t a new hsting site Prvide a User Guide if necessary Specify if any prfessinal services are prvided thrugh a sub-cntract r partner prgram. Csts fr each task in the scpe f wrk must be identified separately. Bear in mind that this will be a fixed price cntract. Prvide a list f at least three (3) references fr prjects that were similar in scpe t the wrk we are requesting. We are particularly interested in similar rganizatins (size and nn-prfit status) and thse wh are currently maintaining the website in-huse that was develped by the cntractr. References f nn-prfit rganizatins preferred. The reference list must include: Client name Current Cntact Persn and phne number Descriptin f services prvided by Vendr t client The link t their website Identify percentage f minrity wned/wman wned business enterprise (MBE/WBE) participatin. MARAMA s applicable fair share gals /bjectives, as negtiated with EPA, are as fllws: MBE - 12% WBE - 10% Prpsals must cmply with Subpart C f 2 CFR Part 180 and 2 CFR Part 1532 and certify that the cntractr is nt presently debarred, suspended, prpsed debarment, declared ineligible, r vluntarily excluded frm cvered transactins by any Federal department r agency. Questins Any questins abut this RFP shuld be sent in writing via t Abigail Vickers, Office Manager at Questins and answers will be psted n MARAMA s web site at under Request fr Prpsals. N further questins will be accepted after May 8 at nn, and all answers will be psted by 5:00 p.m. n May 10. CRITERIA FOR EVALUATION OF PROPOSALS MARAMA will nly select experienced cntractr(s). A selectin cmmittee will review and evaluate all cmplete prpsals that are within the estimated budget using the fllwing criteria: 2013 Request fr Prpsals Update f MARAMA Web site Page 4

5 Cst and level f effrt prpsed Demnstrates an understanding and acceptance f the scpe f wrk and requirements f the RFP Relevant experience, qualificatins, and experience f the cntractr and persnnel assigned t the prject, including experience with similar websites Percentage f MBE/WBE participatin The fllwing criteria will be used t evaluate the tp prpsals: Demnstrated prficiency in creating relevant design and functinal qualities References cncerning past perfrmance n time, within budget, and meeting custmer needs Rate fr cnversin f pages t the new frmat MARAMA is nt required t select the lwest cst bid, but will cnsider cst and the ther factrs listed abve. MARAMA may interview prspective cntractrs and may request further infrmatin frm a selected grup f finalists befre making final selectins. Funds available fr this cntract are federal funds frm the U.S. Envirnmental Prtectin Agency, and cntractrs must meet requirements assciated with the use f federal funds. All infrmatin and data develped under this cntract will be in the public dmain Request fr Prpsals Update f MARAMA Web site Page 5

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