HELP-NEW MEXICO, INC. REQUEST FOR PROPOSAL FOR DATABASE REPORTING SYSTEM

Transcription

1 HELP-NEW MEXICO, INC. REQUEST FOR PROPOSAL FOR DATABASE REPORTING SYSTEM Introduction: HELP-New Mexico, Inc. (HELP-NM or Agency), is a Federal and State funded non-profit organization providing child care, work force development, family services and other human services throughout the State of New Mexico. It is exempt from Federal income tax under Section 501 (c)(3) of the Internal Revenue Code. It is governed by a 13 member Board of Directors. Its administrative office is located at 5101 Copper Ave NE, Albuquerque, NM Objective: HELP-NM is seeking proposals from experienced and qualified firms and/or individuals relative to the development and/or implementation of a Database Reporting Program to allow the agency to manage and report to its funders, client information, in conformance with federal, state and agency requirements, processed at multiple locations throughout the state. Organizational Overview: HELP-NM is a statewide community-based organization, a community action agency and a faith-based organization with over 45 years of experience providing community-based services to New Mexicans. HELP-NM offers a wide variety of programs, some of which include but are not limited to: Affordable Housing Employment Support Job Development Case Management Emergency Assistance Utility Payment Assistance HELP-NM is required to collect and report data to numerous federal funders that include, but are not limited to: the Community Services Block Grant, National Farmworker s Job Program, and the Workforce Investment Act, their stakeholders including state agencies and private foundations. The Workforce Development Division, who would be utilizing the software, provides services to families and individuals located throughout the state out of 17 offices. The Division serves approximately 7,000 individuals annually and requires unique information on all individuals in the system. There are approximately 50 users in the 17 offices. Many of these offices are remote offices located in rural towns. Page 1 of 11

2 Uncertainty/Error or Omission in RFP: Contractors uncertain of any part of the request for proposal (RFP) or find error or omission in the RFP document shall immediately notify HELP-NM (contact information listed below) and request modification or clarification of the document. Request for clarification must be received no later than 4:00 PM MST on January 15, Questions may be submitted to: Patrick Martinez at up to January 15, HELP-NM may modify the RFP prior to the proposal deadline by issuing a revision to all contractors who have requested the RFP. PROPOSAL ACCEPTANCE/CONTRACT AWARD/APPEAL PROCESS/CANCELLATION/PROPOSAL WITHDRAWL Proposal Acceptance. This Request for Proposals (RFP) does not obligate HELP-NM, Inc. to award any contract. HELP-NM reserves the right to accept or reject any or all proposals received or portions thereof or award a contract to a proposer other than the highest ranked according to the evaluation group. HELP-NM reserves the right to waive formalities and minor irregularities of offers received at the discretion of the evaluation team. If all required certifications or documents are unavailable at the date and time of submission of proposal, the proposal will not be considered. HELP-NM reserves the right to negotiate the terms of the final contract with the proposer and to reject any or all offers; Contract Award. HELP-NM, Inc. may make an award without further discussion and based on the proposals submitted; and/or require the selected entity to participate in negotiations and submit new information regarding price, technical procedures or technical support or other revisions of their proposal as may result from negotiations. HELP-NM reserves the right to negotiate the final contract as well as require contract and/or modifications in order to comply with any changes in HELP-NM funder s regulations. The service provider is solely responsible for contract completion and will be the only recipient of payment. This RFP is not in itself an offer of work nor does it commit HELP-NM to fund any proposal submitted. HELP-NM is not liable for any costs incurred in the preparation or research of proposals. All data is the property of HELP-NM, Inc. and in the event of termination of the contract will be transmitted in a useable format (i.e. excel, access etc.) to HELP-NM within 30 days. Appeal Process. If an proposal is selected, all proposers will be provided a written notice of the outcome of the evaluation and award process within five (5) days following the bid deadline. The contract will begin immediately after selection of a contractor. Services will begin within 45 days from the contract effective date. Page 2 of 11

3 Should a proposer wish to appeal an award recommendation, the proposer must provide written notice of such appeal no more than fifteen (15) days after the notice of award. Cancellation. HELP-NM reserves the right to cancel this Request for Proposal. This RFP follows the NM Procurement Code, Sections through including any amendments to said code, and as such imposes civil and misdemeanor criminal penalties for its violation. In addition, the New Mexico Criminal Statutes impose felony penalties for bribes, gratuities and kickbacks. Proposal Withdrawal: Contractors will be allowed to withdraw a proposal at any time prior to the deadline for receipt of proposal. Withdrawal must be submitted in writing to the contact person listed below and signed by an authorized representative. Proposal Submittal Information: Posting Date: 12/23/2013 Contact Person: Patrick Martinez HELP-New Mexico, Inc Copper Ave. NE Albuquerque, NM Telephone: patrick@helpnm.com Questions regarding this proposal must be submitted in writing to the contact person listed above via . Bid Due Date and Time: Bids must be received by the contact person listed above no later than 4:00 PM MST on January 31, Proposals received after this deadline will not be accepted. Proposals should be delivered to: HELP-New Mexico, Inc Copper, NE Albuquerque, NM To the attention of: Patrick Martinez Page 3 of 11

4 It is important that proposals be submitted in a sealed envelope clearly marked in the lower left-hand corner with the following information: REQUEST FOR PROPOSAL SEALED PROPOSAL FOR HELP-NEW MEXICO, INC. DATABASE REPORTING SYSTEM Proposals may be hand delivered Monday thru Friday between the hours of 8:00 a.m. to 12:00 p.m. and 1:00 p.m. to 4:00 p.m., Mountain Standard Time. (Holidays excluded) to the address provided above. NOTE: Late proposals (those received after 4PM MST, January 31,2014) will not be considered and will be disposed of unopened. HELP-NM is not responsible for lost or late delivery of proposals by the U.S. Postal Service or other delivery services used by the Bidder. No proposals will be accepted by FAX. Bidder is solely responsible for delivery of proposals to the specified place at the specified time. Postmarks or delivery times will not be accepted as compliance to the delivery times and place. Costs incurred in preparation of any proposal are the responsibility of the bidders and not chargeable to HELP-NM. Scope of Services Requested: HELP-NM is seeking a case management database solution that is hosted centrally and can be accessed remotely through HELP-NM networks and through the internet. The database should: a) Be web-based and able to support most common browsers, such as Internet Explorer, Mozilla, Firefox, etc. b) Offer an automated back-up system, a centralized data back-up with redundancy to prevent loss of data with back-ups performed per industry standard and frequency. c) Support an unlimited number of records. d) Have the ability to determine client eligibility or possible eligibility for several programs, send alerts to the administrator or users based on client history, available services or previous irregularities. e) Have the ability to maintain information per client, capture all demographics and track changes. f) Have the ability to capture and track case notes on individuals clients. g) Have a flexible centralized intake design that can be adapted based on agency needs and/or workflow patterns. h) Allow local administrator access to modify, add/delete or update tables or fields (such as lists of services, counties, demographics, programs, etc.) i) Have the ability to monitor outcomes of various agency programs. Page 4 of 11

5 j) Provide specific quantified and detailed reports based on different criteria such as the number of unduplicated clients per specific period of time, caseload reports, performance reports, demographics, services provided and outcomes achieved. k) Have the ability to customize reports as needed. l) Have the ability to import/export data into other commonly used programs such as Excel, Word, Access, Power Point and other comparable software. m) Have the ability to tailor information needed for federal and state reports for hard copy or electronic transmission to other funders databases. n) Offer several user security levels based on the user s roles and responsibilities. o) Allow for the setting of individual client goals and outcomes; and track individual client progress. p) Provide automatic notices to alert the user of required exits and follow-ups. q) Allow for the entry of individual case notes. r) Provide the ability to design forms for hard copy case management files. s) Have the ability to expand the database as programs are acquired and integrate into the reporting and data collection as specified above. The contractor should provide the following: a) Initial technical support and training to insure that all locations are equipped to begin use of the software within 45 days of being awarded the contract. This support could be provided through a combination of face-to-face visits, web-based contact, and/or phone conferences. b) On-going support to HELP-NM staff who will be identified as administrators of the software. c) On-going/on-demand technical support to all users of the software d) Migration of data from our current system/s to the winning contractor s system. e) Technical support for HELP-NM MIS department needed for the setup and operation of the system. f) Tailoring of report parameters for reporting to our funding sources. Proposal Contents: HELP-NM reserves the right, in its sole discretion, to select the firm based on the evaluation and review of the proposal and such other relevant information as HELP-NM has before it, and based on the Agency s determination as to which proposal best meets its needs. Proposals shall contain the following information: Proposals must be submitted typed, single-sided, double-spaced line format with a 12-point font, numbered pages and one inch margins. The proposal narrative should not exceed 20 pages, excluding exhibits. Proposals should be fastened together with a binder clip adequate for the submitted document. DO NOT SPIRAL BIND PROPOSALS. HELP-NM requires 1 original and 5 copies of the proposal. Page 5 of 11

6 Your RFP response must be a separate written document, accompanied by the required attachments. 1. A Cover Sheet including: Project title, Address and title of the firm s office, Name of firm s representative designated as the contact to HELP-NM 2. Statement of your estimated staff requirements for HELP-NM in order to implement the software. 3. A timetable detailing the plan for insuring all locations are prepared to begin utilizing the database within the 45 day timeline. 4. A description outlining the Scope of Services listed above and how they would be accomplished. 5. A detailed budget and budget description including a schedule of charges for technical support. 6. A proposed payment schedule that will allow HELP-NM to evenly distribute the overall cost of the database and start-up technical support over a 3 year contract period. 7. Specify conditions and costs, if any, which would cause a request for additional compensation. 8. Submit a copy of your software maintenance contract, the warranty, and the maintenance service provided under the warranty. Provide the costs for the next three (3) years. 9. Certification page, page 10 of 10 completed and attached. All RFP elements must be included and in the following order. These elements must be indexed and include corresponding, visible tabs for quick reference. Those not meeting these stated and following requirements may be disqualified and not rated. Request for Qualifications 1. A list (minimum of 3) of non-profit agencies for which you have performed similar work. Furnish names and phone numbers of contact person for each client reference (HELP- NM reserves the right to contact contractor s references with respect to its performance of similar projects, compliance with specifications and contractual obligations, and its completion of a project on schedule). 2. A listing of agencies currently using your database. 3. Resume/biography of individual(s) who provide technical expertise and a list of individuals expected to have a role in the RFP process. An organizational chart should accompany the resumes. 4. Access to a demonstration of the database, onsite is recommended at HELP - New Mexico, Inc. Selection Proposals will be rated based on their quality and content as well as proposed fees. Finalist will be selected to provide a demonstration to HELP-NM administrative staff responsible for the selection process. The basis for final selection will include but not be limited to the following criteria: Page 6 of 11

7 1. Professional qualifications. 2. Experience in providing similar service to other non-profit organizations. 3. Proposed contract terms including total fees with a payment plan based upon measurable contract milestones (HELP-NM prefers to compensate on the basis of a guaranteed maximum or flat fee for services). 4. Demonstration of the database. 5. Comments and information provided by professional references. Additional Considerations 1. HELP-NM reserves the right, without limitation, to reject any and all proposals received and to cancel awarding of the contract and advertise for new proposals. 2. HELP-NM adheres to its internal control policies and procedures. All data collected, created, received, maintained or disseminated or used for any purpose in the course of execution is confidential and remains property of HELP-NM, and cannot be used for any other purposes. 3. HELP-NM will not disclose bids/proposals submitted in response to requests which may or may not infringe upon confidential business practices of individual businesses. 4. All proposals and accompanying documentation become the property of HELP-NM and will not be returned. 5. The contractor is to be and shall remain as an independent contractor with respect to all services performed and shall be responsible for its own taxes and benefits of employees and/or agents. 6. No services shall be sub-contracted, unless expressly authorized by HELP-NM. Scoring Professional Qualifications & Experience Proposal Does proposer have the proper credentials for development of database? Is proposer a member of any professional MIS associations? What certifications does the proposer/staff have? How long has the proposer s clients stayed with their product? What grants are typically tracked with the software? Does the proposer provide list of customers available for interview. Maximum Points 10 Points Database Requirements & Function Does software have ability to determine eligibility across several programs with different eligibility requirements. Be web-based and able to support most common browsers, such as Internet Explorer, Mozilla, Firefox, etc. Support an unlimited number of records. Page 7 of 11

8 Send alerts to the administrator or users based on client history, available services or previous irregularities. Have a flexible centralized intake design that can be adapted based on agency needs and/or workflow patterns. User interface - user friendly. Administrative interface. Are data base and fields able to be added or removed? Provide an automated back-up system, a centralized data back-up with redundancy to prevent loss of data with back-ups performed per industry standard and frequency. Allow for the setting of individual client goals and outcomes; and track individual client progress. Provide automatic notices to alert the user of required exits and follow-ups. Allow for the entry of individual case notes. Have the ability to expand the database as programs are acquired and integrate into the reporting and data collection as specified above. Allow local administrator access to modify, add/delete or update tables or fields (such as lists of services, counties, demographics, programs, etc.). Offer several user security levels based on the user s roles and responsibilities. Provides an automated back-up system, a centralized data back-up with redundancy to prevent loss of data with back-ups performed per industry standard and frequency. 55 Hardware Requirements Desktop computer requirements. Network requirements. Internet requirements. Security Requirements. Printer Requirements. 5 Training & Demonstration Does the proposer provide training? Method of training provided. Is the training on-going? Is there a manual provided? Training manual customer specific. Does the proposer provide a demonstration of the capabilities of the software as required? 10 Page 8 of 11

9 Was the demonstration on-site or web-based? Did the proposer provide a training site? Reporting & Forms Reporting protocols and format compliant with funding streams. Reporting protocols and format able to be customized. Canned reports available. Ad Hoc reports available. Reports can be real time or period and/or customer specific. Lists file types available for reporting. List protocols available to be used in transmission of reports to funding sources. Have the ability to monitor outcomes of various agency programs. Group data by programs, time period or client specific? Provide specific quantified and detailed reports based on different criteria such as the number of clients per specific period of time, caseload reports, performance reports, demographics, services provided and outcomes achieved. Have the ability to customize reports as needed. Have the ability to import/export data into other commonly used programs such as Excel, Word, Access, Power Point and other comparable software. Have the ability to tailor information needed for federal and state reports for hard copy or electronic transmission to other funders databases. Forms can be designed to company needs and specifications. Forms editable. Forms customized with company logo. Fields on forms relate to data collected. Provide the ability to design forms for hard copy case management files. 25 Contract Terms Contract terms are what is described in the RFP. Costs are outlined in detail. Cost for phases of switchover are detailed. Costs for upgrades are detailed. Technical Support Costs are detailed. Data conversion costs are detailed. User additions cost scales are included. Costs for initial training and ongoing training detailed. 15 Page 9 of 11

10 Costs for forms modification listed. Total 120 (The remainder of this page left intentionally blank) Page 10 of 11

11 CERTIFICATION 1. The individual signing certifies that he/she is authorized to contract on behalf of the respondent agency. 2. The individual signing certifies that the prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition. 3. The individual signing certifies that he/she has read and understands all of the information in the Request for Proposal. 4. The individual signing certifies that the respondent agency has not been suspended or in any way excluded from doing work with any government organization. 5. The respondent agency understands that, if information contrary to this certification subsequently becomes available, such evidence may be grounds for non-award or nullification of a bid award. Signature of Respondent Representative Printed Name Title of Individual Signing Firm Name Address of Representative Phone FAX Date Page 11 of 11