REQUIREMENTS FOR THIS PROJECT: The web application must be Microsoft Windows Server 2012 compatible.

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1 INTRODUCTION: The YWCA El Paso del Norte Region (YWCA), located at 201 E. Main, Suite 400, in El Paso, Texas, extends a request for proposals for the development of a web-based application that will provide access to our CCS providers using the YWCA web services or servers. BACKGROUND: The YWCA holds a contract with the Upper Rio Grande Workforce Development Board for the implementation of the Child Care Services (CCS) program. As part of the CCS program, the YWCA holds financial agreements with approximately four hundred (400) child care providers. Twice monthly, the YWCA submits payments to providers electronically. The YWCA maintains data related to the payments to providers on a state-provided data base from which information is downloaded. For the past eight years, the YWCA has maintained a secure website for the purpose of uploading individualized provider payment information sheets, notifying providers of deposit dates, amounts and details. Additionally, the website has been used to post messages, including messages with attachments. Providers are able to communicate only with the YWCA and the YWCA is able to post/broadcast messages, with attachments to all providers or to individual providers. The existing website is hosted on a Microsoft Windows Server platform. The YWCA seeks to upgrade and/or re-write the web-based application on a newer Microsoft Windows Server platform. The physical server will be located at the administrative offices of the YWCA, 201 E. Main Street in El Paso, Texas. REQUIREMENTS FOR THIS PROJECT: The web application must be Microsoft Windows Server 2012 compatible. The web application must be compatible with the.net framework. The web application must operate in a secure environment. The core database engine must be Microsoft SQL Server The Web application must be easily upgradable to newer Microsoft operating systems and SQL versions and not require an entire rewrite of the application in order to upgrade. The application must provide batch uploads and downloads of data (imports and exports, CSV file format preferred.) Page 1 of 7

2 The web application must allow for multiple layers secure access (e.g. 1 super user and multiple site administrators) with ability to manage or maintain Standard users for the respective sites. All users must be able to view, save or print attachments or messages sent to their account. Files must be able to export to PDF, Word or Excel compatible formats. Every message must require a subject line. A message must accommodate multiple attachments. YWCA personnel must be able to view all sent messages and only YWCA personnel can be authorized to delete messages (Sent or received.) A home screen must display a record of broadcast messages, with the ability to sort by date or subject line. A posting by the YWCA must initiate an notification to all users, both Site Administrator and standard users to include the subject line. The application must have the capability to route requests initiated by providers to one or multiple departments. The web application must provide a means of backing up data to any one or multiple destinations. The web application source code will be made available and will remain the property of the YWCA. The cost bid will include an initial demonstration to key employees, and a minimum of eight hours training on the use of the system to key employees. Written documentation regarding the use of the system, uploads, messaging and user management must also be provided, in electronic form. The cost proposal must include the option for the YWCA to purchase annual maintenance agreements for up to five years as well as the hourly cost of technical assistance requested by the YWCA following the successful launch of the system. Page 2 of 7

3 EXPECTED TIME LINE FOR PROCUREMENT Posted on YWCA website July 31, 2015 Advertised in the El Paso Times August 7 and August 12, 2015 Notification of intent to bid requested August 20, 2015 Optional Bidders conference to include short demo of current system August 21, 2015 Last day for questions August 28, 2015 Response to questions posted on web site August 31, 2015 Bid Due Date September 9, 2015 Anticipated Award September 39, 2015 NOTES REGUARDING THE TIME LINE ABOVE: The request for proposal packets are available online at (click on procurement button at bottom of home page). Current packet is FY15-Web Development Amend 1-Provider Portal. Prospective Vendors who notify the YWCA (b.alspaugh@ywcaelpaso.org) that they may submit a quotation will be notified of amendment to the packet and answers to questions submitted or any other applicable clarification. The YWCA requests an to b.alspaugh@ywcaelpaso.org, from bidders who plan to submit a bid. We very much appreciate the by August 20, 2015 and would like to know if a bidder intends to attend the optional bidders conference. The Optional bidder s conference and demo of the existing system will take place at the YWCA Administrative Offices, 201 E. Main Suite 400 from 10:00 to 11:00 am. Questions or requests for clarification may be submitted to Barbara Alspaugh at b.alspaugh@ywcaelpaso.org, by August 28, 2015, and the response will be posted at by August 31, Vendors are not allowed to discuss the details related to this request for proposal with YWCA staff members or volunteers, other than Barbara Alspaugh, Contracts & Compliance Officer or Arthur Westbrook, IT Manager. Proposals will be accepted at 201 E. Main Suite 400, reception desk until 5 PM MDT on September 9, 2015 by mail, or hand-delivery. Receipts will be available when hand Page 3 of 7

4 delivering. Proposals may be ed to Packets cannot be accepted by fax. Proposals should be Labeled with proposal name and show the company name in the return address or subject line. The YWCA reserves the right to accept or reject any and all proposals, to waive technicalities, or to amend the request for proposals as needed prior to the due date. YWCA employees, Officers and agents are not allowed to accept gratuities from prospective or current vendors. Proposers and Vendors are not allowed to approach employees, officers or agents of the YWCA regarding this request for proposal except as identified above. CONTENTS OF SUBMISSION: A successful submission must contain the following: 1. Acknowledgement Form including original (manual) signature of authorized representative; 2. Cost Proposal and Implementation Plan; 3. Contact information, including telephone and for up to three references; include only current customers; (The YWCA is not requesting letters of reference at this time.) 4. Affirmative Action Letter; and 5. HUB Certification or proof of ownership by woman, if applicable. Submission should be completed using the paper or electronic forms provided. EVALUATION CRITERIA: Bids will be evaluated based 60% on cost and 40% on the effectiveness of the plan submitted by the proposer. In the case of proposals representing equal value to the YWCA, a proposer who has submitted documentation showing that they are a registered HUB or woman-owned business will be given priority. Vendor references and past experience as a YWCA vendor must be satisfactory for a quotation to be considered responsive. Page 4 of 7

5 COST PROPOSAL: COST PROPOSAL AND IMPLEMENTATION PLAN 1. Cost of implementation, including but not limited to provision of web site, code, documentation, training and completion of testing, debugging and trouble shooting. This cost must include cost resulting from payments to a 3 rd party, such as a payment for the SSL Certificate. $ 2. Hourly cost to provide technical assistance or code modification after successful implementation of the web site. $ 3. Annual maintenance agreement cost and duration: $ per year for up to years. IMPLEMENTATION PLAN: Please explain your plan if awarded this project. Address the following: how your company will assure that the requirements listed are met; timeline for development, migration, launch and troubleshooting; the qualifications of personnel that will be assigned to work on the project; similar secure web applications successfully implemented by your company; and contact information (telephone and ) for three current customers. Page 5 of 7

6 ACKNOWLEDGEMENT FORM The undersigned affirms that he/she is duly authorized to sign proposals on behalf of the company and that the company has not prepared this bid in collusion with any other vendor and that the contents of this bid have not been communicated by the company or its agent to any other person engaged in this type of business. The undersigned further affirms that neither the company nor its officers/owners have been barred from procurement with the Federal or any State Government. Business Name: Authorized Representative Name: Address: City/State/Zip Contact Name: Telephone: Fax: Company Website: TERMS--IF SELECTED The proposal submitted will prevail for ninety days. The YWCA will provide appropriate sales tax exemption form and will not be charged Texas sales or use tax. Payments will be due to vendor as follows: 50% upon delivery of code and 50% upon completion of employee training and success of fully functional system. Authorized Representative Printed Name: Page 6 of 7

7 AFFIRMATIVE ACTION LETTER June 10, 2013 The YWCA El Paso Del Norte Region, as an equal opportunity employer, has developed an affirmative action plan and has an ongoing commitment to hire and develop the best people we can find, basing our judgment on their job-related qualifications. For this reason, we are asking your assistance and cooperation in actively recruiting and referring qualified applicants for all jobs without regard to race, gender, religion, national origin, ethnic background, age, disability, political beliefs or veteran status. Because of our commitment as an equal opp9ortunity employer we request your service to include active recruitment of qualified minority and female applicants for all positions when available. Kindly acknowledge your cooperation in these matters by completing the information below. Sincerely, Barbara Alspaugh Contracts & Compliance Officer Company Name Name of Recruiting/Hiring Representative Signature of same indicating agreement Date Page 7 of 7