World Learning. Online Application Portal Services for MEPI Programs. Request for Proposals

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1 World Learning Online Application Portal Services for MEPI Programs Request for Proposals Main Facts Table Reference Confirmation of Intent, Questions, and Proposal Submission to Deadline for submission of Letters of Intent? Web-based Application Portal Services for MEPI Programs Holly McCandless See below are you requiring such letters? Deadline for submission of offers 5:00pm EST on June 24, 2016 Address for submission of offers Estimated date of award July 8, 2016 Dates of service July 8, 2016 September 30, 2017 with a potential opportunity for extension 1. Background The U.S. Department of State s Middle East Partnership Initiative (MEPI) conducts multiple leadership exchange programs and allocates local grants for local organizations in the Middle East North Africa (MENA) region. MEPI administers the following programs: Leaders for Democracy Fellowship US (LDF-US), Leaders for Democracy Fellowship Lebanon (LDF-Lebanon), and the Student Leaders Program. MEPI currently receives application submissions via multiple country-specific inboxes and this solicitation is to address the application needs of all the programs noted. The development of an additional application system supporting the Local Grant Competitions process in the MENA region may be added and requested of the selected service provider in World Learning Inc. implements the LDF-Lebanon and LDF-US Programs with funding made available by MEPI under Cooperative Agreement S-NEAAC-15-CA World Learning is inviting local and international vendors to submit quotations for the development, testing, launch and technical support for a web-based application portal to support the above-mentioned LDF and Student Leaders Programs. This document serves as an invitation for an open bidding process to solicit quotation from respondent Offeror(s).

2 2. Purpose and Scope The purpose of this document is to obtain web-based application portal services for MEPI. To streamline the application process, simplify the review process, and develop reports for project feedback, MEPI requires a secure online web portal system which uses a web platform or off-theshelf software to capture and review exchange program and local grant applications. The portal should include capabilities related to IT infrastructure, customer support, and user and reviewer functions. Additionally, the portal should be easy to embed on an existing website, support English, Arabic and French language content and submissions, feature automated workflow functions, and allow for data mining, reporting and exporting. The programs will use their own unique forms and review process, something the portal will need to be able to adapt to, and the portal should be able to process several thousand applications and allow for multiple reviewers, assigned by country or other tags. The portal should have the flexibility to accommodate the addition of other program applications in the future. This portal will allow MEPI and its external partners to navigate the application process more easily and efficiently by creating accounts, sending or sharing one or multiple applications, and checking the status of applications online. The portal will also simplify the review process, allow reviewers to send automated messages or status updates, and create a database of applicants for future outreach and programming. This portal will be a tool for applicants, reviewers, administrators, and U.S. government employees and should reduce the time spent by applicants completing and submitting application forms with attached documentation, and by reviewers organizing, coordinating, reviewing, ranking, and selecting applicants. An expanded list of features can be found below in section 3 Technical Features. 3. Technical Features Server/IT Infrastructure 99.9% uptime Free access to software upgrades Testing and site maintenance included in base pricing Hosting included and available on secure U.S.-based servers Unlimited applicants, reviewers, administrators Unlimited submissions, file uploads, and data storage Automatic archiving of historic data Customer Support Implementation support Phone and support Guaranteed response and resolution windows Training for administrators Additional 80 work hours allocated for content revision, training, and direct user support System Administration Ability for administrators to edit or modify forms and other content Ability to quickly edit custom applications and review forms for each of the programs

3 Website Functionality English, Arabic and French language submissions and applications forms Ability to embed in application portal and existing websites Mobile-friendly version Application portal cannot utilize flash or other plugins not natively included in common web browsers Reviewer Interface Access to a custom interface that only shows apps related a predefined geographic or functional area for each reviewer Ability to filter applications based on specific form field or tag Reviewer functions Ability for reviewers to create accounts with specific usernames and passwords Ability for reviewers to record scores and comments Ability for reviewers to rank applications based on score Ability for reviewers to score different aspects of applications individually Multi-level review process Tag functions for applications based on review stage or other comments (i.e. pending, finalist, successful, unsuccessful) Ability to auto recover passwords and usernames using an address Reviewer Workflow Functions Automated assignment of applications to reviewers Automated eligibility check for applications Bulk capabilities based on application status Ability to collect follow up forms such as quarter reports Shared calendar for the reviewers Data mining Functions Export applications in excel or PDF format Ability to run reports, graphs, and analytics based on application field, submission, and review process Applicant Functions Ability to create an account with a username and password Ability to save an application and resume at a later date Ability to import historical applicant data Ability for users to check the status of their application Ability to auto recover passwords and usernames using an address Ability to upload and attach files to the application Ability to generate PDF documents from forms Ability to electronically sign documents using captcha Additional assignment of applications post-review Letters of recommendation request feature

4 Social Media Capabilities OPTIONAL ability for users to login with Facebook, LinkedIn and/or Google accounts and import data from social media into application fields Ability to share/like a program using social media apps and Experience Experience working with the federal government preferred 4. Proposal Components Written Proposal: Please provide in five pages or less the following. Additional applicable appendices will not count toward this page limit: Qualifications - Please describe the institutional qualifications of your company to develop and provide the application portal services requested, and highlight any expertise and experience providing this type of online service and support. Please include any credentials and list any past key clients. Technical Response - Please explain how the proposed online application services and technical support will respond to the requested requirements and needs of MEPI to support their regional application and selection processes for the three listed programs. Please include clarification of technical support availability and timing. Logistics - Please outline the available timing and key steps for completing the development, testing, training, and launch of the application portal and support services. Small Grants Application Please note if you have the experience and the capacity to design and support a grants application portal which can support English, French and Arabic. Please provide examples of such capacity. This activity will not be a part of the scope of work for this RFP however World Learning is interested in knowing if your company has any experience and qualifications in this area. Cost Proposal: Please provide a cost structure and breakdown for the development and maintenance of the application portal and support services. Around 80 hours of technical support, training support, and alterations should be allocated annually in addition to initial setup, testing and training. All costs associated with the developing, launching and providing technical support for the application portal should be clearly outlined and please include any cancellation/transfer polices. Any costs related to potentially adding another program application to the portal in 2017 should be outlined separately in the cost proposal. Prices should be quoted in USD. 5. Evaluation Criteria Qualifications and Expertise: Institutional Qualifications; Technical Expertise (20 Points Maximum) Technical Response: Services and Support in Response to MEPI Requirements (20 Points Maximum) Logistics: Timing, Availability; Clear Procedure (20 Points Maximum) Cost Proposal: Reasonable; Clear (40 Points Maximum)

5 Offerors will not be reimbursed for any costs incurred in connection with the preparation and submission of their offers. World Learning reserves the right to: conduct negotiations with and/or request clarifications from any Offeror prior to selection; select multiple offerors, as necessary, to complete the work; or cancel any of the items/services described or the entire bidding process. 6. Submission Instructions: Submission of intent, proposal questions, and proposal materials should be sent by to By submitting a quote in response to this RFQ, the Offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the U.S. Government. World Learning will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government. 7. Anticipated Timeline: Action Submission of intent and proposal questions by 5:00pm EST by to holly.mccandless@worldlearning.org Responses to questions sent by by from World Learning to all confirmed Offerors by 5:00pm EST Submission of Proposal materials by 5:00pm EST by to holly.mccandless@worldlearning.org By when June 10, 2016 June 15, 2016 June 24, 2016 Selection of Offeror(s) by World Learning July 8, 2016 Contract Award to successful Offeror (tentative date) July 13, 2016 Portal development, testing and training July 13 September 2, 2016 Application portal launch date September 5, 2016 Application portal monitoring and customer support September 5, 2016 September 30, 2017 with a potential opportunity for extension