REQUEST FOR PROPOSAL DATABASE DEVELOPMENT FOR THE DISTRICT OF COLUMBIA COLLEGE ACCESS PROGRAM

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1 1400 L Street, NW, Suite 400, Washington, D. C Phone: (202) Fax: (202) REQUEST FOR PROPOSAL DATABASE DEVELOPMENT FOR THE DISTRICT OF COLUMBIA COLLEGE ACCESS PROGRAM 1. BACKGROUND OF THE DISTRICT OF COLUMBIA COLLEGE ACCESS PROGRAM The District of Columbia College Access Program (DC-CAP) is a privately funded nonprofit organization established in DC-CAP is dedicated to encouraging and enabling DC public and public charter high school students to enroll in and graduate from college. In the past 15 years, DC-CAP has changed the educational landscape in the District of Columbia. DC-CAP has helped to double the number of DC students who enroll in college, putting DC on par with the national average. DC-CAP has also helped to triple the number of college graduates. DC-CAP has assisted more than 23,000 students to enroll into college and celebrated the success of 7,000 college students. These milestones have been achieved by building long term relationships and connections. DC-CAP is built upon the premise that every student has the right to higher education, regardless of his/ her background and economic status. DC-CAP places High School Advisors in every DC public and public charter high school. DC- CAP focuses on high school students in grades 9 to 12 providing individual and group counselling for college application assistance as well as financial aid counseling. DC-CAP provides direct services to 18,000 high schools students annually. High school graduates meeting eligibility criteria and enrolled in an accredited two or four year College, University or vocational school are eligible to apply for DC-CAP Last Dollar Award scholarships for five years. The DC-CAP Last Dollar Award amounts to $2,000 per year. After high school graduation, all students are assigned a College Retention Advisor. The DC- CAP College Retention Advisors help to ensure that all students successfully complete their college education by providing support for up to five years after high school. College students receive individual academic and mentoring services to increase retention and graduation success rates. DC-CAP supports almost 7,000 students currently enrolled in college. DC-CAP values and encourages parental involvement. In this regard DC-CAP provides parents with financial planning seminars, special seminars, individual counseling as well as the precollege workshops.

2 2. BACKGROUND OF THE DC-CAP DATABASE DC-CAP utilizes an integrated web-based database application for tracking student contact information, participation in DC-CAP activities, contact with DC-CAP advisors, college applications and visits, financial aid information, student GPA history, etc. The information input into the database is utilized to compute eligibility for the DC-CAP Last Dollar Award as well as generate award letters. The existing database application has the following specifications: a) Browser: Internet Explorer b) Back end: MS SQL Server c) Front end:.net application d) Webserver: IIS 6.0 e) Server Side Scripting Language: ASP f) Software Framework:.Net 2.0 DC-CAP operates the database on a cable internet connection that provides for 50 Mpbs for download and 10 Mbps for upload. The current connection can accommodate up to 150 Mpbs for download and 25Mbps for upload. 3. PROJECT DESCRIPTION DC-CAP would like to create a database which possesses several enhanced capabilities when compared to the existing database. DC-CAP prefers a customized database rather than utilizing an off- the shelf product. Key areas of focus are outlined below: a) The database should be designed utilizing a current language. The language currently utilized for the existing database is outdated resulting in limited ability to upgrade its functionality. b) The database should have the ability to interface with an online analytical processing (OLAP) tool in the future. c) DC-CAP would like to be able to create adhoc reports in the new database. This flexibility in processing reports and the redefinition of reports parameters is a critical component to the success of the database design. d) The database design should enable key users to modify certain template information in the database without requiring the assistance of the programmer. Such actions would include the update of the annual award letter template for a new school year. e) The database should have enhanced ability for data collection. DC-CAP would like the database to be able to link to the DC-CAP website from which data can be uploaded by the students. The ability to import data from the website will enhance DC-CAP s ability to process student information as well as obtain it from the students in a timely and efficient manner.

3 f) Access to data and ability to perform specific actions within the database should be redefined by permission levels. g) The database should incorporate the ability to track issues as recorded by users. This would enhance the understanding of the occurrence of issues as they arise. h) The database should be accessible from different browsers including Google Chrome. 4. SCOPE OF WORK The major components of the project as identified by DC-CAP are detailed below. Vendors responding should be prepared to provide a solution to the specified areas, and if after review and questions add any additional components deemed necessary to successfully complete the project. The scope of work for the development of the database is outlined as follows: a) The database developer will create both a back-end and web-enabled front-end data tracking program. b) The data entry interface of the database will be created to be user friendly based on predetermined guidelines. c) The database developer shall develop reporting templates as well as the ability to create ad-hoc reports. d) The database developer will respond to feedback from key members of staff during the creation of the database. e) Upon the completion of the database, the database developer will migrate data from the existing database to the created database. f) The database developer shall recommend, develop, and document a comprehensive backup and recovery strategy utilizing current and relevant backup methodologies. g) The database developer shall adhere to industry/security standards, best practices, and current security policies. h) The database developer shall recommend, develop, and document all necessary maintenance plans, automated monitoring, and threshold notifications as well as instruct key staff on the maintenance of the system. i) The database developer shall lead a complete walk through of all mutually agreed to deliverables and systems with DC-CAP staff to ensure smooth transition and ongoing supportability. j) The database developer will create a user manual on the database. Additionally the developer shall provide training to staff on the use and navigation of the database. k) Recommend, develop, and document a strategy for ongoing patching (application and security) of the database software. This is a one-time project. Ongoing management of the system will be determined upon the conclusion of the development of the database.

4 5. PROPOSAL REQUIREMENTS: The proposal in response to this request should include the following information: a) Current Company Profile including the following: ownership, industries served, number of clients, size of company and hours of operation b) Current resumes of key personnel c) Past Performance/Experience in past database development and list of known programming languages and other qualifications d) Proposed Solution(s) - based on description of services e) Experience migrating data from existing database to new databases with an indication of how the database developer will undertake the migration. f) References Minimum three (3) from past professional clients g) Timing or schedule for completion of the project h) Pricing, hourly rates and other fees for: - Software development - Licensing fees - Server requirements - Data hosting requirements - Data line requirements 6. PROPOSAL SUBMISSION: The proposal shall clearly address all of the information requested herein. Since the written proposal will weigh heavily in the evaluation process, information submitted should be complete and provide a convincing case that the vendor can perform high quality work within schedule and budget constraints. Proposals should be thorough yet concise. Proposals are to be prepared at your own expense. Please note that DC-CAP is a tax exempt organization with restricted funding. The proposal should reflect our tax exempt status accordingly. Please note that the cost of services and quality of submissions will be key determining factors in selecting a contractor. Please send proposals by to Elizabeth Njai at elizabeth.njai@dccap.org. Mailed proposals may be sent to DC-CAP at 1400 L Street NW, Suite 400, Washington, DC The deadline to submit proposals is 4:00 p.m. on August 20, For more information, contact Elizabeth Njai at elizabeth.njai@dccap.org or EVALUATION CRITERIA DC-CAP is looking for one company to provide all of the services listed above. Following receipt and review of the proposals by DC-CAP, the selected firm may be invited to an interview at DC-CAP offices and make on-site presentations of their proposed solution. The decision to interview the respondents will be solely at the discretion of DC-CAP based on evaluation of each respondent's proposal. DC-CAP reserves the right to reject any and all responses, and to waive any irregularities of information in the evaluation process.

5 The final decision is the sole decision of DC-CAP and the respondents to the RFP have no appeal rights or procedures guaranteed to them. The selected organization will be given an opportunity to present their proposal in detail. Those directly responsible for the design of this project will be expected to attend. Although DC-CAP may conduct interviews to select among the final candidates, it is not DC-CAP s intent to seek extensive clarification of the proposals received. Therefore, it is to the benefit of the respondent to provide an explicit, detailed, and complete discussion of the work in the proposal. The successful firm will be chosen through a qualitative review of these factors. The following criteria will be used to evaluate proposals received: 1. Companies should possess knowledge, expertise and experience in the planning, project management and execution of the services for which they are responding. 2. Experience and past performance. 3. Capability of proposed solution. 4. Value of services 5. Cost of services provided.