REQUEST FOR PROPOSAL Web Application for Tariff Request for Proposal February 15, 2018 Proposals are due no later than 4:00pm, Thursday, March 8, 2018.
Table of Contents 1. Summary... 2 2. Proposal Guidelines and Requirements... 2 3. Contract Terms... 2 4. Purpose, Description and Objectives... 3 5. Timeline... 4 6. Budget... 4 7. Background of Organization... 4 8. Audience... 5 9. Scope & Guidelines... 5 10. Available Technology Resources / Integration Issues... 6 11. Staff Resources... 7 12. Qualifications... 7 13. Evaluation Criteria... 8 14. Format for Proposals... 9 1
1. SUMMARY (MMA) is accepting proposals to design and develop a calculator for the Tariff 4000 and integrate it into the website under development in WordPress. This will be a concept to completion production. The purpose of this RFP is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria against which they will be judged. The existing Association web site was originally designed and produced in Adobe Dreamweaver. The current site is maintained by Shumaker Technology Group. The new website will be designed by Shumaker Technology Group with the understanding that copy changes will be maintained in-house at MMA. 2. PROPOSAL GUIDELINES AND REQUIREMENTS This is an open and competitive process. Proposals received after 4:00 pm, March 8, 2018 will not be considered. All proposals must be delivered electronically in PDF format as an email attachment or a downloadable link. The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal. If you wish to submit alternate solutions, please do so. The price you quote should be inclusive. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. If the execution of work to be performed by your company requires the hiring of sub-contractors you must clearly state this in your proposal. Sub-contractors must be identified and the work they will perform must be defined. MMA will not refuse a proposal based upon the use of sub-contractors; however, we retain the right to refuse the sub-contractors you have selected. Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations. 3. CONTRACT TERMS will negotiate contract terms upon selection. All contracts are subject to review by the Executive Committee of the, and a project will be awarded upon signing of an agreement or contract, which outlines terms, scope, budget and other necessary items. 2
4. PURPOSE, DESCRIPTION AND OBJECTIVES Purpose currently has a web presence that is somewhat outdated in appearance, structure and in the presentation of content. A new site is being developed that interfaces with our membership software, Wild Apricot. An opportunity exists to develop a Tariff Calculator for the Tariff 4000 which is attached to this bid. The final look of the Tariff Calculator will tie into the appearance of the new website being created by Shumaker Technology Group and incorporate the latest web technology. The Tariff Calculator will provide Michigan Movers Association members with an easy to use interface to provide accurate and complete estimates. The final output should print out with the information required on Form 113. Description Create a flexible, easy-to-use Tariff Calculator that is easy to maintain and update by in-house staff at MMA. The Tariff Calculator should provide a user-friendly experience that can deliver large amounts of constantly changing information (such as the fuel surcharge which changes monthly) to our diverse audiences. In addition to designing a user-friendly tool with an intuitive interface, we must also develop a web-based, database-driven (Excel.csv file compatibility for data input) administration tool that allows the most responsible person to easily update content without directly accessing source code. will maintain ultimate editorial control and provide exclusive licensing of the Tariff Calculator to members in good standing. To be effective, our Tariff Calculator must be: Easy and intuitive Visually pleasing Informative Safe and secure Quick to load and operate Objective Our primary objective is to continue to provide our members with a tool to accurately provide complete, uniform estimates to customers whose moving transactions fall under the regulation of the Tariff 4000. Ultimately, we want to provide greater member value to the membership of the MMA. Our Vision Step-by-Step web-based application Intuitive and easy-to-use application experience Final application is easy to update by our staff. Provides accurate information in an organized output including legal content as prescribed in the Tariff 4000. Output should be in the form of an estimate similar to Form 125. Customizable to allow for the MMA member s logo and contact information, customer information, and notes from the MMA member. Specific Strategies Use of icons for ease of navigation. Descriptions of terminology by hovering or another easy method Intuitive Flow Quick and responsive 3
In short, we must provide a Tariff Calculator through the use of compelling visuals and intuitive navigation, and deliver a practical, accurate, easy-to-read estimate. 5. TIMELINE This RFP is posted on the MMA website as of Thursday, February 15, 2018. A letter of intent is requested via email to director@mimovers.org by Tuesday, February 27, 2018. Questions for clarification or more information must be submitted to director@mimovers.org on or before Tuesday, February 27, 2018. Copies of all questions and corresponding answers will be sent to all candidates who submitted questions or submitted a letter of intent to bid by Thursday, March 1, 2018. Proposals are due no later than 4:00pm, Thursday, March 8, 2018. Proposals will be evaluated immediately thereafter. During this time, we may require interviews at our office with our evaluation team the week of March 19, 2018. You will be notified if this is requested. NOTE: Only a maximum of three proposals would be selected for an interview. The name of the candidate firm who has been selected will be decided on or about Friday, March 23, 2018. All other candidates will be notified once the successful proposal is selected and a contract secured. Engagement work complete and Tariff Calculator live deliverable date to be determined during consultations after the contract has been awarded. 6. BUDGET With a modest, but reasonable, budget we are seeking an aggressive cost proposal to accomplish Tariff Calculator described previously. The budget must encompass all design and production necessary for development and maintenance of the Tariff Calculator. Budget will also include estimated annual maintenance and support costs. T S AONS 7. BACKGROUND OF ORGANIZATION Our Mission The goal of the organization is to foster, develop, and promote the highest standards of conduct and service to the public and to members engaged in the transportation and/or the storage of property. Our Purpose 4
To inform members of current issues in the moving industry, administer the Tariff in collaboration with our regulatory body, the Michigan State Police Commercial Vehicles Division, and educate members on the Tariff 4000. 8. AUDIENCE Stakeholders and audience groups: Primary: Michigan Moving Association Members Secondary: MMA Office Staff & Michigan State Police Department of Commercial Vehicle Enforcement Staff 9. SCOPE & GUIDELINES The scope of this project is to develop a Tariff Calculator on a member only access site integrated into the new website currently being designed in WordPress. The tool must include a technology solution that allows the in-house staff too easily and cost effectively update content and modify the Tariff Calculator after the initial launch. Discovery: Confirm audiences, objectives, graphic look and feel, navigation, technology issues and assumptions, required functionality, phasing, and budgetary constraints, resulting in a creative brief. Design: Tariff Calculator information architecture, graphic look and feel, user navigation, home page and main navigation templates for each of the main navigation links. Development Guidelines: The Tariff Calculator designed by the successful candidate must meet the following criteria: 1. Create a Tariff Calculator that will permit non-technical staff to instantly update content and data used in calculations. 2. Easily Updated Once the site has been completed and accepted by Michigan Movers Association, the content will be maintained by Association staff. 3. Visually Appealing The tool must have an attractive mix of text and graphics. We would expect the candidate to utilize best practices in web design when developing the Michigan Movers Association Tariff Calculator. 4. Common Theme Each section of the site should have a consistent look and feel tying to the new MMA website. The logo should be prominently displayed on every page as a common header. 5. Easy to Navigate The tool should be easy to navigate. Information should be grouped and presented in a logical manner. 6. Source Code Well commented, non-obfuscated source code is required. 5
7. Search Capabilities Provide search capabilities using key words or phrasing that will identify content from throughout the website calculator, such as a short cut to a charge for two flights of stairs. 8. Training Provide initial training and all necessary support and usage guide to permit easy use by MMA Staff, Membership and Michigan State Police Department of Commercial Vehicle Enforcement Division who serves as the regulatory body for Tariff 4000 moves. We would prefer a train-the-trainer approach, in which representatives from each of the audiences are trained at once. However, we also would like the option of contracting directly with the successful candidate to have more in-depth training on site during our Tariff Trainings which occur two-three times per year. 9. Technical Support Technical support, 5 days a week during regular business hours, in the event of technical issues or problems. 10. Project Management An assigned project manager will be made available to present information and coordinate with MMA staff, including a reasonable number of meetings to present design and development solutions. This may include virtual meetings with the Tariff and Website committees of the MMA. 11. Hosting Hosting would be on the platform of the primary MMA website being created by Shumaker Technology Group unless a significant reason exits to host it elsewhere and direct it to the site. If it needs to be hosted elsewhere, please include cost in your proposal. 12. Final Output The output of the Tariff Calculator is a customizable printed or email-ready form that contains the information of our Form 125 which is used as an estimate. Site Specifications: encourages creativity in the proposals submitted; however, there are certain requirements for the Tariff Calculator project. Your proposal must account for all of these requirements. 1. Tariff Calculator must be compatible with most modern web browsers, including Microsoft s Internet Explorer, Google Chrome, and Apple s Safari. 2. Tariff Calculator updates must be accessible on both PC and Mac-based platforms. 3. Tariff Calculator must not require plug-ins as a default. 4. Fast Loading Pages The Tariff Calculator must be designed with a balance of text and graphics such that each page loads in 5 seconds or less on the average computer (using a DSL or cable modem Internet connection). 5. Tariff Calculator must be available to work seamlessly on a mobile device. It can be a standalone app or mobile view of a web-based application. Mobile apps, if recommended by the developer, should support both ios and Android platforms. Testing: Testing of site on all applicable platforms to ensure web site works as promised. Explain testing plan through development process (i.e. focus groups, MMA member test groups etc.). Delivery: Delivery and uploading of Tariff Calculator site to client for internal hosting, to an outside third party, or hosting by consultant (to be determined). 6
10. AVAILABLE TECHNOLOGY RESOURCES / INTEGRATION ISSUES All content can be pulled from the Tariff 4000. Any verbiage required for ease of use can be created by the contractor or MMA Staff. There are Tariff 4000 data that will need to be imported to the new site and can be provided in an excel file. We do not have existing e-commerce systems, web forums or other tools that the new site should be connected to. However, MMA members should be able to provide a link or button to allow for deposits or payments through their own systems. 11. STAFF RESOURCES A successful planning effort is driven by an interdisciplinary team of participants. The core team will be lead by: Project Lead: Responsible for sign-off on key decisions, providing project steering, maintaining relationships with outside stakeholders, and securing final sign off by Executive Committee and Executive Director Debbie Quintieri Executive Director: Final sign-off on overall project Traci Riehl 12. QUALIFICATIONS List the three (3) websites your firm has produced that best reflect your work and relevancy to this project. Briefly list the role your firm played in each project. The URL should be submitted. Only sites that are live will qualify during evaluation. Describe your experience in producing sites specifically used to calculate data. Provide current reference information for three former or current clients. Briefly describe your firm s organizational capacity to produce our Tariff Calculator (e.g. staff, equipment, software, office location, etc.). How many full-time staff does your firm employ? What subcontractors will you use, if any. Provide a company profile, length of time in business and core competencies. What type of team will be assigned to this project? What will each person s role be? Please include a brief background summary for each key staff member assigned to this project. Briefly describe your firm s project management process. Please discuss any hardware/software vendor partnerships. Please discuss your testing and support plan. Time frame for completion. The time frame for completion of the project will be evaluated. In addition, time frames will be part of the contractual agreement; therefore, a realistic time frame for completion is requested. Process to include input from all program areas. Please state how you intend to communicate with all program areas to gather all the required information. Terms and conditions. 7
13. EVALUATION CRITERIA The criteria found below will form the basis upon which will evaluate proposals. For your proposal to be accepted for evaluation, the eleven (11) mandatory criteria listed in Section 9 must be met. Please acknowledge in your response your ability to meet all the points listed in Section 9. The PDF of your proposal must be received no later than 4:00pm, Thursday, March 8, 2018. Your proposal must include a cost proposal as described above. All costs associated with the delivery of the project should be presented in a flat rate, fee for service format. Deliver proposals via email in a PDF format (one complete document) as an attachment or a downloadable link to the attention of: Debbie Quintieri Association Manager director@mimovers.org Proposals that meet the mandatory requirements, as stated above, will be evaluated with the following criteria: Suitability of the Proposal the proposed solution meets the needs and criteria set forth in Section 9 of the RFP. (20 points) Expertise in recommending and communicating appropriate technical and aesthetic solutions as evidenced by the proposal and references. (10 points) Aesthetic Capabilities Prior work demonstrates artistic and innovative, user friendly interfaces that engage communities and viewers. (10 points) Candidate Experience Candidate has successfully completed similar projects and has the qualifications necessary to undertake this project. (10 points) Value/Pricing Structure and Price Levels The price is commensurate with the value offered by the proposer. (40 points) Depth and Breadth of Staff The candidate firm has appropriate staff to develop the site in the time frame needed. (5 points) Proposal Presentation The information is presented in a clear, logical manner and is well organized. (5 points) 8
14. FORMAT FOR PROPOSALS Please use the following as a guideline to format your proposal: PDF Submission: The proposal should be submitted as one PDF incorporating all elements outlined below. Any information included in the body of the email sending the link to the PDF or the attachment of the PDF will not be submitted to the evaluating committee. Length and Font Size: Please use fonts no smaller than 12 point. Maximum proposal length including title page, proposal, qualifications and budget should not exceed 20 pages. Title Page:, Tariff Calculator Development Proposal, your company name, address, web site address, telephone number, e-mail address and primary contact person. Cover Letter: Cover letter should be signed by the responsible party who will sign a contract if the proposal is accepted. The letter should be included in the PDF document. Proposal: Discuss your proposed solution, including the features, benefits and uniqueness of your solution. You should also touch on your ability to deliver the project in a timely manner and include a timeline. Qualifications: Provide the information requested in Section 12. Budget and Fees: List budgets as requested above. Identify staff you anticipate working on the project. 9