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Request For Proposal MetroEast Community Media RFP number: 2011-‐CRM1 RFP date: 2011-‐May-‐2
Basic information Contact information for technical questions Contact info for commercial questions How to send in the RFP and the requested format Days the proposal should be valid Background information on the company
Extent and target Background information on the project
David Elkin-‐Bram Sandy Montgomery Delivery by email to technical contact. Please include a phone call to be sure of receipt. Please keep your response to 10 or fewer pages. Please provide a demo site and a client reference that we may contact. 30 or more MetroEast Community Media is a Public Education and Government service organization. A 501c3 non-‐profit. We are dedicated to helping everyday people make television programs. We offer media workshops and equipment, plus studio and video editing space. We show these programs and others from our community on eight (Comcast Cable & Frontier FiOS) channels. Our LPFM station, KZME, is currently under development. We are expanding into multi-‐ media offerings, utilizing Social Media, and using the web for extended and deeper engagement with constituents.
We have a legacy of disparate data systems, collections of scripts and stacks of paper. The need for a more capable, and highly integrated approach is long overdue. Wherever possible, we need to have ubiquitous access to information. Our primary concerns are Development, Constituent Management/Engagement, Volunteer Management, Client Training Workflows, Global Tagging and Notes. Target of the project Our goal for this project is to provide the database and control infrastructure (pages, interfaces, views, forms, reporting tools and procedural support) for a system to manage, track and report on the daily operations of the facility. Extent/Scope, what is Focusing on internal processes and procedural needs. included and not? Comprehensive Client Relationship Management: Workflows (triggered events and procedures) Contributions (fund raising development) Contact system and methods (intelligent mail) Events/Activities Participation, pre-‐requisites, certificates, position, experience, assignments To Include: Installation and configuration of CiviCRM with Optional Modules: CiviCONTRIBUTE, CiviEVENT, CiviCASE, CiviMAIL, CiviMEMBER, CiviREPORT. Working with volunteer management and development staff to establish activities, workflows, and data entry lists to meet the needs of their daily tasks. Providing training to staff in the operation and navigation of the system. Working with IT staff to: Transfer data from legacy systems, providing knowledge of the CiviCRM schema, the import and de-‐duplication tools, and ensuring that the necessary Drupal modules are present. Helping with mailman, IMAP server, and payment processor integration.
What is not included: ”Look and feel.” The CMS portions, theming, website layout, and related setup will be performed by another party. Time frame May 9, 2011 Last date for submitting questions. Date for decision making and awarding contract. May 16, 2011 Timeframe for delivering a sample or prototype. 7 days Date for start of production (SOP)? As Soon As Possible Design information and requirements Basic Constituent Relations Management problems Working with our collective knowledge in a meaningful way. Logging the activities for to solve each contact, with workflows and templates suggesting the next interactions or steps to take. Utilizing events as training opportunities, and tracking the experience of volunteers in different roles. Managing templates and lists used to perform data entry. Performing concurrent data entry wherever possible. Technical Support (1 Year) Training and Manuals In Person Online How-‐To/Cheat Sheets User level reports Quick/Easy Sophisticated Charts and Graphs Search options Use of partial information Across all fields or data Comments (Notes) On going memoranda (date, who entered note) Tags and Flagging Triggered actions Workflow templates Views for prioritization Reports at login (user configurable dashboard)
What are the functions of the system?
CiviCRM Contact and Relationship Management Constituent Information, Categorization, Classification, Details & Bio Prospect, Donor, Foundation, Underwriter, Media, Partner, Volunteer, Producer, Staff Interests Music, politics, inspirational themes, film, tabling, acting, admin support, etc. Availability Demographics Age, gender, income Support for Households Anniversary Date Birthdays Name, address, emails, websites, social media links Workplace, job, schooling Contact preferences (such as "do not call") Additional classifications or tagging as needed Photo Experience Rating or Grade Activity Logging Participation in events (roles, assignments) Notes Relationships (associations and groupings) Member login or area for constituents Manage contact prefs and information Place to recruit and network amongst themselves Moderated by staff Place to view appointments Forum for some tiers (category of constituent) such as ”Volunteer”, ”Active Producer” Moderated by ”Staff” Profile Page for some tiers such as ”Volunteer”, ”Active Producer”, ”Staff” Place to share information about themselves (login only area), such as: Interests, bio, photo, project information, links, public contact Discrepancies (tracking abuse) Late or no show Cancellations on short notice Duplicates Resolution Alerts Refund Processing CiviCONTRIBUTE Fundraising and Donor Management Donations Donor Billing Major Gifts Planned Giving Campaigns History
Direct mail, phone banking, pledge drives, solicitation Pledge Levels, details by hour, day, or drive Responses In Kind Donations Grants and Grant Activity Underwriting and Media Partnerships History From initial prospect, through sales, including closing the contract Revenue Projections Event or activity associations Invoices Employer Matching Management Premium Tracking (gifts and incentives) Prospect History Communication Attempts with Details Receipts Tax Write-‐Off Letters Donation Receipts Acknowledgement Letters Notes CiviEVENT Event Management Event Details (tracking and management) Event Page (portal, information) Registration, payment Special Events Training and Certificates Events that train, certification Fees which may be paid with volunteer time Free classes for membership renewal (scholarship) Participation, Roles, Assignments Time Tracking Positions, roles and assignments Resource usage Volunteer Hours (timesheets) By position, role, assignments (experience) Tracking when volunteers “work off” fees Notes CiviCASE Track and Manage a Sequence of Interactions Reminders Notifications Flagging Workflows Training (tracks, activity or event specific) Follow-‐up training opportunities Dashboard with daily alerts and to dos
CiviMAIL Email and Newsletters Personalized letters, envelopes and e-‐mail Templates E-‐blasts (emails, newsletters, fundraising, ”E-‐vites”) Bouncing, subscription, click-‐through, open, view, tracking responses Support for attached documents Action Alerts for cultivation and development of volunteers Event or Activity cancellation notification Options to notify in case of facility closure or other cancellation reason Based on campaign, premium, activity, or other interests Targeted promotions From any report or view CiviMEMBER Membership Management Memberships Membership Cards Anniversary Date Management (views, reports, triggers, notification) CiviREPORT Reports and Templates Activity Reporting over various time periods Daily, Weekly, Monthly, Quarterly, Yearly (Fiscal, Standard) Renewals vs. Lapsed, Non-‐renewals vs. Lapsed Increased Giving Pledge reminders (unpaid, outstanding) Underwriting Accounts Receivable Cash Flow (projected pledge revenue) Donation Types Daily Transaction Log Membership Status Time for renewal Report that indicates missing activities in a workflow Views to show events that are short on volunteers Volunteer availability, experience Used in matching volunteers to event roles, assignments Web and mail servers: What Drupal 6 (or Drupal 7) systems will this be CMS (being built concurrently by others IMAP/SMTP (address+attribute, sendmail) connected Apache 2.x to? MySQL 5.x PHP 5.3.x Payment Processors: PayPal Account (Web Payments Standard) NPC Credit Card Processing Accounting System: Acclivity AccountEdge (import formats)
Design, look and feel.
To be determined and executed concurrently by another party. Focused on a Comprehensive Content Management System and the forms, views, pages and modules that support it. They are responsible for the theming of the site (CSS/images) and the content management feaures desired. The technical stipulation is that the CMS will be built using Drupal 6 or 7.
Commercial requirements Payment term TBD 60-‐90 days Delivery term Budget Estimation of maximum investment costs 25-‐50k Evaluation and award criteria Details on how the CiviCRM and Drupal are the platforms we’ve chosen. Your expertise in emplenting either (and especialy both) are considered critical. Your creativity and imagination RFPs will be with regards to implementing our intended workflows within the CiviCRM evaluated structure are appreciated. Being Non-‐Profit, we expect experience in that arena. And having an understanding of Public, Education and Government service organizations will bebenfit this project. We will be looking at your experience, what level of support you can offer (especially user training.) We will be looking at the timeline you suggest very closely, as well as the budget. Thanks for your consideration.
