STARFLEET, The International Star Trek Fan Association, Inc.
Request for Proposals (RFP)
Membership Management System Project
STARFLEET, The International Star Trek Fan Association, Inc. (“STARFLEET”) is soliciting proposals from qualified web developers, programmers and firms to provide professional services for the development, design, implementation and future maintenance of a member management system.
The proposal package must be submitted on or before 5:00 P.M. on Thursday, July 22, 2011. They can be sent via E-Mail to the Chief of Information Services at . Proposals shall be clearly marked: “Proposal – Membership Management System” on the subject line. Questions regarding this solicitation should be directed to Chris Carothers, Chief of Information Services, by E-Mail only at .
For specific instructions on information to include in the Proposal, refer to the section below entitled Proposal Elements. Evaluation of the Proposals and ultimate consultant selection is identified in the section entitled Selection Process and Evaluation Criteria below.
PROJECT DESCRIPTION
STARFLEET, The International Star Trek Fan Association, Inc. ("STARFLEET") is in the process of redeveloping its Membership Management System ("MMS"). The MMS is an integral part of STARFLEET's business and organizational management process.
It is intended that the tool will become that which new and prospective customers to go to apply for membership within the organization; used by members to choose their chapter affiliation; used by Chapter Representatives, the Board of Directors and Executive Committee to note achievements and awards by the members, manage the chapters and organizational regions, and report monthly on chapter and regional activities; and various other operational functions.
SCOPE OF WORK
The Scope of Work will include, at a minimum, the following elements:
1. General
○ Project Management
2. Preliminary Design
○ Review of our current MMS to review current status.
○ Incorporation of required upgrades and new features
3. Detailed Design
○ General – the Consultant will prepare project plans, specifications, database schema, cost estimates, and user interface designs.
○ Final Construction Documents
4. Testing Services During Development which may include:
○ Quality Assurance Testing.
○ User Acceptance Testing.
○ Preparation of Support Documentation.
○ Preparation of End-User Documentation.
○ “Train-the-Trainer” Knowledge Transfer.
5. Implementation which may include
○ Data Transformation.
○ A Change Management Approval Process.
6. Annual Software Support Contract (to be negotiated)
○ Quarterly database maintenance.
○ Quarterly application review and maintenance.
○ Application updates and revisions as deemed necessary and appropriate (cost of upgrades and revisions to be quoted at the time of request).
PROPOSAL ELEMENTS
Each proposal should present the development team qualifications for this project and shall identify the following:
1. The Project Team, including sub-consultants, expertise and experience with similar projects including designing web applications, database management systems, graphics design, and other such features found in a web accessible application. Include the following:
○ Project name
○ Location and project costs
○ A brief description of the project
○ The firm’s role in the project
○ Project Team member roles in the project
○ A project reference and contact phone number
2. The Project Team’s approach to the project.
3. The Project Team’s anticipated project schedule.
4. The Project Team’s approach to coordinating with STARFLEET and other consultants.
5. The firm’s process/procedures for providing quality assurance/quality control through out the life of the project.
6. Qualifications of the proposed Project Team members, including any sub-consultants proposed, for the design effort and their availability.
7. A description of experience in working with 501c7 non-profit organizations.
As a supplement to the above you may include copies of general firm/team information and Project Team member resumes.
Each proposal shall include the following list of functions which will be required in the new MMS design, organized by function:
Administrator:
● Assign permissions to members
● Create/edit permissions packages
● Lookup member accounts
● Create members’ birthday list
● Assign Executive Committee members
● Assign Regional Coordinators
Member Services
● Signup or renew membership
● Add/remove/edit individuals on family membership
● Allow chapter Commanding Officers to reassign chapter members to other chapters
● Pop-up window appears once a year for Honorary and Lifetime memberships for packets.
● Pop-up window appears 30 days before membership expiration to remind member to renew
● Allow members to update their own member information without approval
● Allow members to change their chapter assignment
● Allow members to change/reset own passwords
● Add new membership affiliations (SFMC, SpecOps, etc.)
● Show membership counts for each affiliation type
● Display fleet strength, by total members and each region’s members
Chapter/Regional Services:
● Chapter members & CO: Display chapter roster
● Regional Coordinator: Display regional roster
● Chapter CO: Submit online Monthly Status Report (MSR)
● Chapter CO: Change of Command
● Regional Coordinator: Submit online Regional Status Report (RSR), including import of region’s chapter reports into RSR
● Deactivate/reactivate chapters without removing them from the database
● Allow chapter CO to change chapter information without approval
● Allow chapter CO to see dates when chapter members were promoted to current rank
● Display chapter logo along with chapter information
● Allow regional coordinators to view all chapter monthly reports in their region
● View all cadets (members under 18 years old) by region
● Allow regional coordinators to view unassigned members (members with no assigned chapter) in own region
Communications:
● Review and edit bad email & mailing addresses
● Export mailing addresses for newsletter & ballot mailings
● Upload newsletter in pdf format
● View latest newsletter in pdf format
● Export monthly status reports
Academy:
● View, add & edit course graduates
● Assign instructors & principals to courses
● Assign deans to colleges
● View student records
● Create Academy awards and designate to individuals
● Ability to assign Academy awards to Chapters/Units (VCRP & MURP)
● View all recipients of Boothby Awards
STARFLEET Marines:
● Display Members’ MSG/MEU in Member Eligibilty screen
● Unit/BN/BDE reporting tools
● BDE OIC Award tools
● Unit awards distributed to Unit members
● Ability to add same award record to multiple SCCs
● View, add & edit course graduates
● Assign instructors to courses
● Assign deans to colleges
● View Brigade strength (number of members w/Marine affiliation in each chapter)
● View Brigade roster
● Brigade officer in charge: View unassigned Marines in own Brigade
● View student records
● Create TRACOM awards and designate to individuals
Operations:
● Online vessel registry application and processing
● Display all chapters currently understrength (under 10 members)
Finance:
● Input expenses and payments
● Connect payments to membership at point of entry
● Review member’s payment history
● Review/edit memberships pending payment
● Upload financial documents
● Display all financial records
Other:
● Validate current membership via SCC# to an app external to the database (perhaps authentication can be done via LDAP) for members-only benefits/discounts
● Display data without login on outside servers (ex. Display chapter listings on main sfi.org Web site)
● Register pets and mascots for PetFleet (free honorary memberships)
● Online voting for members
● Create & perform online surveys
SELECTION PROCESS AND EVALUATION CRITERIA
A committee of STARFLEET personnel will evaluate and rate the proposals to these criteria:
1. Project team experience with similar projects.
2. Project team experience with 501c7 funded projects.
3. Project team member qualifications.
4. Approach to the project.
5. Capability of meeting the project schedule.
6. Quality Assurance / Quality Control Plan.
Following evaluation of the Proposals, STARFLEET may choose to interview up to the three (3) of the prospective consultants to provide application and web development services. Those firms selected for interview will have the opportunity to present their past experience in web and application design and overall project approach.
TERMS AND CONDITIONS
STARFLEET, The International Star Trek Fan Association, Inc. reserves the right to reject any and all Proposals and to waive irregularities and informalities in the submittal and evaluation process. This solicitation for Development Services does not obligate STARFLEET, The International Star Trek Fan Association, Inc. to pay any costs incurred by respondents in the preparation and submission of a Proposal. This solicitation does not obligate STARFLEET, The International Star Trek Fan Association, Inc. to accept or contract for any expressed or implied services. Furthermore, STARFLEET, The International Star Trek Fan Association, Inc. reserves the right to award the contract to the next most qualified Consultant if the selected Consultant does not execute a contract within thirty (30) days after the award of the proposal.