STATEMENT OF NEED
The purpose of this RFP is to solicit proposals from graphic designers to create:
A. National Adoption Matching Catalog Template – Electronic (PDF) and Print versions.
B. National Conference Program – Electronic (PDF) and Print versions.
C. National Conference Signage.
D. An acceptable proposal shall not exceed $2,500.00.
E. RFP is due no later than September 23, 2016.
A. National Matching Catalog
AEA’s newest member benefit, the National Matching Catalog, will provide members with a unique opportunity to share profiles of children who are hoping to be adopted and families who are hoping to adopt. These profiles will be circulated electronically on: November 15, 2016, February 21, 2017 and July 18, 2017 to members. On May 2, 2017, a special print edition will be released and copies will be shared at the AEA National Conference on May 17-19, 2017 in Las Vegas.
B. National Conference
AEA’s national conference will be held on May 17 – 19, 2017 in Las Vegas, NV. The conference will include workshops for those in the adoption profession, and a special matching event for professionals to share profiles of waiting children and families. The conference will bring our members together to learn and share best practices by participating in training workshops, an awards luncheon, reception and general sessions.
Responding vendors should describe their organization and outline how this qualifies the organization to be responsive to all the requirements of the RFP. Vendors should include their company size, customer service structure, number of employees, technical licenses or certificates relative to the products and services being offered.
Vendors should describe their staff experience in providing similar services and products described in the RFP in sufficient detail to demonstrate their ability to perform the activities outlined in the Statement of Need.
Vendors shall provide a minimum of three (3) professional references including names of persons who may be contacted, position of person, addresses, and phone numbers where data base management or services similar in scope to the requirements of this RFP have been provided.
AEA is looking for one company to provide all of the services listed in the Statement of Need. Following receipt and review of the proposals by AEA, selected firm(s) may be invited to an interview at AEA’s offices and to make on-site presentations of their proposed solution and to present their proposal in detail. Those directly responsible for the design of this project will be expected to attend. The decision to interview the respondents will be at AEA’s sole discretion based on evaluation of each respondent's proposal. AEA reserves the right to reject any and all proposals, and to waive any irregularities of information in the evaluation process. The final decision is the sole decision of AEA and the respondents to the RFP have no appeal rights or procedures guaranteed to them.
Although AEA may conduct interviews to select among the final candidates, it is not AEA’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 vendor will be chosen through a qualitative review of these factors:
1. Companies or individuals (sole proprietors) should possess knowledge, expertise and experience in the planning, project management and execution of the services for which they are responding for.
2. Experience and past performance.
3. Capability of proposed solution.
4. Cost of services provided.
5. Strong track record of completing projects on time and within budget.
PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
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 are to be prepared at vendor’s own expense.
The proposal shall be submitted as a MS Word document and organized in the following manner with the subject headings and sequence indicated:
2. Experience and Past Performance
3. Organization and Personnel
4. Proposed Solutions – Based on Statement of Need
5. Pricing, Hourly rates and Other Fees
SELECTION PROCESS SCHEDULE
The schedule of the selection process is as follows:
• August 29, 2016 - Release of the RFP
• September 23, 2016 - RFP Responses Due
• September 27, 2016 - Invitations to be sent to selected firms to present to AEA
• September 30, 2016 - Notification of Selection Results
• October 3, 2016 - Contract Starts
• May 5, 2017 – Projected Completion of Project.
See attached file for more details.