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Archived RFPs & RFQs

Second annual Threads of Giving Gala video

Our Center for Arab American Philanthropy’s (CAAP) second annual Threads of Giving Gala is around the corner – September 21st, 2019 – and we are now accepting bids until August 13th, for the production of one video to be shown at the event. This video will accompany the presentation of the Outstanding Arab American Philanthropist Award and will showcase the achievements of the award recipient.
 

We are looking for our vendors to take significant creative leadership, and to outline a concept for the video to be submitted along with their bid. Below is the scope of work for the project. If you have any questions, please feel free to reach out to me!

Scope of Work – Outstanding Arab American Philanthropist Award Video:

Production of video showcasing the achievements of CAAP’s Outstanding Arab American Philanthropist award recipient
 

Video Specifications & Components:

· Length: 4:00-5:00 minutes

· Motion graphics

· License-free music

· X2 revision cycle
 

Provided by ACCESS:

· Scripting for videos

· Voiceover Talent

· B-roll of award recipients

· Photos of award recipients

· Pre-filmed and time-stamped testimonials
 

Dates – To Be Established:

· Start Date/Content Delivery Date: August 20, 2019

· Draft I Delivery: August 30, 2019

· Draft II Delivery: September 6, 2019

· Final Draft Delivery: September 13, 2019

Reference: - https://www.youtube.com/watch?v=cD75wtZdoZQ

Deadline: 
August 13, 2019

ACCESS Leased Printer/Copier Fleet Replacement

Introduction:

ACCESS would like to replace the entire existing printer/copier fleet with new leased devices. The existing fleet is located at 8 sites throughout both Wayne and Macomb counties. The leasing contract must include consumables and device support throughout the contract term.  Additionally, ACCESS would like a print monitoring solution integrated into the proposal.

Background:

ACCESS (Arab Community Center for Economic and Social Services) has been serving the community for more than 40 years. Founded by a group of dedicated volunteers in 1971 out of a storefront in Dearborn’s impoverished south end, ACCESS was created to assist the Arab immigrant population adapt to life in the United States.

Today, ACCESS is the largest Arab American human services nonprofit in the United States. With eight locations and more than 100 programs serving metro Detroit, ACCESS offers a wide range of social, economic, health and educational services to a diverse population.

ACCESS continues to honor its Arab American heritage while serving as a nonprofit model of excellence. The agency is dedicated to community-building, focused on service to those in need. Through initiatives like the Arab American National Museum (AANM), the National Network for Arab American Communities (NNAAC), ACCESS Growth Center, and the Center for Arab American Philanthropy (CAAP), ACCESS serves all Americans.

Scope of Work:

ACCESS is seeking proposals to refresh the entire organization’s printer fleet spread across 8 physical locations. 

The fleet will be comprised of the following types of devices:

  • 54 low to medium volume desktop monochrome laser printers.
  • 7 medium volume color desktop multifunction laser printers.
  • 19 high volume color multifunction laser printers with advanced finishing capabilities.
  • 1 low volume laser MICR printer.

For reference, the organization’s current monthly print volume across all devices is roughly as follows:

  • Total Print Volume (per month):                          200461
  • Total Monochrome Print Volume (per month):    179468
  • Total Color Print Volume (per month):                 20993

The chosen vendor will be responsible for shipping back the existing fleet and will be responsible for the physical deployment of the new fleet.  The ACCESS IT department will be responsible for configuring the devices, print server configuration, and driver deployment.

Additionally, ACCESS would like print management software integrated into the proposal to enable more robust reporting, monitoring, and control functionality.  This can be a product offered as SaaS, or a product hosted on premises. 

Requirements:

  • The vendor must provide an SLA regarding hardware support that allows the quick resolution of hardware related issues.  The expectation is a technician is deployed to resolve hardware related issues within 24 hours of placing the service call.
  • The proposal must include a recycling program for consumables at no cost.
  • The proposal must include buyout options for the leased hardware with a projected cost of purchase at the end of the lease term provided up front.
  • The lease agreement must be for a 3-year term.
  • The leasing contract must be flexible to allow for the addition of more devices throughout the term of the lease while allowing for the agreement pertaining to any additional devices to expire with the rest of the fleet.
  • The vendor must provide competitive cost-per-page rates.

 

Selection Criteria:

The winning proposal will be selected based upon the following weighted criteria:

  • Vendor qualifications and references:    20 points
  • Technology (hardware and software):    40 points
  • Price (leasing cost and cost-per-page):  40 points

 

Review process:

Upon the receipt of proposals, ACCESS will evaluate and grade submissions based on the weighted criteria.  ACCESS will eliminate all but 3 proposals, at which point meetings will be scheduled with the top 3 vendors to discuss the solutions being proposed.

Questions:

Any questions regarding specific information not included in this document should be submitted to Oliver Berry – IT Director, at oberry@accesscommunity.org.

Timeframe:

Proposals are to be received no later than July 1st, 2019.  ACCESS will choose a winning proposal no later than July 15th, 2019.

Submission instructions:

Please submit all proposals to procurements@accesscommunity.org.

Deadline: 
July 1, 2019

2019 Southern Federation convention audio/video

SCOPE OF WORK:

2019 Southern Federation convention audio/video

 

Event description

The Arab American National Museum of Dearborn, MI, will be conducting a series of oral history conversations on site in New Orleans, LA, during the Southern Federation of Syrian and Lebanese American Clubs (SFSLAC) convention at the Westin Charlotte (601 South College Street, Charlotte, NC 28202) on July 5-6, 2019. We will require a service provider to videotape up to 12 scheduled conversations that will take place over two days at the convention.

 

Services required

1. Must provide all video and audio equipment (one camera and two direct audio inputs)

2. Single-camera shoot (videotape) oral history conversations between two people. All conversations will take place in a meeting room at the Westin Charlotte during the two following days and times:

Friday, July 5, 2019: 9:00am-6:00pm

Saturday, July 6, 2019: 9:00am–6:00pm

3. Provide minimal (clean-up) editing of each oral history conversation

4. Create a video/audio file for each conversation; up to 12 audio files and 12 video files

5. Deliver uncompressed edited video footage

6. Deliver compressed and edited video and separate audio-only files plus metadata

7. Delivery no later than 5 p.m. Friday, August 9, 2019

 

Submitted bids should include a total cost to complete all required services as well as any relevant experience and knowledge of the subject matter.

 

Bids will be chosen based on a weighted scale:

50% Knowledge of subject matter

25% Production Time

25% Cost

 

Please submit bids to Elyssa Bisoski at the Arab American National Museum: ebisoski@accesscommunity.org

 

Deadline to submit bids is May 24.

Deadline: 
May 24, 2019

Office Space Lease

Office Space Lease

Please consider this document as formal Request for Proposal (RFP) for office space for ACCESS. Bids should be submitted to procurements@accesscommunity.org by 10am June 20th, 2019.

All invitations to bid issued by ACCESS will bind bidders and successful bidders to the conditions and requirements set forth in this Scope of Work, and such conditions shall form an integral part of any purchase contract awarded.

All bidders shall contact Facilities Coordinator Mustapha Haidar at 313-530-6994 (cell), mhaidar@accesscommunity.org between the hours of 9 am & 4 pm M-F to review the scope of work and/or participate in a site visit of all facilities.

Scope of Work:

We are requesting pricing to lease office space to deliver services associated with the Workforce Development programing. We are requesting the following features:

  • Approx. 10,000-20,000 sq. ft. of office space
  • 3-year lease terms
    • Contingent upon funding
  • Accommodations for at least 30 staff members
    • mix of office and cubicle space
  • (2) classroom space for client computer lab
  • (3) classroom spaces that can accommodate up to 50 people per classroom
  • Located within Detroit, MI
    • Located within the zip code of 48228
  • Located within walking distance to public transportation/bus services

 

Vendor Selection Criteria - ACCESS reserves the right to reject any or all proposals, in-part or in-total, for any objective or subjective reason whatsoever. If a proposal is selected, it will be the most advantageous based on the quality of service, the Vendors' qualifications and capabilities to provide the specified service, and other factors which the ACCESS may consider. ACCESS does not intend to award a bid fully on the basis of any response made to the proposal; ACCESS reserves the right to consider proposals for modifications at any time before a proposal is awarded, and negotiations will be undertaken with that Vendor whose proposal is deemed to best meet ACCESS' specifications and needs. Proposals will be reviewed and scored as follows.

  1. Cost of proposal – total cost of a 3-year lease, build out required, other start-up costs (25%)
  2. Layout – layout of space as it pertains to the needs of service delivery (25%)
  3. Location – Located within zip code 48228 (25%)
  4. Accessibility – Proximity to public transportation options (25%)

 

Legal Requirements – The Contractor will comply with all federal, state and local laws & regulations, including but not limited to all applicable OSHA/MIOSHA requirements and the Americans with Disabilities Act.

No Contract – This notice is provided for information and invitation only and is not to be construed as an offer to contract or as a contract in and of itself.

No Assumption – ACCESS assumes no responsibility or liability for costs incurred by the Contractor prior to the effective date of any contract resulting from this RFP. Further, Contractor may be required to obtain licenses, liability insurance, and to comply with certain laws and regulations, including but not limited to, the Americans with Disabilities Acts and Equal Opportunity Employment.

Heading and Captions for Convenience Only – Headings and captions included in this this document are included herewith for the sake of convenience only and offer no substantive guidance and are not to be examined for purposes of interpretation.

No Assignment – A contract awarded under this RFP shall not be assignable in any form or portion without the written consent of ACCESS.

Contract Changes/Modifications - Changes mutually agreed upon by the ACCESS and the Contractor will be incorporated into this contract by written amendments signed by both parties.

Contingent Upon Funding - Contracts conditioned upon availability of funds. If funding is cut and services must be reduced or discontinued, a 30-day notice will be provided.

Disputes - Any disputes arising out of this agreement shall be governed by the laws of the State of Michigan.

Overpayments - Contract debts are amounts that have been paid to a contractor to which the contractor is not currently entitled under the terms and conditions of the contract; or are otherwise due from the contractor under the terms and conditions of the contract.

Termination for Convenience: ACCESS may terminate this contract at any time and for any reason by giving at least thirty (30) days’ notice in writing to the Vendor. If the contract is terminated by the ACCESS as provided herein, the vendor will be paid a pro-rated payment as negotiated with the ACCESS for the work completed as of the date of termination.

Termination for Cause - ACCESS may terminate the whole or any part of this Agreement, by written notice of default to Vendor, in any one of the following circumstances:

(a) if Vendor fails to perform any duties or obligations within the time specified herein or any written extension thereof granted by Customer;

(b) if Vendor so fails to make progress as to endanger performance of this Agreement in accordance with its terms;

(c) if Vendor fails to comply with any of the material terms and conditions of this Agreement. Such termination shall become effective if Vendor does not cure such failure within a period of ten (10) days after written notice of default by Customer;

(d) If the other party is declared insolvent or bankrupt, or makes an assignment for the benefit of creditors, or a receiver is appointed or any proceeding is demanded by, for or against the other under any provision of the Federal Bankruptcy Act or any amendment thereof.

Upon termination, ACCESS may procure, upon such terms as it shall deem appropriate, services similar to those so terminated. Vendor shall continue performance of this Agreement to the extent not terminated.

Payment - ACCESS payment terms are 14 business days from receipt of invoice. Invoicing will be done, by location. ACCESS, by law, is exempt from State and Federal Taxes.

 

Deadline: 
June 20, 2019

MOVE 2017 Registration & Conference Mobile Ap

Please consider this document as a formal request for proposal (RFP) for a vendor to provide one platform for registration and a conference mobile app. Proposals should be submitted no later than Wednesday, March 27th to procurements@accesscommunity.org.

Scope of Work:

ACCESS is seeking one vendor that offers both registration services and conference mobile app platform for 2019 MOVE Conference. The MOVE conference is November 7-9 2019. MOVE is a national two-day convening that will provide space for artists, activists, scholars, philanthropists, and others from the Arab American community to connect, learn and exchange ideas. Our programming includes a very complex schedule of receptions, plenary speakers and performances, networking and dialogue, concurrent breakout sessions, and post conference activities.

 

We require the following services for registration:

* Efficient and easy data analytics - ability pull “totals” from registration questions (i.e. # RSVP’d to Friday Night Signature Event, how many vegetarian options)

* Easy ability to access badge names to print badges

* Multiple registration types and prices

* Coupon codes for discounted tickets

* Pay-as-you-go registration fees

 

We prefer the following services for registration:

* Platform on wordpress website, not having to leave our MOVE website to register

* Badge creator with QR scanning

* Allow credit card fees to be absorbed into ticket price

 

We require the following services for mobile app

* Easily readable schedule with tag words

o Speaker bio, description, etc

o Ability to “favorite” or pick out sessions to create personal schedule

* Attendee activity feed

* Maps and venue info

* Push notifications

* Custom branding

* Evaluation surveys on the app

* Easy ability for user to download app and create profile

 

We prefer the following services for mobile app:

* Live polling

* Fundraising feature within app

* Ad space and banners for sponsorships

* Exhibitor map and exhibitor bios

* Ability to upload files to session descriptions

* App go live 2 weeks before conference

 

Selection Criteria

ACCESS reserves the right to reject any or all proposals, in-part or in-total, for any objective or subjective reason whatsoever. If a proposal is selected, it will be the most advantageous based on the quality of service, the Vendors’ qualifications and capabilities to provide the specified service, and other factors which the ACCESS may consider.

The following selection criteria will be considered with their indicated weight.

1. Registration platform abilities (30%)

a. Multiple registration types, prices, coupon codes, and form questions

b. VERY specific and efficient data abstraction of registration #’s and form responses

c. Preferred: registration page compatible website

2. Registration Fees (flexibility and cost) (10%)

a. “pay-as-you-go” registration fees

3. Mobile app cost (15%)

4. Mobile app features (30%)

a. Attendee activity feed

b. Evaluation surveys

c. Push notifications

d. Easy download for attendees

e. Custom branding

5. Customer and technical support (10%)

6. Quality of proposal (5%) Please direct any questions to Mikala Cox at Mcox@accesscommunity.org.

Deadline: 
March 27, 2019

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