Capital Access was awarded a contract with the City of St. Louis Community Development Administration (Client) to create two separate policy and procedure manuals. One manual is for the City Healthy Home Repair Program (HHRP), the other is for their Housing Production Program (HPP). These manuals will serve as guidance and training to new users in addition to fulfilling a compliance requirement for the U.S. Department of Housing and Urban Development.
The purpose of this RFP is to identify experienced and skilled talent to offer a wide range of professional document formatting, editing and production services at a reasonable cost. In addition to having superior desktop publishing skills, the preferred candidate will be a certified Minority and/or Women Owned Business Enterprise (M/WBE).
II. SCOPE OF WORK
Capital Access will provide the research, subject matter expertise, text and content development for the two above referenced manuals but is seeking a qualified M/WBE firm to perform the following duties:
Professional document formatting services for a digital and hardcopy manual
Graphic Design services
Editing and proofreading services
Process mapping creation and editing
Creation of table of contents and definitions with keyword search ability in all file
Versioning control and capacity so the Client can easily and effectively update or modify the document as needed
The Client has an existing manual for the HHRP that requires significant updating. The other HPP requires a manual and will rely on Capital Access to assist in the development of the format and content for one. Each manual is anticipated to require approximately 100 pages of informational materials.
The designer must be available as needed remotely and may expect to conduct one or two on- site visits with the Client in St. Louis. The following is a proposed work plan schedule for the project and is subject to change:
Phase I: September
Coordinate remote sharing of all available program documents and information
Review and follow-up questions for program documents and information collected remotely
Develop procedural or policy information where necessary
Phase II: October-November:
Draft initial program process maps with Capital Access guidance
Review initial program process maps with Client and provide edits
Finalize process maps to inform table of contents, chapters and subchapters necessary for each program
Re-draft document with mark-ups including updated table of contents for the existing HHRP manual
Draft new document table of contents and preliminary outline development for HPP manual
Client review, comments and final approval to proceed with content development and flow
Initial and re-draft of both manuals submitted to Client by end of November
Phase III: December-January
Incorporate Client’s edits and revisions or comments from all stakeholders
Incorporate additional policy recommendation, coordination and/or regulatory
research and references
Finalize process maps and insert training notes and job aids
Present final draft manuals by end of January
Phase IV: February-March
Obtain final Client edits for revision and re-submission to Client
Obtain final approval and sign off
Provide digital editing and PDF printable copies for each guidebook, process flow
and exhibits as necessary by March 15, 2019
Successful candidates must be an expert in two or more of the following software programs or their equivalent:
Microsoft Office Suite, particularly Word, Visio and Adobe Acrobat Pro
If selected, the service provider will work closely with the Capital Access team and the Client to ensure version control, make the most effective use of limited page allocations, incorporate final edits and prepare the document for delivery to the Client. An example of the type of template, content and process for developing a manual or Standard Operating Procedures (SOPs) can be found at: http://www.copedia.com/writing-policies-and-procedures.html
IV. RFP SUBMISSION REQUIREMENTS
A. Submission Requirements
To respond to this RFP, please include the following:
Cover letter explaining the individual or organization’s experience in the industry, key customers, availability, abilities or description of services and statement of certification of M/WBE
Resume (if submitted by an individual) or Company Bio (not to exceed 5pgs)
Professional references (two-2 or more) with contact information
Proposed assigned individual or team/staff. Must provide hourly rate(s) for all team members, the main point of contact, their anticipated roles and an estimated overall contract “not to exceed” amount. Estimate of “fully loaded” hourly rates should be inclusive of any travel, draft printing or related costs. This does not include any cost for print production of final approved version(s) should client request this service
Portfolio of two-2 or more examples of relevant desktop publishing work
B. Deadline for Submissions
This Request for Proposal process starts on Friday, September 6, 2019 and will remain open for a period of three weeks. The deadline for RFP submission is 6 pm Eastern Standard Time on Friday, September 27, 2019.
Candidates should send their RFP submission via electronic email in a .pdf format to: Mary Ann Schriedel, firstname.lastname@example.org. Electronic submissions are preferred. However, Capital Access will accept paper submissions post marked by the September 27 deadline as well.
Should you have questions, regarding this RFP, please email Marielle Conlon at: email@example.com
Capital Access, in its sole discretion, will choose to enter into an agreement for the proposed professional services. It is expressly understood and agreed that the submission of a proposal does not require or obligate Capital Access to pursue an agreement with any proposer. All negotiations are subject to the consideration and discretionary approval ofCapital Access. Capital Access reserves the right to reject, without cause, any and all proposals, to waive any informality relative to proposals, and accept any proposal from any person or organization deemed advantageous to the Project.
Capital Access reserves the right to interview any and all candidates. If necessary, Capital Access reserves the right to require a Best and Final Offer from selected candidates.
V. SELECTION CRITERIA
Capital Access considers sole proprietors, incorporated businesses and/or partnerships as eligible candidates for this RFP. Capital Access will evaluate candidates for this engagement based on the following criteria:
Skills and experience in the range of requested services
Satisfactory references from past clients and/or employers
Certification of being a Minority or Women Owned Business Enterprise (M/WBE) or
a business entity that qualifies as a M/WBE and is willing and able to apply for
certification. More information on certification and eligibility requirements can be found at: https://www.flystl.com/business/business-diversity-development-1/bdd-faqs
Using the attached template, submission of cost reasonable
Candidates may not have evidence of being placed on any federal debarment list and/or any other financial liability and/or pattern of negligent behavior that would present exposure to risk for the Client, HUD and/or Capital Access.
VI. RESPONSE EVALUATION AND AWARD PROCESS
All decisions will be made no later than October 4, 2019.
Capital Access will evaluate proposals as follows:
All preference for this engagement will be given to candidates with a certified M/WBE status.
Thank you for your interest in working with Capital Access, Inc.