1400 L Street, NW, Suite 400, Washington, D. C.

20005

Phone: (202) 783 - 7933 • Fax: (202) 783 - 7939 • www.dccap.org

REQUEST FOR PROPOSAL

DATABASE DEVELOPMENT FOR THE DISTRICT OF COLUMBIA COLLEGE

ACCESS PROGRAM

1. BACKGROUND OF THE DISTRICT OF COLUMBIA COLLEGE ACCESS

PROGRAM

The District of Columbia College Access Program (DC-CAP) is a privately funded nonprofit
organization established in 1999. DC-CAP is dedicated to encouraging and enabling DC public
and public charter high school students to enroll in and graduate from college.

In the past 15 years, DC-CAP has changed the educational landscape in the District of Columbia.
DC-CAP has helped to double the number of DC students who enroll in college, putting DC on
par with the national average. DC-CAP has also helped to triple the number of college graduates.
DC-CAP has assisted more than 23,000 students to enroll into college and celebrated the success
of 7,000 college students. These milestones have been achieved by building long term
relationships and connections. DC-CAP is built upon the premise that every student has the right
to higher education, regardless of his/ her background and economic status.

DC-CAP places High School Advisors in every DC public and public charter high school. DC-
CAP focuses on high school students in grades 9 to 12 providing individual and group
counselling for college application assistance as well as financial aid counseling. DC-CAP
provides direct services to 18,000 high schools students annually. High school graduates meeting
eligibility criteria and enrolled in an accredited two or four year College, University or
vocational school are eligible to apply for DC-CAP Last Dollar Award scholarships for five
years. The DC-CAP Last Dollar Award amounts to $2,000 per year.

After high school graduation, all students are assigned a College Retention Advisor. The DC-
CAP College Retention Advisors help to ensure that all students successfully complete their
college education by providing support for up to five years after high school. College students
receive individual academic and mentoring services to increase retention and graduation success
rates. DC-CAP supports almost 7,000 students currently enrolled in college.

DC-CAP values and encourages parental involvement. In this regard DC-CAP provides parents
with financial planning seminars, special seminars, individual counseling as well as the pre-
college workshops.
 2. BACKGROUND OF THE DC-CAP DATABASE

DC-CAP utilizes an integrated web-based database application for tracking student contact
information, participation in DC-CAP activities, contact with DC-CAP advisors, college
applications and visits, financial aid information, student GPA history, etc.
The information input into the database is utilized to compute eligibility for the DC-CAP Last
Dollar Award as well as generate award letters.

The existing database application has the following specifications:

a) Browser: Internet Explorer

b) Back end: MS SQL Server
c) Front end: .NET application
d) Webserver: IIS 6.0
e) Server Side Scripting Language: ASP
f) Software Framework: .Net 2.0

DC-CAP operates the database on a cable internet connection that provides for 50 Mpbs for
download and 10 Mbps for upload. The current connection can accommodate up to 150 Mpbs for
download and 25Mbps for upload.

3. PROJECT DESCRIPTION

DC-CAP would like to create a database which possesses several enhanced capabilities when
compared to the existing database. DC-CAP prefers a customized database rather than utilizing
an off- the shelf product.

Key areas of focus are outlined below:

a) The database should be designed utilizing a current language. The language currently
utilized for the existing database is outdated resulting in limited ability to upgrade its
functionality.
b) The database should have the ability to interface with an online analytical processing
(OLAP) tool in the future.
c) DC-CAP would like to be able to create adhoc reports in the new database. This
flexibility in processing reports and the redefinition of reports parameters is a critical
component to the success of the database design.
d) The database design should enable key users to modify certain template information in
the database without requiring the assistance of the programmer. Such actions would
include the update of the annual award letter template for a new school year.
e) The database should have enhanced ability for data collection. DC-CAP would like the
database to be able to link to the DC-CAP website from which data can be uploaded by
the students. The ability to import data from the website will enhance DC-CAP’s ability
to process student information as well as obtain it from the students in a timely and
efficient manner.
 f) Access to data and ability to perform specific actions within the database should be
redefined by permission levels.
g) The database should incorporate the ability to track issues as recorded by users. This
would enhance the understanding of the occurrence of issues as they arise.
h) The database should be accessible from different browsers including Google Chrome.

4. SCOPE OF WORK

The major components of the project as identified by DC-CAP are detailed below. Vendors
responding should be prepared to provide a solution to the specified areas, and if after review
and questions add any additional components deemed necessary to successfully complete the
project.

The scope of work for the development of the database is outlined as follows:

a) The database developer will create both a back-end and web-enabled front-end data
tracking program.
b) The data entry interface of the database will be created to be user friendly based on
predetermined guidelines.
c) The database developer shall develop reporting templates as well as the ability to create
ad-hoc reports.
d) The database developer will respond to feedback from key members of staff during the
creation of the database.
e) Upon the completion of the database, the database developer will migrate data from the
existing database to the created database.
f) The database developer shall recommend, develop, and document a comprehensive
backup and recovery strategy utilizing current and relevant backup methodologies.
g) The database developer shall adhere to industry/security standards, best practices, and
current security policies.
h) The database developer shall recommend, develop, and document all necessary
maintenance plans, automated monitoring, and threshold notifications as well as instruct
key staff on the maintenance of the system.
i) The database developer shall lead a complete walk‐through of all mutually agreed‐to
deliverables and systems with DC-CAP staff to ensure smooth transition and ongoing
supportability.
j) The database developer will create a user manual on the database. Additionally the
developer shall provide training to staff on the use and navigation of the database.
k) Recommend, develop, and document a strategy for ongoing patching (application and
security) of the database software.

This is a one-time project. Ongoing management of the system will be determined upon the
conclusion of the development of the database.
 5. PROPOSAL REQUIREMENTS:

The proposal in response to this request should include the following information:

a) Current Company Profile including the following: ownership, industries served, number
of clients, size of company and hours of operation
b) Current resumes of key personnel
c) Past Performance/Experience in past database development and list of known
programming languages and other qualifications
d) Proposed Solution(s) - based on description of services
e) Experience migrating data from existing database to new databases with an indication of
how the database developer will undertake the migration.
f) References – Minimum three (3) from past professional clients
g) Timing or schedule for completion of the project
h) Pricing, hourly rates and other fees for:
- Software development
- Licensing fees
- Server requirements
- Data hosting requirements
- Data line requirements

6. PROPOSAL SUBMISSION:

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 should be thorough yet concise. Proposals are to be prepared at
your own expense. Please note that DC-CAP is a tax exempt organization with restricted
funding. The proposal should reflect our tax exempt status accordingly. Please note that the cost
of services and quality of submissions will be key determining factors in selecting a contractor.

Please send proposals by email to Elizabeth Njai at elizabeth.njai@dccap.org. Mailed

proposals may be sent to DC-CAP at 1400 L Street NW, Suite 400, Washington, DC 20005.
The deadline to submit proposals is 4:00 p.m. on August 20, 2015. For more information,
contact Elizabeth Njai at elizabeth.njai@dccap.org or 202-503-2449.

7. EVALUATION CRITERIA

DC-CAP is looking for one company to provide all of the services listed above. Following
receipt and review of the proposals by DC-CAP, the selected firm may be invited to an interview
at DC-CAP offices and make on-site presentations of their proposed solution. The decision to
interview the respondents will be solely at the discretion of DC-CAP based on evaluation of each
respondent's proposal. DC-CAP reserves the right to reject any and all responses, and to waive
any irregularities of information in the evaluation process.
The final decision is the sole decision of DC-CAP and the respondents to the RFP have no
appeal rights or procedures guaranteed to them. The selected organization will be given an
opportunity to present their proposal in detail. Those directly responsible for the design of this
project will be expected to attend. Although DC-CAP may conduct interviews to select among
the final candidates, it is not DC-CAP’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 firm will be chosen through a qualitative review of these factors. The following
criteria will be used to evaluate proposals received:

1. Companies should possess knowledge, expertise and experience in the planning,

project management and execution of the services for which they are responding.
2. Experience and past performance.
3. Capability of proposed solution.
4. Value of services
5. Cost of services provided.