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RFP: Development of a Referral Database 2018-06-04 2018-09-30

Invitation

The Lesbian Gay Bi Trans Youth Line is inviting consultants to submit a proposal to develop a database that compiles referral resources for Queer, Trans, Two-Spirit youth in Ontario, to be available through our website.

Note: For the purposes of this Request for Proposal, the term “Consultant” will refer to either an individual consultant or a team of consultants.

Organization Mission

LGBT Youth Line is a Queer, Trans, Two-Spirit youth-led organization that affirms and supports the experiences of youth (29 and under) across Ontario. We do this by:

  • Providing anonymous peer support and referrals;
  • Training youth to provide support to other youth; and
  • Providing resources so youth can make informed decisions.

Objectives

  • Create a youth-friendly database that is user friendly, easy to navigate, and practical on mobile, tablet, and desktops
  • Database is accessible and compliant with AODA standards
  • Hosted independently from the Youth Line website so it may be migrated, if our website is moved to a another platform
  • Database visually aligns with Youth Line’s brand and current website
  • Upload current referral resources as provided by Youth Line

Scope and Features

LGBT Youth Line requests that the following be included:

Multiple User Levels

  • Have different user levels for: IT/Admin; Staff (vet/approve submissions); Volunteers (view and edit additional information); general user (see public information)
  • Ideally, any user can submit a record or recommend an edit to a record

Customized Data Fields:

  • Additional fields for internal usage (by Staff and Volunteers)
  • Ideally, Youth Line is able to customize data fields on their own

Tagging/Searching:

  • Records are searchable by: Region/City; Population served; and/or Type of support
  • Ideally, individuals can make selections from each of the three areas (region, population, type of support) and even select multiple tags to narrow their search
  • Records should be easily searchable, similar to an internal google search or tag-based searching

Geolocation:

  • Ability to connect with maps to find nearest location or search within proximity to a postal code or address

Additional Features

We recognize that these features may not be possible within the scope of the project and are included as additional features of interest:

  • Database is analytics enabled (usage rates and patterns)
  • Records include contact person for each resource that receives automated emails to review and recommend edits to entries on an annual basis
  • Search engine uses predictive text, suggesting options as the user types

Similar Databases

Databases that have similar features:

RFP Schedule and Timeline

The following is a summary of the key dates in the process:      

Event Date
*Deadline to submit questions Thursday, May 24rd , 2018
RFP Closing Date Sunday, May 27th, 2018
Consultant Interviews May 31st – June 6th, 2018
Selection Completed Early June, 2018
Project completion date End of September, 2018

* Questions will be answered on a rolling basis within 48 hours.

Proposal Instructions

The proposal, at minimum, should include:

  • An outline of the proposed approach to complete the project, including:
    • Understanding of the project requirements and organization, including the communities we support;
    • A time-phased project work plan with timelines, key activities, and deliverables;
    • Any technological requirements, including any ongoing costs and considerations
    • Any training and interface support provided to staff
  • An itemized project budget, including taxes and any other expenses
  • A summary of related experience, including examples of similar projects
  • Division of labour (if applying as a team)
  • Contact information

Note: We will ask for two references if you are shortlisted for an interview.

Terms of Contract

Budget: The total cost for this project cannot exceed $15,000.

Ownership of Product: All products produced during this contract are and shall remain the property of the LGBT Youth Line.

Responsibilities of LGBT Youth Line: LGBT Youth Line will be responsible for:

  • Providing direction on end user requirements through information gathered from various stakeholders;
  • Providing visual guidelines and content; and
  • Maintenance, content updates, and administration after database launch.

Evaluation Criteria

Proposals will be evaluated, but not limited, to the following criteria:

  • Quality of proposal, primarily focusing on providing a clear project plan and approach that meets the needs of the database
  • Experience and qualifications relevant to the proposal requirements
  • Ability to stay within project budget and meet project completion target date
  • Examples of work submitted
  • Any features or advantages uniquely proposed

Questions regarding Application or Project

We recognize that people who don’t have experience writing consultant proposals may feel uncertain about how to apply. Given this, we have included a question period where individuals/teams can email us with any questions they have about this RFP and the application process. This is also an opportunity to ask questions related to the project deliverables. We strongly encourage applications from individuals/teams that may not deem themselves ‘consultants’ but have applicable skill sets to guide  the development of a referral database.

Please submit questions to jobs@youthline.ca by Thursday, May 24rd at 11:59 pm. We’ll respond to questions on a rolling basis within 48 hours and latest by Friday, May 25th.

The LGBT Youth Line prioritizes applicants that identify as part of the 2SLGBTQ community. Grounded in principles of Anti-Racism and Anti-Oppression, we recognize and encourage applications from communities that are further marginalized in employment opportunities, including: Black, Indigenous and people of colour, Trans-feminine people, Disabled people, people with experiences of migration, and people who have experiences of poverty. We particularly welcome applicants from these communities who are youth (under the age of 29). Applicants are encouraged to self-identify in their proposals, which will be kept confidential.

Submit your proposal to jobs@youthline.ca by Sunday, May 27th at 11:59 pm with the subject line: Proposal for Referral Database Development. Only those selected for an interview will be contacted.

The funding for this project is made possible through Planned Parenthood Toronto’s LGBTQ Youth Initiative, funded by the Ontario Trillium Foundation Youth Opportunities Fund.

 

$15,000

Grounded in principles of Anti-Racism and Anti-Oppression, we recognize and encourage applications from communities that are historically marginalized, including: trans people, two-spirit people, Indigenous people, people of colour/racialized people, people living with disabilities, people with experiences of migration, and people who have experiences of poverty. We particularly welcome applicants from these communities who are youth (26 years of age or under).