Request for Proposals:

LAAC Developer
– Legal Aid Association of California –

Please submit all inquiries to Alison Corn, acorn@laaconline.org

RFP Title: LAAC RFP Developer

1. Evaluation of Proposals

1.1. The Legal Aid Association of California (LAAC) will consider all proposals that are
sent to the email of the LawHelpCA supervisor, Alison Corn
acorn@laaconline.org, by 5:00 p.m. PST on Friday, February 26, 2021. Please
include the name of the RFP, LAAC RFP Developer. All communications
regarding this RFP must be directed to acorn@laaconline.org.

2. Background Information

2.1. LAAC is the statewide membership organization for legal services nonprofits.
Over 100 nonprofit organizations around the state are members of LAAC. These
nonprofit member organizations provide critical legal assistance to low-income
and moderate-income Californians. LAAC serves and strengthens its members
through advocacy, training, and support. LAAC does not directly provide legal
services.

2.2. LAAC runs a statewide website, LawHelpCA, which was created to empower
people to bring about justice in their lives. LawHelpCA accomplishes this by
making information about common legal problems and information about legal
aid providers available to anyone experiencing a legal issue. The site strives to
make it easy for a user to identify the category for their legal situation, navigate
quickly to relevant content, and use that content to resolve their problem.

2.3. LawHelpCA’s target audience is low-income and moderate-income Californians

as well as other people served by free legal aid (e.g., people with disabilities, a
military record, HIV, a criminal record, advanced age, or an immigration history).
LawHelpCA is also used by advocates, legal workers, community service
providers, and caring professionals on behalf of people facing legal issues.

2.4. LAAC intends to award one (1) Agreement with the initial term of approximately
one year. LAAC intends to extend the contract beyond the initial year for ongoing
support and maintenance of the site.

3. Description of Services and Deliverables

3.1. LAAC seeks a qualified vendor with professional experience in Drupal

programming services and a general understanding of web accessibility best
practices and legal aid. The successful vendor will:

3.1.1. Incorporate WCAG into web development practice;

3.1.2. Develop and implement a triage module for the site;

3.1.3. Implement global layout changes to the site;

3.1.4. Conduct general site maintenance and updates;

2
RFP Title: LAAC RFP Developer

3.1.5. Maintain timely communication with LAAC staff

3.2. Performance Timeline

3.2.1. Below is an estimate of the deadlines for deliverables. Actual deadlines

may change and will be communicated to Vendor.

Deliverable Description Estimated Completion Date

1. Site layout refresh Implement global layout May 31, 2021

changes, as directed by LAAC
staff, focusing on WCAG
compliance

2. Create and implement triage
module
Create and implement August 31, 2021
interactive module that triages
users to the appropriate
resource or information based
on inputs

3. General maintenance and Conduct general maintenance Ongoing through the contract
updates and updates as identified by year
LAAC staff in timely manner.
Maintain timely communication
with LAAC staff.

4. Timeline for this RFP

4.1. LAAC has developed the following list of key events related to this RFP. All dates
are subject to change at the sole discretion of LAAC.

Event Date

RFP issued February 5, 2021

Deadline for questions submitted to: acorn@laaconline.org February 19, 2021

Questions and answers February 22, 2021

Latest date and time proposal may be submitted February 26, 2021 at 5
p.m. PST

Evaluation of proposals March 1–5, 2021

Notice of Intent to Award March 8, 2021

Contract start date March 8, 2021

Contract end date March 8, 2022

3
RFP Title: LAAC RFP Developer

5. RFP Attachments

5.1. The following attachments are included as part of this RFP:

6. Payment Information

6.1. The initial contract will be comprised of 4 deliverables with a firm fixed price per
deliverable. The compensation outlined for the initial contract may not exceed
$11,500.00 inclusive of all expenses, including travel expenses. The possible
extension term, if elected by LAAC, would be comprised of continued support
and maintenance of the stie. The amount for this project, including the possible
one-year extended term, may not exceed $11,500.00. The selected Vendor will
be paid on a firm-fixed price per deliverable basis..

6.2. The selected Pendor shall submit invoices upon satisfactory completion of
services for each deliverable outlined in Section 3. Invoice shall include, in detail,
all costs and applicable charges.

6.3. The payment term is net 60 days from the receipt of correct invoice.

Payment Billable Activity Estimated Maximum Invoice Due Date

Number Firm Fixed Amount

#1 Completion of Deliverable #1 $4,000.00 June 15, 2021

#2 Completion of Deliverable #2 $5,000.00 September 15, 2021

#3 Completion of Deliverable #4 $2,500.00 March 8, 2022

7. Submissions of Proposals

7.1. Proposals should provide straightforward, concise information that satisfies the
requirements of the “Proposal Contents” section below. Expensive bindings, color
displays, and the like are not necessary or desired. Emphasis should be placed
on conformity to the RFP’s instructions and requirements, and completeness and
clarity of content.

7.2. The Proposer must submit its proposal in two parts, the technical proposal and
the cost proposal.

7.2.1. The Proposer must provide its technical and cost proposals to LAAC in a
single email containing two (2) attached PDFs. Each proposal must be
contained within its own PDF file, following the naming conventions:
[PROPOSER LAST NAME_FIRST NAME_TECHNICAL

4
RFP Title: LAAC RFP Developer

PROPOSAL_LAAC RFP DEVELOPER] and [PROPOSER LAST

NAME_FIRST NAME_COST PROPOSAL_LAAC RFP DEVELOPER]

7.2.2. Proposals must be emailed by the date and time listed on the cover sheet
of this RFP to acorn@laaconline.org.

7.2.3. Late proposals will not be accepted.

8. Proposal Contents

8.1. Technical Proposal: ​the following information must be included in the technical
proposal. A proposal lacking any of the following information may be deemed
non-responsive.

8.1.1. The Proposer’s name, address, telephone number, email address, and
federal tax identification number. Note that if the Proposer is a sole
proprietor using their social security number, the social security number
will be required before finalizing a contract.

8.1.2. Name, title, address, telephone number, and email address of the
individual who will act as the Proposer’s designated representative for
purposes of this RFP. If the Proposer is a sole proprietor, the Proposer
will also be the designated representative.

8.1.3. A minimum of two (2) clients to serve as references for whom the
Proposer has conducted similar services. References should include
names, addresses, telephone numbers, and the email address of a
contact person for each client. LAAC may contact referenced clients when
reviewing an offer to verify the information provided.

8.1.4. Resume for Proposer, to include the Proposer’s education, any applicable
credentials and/or certifications, current work history and a summary of
experience and knowledge to support the project as outlined in Section
3.0.

8.1.5. Statement of Proposer’s experience on similar assignments.

8.1.6. At least two (2) examples of materials developed by Proposer on similar

assignments.

8.1.7. Proposed work plan based on Section 3.0: Description of Services and
Deliverables, including timeframe for completion for all proposed tasks,
using general deadlines provided in Section 3.2.

8.2. Cost Proposal:​ the following information must be included in the cost proposal:

5
RFP Title: LAAC RFP Developer

8.2.1. A detailed line item budget for each deliverable(s) described in Section
3.0. The costs shall not exceed the estimated maximum firm fixed
amount.

8.2.2. A full explanation of all budget line items in a narrative entitled “Budget
Justification.”

8.2.3. A “not to exceed” total for all work and expenses payable under the
contract, if awarded.

9. Offer Period

9.1. A Proposer’s proposal is an irrevocable offer for ninety (90) days following the
proposal due date. In the event a final contract has not been awarded within this
period, LAAC reserves the right to negotiate extensions to this period.

10. Evaluation of Proposals

10.1. At the time proposals are opened, each proposal will be checked for the
presence or absence of the required proposal contents.

10.2. LAAC will evaluate proposals on a 100-point scale using the criteria set forth in
the table award. Award, if made, will be to the highest-scored proposal.

10.3. If a contract will be awarded, LAAC will post an intent to award notice at
laaconline.org.

Criterion Maximum Number

of Points

Quality of work plan submitted and Proposer’s understanding of the 20

problem or needs.

Experience on similar assignments 25

Reasonableness of cost projections. Proposals will be evaluated in 30

terms of reasonableness of cost, best value, and proposed rate
structure.

Qualifications of Proposer based on resume submitted including 10

experience, expertise, and credentials, if any.

Acceptance of Terms and Conditions 10

Ability to meet timing requirements to complete the project 5

6
RFP Title: LAAC RFP Developer

11. Interviews

11.1. LAAC may conduct interviews with Proposers to clarify aspects set forth in their
proposals or to assist in finalizing the ranking of top-ranked proposals. If a
Proposer declines a request for interview, the Proposer may be eliminated from
further consideration.

12. Terms & Conditions

12.1. Ownership of Materials and Confidentiality. All work done under the proposal and
content created will be owned by LAAC, its successors and assigns. The
selected Proposer will sign a confidentiality agreement with LAAC before the
contract period begins.

12.2. Costs of Preparing Proposals. LAAC will not pay any vendor costs associated
with preparing proposals submitted in responses to this RFP.

12.3. Proposals Property of LAAC. All proposals, accompanying documentation and

other materials submitted in responses to this RFP shall become the property of
LAAC and will not be returned.

12.4. Proprietary Information/Public Disclosure. All proposals received shall remain

confidential until the evaluation is completed and the Proposer is selected and
approved.

12.5. RFP Amendments/Cancellation/Reissue/Reopen. LAAC reserves the right to

make adjustments to any aspect of this RFP at any time. LAAC also reserves the
right to cancel or reissue this RFP.

12.6. Inability to Enter Contract. LAAC reserves the right to eliminate from further
consideration any Proposer that LAAC, because of legal or other considerations,
is unable to contract with at the time proposals are due, considered, or awarded.

12.7. No Obligation to Enter a Contract. The release of this RFP does not compel
LAAC to enter any contract. LAAC reserves the right to refrain from contracting
with any Proposer that has responded to this RFP whether or not the Proposer’s
response has been evaluated and whether or not the Proposer has been
determined to be qualified. Exercise of this reserved right does not affect LAAC’s
right to contract with any other Proposer.

12.8. Non-Endorsement. The selection of a Proposer pursuant to this RFP does not
constitute an endorsement of the Proposer’s services. The Proposer agrees to
make no reference to LAAC in any literature, promotional material, brochures,
sales presentations, portfolios, or the like without the express written consent of
LAAC.