1. DESCRIPTION AND PURPOSE
The Michigan Advocacy Program (MAP) is issuing this RFP to hire a vendor to assist the Michigan Legal Help Program (MLHP) with upgrading its michiganlegalhelp.org website (MLH website) from Drupal 7 to Drupal 9 and perform a few other specific Drupal development tasks. Concurrent to this Drupal work, MLHP is redesigning some layout and user experience aspects of the site, as well as upgrading the graphic design elements. MLHP employs an in-house Drupal developer who will continue to maintain the site; this RFP is to lead this project and assist with the work involved in the redesign and upgrade.
The MLH website was created in 2010, launched in 2012, and has ~60,000 visits per week. The purpose of the website is to provide the people of Michigan with high quality legal information and self-help tools, including an interactive triage and referral system and automated document tools for legal forms. This site is complex, comes with a large library of content, and utilizes a number of custom modules, including a set of modules that form the Guide to Legal Help.
The successful vendor will contract with MAP to assist MLHP in building the functionalities listed below; after delivery of a beta version of each element, engage in refinement of the tool based on feedback from usability testing (both public end users and MLH staff) to ensure the elements operating as designed and accessible; assist with content migration of the new Drupal 9 site and population of the Spanish language content of the Guide; assist with theming the site as directed by MLHP and graphic design consultant; and assist with debugging/refining the system as needed after the public launch (for a limited period to be determined by the vendor and MAP).
2. BACKGROUND OF ORGANIZATION
The Michigan Legal Help Program (MLHP) is part of the Michigan Advocacy Program (MAP), which is founded on the belief that equal justice is a right, not a privilege. MAP’s mission is to advance the safety, independence, and economic stability of those most affected by poverty, racism, and other structurally oppressive systems by increasing access to justice and working for systemic solutions. MAP is committed to anti-racism in all aspects of our work and has an active Diversity, Equity, and Inclusion committee. Visit mplp.org and miadvocacy.org for more information. MAP and MLHP are working together on this project, which is funded by a Technology Initiative Grant from the Legal Services Corporation (TIG #20013).
The MLHP works with judges, courts, lawyers, bar associations, nonprofits, self-help centers, libraries, and many others to promote coordinated and quality assistance for people addressing their own civil legal problems in Michigan. Our interactive statewide Michigan Legal Help (MLH) website is a national innovation model that provides legal information, self-help tools, and referrals to the public and to advocates helping others. Over 63,000 people visit the MLH website per week, and in 2020, people used its Do-It-Yourself Tools to create 416 sets of legal forms per day. MLHP supports a Spanish language version of the site at AyudaLegaldeMichigan.org and provides live chat assistance (LiveHelp) for all web visitors between 11am-3pm weekdays. MLHP also develops and supports Self-Help Centers around the state to provide access to public computers and legal information help from trained Navigators. Visit michiganlegalhelp.org for more information.
3. PROJECT DESCRIPTION
MAP is initiating this Request for Proposals (RFP) to solicit responses from vendors interested in carrying out the tasks necessary to meet the following objectives:
Primary objectives are:
- Deliver a Drupal 9 site within 9 months with all components (including the Guide to Legal Help) fully functioning and which incorporates all new graphic design elements;
- Work with a graphic designer to integrate new design elements into the final site;
- Assist with building a translation module into the Guide to Legal Help and migrating all relevant Spanish language content into the Guide;
- Integration of a natural language processor such as SpotAI or other similar product into the Guide to Legal Help as option in addition to logic trees;
- Assist with integration of MLH’s online intake system with a Salesforce-based case management system (JusticeServer);
- Redesign/rebuild MLH quality assurance system, consisting of automated ticklers for revisions, revision tracking, and a place to record references;
- Work with the MLH team to facilitate usability testing as beta versions of modules are built and ux design changes are made; and
- Ensure MLH staff has the knowledge and documentation necessary to maintain the website in perpetuity, including collaboration with MLH’s web developer through the process and providing documentation of site architecture sufficient to support in-house maintenance.
The spirit of all TIG funded projects is to build capacity within the legal services technology community by enhancing the tools and systems created in past TIG projects while developing tools that can be replicated by others in the future. We hope to carry out this project in the same spirit. There are numerous other Drupal-based websites with similar triage systems in the legal services community, including https://www.lawhelpmn.org/, https://www.ptla.org/, and https://www.ohiolegalhelp.org/.
4. BUDGET AND TIMELINE
Proposals are due by 5pm (EDT) on 12/13/2021 and a vendor will be selected by 12/20/2021. Work on this project is scheduled to begin shortly thereafter, in December 2021 or early January 2022. Milestones of completion should be met as described in Exhibit A. The final Drupal 9 website must be ready to launch by 8/17/22.
Our maximum budget for this contractor is $50,000. Payment will be made in three installments as agreed upon milestones are met. Proposals should be “total cost” bids covering all specifications outlined below in Exhibit A.
5. TERMS AND CONDITIONS
All work done on this project is “work for hire” and all intellectual property rights shall be owned by MAP, its successors and assigns.
DEADLINE: Proposals must be delivered to Angela Tripp by email at firstname.lastname@example.org no later than 5 p.m. (EDT) on 12/13/2021. All proposals must include a statement of authorization to bid signed by a principal of the bidding company. All proposals must use the proposal format outlined in this RFP. Bidders must disclose any relevant conflicts of interest and/or pending lawsuits.
6. FORMAT FOR PROPOSALS
- Introduction/executive summary, including project understanding, recommendations & objectives.
- Detailed timeline to create the tool as specified in Exhibit A and meeting milestones specified in Exhibit B.
- Project Budget Estimates and Cost Projections, including:
- Provide a breakdown of all costs associated with the tool as specified in Exhibit A.
- Identify any additional expenses, fees, etc. that you will require to complete the project
- Company or Agency Profile, including:
- background, capabilities, experience with Drupal web design and other relevant experience/skills
- customer communication and evaluation procedures
- Provide responses to the queries contained in Exhibit A, Specifications.
- Provide two (2) references (with phone and email contact) for other Drupal web design projects you have completed or participated in. If you have not completed or participated in any Drupal web design projects, please indicate this and provide two (2) references for other related projects you have completed.
- The selected vendor must be willing to provide the tool as a “work for hire” and to assign all right, title, and interest in and to the tool to MAP. If vendor has employees or proposes to use subcontractors for this project, vendor must affirm that all employees and subcontractors will be bound by this agreement. Proposals should indicate the company or entity’s understanding that this contract is for a “work for hire” and its agreement that vendor’s work product produced in its services and the creation of the tool shall be and at all times remain the exclusive property of MAP; that vendor will not sell, transfer, publish, disclose, or otherwise make the work product available to third parties without MAP’s prior written consent; and that with regard to any works that vendor acquires ownership of from third parties, vendor hereby irrevocably assigns to MAP all right, title, and interest (including any copyright) in such works in perpetuity.
- Resumes/CVs for all who will work on the project
- Professional references.
7. EVALUATION PROCESS
This RFP will be released on November 22, 2021. Proposals are due by 5:00 pm EST on December 13, 2021. Between now and then, we will respond to any questions you may have; please email inquiries to both Wilson Suprapto (email@example.com) and Angela Tripp at firstname.lastname@example.org. Our staff will review proposals, conduct interviews, and select a final vendor by December 20, 2021, with work to begin shortly thereafter. The selected vendor will be expected to enter into a contract with MAP. Vendors whose responses have not been selected for further negotiations or award will be notified via email.
8. THE SMALL PRINT – MISCELLANEOUS OTHER TERMS
- Costs of Preparing Responses: MAP will not pay any vendor costs associated with preparing responses submitted in response to this RFP.
- Responses Property of MAP: All responses, accompanying documentation and other materials submitted in response to this RFP shall become the property of MAP and will not be returned.
- Proprietary Information/Public Disclosure: To the fullest extent possible, all responses received shall remain confidential.
- RFP Amendments/Cancellation/Reissue/Reopen: MAP reserves the right to change the RFP Schedule or issue amendments to this RFP at any time. MAP also reserves the right to cancel or reissue the RFP. All such actions will be posted on http://www.mplp.org/Jobs.
- Minor Administrative Irregularities: MAP reserves the right to waive minor administrative irregularities contained in any response.
- Inability to Enter Contract: MAP reserves the right to eliminate from further consideration any vendor that MAP is unable to contract with at the time responses are due in accordance with the project timeline outlined above.
- No Obligation to Enter a Contract: The release of this RFP does not compel MAP to enter any contract. MAP reserves the right to refrain from contracting with any vendor that has responded to this RFP whether or not the vendor's response has been evaluated and whether or not the vendor has been determined to be qualified. Exercise of this reserved right does not affect MAP’s right to contract with any other vendor. MAP reserves the right to request an interview with any vendor and/or a demonstration from any vendor prior to entering a contract.
- Multiple Contracts: MAP reserves the right to enter contracts with more than one vendor as a result of this RFP.
- NonEndorsement: The selection of a vendor pursuant to this RFP does not constitute an endorsement of the vendor's services. The vendor agrees to make no reference to MAP in any literature, promotional material, brochures, sales presentations, or the like without MAP’s express written consent.
- Contract Payment Limitations: The contract may provide for periodic payments based on completion of agreed upon milestones. Vendors should anticipate payment at the end of the invoice period in which they provide services or after they submit any deliverable for which a payment is due.
EXHIBIT A: Specifications
The MLH website currently contains the following sections and functionality that we would like to maintain. Specific desired enhancements that we would like to accomplish as part of this upgrade are also noted. This list is not exhaustive, and there may be other features that are part of the current site that we would like to preserve.
As a baseline, the site must be responsive for all devices and for the most recent versions of commonly used browsers (including Chrome, Safari, IE, Firefox, Edge) and implement UI/UX best practices including but not limited to use of WCAG 2.1 guidelines and is 508 compliant.
The website must also be in significant compliance with the three Core Web Vitals metrics – Largest Contentful Paint (LCP), First Input Delay (FID), and Cumulative Layout Shift (CLS), and optimized for SEO. It should meet or exceed industry standards for security. The consultant will also be required to design and implement a content migration strategy, and to provide technical documentation.
GENERAL DESIGN STANDARDS AND SPECIFICATIONS
We would like the development to follow these guiding principles whenever possible. However, we are flexible and will defer to the selected developer if a sound argument is given for deviation from these general standards and specifications.
- Build system using Drupal 9 fully updated and patched upon delivery. If desired, please contact Wilson Suprapto at email@example.com to schedule a time to see and learn more about the structure of the MLH site.
- Use Drupal Core functionality, known legal services triage modules, and stable contributed modules as much as possible.
- Develop the system using free, open source software that avoids proprietary licensing and undesirable licensing restrictions.
- Use the simplest and most straightforward path to achieve the desired results, even if that necessitates making changes to the following specifications. However, if the selected developer believes a deviation from the specifications will be necessary we expect the developer to inform us as soon as possible following discovery of this necessity.
- Build the system so as to ease the learning curve for nontechnical content management staff. As much as possible, it is desirable for content management staff to have limited access to all but a few administrative screens. However, we do not want to minimize the site’s features just to make things easy for content managers.
- The system should function properly and appear in an attractive way in all major browsers.
- Developer should engage in mobilefirst design.
- The system should be built in such a way that existing MLHP staff are able to maintain, upgrade and expand the functionality of the system in the future. All future maintenance will occur inhouse. Our web development staff need to be consulted on a regular basis throughout development so they have a full working understanding of all components of the system upon completion of the work.
- MLHP will engage in user testing of the system after the beta version is released and expects developer to make modifications to the system based on feedback and user testing results.
- Prior to final release, Developer will assist MLHP/MAP with documenting a description of the technical components and functionalities/capacities of the triage system built for this project.
CURRENT MODULES IN USE AND PROPOSED ENHANCEMENTS
List of modules is available in Attachment A1.
Exhibit B: Milestones and Timeline
- Deliver alpha version of each content type (article, toolkit, etc.) and the Guide to Legal Help in Drupal 9.
- Refinements to content types after usability testing.
- Deliver beta version of each content type (article, toolkit, etc.) and the Guide to Legal Help in Drupal 9.
- Implement design, UX changes, and Guide translation module in the final Drupal 9 version of MLH in the development environment.
- Test integration of Spot AI (or other similar tool) into the Guide to Legal Help.
- Refinements to content types after usability testing.
- Online intake module integration with JusticeServer complete.
- Test content migration
- Integrate translations into Guide in Drupal 9 development environment.
- Migrate all content to Drupal 9 site.
- Refinements to site and final debugging after usability testing.
- Prepare for smooth transition of site with regard to SEO
- Launch Drupal 9 site with all public-facing elements (including Spanish Guide) finished
- Deliver beta version of revised Quality Assurance system
- Launch revised Quality Assurance system
- Complete any necessary debugging of issues arising after launch
- Deliver final site architecture and other documentation necessary for maintenance