Kansas Legal Services (KLS) will consider all responses that are sent to the email of the project coordinator, Melissa Nolte noltem@klsinc.org, by 5:00 p.m. CST on December 30, 2020. Please include the name of the project, “Evaluation of TIG 20020 Project” in the subject line. All vendor communications concerning this RFP must be directed to noltem@klsinc.org. Any oral communications will be considered unofficial and nonbinding on KLS. Only written statements issued by the project coordinator may be relied upon.

Introduction

Through this Request for Proposal (RFP), Kansas Legal Services (KLS) seeks responses from vendors interested in evaluating the effectiveness of KLS’s DLAW websites update and improvement project (TIG 20020). In addition to conducting the evaluation, the successful vendor will produce a draft of the evaluation report. This project is funded by a Technology Initiative Grant (TIG) awarded by the Legal Services Corporation (LSC) with an evaluation budget of $20,000.

About Us

Kansas Legal Services is legal aid in Kansas, providing equal access to justice for the most vulnerable Kansans. Founded in 1977, KLS is a statewide non-profit corporation devoted to helping low income Kansans meet their basic needs through the provision of important legal and mediation services. KLS served more than 19,500 persons in all 105 counties last year through two mediation offices and eleven legal services offices across the state. KLS website, kansaslegalservices.org, is used by over 600,000 visitors per year.

Project Description

The goal of TIG 20020 is to partner with Urban Insight, Inc., an experienced, creative, and professional technology consulting firm, to upgrade the Drupal content\management system for DLAW websites from Drupal 7 to Drupal 9. This goal will be reached through these objectives:

• Project Objective 1: KLS will initiate the project by contracting with the key project partners and ensuring a common understanding among the project team members.

• Project Objective 2: Survey how organizations are currently using DLAW, and identify three of the most popular new features to implement during the upgrade.

• Project Objective 3: Urban Insight will upgrade DLAW 7 to DLAW 9.

• Project Objective 4: Urban Insight and community members will perform testing of DLAW 9.

• Project Objective 5: Migration of hosted DLAW websites and training.

The evaluation will assess the usefulness, usability, accuracy, and efficiency of the upgrade for 12 DLAW websites and perform a process evaluation. In addition, the evaluator will work with KLS to structure the evaluation and help compile the information into a report no later than April 30, 2023. KLS wants to ensure it is collecting and measuring the most applicable data from the start of its project. What are our questions? How do we answer them? From whom and what instruments are needed? What exactly do we need to know? The vendor’s pre- and post-design of the evaluation is key to showing if TIG 20020 is successful.

To accomplish this, it is intended the evaluation will be comprised of information and data, including but not limited to:

Evaluation Data for Objective 1:

• Records of meetings with KLS (and its advisory partners), Urban Insight and DLAW partners.
• Written record of bid solicitation and documented process of selection of evaluator.
• Written record of activity with contracted partners (Urban Insight, DLAW, evaluator) including timeline of deliverables and terms for revising product.

Evaluation Data for Objective 2:

• Completed DLAW Community User Survey.
• Written record of interviews of DLAW representatives.
• Completed Community Engagement Plan.
• Completed DLAW Community Feedback Findings report.
• Summary of completed three new community-requested features
• Record of completion of two webinars, including list of participants.

Evaluation Data for Objective 3:

• Completed DLAW 9 Technical Specification.
• Completed DLAW 9 release notes.

Evaluation Data for Objective 4:

• Written records of meetings with Urban Insight, KLS and other two beta websites.
• Completed Quality Assurance Plan.
• Completed Beta Testing Report.
• Written record of activity with KLS, Urban Insight and beta sites, including timeline of terms for revisions.

Evaluation Data for Objective 5:

• Completed Migration Plan.
• Record of meetings with statewide partners pre, during and post-migration.
• Completed Training Plan.
• Survey questionnaires of training participants post-training.
• Record of statewide website DLAW 9 website launches
• Survey questionnaires of websites’ experiences post-launch.

For more information see the attached Project Narrative and Program Evaluation Plan. It is anticipated that the vendor will work with KLS staff to conduct the surveys and interviews and that necessary data will be gathered by KLS and project partners.

NOTE: No travel is necessary for this project.

Selection Schedule (Subject to Change)

• KLS opens RFP: December 4, 2020

• Deadline for bidders to submit questions: December 14, 2020 (questions to noltem@klsinc.org)

• KLS response to bidder questions: December 18, 2020

• Bidder proposals due: December 30, 2020

• Successful vendor announced: January 6, 2021

• Contract signed and work commences: January 11, 2021

Project Timeline

The TIG project started November 1, 2020, and ends October 31, 2022, with a nine-month evaluation period ending on June 30, 2023. KLS anticipates the evaluation work will start on January 11, 2021, and the formal evaluation will be completed within six-months of the TIG project ending, no later than April 30, 2023.

Proposal Format

RFP responses should be delivered via email in Microsoft Word or Adobe PDF format. Proposals should adhere to the format below.

• Introduction/Executive Summary, including:

• Project Schedule and Development Process, including:

  • Your approach to the evaluation process

  • Process for creating a final scope of work document, e.g., define deliverables, create milestones, etc.

  • Your customer communication and project management procedures

• Project Budget Estimates and Costs Projections, including:

  • Provide a breakdown of costs

  • Identify any additional expenses, fees, etc. that you will require to complete the project

  • Travel should not be included

  • The budget will NOT exceed $20,000 for the project

• Company Profile, including:

• Attachments:

Selection Criteria

We will consider all responses that are sent to the project coordinator, Melissa Nolte, by 5:00 p.m. CST on December 23, 2020, through email noltem@klsinc.org.  Please include the name of the project, “Evaluation of TIG 20020 Project” in the subject line.

The following criteria will be used to evaluate the submitted proposals:

• Experience working with legal aid organizations and/or with nonprofit organizations

• Demonstrated commitment to exceptional customer service and responding to client requests in a timely fashion

• Price that is commensurate with the value offered by the company and ability to work within a budget

• Responses are clear, organized, creative, and logical

• Candidate has successfully completed similar projects and has the qualifications necessary to undertake this project

• Candidate has previously worked on a project involving web technology

• Demonstrated detailed-oriented results

• Past performance working with an LSC funded project (if applicable)

Terms & Conditions

Ownership of Materials and Confidentiality. All work done for the project and content will be owned by KLS, its successors and assigns. KLS, its successors and assigns, will have full access to and have the right to customize all outreach materials. The contractors will sign a confidentiality agreement with KLS before the engagement starts.

Costs of Preparing Responses. KLS will not pay any vendor costs associated with preparing responses submitted in response to this RFP.

Responses Property of KLS. All responses, accompanying documentation and other materials submitted in response to this RFP shall become the property of KLS and will not be returned.

Proprietary Information/Public Disclosure. All responses received shall remain confidential until the evaluation is completed, and the vendor is selected and approved.

RFP Amendments/Cancellation/Reissue/Reopen. KLS reserves the right to change the RFP Schedule or issue amendments to this at any time. KLS also reserves the right to cancel or reissue the RFP.

Minor Administrative Irregularities. KLS reserves the right to waive minor administrative irregularities contained in any response.

Inability to Enter Contract. KLS reserves the right to eliminate from further consideration any vendor that KLS, because of legal or other considerations, is unable to contract with at the time responses are due.

No Obligation to Enter a Contract. The release of this RFP does not compel KLS to enter any contract.

• KLS 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 KLS’ right to contract with any other vendor.

• KLS reserves the right to request an interview with any vendor and/or a demonstration from any vendor prior to entering a contract with that vendor. If a vendor declines the request for an interview or demonstration for any reason, the vendor may be eliminated from further consideration.

Non-Endorsement. 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 KLS in any literature, promotional material, brochures, sales presentations, or the like without the express written consent of KLS.