Database Design and Development

Clean Fuels Ohio

Request for Proposals: Clean Fuels Ohio (CFO) seeks a qualified, experienced database developer to customize a relational FileMaker Pro 11 database that will be used to track various organizational and project elements including external contact information, notes/comments, vehicle fleet data, and project information.  This database customization will allow CFO to more quickly and easily track contacts, fleet project data, and funding details as well as query a combination of these fields for more detailed reports.

Background:
Clean Fuels Ohio is a statewide non-profit whose mission is to improve air quality and health, reduce environmental pollution, and strengthen Ohio’s economy by increasing the use of cleaner, domestic fuels and energy-saving vehicles.

Project Need:
Though CFO currently tracks numerous pieces of information, we currently lack a comprehensive database system to track and cross-reference gathered information.  We request the development and customization of a FileMaker Pro database to include additional functionality for use with multiple sets of contacts, vehicle fleet data, and project and funding information. This database will ultimately allow users to easily track fleet data, potential projects, project accomplishments, notes/comments, and all organizational contacts.  In addition, the completed database must offer functionality including cross referencing these multiple data sets for use in project management and reporting activities.

The customized database framework should be simple and flexible enough for staff to easily update and add tables and information as needed. We also request a framework that will minimize necessary maintenance and data entry needs by staff.

Expected Fields/Queries:
CFO seeks a database that would contain the following types of fields and information:

• Basic Contact Information
  - First/Last name, organization, title, address, phone, email, flag/follow up needs, etc…
   
• Vehicle Fleet Data
  - Vehicle class, make, model year, engine/type, mileage, fuel use, idling time, green technologies applied, emissions information, locations of fueling stations, etc…
   
• Additional Information
  -Notes/comments fields, political districts, technology interests, funding information, past project accomplishments, future project requests/needs, etc…
   

We expect the data above to be searched with the following types of queries:

• Contact Searches:
  -Contacts by organization, geographic location, fuel or technology interest, notes keywords, etc…
   
• Fleet Searches:
  -Fleets/vehicles by fuel or technology type
  -Fleets by geographic location, technology/project interests, project status, etc…
  -Aggregate emission reports by fuel, vehicle, or fleet type
  -Fleet proximity to known fueling stations
   
• Other queries:
  -Project accomplishments or requests by political district
  -Contacts or fleets by funding/funder information
   

Proposal Contents:
The response to the proposal should include the following elements:

1) Proposed Scope of Work:

a) Detailed description of the specific tasks and/or activities proposed for the CFO database customization. This should include sufficient detail for the proposal reviewers to develop a thorough understanding of what the consultant proposes to do, what the project schedule will be, and what deliverables are to be expected.

b) Indication of availability for project start and proposed timeline for the deliverables.

c) Proposed budget including the consultant's price to complete the proposed Scope of Work for the CFO database customization.

2) Addendums/Additional Information:

a) Agency/ Consultant background (include a sense of agency's qualifications, distinguishing characteristics, size, billing practices & references).

b) Description of agency's experience in working with FileMaker Pro and software programs.

c) Specialized knowledge of/experience working with 501(c)(3) organizations or small organizations with limited formal IT assistance.

Submission:
Please submit all proposals in electronic format by Friday, August 12, 2011 to

Andrew Conley, Program Director
Clean Fuels Ohio

3400 North High St, Suite 430
Columbus, OH 43202
P: (614) 884-7336
Andrew@CleanFuelsOhio.org