Proposal Submission

This is an open and competitive process.

Firms or individual contractors wishing to submit proposals should do so by no later than 5:00 PM PST, August 17, 2011 by submitting a .pdf of the proposal and accompanying documentation to Please do not submit hard copies of your proposal.

The price you quote should be inclusive. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees.

If the execution of work to be performed requires the hiring of sub-contractors you must clearly state this in your proposal. Sub-contractors must be identified and the work they will perform must be defined. BAVC will not refuse a proposal based on the use of sub-contractors; however we retain the right to refuse the sub-contractors you have selected.

BAVC is open to the possibility of parceling this work out to separate contractors for the design or development pieces of the request. Parceled proposals for either of those aspects will also be accepted.

Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations.

Please direct all questions to Jenn Olivia, Director of Technology and Operations, at

The Organization

The Bay Area Video Coalition, or BAVC (pronounced “bay-vac”), was founded in 1976 by artists and activists and is now the nation's largest noncommercial media arts center dedicated to providing access to media education and technology.

BAVC is an affordable training center, a pioneer in technology-based workforce development and youth media training, and a critical resource for independent media makers and social issue documentary filmmakers. BAVC operates SF Commons, San Francisco’s Cable Access station, and preserves video, audio and artistic performance of historic significance.

BAVC's continuing mission is to inspire social change by enabling the sharing of diverse stories through art, education and technology. Working out of offices, studios and classrooms in San Francisco and Oakland, BAVC serves 5,000 independent media artists and professionals, 500+ community members and low-income students from around the Bay Area.

For more information about BAVC please see:

The Existing Website

BAVC’s website was transitioned from Joomla to Drupal over a year ago. One of the goals of this transitions was to develop a website which would integrate smoothly with Salesforce and offer some automation around cumbersome processes.

Salesforce, is used by our entire organization for many purposes (development, class registration, membership, youth programming, inventory and logistics, quote generation, and tracking and documenting programmatic and organizational activities). The other important components to our website are the Open Media tools which we use for our Public Access Television programming.

As a leading technology and media arts organization, the progressiveness of our website is tantamount to reaching communities across the globe, as well as performing our day to day functions and offering a rewarding end user experience, both for staff and community members. Additionally, we seek to offer the very best in customer service and our website is typically the primary way our students and members make purchases from BAVC.

As a non-profit, our website is one of our greatest tools in reaching funders and donors who are just learning who we are and what we do. It is our strongest public relations tool and it brands our organization and helps define our mission to the world. To that end, it is crucial that the user experience is flawless, enjoyable, and easy.

Scope of Services

We are currently looking for a developer and a designer who can use our documentation and guidance in deciphering and resolving the issues that we are currently experiencing with the Salesforce modules and their communication with Drupal. There are also several design related issues.

The outstanding issues with Salesforce/Drupal communication are with existing features, which are fully to partially built out and require de-bugging:

  • There are nodes in Drupal that need to synchronize with custom and standard objects in Salesforce. These objects manage our class enrollment system. Here is list which illustrates the mapping between Salesforce Objects and Drupal Objects.
  • Drupal Object Salesforce Object
    Class Meeting node Class Meeting
    Course node Course
    Profile node Contact
    Section node Section
    User account Contact
    Opportunity node Opportunity
  • Additionally, the enrollment Opportunity object ties the User to the class and all of these objects are tied to UberCart for all e-commerce transactions. Some order formatting and other adjustments will be needed with UberCart order processing.
  • Within Users there are several different Roles that mean different prices for classes, including a price of zero for Users with the Role of ETP. ETP Users also require special management features in Salesforce for documentation purposes. We believe that this specific feature, and potentially some others, will require build out in Salesforce as well as Drupal.
  • When a Contact is marked as a member in Salesforce, the Drupal User should be given a Member Role. And if a Drupal User purchases a membership, their Contact record in Salesforce should be updated to reflect member status. This does not currently function properly.
  • Currently the way the system has been implemented it is creating a massive amount of duplicate nodes, numbering in the thousands, in Drupal causing courses to be over written with inaccurate information.

  • Duplicate and junk nodes in Drupal are affecting Enrollment records in Salesforce requiring manual check of all enrollments. The duplicate nodes and sync errors are affecting the class prices on the website.
  • Contacts in Salesforce are not syncing up properly with Drupal Users, requiring work on the pre-matching.
  • When orders are made Drupal is not capturing the appropriate contact information when a User becomes a member or orders a class. We must manually go into Salesforce and match up the Drupal User with the Salesforce Contact.

The outstanding design issue:

  • A number of Drupal theming items are not functioning properly or consistently across the site.


The BAVC website is hosted on site at our main facility in the Mission. Remote access can be provided to developers. There is also a development and a quality assurance site environment that will be used for initial development and testing.

Proposal Preparation

Firms and individuals submitting proposals shall be responsible for any and all costs and/or expenses associated with preparing such a proposal.

Proposal Evaluation

Proposals will be evaluated based upon the following criteria:

  • The proposed solution meets the needs and criteria set forth in the RFP.
  • Value/pricing Structure and Price levels – The price is commensurate with the value offered by the proposer. As a non-profit institution, BAVC is able to accept pro bono service and recognize the provider to the full extent allowed by the Internal Revenue Service.
  • Demonstrated expertise in Drupal/Salesforce development.
  • Samples of similar work with accompanying references.
  • Robust explanation of project management style and strategy.
  • Explanation of strategy for engaging BAVC throughout the process.
  • Outstanding references and quality of work samples.
  • Design aesthetic demonstrates artistic and innovative, user friendly interfaces that engage communities and viewers.
  • Proposal presentation is clear, detailed and logical.
  • Demonstrated ability to expedite high quality deliverables within the confines of a pre-defined timeline.