RFP 18-501 Website Renovations and Hosting

Agency: City of Tulsa
State: Oklahoma
Type of Government: State & Local
Caegory:
  • 99 - Miscellaneous
Posted Date: Mar 8, 2018
Due Date: Apr 11, 2018
Solicitation No: RFP 18-501
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bid # Response Deadline Description
RFP 18-501 (0) 4/11/2018 Website Renovations and Hosting

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City of Tulsa
Finance Department
Request for Proposal
18-501
Professional Services for
Tulsa PAC - Website Renovation and Hosting
NIGP Commodity Code(s):
915-96 Web Page Design, Management and Maintenance Services
920-03 Application Service Provider - Web Based Hosted
Submit proposals
(sealed) to:
Deputy City Clerk
City of Tulsa
175 E. 2ND St.
Suite 260
Tulsa, OK 74103
Contents
I. STATEMENT OF PURPOSE: ........................................................................1
II. INSTRUCTIONS FOR SUBMITTING A PROPOSAL:....................................1
A. General Requirements.............................................................................1
B. General Notifications ...............................................................................2
III. SCOPE OF WORK: ....................................................................................3
IV. DELIVERABLES: ........................................................................................3
V. RESPONDENT AND PROPOSAL REQUIREMENTS ................................4
VI. EVALUATION OF PROPOSALS: ...............................................................4
VII. EVALUATION CRITERIA............................................................................5
VIII. TIME FRAME FOR REVIEW: .....................................................................5
IX. AWARD OF PROPOSALS:.........................................................................5
X. MISCELLANEOUS:.....................................................................................6
STANDARD DOCUMENTS ..................................................................................7
City of Tulsa General Contract Terms.................................................................12
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I. STATEMENT OF PURPOSE:
With this Request for Proposal (RFP), we are searching to secure professional
services to Re-design and host a responsive website (tulsapac.com) for Tulsa
Performing Arts Center (TPAC) and integrating the functionality of the ticketing
sales software/website, as well as set up a Content Management System for
TPAC users that is efficient and easy to use.
We enthusiastically look forward to receiving your proposal.
II. INSTRUCTIONS FOR SUBMITTING A PROPOSAL:
A. General Requirements
1. Proposals must be received by 5:00 p.m. on Wednesday,
April 11, 2018, Central Standard Time. Please place
proposals in a sealed envelope or box clearly labeled “RFP
18-501, Tulsa PAC - Website Renovation and Hosting”.
Proposals received late will be returned unopened.
2. Proposals shall be delivered sealed to:
Deputy City Clerk
City of Tulsa
175 E. 2nd St.
Suite 260
Tulsa, OK 74103
3. All interested Respondents (Sellers) are required to register with the
Buyer in order to receive updates, addenda or any additional
information required. The City is not responsible for any failure to
register.
4. Inquiries to the Buyer requesting clarification regarding the Request
for Proposal or the content therein must be made via e-mail and must
be received prior to the end of the business day on March 21, 2018.
Patricia Cummings, Senior Buyer
pcummings@cityoftulsa.org
Any questions regarding this RFP will be handled as promptly and as
directly as possible. If a question requires only clarification of
instructions or specifications, it will be handled via e-mail. If any
question results in a substantive change or addition to the RFP, the
change or addition will be forwarded to all registered Respondents as
quickly as possible by addendum.
5. Respondents shall designate a contact person, with appropriate
contact information, to address any questions concerning a proposal.
The Respondents shall also state the name and title of individuals
who will make final decisions regarding contractual commitments and
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have legal authority to execute the contract on the Respondent's
behalf.
6. Proposals will be opened on the morning after the due date, at
8:30am, at the:
Standards, Specifications, and Awards Committee Meeting
175 East 2nd Street, 2nd Floor
City Council Chamber
B. General Notifications
1. The City of Tulsa notifies all possible Respondents that no person
shall be excluded from participation in, denied any benefits of, or
otherwise discriminated against in connection with the award and
performance of any contract on the basis of race, religious creed,
color, national origin, ancestry, physical disability, sex, age, ethnicity,
or on any other basis prohibited by law.
2. All Respondents shall comply with all applicable laws regarding equal
employment opportunity and nondiscrimination.
3. All Respondents shall comply with the Americans with Disabilities Act
(ADA) and all proposals and a subsequent contract, if any, shall
include the following statement:
“The Respondent shall take the necessary actions to
ensure its facilities are in compliance with the
requirements of the Americans with Disabilities Act. It is
understood that the program of the Respondent is not a
program or activity of the City of Tulsa. The Respondent
agrees that its program or activity will comply with the
requirements of the ADA. Any costs of such compliance
will be the responsibility of the Respondent. Under no
circumstances will the Respondent conduct any activity
which it deems to not be in compliance with the ADA.”
4. The City of Tulsa also notifies all Respondents that the City has the
right to modify the RFP and the requirements herein, to request
modified proposals from Respondents, and to negotiate with the
selected Respondent on price and other contract terms, as necessary
to meet the City’s Objectives.
5. Although it is the City’s intent to choose only the most qualified
Respondents, the City reserves the right to choose any number of
qualified finalists for interview and/or for final selection. At the
discretion of the City, one or more Respondents may be invited to be
interviewed for purposes of clarification or discussion of the proposal.
6. This Request for Proposal does not commit the City of Tulsa to pay
any costs incurred in the preparation of proposals, or in submission of
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a proposal, or the costs incurred in making necessary studies and
designs for preparation thereof, or to contract for services or supplies
necessary to respond. Any expenses incurred by the Respondent(s)
in appearing for an interview or in any way in providing additional
information as part of the response to this Request for Proposals are
solely the responsibility of the Respondent. The City of Tulsa is not
liable for any costs incurred by Respondents for any work performed
by the Respondent prior to the approval of an executed contract by
the City of Tulsa.
III. SCOPE OF WORK:
A. The Respondent shall provide all labor and resources to update, redesign,
test, and demonstrate a fully renovated the TPAC website which
incorporates but is not limited to features listed herein as Deliverables.
B. The Respondent shall provide Hosting Services/Subscription
C. The Respondent shall provide Search Engine Optimization
D. The Respondent shall provide Password protected client area that
integrates with venue database and scheduling calendar
IV. DELIVERABLES:
The products, reports, and plans to be delivered to the City will include:
A. Core Content Management System (CMS) to manage pages, posts,
navigation, document uploads, image uploads, logo uploads, ease of page
updates
B. A responsive website design that is mobile friendly and works across
several devices
C. Events Module- upload and manage Tulsa PAC events
D. Form Builder process that allows TPAC to easily build forms on any page.
Form application shall feature a captcha option to eliminate automated
respondents (i.e. e-newsletter sign-up, additional information form)
E. Calendar Function- Home page calendar that includes rollover details, with
full months of events preferred on display instead of pagination
F. Plug-In installation- Ability to install plug-ins from outside vendors used by
TPAC (ISSUU.com is an example)
G. Seating Chart- View from a seat function that shows the patron what their
view would be like in a particular theatre
H. Podcasts- Dedicated host to ensure that any unexpected downtime does
not impact TPAC home site or vice versa, dedicated bandwidth allowing for
multiple users to access/download podcast without affecting overall
performance of TPAC website and RSS Feed with the ability to generate
current data for podcast directories as well as allowing for automated
downloads for subscribers
I. Social Media integration- allow a feed on home page for all TPAC social
media accounts (Facebook, Twitter, Instagram)
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