City of Tacoma Tacoma Venues and Events Tacoma Dome Website Development RFP Specification No. PF18-0090F QUESTIONS and ANSWERS All interested parties had the opportunity to submit questions in writing to Joe Parris by 3:00 p.m., Pacific Time, Friday, March 16, 2018. The answers to the questions received are provided below and posted to the City s website at www.tacomapurchasing.org. This information IS NOT considered an addendum. Respondents should consider this information when submitting their proposals. Question 1: Answer 1: Question 2: Answer 2: Question 3: Answer 3: Question 4: Answer 4: Question 5: Answer 5: Question 6: Answer 6: Question 7: Answer 7: Question 8: Answer 8: Can companies from outside of the United States submit a proposal? Yes. Will the successful respondent be required to come on-site for meetings? That will not be necessary. Can the tasks related to the RFP be performed outside of the United States? Yes. Can proposals be submitted via email? Emailed proposals will not be accepted. What CMS is the current site built with? Joomla. Do you have a preferred CMS for the new site? Would you be open to using WordPress? No preference. WordPress is acceptable. What application are you currently using for calendar/event listings? Would you like to continue using this application or find a new one? Calendar/event listings are currently added directly into the CMS (Joomla). We would anticipate using the selected web provider s CMS. What sort of automatic content archiving are you looking for? Does this refer to past events you d like automatically removed from the site, once they re over? Events should have the capability to be added with an end date and time. At the end date and time, events should no longer be visible on the site but should also be automatically archived. Other website pages should also have the ability to be Page 1 of 6
archived by a content manager manually. Event pages (after the event) and other archived pages should then be accessible by City of Tacoma staff but not visible to the public or accessible by search engine. Question 9: When would you like to launch the new site? Answer 9: August 2018. Question 10: Is there an incumbent vendor (i.e. an agency you re already working with)? Answer 10: The current website was designed and is hosted by Ungerboeck. Question 11: How many pages are on the current website? Answer 11: Number varies based on number of current live events. Currently 50 pages. Additional pages may be added prior to content migration. Question 12: Who will be in charge of content migration? Answer 12: Chosen vendor will be responsible for content migration from current site. Question 13: Who will be in charge of copywriting? Answer 13: City of Tacoma will be responsible for copywriting. Question 14: Who is the site s target audience? Do you have existing data on your target audience that you can share with the chosen vendor? Answer 14: Target audience is event attendees and event producers. The City of Tacoma will provide Google Analytics data to chosen vendor. Question 15: Is there flexibility in the $40,000 budget? Is the cost of hosting included in this budget? Answer 15: We anticipate a $40,000 budget for this project. Budget is not the only determining factor in awarding the bid. The cost of hosting is included in this budget. Question 16: Is there a Sitemap which can give a layout of all relevant pages? Answer 16: The original Sitemap is available (attached). Question 17: How much data is being migrated? Answer 17: All current data will be migrated. Question 18: If using Joomla, will portions of this project be more re-skinning and not necessarily migration? Answer 18: Respondents will be required to provide this information in their submittals if proposing Joomla. Question 19: We are curious as to the three year term of the contract, will there be ongoing support included in the $40k budget? Page 2 of 6
Answer 19: The budget includes design of the website, training, and a monthly hosting/licensing fee. Technical and training support should be provided within the partnership for the length of the contract at no additional cost. Monthly hosting should include minimal support time (estimated 1-2 hours) for design support. It is understood that significant website changes requiring programming or graphic design staff will incur additional costs to the City of Tacoma. Question 20: What types of contract are preferred (Time and Materials, Managed Service, etc.)? Answer 20: Contract will be for web design and launch (one fee); plus a monthly fee for hosting/support. Question 21: What terms to the contract (Net 10/Net30) (Monthly/weekly invoicing)? Answer 21: Final payment for website design (only) upon completion. Monthly or annual hosting fee (including licensing), generally Net 30, payment terms negotiable. Question 22: What is the time-line for the Project? Answer 22: Submittals are due April 3, 2018. Interviews/presentations (if conducted) will be completed in April 2018. Award recommendation April 23, 2018. Vendors are responsible for submitting a project timeline. The City of Tacoma would like to launch the website in August 2018. Hosting contract will be for three years from launch date. Question 23: What do you envision the training component to look like (Documentation vs presentation)? Answer 23: Training should be a combination of a brief online presentation via webinar or training video. Written documentation including an instruction manual should also be provided. Question 24: Are there brand guidelines we need to be aware of? Answer 24: The Tacoma Dome does have very simple brand guidelines (font, colors, logo) that should be incorporated into the design. Question 25: Are there examples of similar sites that you are hoping to emulate? Answer 25: The Tacoma Dome website should align with other major arenas or stadiums in terms of content, layout, and functionality for the event attendee or promoter. Question 26: Who built the site originally and are they involved in this bidding process? Answer 26: Ungerboeck designed and hosts the site currently. It is unknown if Ungerboeck will bid on this project. Question 27: I'm not sure I understand this question. Would you clarify? "Describe web browser capabilities with current web browsers and plug-ins for both desktop and mobile." Page 3 of 6
Answer 27: List web browser version compatibility with the current leading web browsers (Internet Explorer, Safari, Chrome, etc) and mobile devices. Include if any plugins used in the website design will be compatible with all current leading browsers and mobile devices. Question 28: Is the bidder being PCI DSS compliant required for to be considered for this project? Must a bidder also be a Level II merchant? Or is this a requirement for the hosting platform company proposed and not the web agency? Answer 28: No, this is not a requirement for the services to be provided. This is only related to the contract payment method if invoices are to be paid by City procurement card. It is preferred that the successful respondent accept payment by procurement card, but not required. Question 29: Why is Website Optimization, Tools and Software only 5% of weight of selection? Answer 29: 5% refers to the website optimization and the tools related to SEO specifically. The Project Scope includes migration and SEO plan and that design requirements include SEO consideration, which will be measured under the Project Approach (30%). Content to be submitted includes SEO and tools used to evaluate and monitor page visibility which submitting organizations will also be measured on within Firm Qualifications (35%). Question 30: Who is on the Selection Advisory Committee? Answer 30: The Selection Advisory Committee (SAC) will consist of Tacoma Venues and Events staff. Question 31: Please describe your expectations with the following section: The City of Tacoma reserves the right to transfer the website to another host. In your proposal, describe how the website code and content would be transferred to the City of Tacoma. Answer 31: If the City of Tacoma were to want to host the website on City of Tacoma servers, is that possible and what procedure would be required. It would be understood that cost for licensing/cms fees may still be required. Question 32: How are updates to the Events Calendar managed? Are they pulled from another source or updated by staff directly in the CMS? Answer 32: Updates to the event calendar are not pulled from another source. They are input by staff directly into the CMS. Question 33: It is mentioned that hosting needs to support a variable high volume of requests. What would cause this high volume of requests? What do you consider to be high volume? Answer 33: High volume usage occurs during an event announcement, on sale or show day. High volume would be 7-11K users per day. Question 34: What are the requirements for updating content on the website? Page 4 of 6
Answer 34: City of Tacoma staff would be responsible for updating content. Question 35: We noticed that the current site includes a Promotor Login on the Book an Event page. Is this something that will be needed on the new site and if so, what are the requirements for this feature? Answer 35: This is not necessary. If provided, a password would grant access to a hidden page where documents or files could be accessed or downloaded. Question 36: Is there a site map for the proposed site that can be used as a reference in the milestone/timeline in our response? Answer 36: The original Sitemap is available (attached). Question 37: For event hold requests from promoters, agencies or artists - is it anticipated that these individuals would be able to view a calendar of dates with limited info on existing holds and/or cancel their holds? Or, simply submit a request through a form? Answer 37: Access to a calendar is not anticipated. Event holds could be submitted via form request. Question 38: For the ticket purchasing process, the current site links to Ticketmaster. Is it anticipated that this system will continue to be used? Answer 38: Ticketmaster will continue to be the partner for ticket purchasing. Question 39: Will ticket purchasing be handled through the payment gateway of our choice, or will the new site be using the existing payment gateway/ticketing system via Ticketmaster? Answer 39: The new site will use the existing payment gateway/ticketing system via Ticketmaster. Question 40: For the objective of growing email database do you have a separate email marketing software that you are using, or an idea of who they will be using post launch? Answer 40: A separate email marketing software will continue to be utilized (product of Ticketmaster). Question 41: Under the Project Overview section (Section 1 Project Information and Requirements) there is a key objective. Act as a portal for booking inquiries - Can you expand further on this request, what would you like to see this do. Is it a place for promoters to request information from the building, would you want venue requirements there, etc.? Answer 41: The website will be used to provide information to prospective event producers through content like venue capabilities and capacities, images, costs, application forms and promoter requirements. The inquiry from promoters to request information could be accomplished with an embedded form that generates an email to the booking department at the Tacoma Dome. Page 5 of 6
Question 42: Are you anticipating integrating your website to automatically pull data out of Ungerboeck to the Tacoma Dome calendar page or otherwise? Answer 42: Data will not be pulled automatically from Ungerboeck or otherwise. City of Tacoma staff will input data directly into the CMS. Question 43: Do you plan on advertising specific data scheduled to show at different dates/times and locations throughout the website? a. Links to different destination pages (i.e. presale links, ticketing links, etc.) b. Event details (special guest announcements, new event details) Answer 43: Some advertising locations (ie. Sliding featured event billboards, sponsor logo) should be programmable to show at different dates/times. a. Links to different destination pages will not need to be programmed by date and time. b. Event details on event detail pages (as well as their appearance on calendar or event listing pages) must be programmable to start and end by date and time. Question 44: Do you plan on scheduling social media posts through Ungerboeck, which will also push to the website? Answer 44: Nothing for the website will be scheduled through Ungerboeck. Page 6 of 6
Proposed Tacoma Dome site map 12/2/2014 Home Page Contextual Navigation HP 1.1 Upcoming Events Calendar Social Parking Dome Direct 1.1.X 1.1.2 1.2.1 HP 1.2 Overlook Club Sponsors 1.3.6 1 Home page HN 1.1 Directions Contact Us Social links Search 1.2.1 1.3.1 Header Navigation Buy tickets 1.1.1 Side callto-action Global Navigation GN 1.1 Events & Tickets 1.1.X GN 1.2 Plan Your Visit GN 1.3 About Us GN 1.4 Book an Event 1.4.1 Promoter Log in 1.1.1 Buy tickets [Event details pop up] 1.2.1 Parking & Directions 1.3.1 Contact Us 1.1.2 Event Calendar (Event Listing) 1.2.2 FAQ 1.3.2 Dome Overview 1.2.3 1.3.3 1.1.3 1.1.4 Ticket Information Group Sales Info 1.2.4 1.2.5 Accessibility Food & Beverage Building Policy 1.3.4 1.3.5 Employment Media Sponsors 1.2.6 Area Info Redirect Leads to external site Media 1.3.4 Parking & Directions 1.2.2 Footer navigation