request for proposalstatic.arvada.org/docs/1331329713formal_request_for_proposal_ar… ·...

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CITY of ARVADA 8101 Ralston Road Arvada, CO 80002

REQUEST FOR PROPOSAL For

Website Redevelopment for www.arvadacenter.org

Issue Date: March 12, 2012

RFP Number: ArvadaCenter-MktPS-2012-Web01

Contact: Lisa Girard, Telephone Number: (720) 898- 7275

Submissions Must Be Received By: Monday, April 02, 2012 at 6:00pm Colorado time At: City of Arvada Arvada Center Marketing Patron Services 6901 Wadsworth Blvd. Arvada, CO 80003 RFP # ArvadaCenter-MktPS-2012-Web01

Notes:

ELECTRONIC SUBMITTALS ARE NOT ACCEPTABLE

There is no public “opening” for this solicitation

Offers are considered working documents until such time as the City makes a final selection recommendation.

This solicitation is issued for the purpose of acquiring a web design company to redesign the current website for the Arvada Center for the Arts and Humanities at http://www.arvadacenter.org. The Arvada Center wishes to hire an experienced web developer that can implement our site design requirements and requests as well as provide feedback and suggestions to create the best online experience for our patrons.

Redesigning the current arvadacenter.org website will:

• provide a more user-friendly and engaging online environment

• aesthetically update the site, including layout, navigation, and interactive content like photos and video

• implement new web technologies including current design standards and social media marketing promotion integration

Participation of dedicated and qualified providers in this RFP is genuinely appreciated by all associated with City of Arvada and the Arvada Center.

The Following is included with this Request For Proposal:

Attachment A: Desired Enhancements

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SPECIAL CONDITIONS

1. PURPOSE - TO OBTAIN PROPOSALS:

The purpose of this Solicitation is to provide qualified bidders with sufficient information regarding the City's needs in order to adequately prepare and submit a Proposal for Website Redesgn for http:www.arvadacenter.org. Since this solicitation seeks Proposals from prospective Bidders, it shall be understood and agreed that Proposals must be received by the date and time established in this solicitation. Once the deadline has passed, the Proposals will not be accepted and will be returned to the Proposer. It shall be further agreed and understood that the proposals are considered to be proprietary working documents offered by prospective bidders when they are under evaluation by a committee and, as such, are not subject to official bid openings or to public inspections. Any bidder may waive its rights to keep its proprietary information confidential by expressly waiving such right in the variances section of its proposal; thereby making its proposal subject to public inspection. Once a contract is approved, prices associated with the proposals will be available as public records. All procurement information is declared to be a public record open to inspection. Bidders may designate pertinent sections of their submission as trade secret or confidential commercial information or as otherwise protected. Information that is considered "Proprietary" shall be clearly identified as such. If a portion of the submission carries this designation, the City agrees that it will use its best efforts to forward any request for disclosure of this information to the Bidder. By the submission, Bidder agrees to respond to request for disclosure with any objections and the reason therefore in accordance with the Colorado Open Records Act CRS section 24-72-101 et. seq. Bidder also agrees to assume the obligation to defend the City in any legal proceeding which arises from the non-disclosure of documents pursuant to this objection.

2. METHOD OF AWARD - BEST EVALUATIVE SCORE BASED ON WRITTEN PROPOSAL:

It is the intent of the City to award a contract to the Bidder who receives the highest score when the Proposals submitted by interested Bidders are reviewed by the City's RFP Evaluation Committee. The Evaluation Committee will score written Proposals by reviewing documentation submitted by the Bidders. Evaluation will be based on the following criteria: • a solid portfolio that showcases strong experience and expertise in + technical/coding skills + user experience/user interaction (UX/UI) comprehension and application + design/layout aesthetics • appropriate services offered • project plan in place which includes appropriate staffing, necessary time committments, and timely communication • support &/or train on site features and future site development issues that may arise • established partners/relationships with other web services providers (content writers, photography, videography, SEO, etc...) • competitive pricing offered • clarity or response to requirements in this proposal RECOMMENDED INSURANCE REQUIREMENTS This proposal indicates various lines of insurance required by bidder. These are RECOMMENDED lines of insurance and not necessarily required. No additional preference will be given to winner based on insurance coverage or lack of insurance coverage. A second phase may be incorporated in the process, in which the Committee will invite a limited number of Bidders who received the highest scores during phase one to provide an oral presentation. If the committee incorporates this second phase, the number of Bidders who are invited to provide an oral presentation will be determined by the Committee after the written Proposals have been scored. The evaluative score from the oral presentation will be added to the score from the written proposal to determine the awarded Bidder.

3. TERM OF CONTRACT:

This contract shall commence on the (mutually agreed upon date) and shall remain in effect until such time as all items purchased in conjunction with this solicitation have been delivered and accepted by the City's authorized representative. Nevertheless, it shall be understood and agreed that any required warranty period which exceeds this term shall remain in full force for the duration of the warranty period.

4. OPTION TO RENEW FOR SUBSEQUENT YEARS (WITH PRICE ADJUSTMENTS ALLOWED):

The prices or discounts quoted in this Solicitation shall prevail for one year from the effective date of the contract,

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at which time the City shall have the option to renew the contract for no additional one year periods; provided, however, that the Bidder provided satisfactory performance during the previous contract period. Continuation of the contract beyond the initial period is a City prerogative and not a right of the Bidder and will be exercised only when such continuation is clearly in the best interest of the City. Unless otherwise notified in writing, the option period shall become automatic at the end of the original period. During the option period, the City will consider an adjustment to the pricing structure if the successful Bidder can demonstrate, through documentation, that it was subject to a price adjustment. It shall be understood that such price adjustments shall not exceed the amount passed on to the supplier/successful Bidder. Under these circumstances, the City may, in its best interest, negotiate a price adjustment with the successful Bidder.

The successful Bidder is obligated to notify the City of such adjustments, either price reductions or price increases, within (14) calendar days after receiving said notification from their supplier. The City reserves the right to reject any price adjustments submitted by the Bidder and/or to terminate the contract with the Bidder based on such price adjustments.

5. PRICES SHALL BE FIXED AND FIRM FOR THE TERM OF THE CONTRACT:

If the Bidder is awarded a contract under this Solicitation, the prices proposed by the Bidder shall remain fixed and firm during the term of the contract; provided, however, that the Bidder may offer incentive discounts from this fixed price to the City at any time during the contractual term.

6. ELIGIBILITY OF BIDDERS: MUST BE ENGAGED IN SUPPLYING PRODUCTS OR SERVICES RENDERED.

Bids will only be considered from firms which have been engaged in the business of manufacturing or distributing the goods and/or performing services as described in this Solicitation. The bidders must be able to produce evidence that they have an established satisfactory record of performance for a reasonable period of time and have sufficient financial support, equipment and organization to ensure that they can satisfactorily execute the services if awarded a contract. The term "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practices in the industry and as determined by the proper authorities of the City. The City reserves the right, before awarding the contract, to require a bidder to submit such evidence of its qualifications as it may deem necessary, and may consider any evidence available to it (including, but not limited to, the financial, technical and other qualifications and abilities of the Bidder, including past performance and experience with the City) in making the award in the best interest of the City. all suits, in the name of the City when applicable, and shall pay all costs and judgments which may issue thereon.

7. INSURANCE CERTIFICATES REQUIRED WITHIN FIFTEEN (15) DAYS AFTER NOTICE:

Issuance of a Purchase Order/Contract is contingent upon the receipt of the insurance documents. If the Bidder fails to submit the required insurance documents within fifteen (15) calendars after verbal or written notice to submit such policies is given to the Bidder by a City representative, the Bidder may be in default of the contractual terms and conditions and may not be awarded the contract.

8. ELECTRONIC PAYMENT METHODS (2) - CITY OF ARVADA "P-CARD" AND "SINGLE USE ACCOUNT"

Bidders are encouraged to review the dynamic attributes of the payment methods described below and to strongly consider enrollment with the City of Arvada in a win-win relationship. A. P-Card The City utilizes an actual plastic corporate credit card (VISA) to transact smaller dollar payments by City staff for routinely purchased goods and services (retail outlets, travel, internet, etc.). This provides for all of the benefits and/or efficiencies associated with credit card purchases and vendor/provider reimbursements. B. Single Use Account The City also incorporates the use of this particular program and functionality to seamlessly process payment of larger dollar purchase orders and contracts to vendors/contractors/providers. A unique, secure and one-time payment transaction account (MasterCard, but no actual plastic card) is generated by the City’s process to pay invoices via the vendor’s/contractor’s/provider’s sale system and their merchant bank. Invoice payments, including large amounts, will see a vastly enhanced speed-of-pay cycle that can, for example, significantly benefit cash flow. 1. Bid/Proposal Submittal Bidders should describe the method whereby purchases made in conjunction with the subsequent award of a contract, or issuance of a purchase order, would be paid via one of the above described methods. THESE ARE THE PREFERRED PAYMENT METHODS FOR THE CITY OF ARVADA. If (a) Bidders are currently unable to accept the preferred payment methods, or if (b) Bidders decline to make this available to the City, an explanation should be provided within the content of the offer/submission conveyed to the

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City. In the case of formal requests for bid, proposal or qualification the explanation should be detailed in written form. 2. Information Prior to Submitting Bid/Proposal Vendor representatives (Sales, Finance, Accounts Payable, etc.) are encouraged to contact Ms. Terri Brustad, P- Card Program Administrator, for further assistance or clarification in this regard: Phone (720) 898- 7092, Email: [email protected] NO ADDITIONAL FORMS OR APPLICATIONS ARE NEEDED AT THIS TIME.

9. ALTERNATE PROPOSALS MAY BE CONSIDERED:

Bidders are advised that the submission of multiple proposals or alternate approaches to specific sections of the requirements will be considered compliant . The City of Arvada relies on the Bidder as expert to identify in its proposal, the approach the Bidder believes will be the most effective to produce the required systems and services on time and within budget. 10. PRE-BID QUESTIONS: if mailing questions via "snail mail" - please send directly to Lisa Girard, Arvada Center for The Arts and

Humanities, 6901 Wadsworth Blvd, Arvada, CO 80003

All questions regarding this Request for Proposal shall be directed in writing (mail, email or fax) to Lisa Girard at 720-898-7204fax, email address: [email protected] or mailed to 8101 Ralston Rd; c/o Arvada Center for The Arts and Humanities -- Lisa Girard ;

Arvada, Co 80001.

All inquiries shall clearly identify the name of the firm and the authorized representative, the RFP number and Title and a method or address to which the responses shall be made. The deadline for receipt of questions by Bidders in regards to this RFP is Friday, March 23, 2012 at 6:00 p.m. Colorado Time. Responses will be prepared by the City and will be distributed to all participating Bidders in a timely manner. The responses in writing are the only official answers. 11. CONTACT PERSON:

During the course of this RFP process, from issuance until a recommendation for award, Bidders shall not initiate contact related to this RFP with anyone other than the officially designated individual: Lisa Girard , Marketing & Patron Services, Online Marketing Coordinator, at 720-898-7275 , FAX # 720-898-7204, email [email protected]

Failure to abide by this requirement may result in disqualification from further participation in this RFP.

12. NUMBER OF COPIES REQUIRED:

Bidders are to submit one original and 6 paper copies 1 electronic copy via .pdf, and/or website URL , and/or one CD/DVD (to be distributed by Lisa Girard to appropriate team members) copies.

INSURANCE REQUIREMENTS The following listed minimum insurance requirements shall be carried by all contractors and consultants. Applicable requirements for this solicitation are identified by completed check boxes. Unchecked boxes are not applicable.

1. Commercial General Liability, written on an occurrence form, for limits not less than $1,000,000 for bodily

injury and property damage for each occurrence and not less than $2,000,000 aggregate. Coverage shall include premises and operations liability, blanket contractual, broad form property damage, products and completed operations and personal injury endorsements.

2. Workers’ Compensation and Employers Liability as required by statute. Employers Liability coverage is to

be carried for a minimum limit of $100,000 if bidder has employees (not applicable if single-employee business).

3. Automobile Liability for limits not less than $300,000 if vehicles are owned by company, combined single limit

for bodily injury and property damage for each occurrence. Coverage shall include owned, non-owned and hired automobiles.

4. Liquor Liability in the amount of $1,000,000.

5. Umbrella Liability of $ , following form to the Commercial General Liability.

6. Builders Risk or Course of Construction Purchased by contractor to cover physical damage to property in

construction or rehab. This insurance shall insure and protect from all insurable risks of physical loss or damage. Contractors will ensure that City and subcontractors will be covered as additional insureds, excluding their own machinery, tools and equipment. The deductible under The Builders Risk or Installation Floater shall be sustained

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and borne by the Contractor. Losses will be adjusted with and made payable to the City and others as their interests may appear.

7. Professional Liability Insurance providing coverage for acts, errors or omissions committed or alleged to have

been committed by architects and engineers arising out of the conduct of their professional practice. The coverage shall carry a project limit of $1,000,000. The coverage shall have an extended reporting period of 3 years following the date of substantial completion of the project for reporting of claims.

8. Pollution Legal Liability Insurance for limits not less than $1,000,000 per occurrence (or claims made) and

not less than $1,000,000 aggregate for bodily Injury, Personal Injury and property Damage. This coverage must include all costs associated with clean-up, containment, and disposal of any hazardous liquids or materials.

9. Privacy/Network/Cyber Liability Insurance for limits not less than $1,000,000 for any firm providing product or

services associated with IT, communication or network projects.

10. Medical Malpractice Liability Insurance for limits not less than $1,000,000 per occurrence.

Except for workers compensation, employer’s liability insurance, automobile liability and Professional Liability Insurance, the City of Arvada must be endorsed to Contractor’s coverage as an additional insured on a form acceptable to the City. Certificates of Insurance must be submitted before commencing the work and provide 30 days notice prior to any cancellation except for 10 day notice with respect to non-payment of premium. Coverage furnished by contractor must be written with carriers holding a minimum A.M. Best rating of A-:VII and admitted to do business in Colorado. Contractor’s coverage shall be primary, and any insurance held by the City of Arvada is excess and non-contributory.

LEGAL REQUIREMENTS 1. PAYMENTS TO CONSTITUTE CURRENT EXPENDITURES. Financial obligations of the City of Arvada, if any, after the

current fiscal year are contingent on funds for that purpose being appropriated, budgeted and otherwise made available by the City Council for the City of Arvada. The City of Arvada's obligations under the Agreement shall be from year to year only and shall not constitute a multiple-fiscal year direct or indirect debt or other financial obligation of the City of Arvada within the meaning of Article X, Section 20 of the Colorado Constitution. 2. TAXES. The City of Arvada is not subject to taxation. Contractor shall not invoice Arvada for any state, federal or local taxes

whatsoever. Upon written notification by the City of Arvada, Contractor shall reimburse the City of Arvada in a timely manner for any taxes erroneously paid by the City of Arvada. 3. NO INDEMNIFICATION BY ARVADA. The City of Arvada is prohibited by Article XI, Section 1, Colorado Constitution, from

indemnifying anyone. Therefore, notwithstanding any provision in the response to solicitation or proposed contract, lease, escrow agreement or any other type of agreement to the contrary, the City of Arvada does not indemnify Contractor or anyone else under this Agreement. 4. INDEMNIFICATION OF CITY. Notwithstanding any provision in the response to solicitation or proposed contract, lease,

escrow agreement or any other type of agreement to the contrary, Contractor agrees to investigate, defend, indemnify and hold harmless (including court costs and attorney fees, whether or not the claim or claims alleged are groundless, false, or fraudulent) Arvada, its officers, employees, and insurers, from and against all liability, claims and demands on account of any losses, injuries, and damages, including but not limited to, alleged personal injury claims and/or death claims, or property damage claims, or errors and omissions, which arise out of or are in any manner connected with this contract, whether or not such injury, loss, or damage is caused by, or is claimed to be caused by, the act, omission, negligence or other fault of Contractor, any employees of Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. Nothing herein is intended to constitute a covenant, promise, or agreement to indemnify and hold harmless Arvada from any liability or damages directly caused by or attributable to Arvada's own negligence. Notwithstanding the foregoing, if the Contractor is performing services in any of the City of Arvada's rights-of-way, then indemnity language contained in the Arvada City Code shall prevail in the event of any conflict between this clause and the Arvada City Code. Nothing herein intended to be nor may be construed as a waiver of the immunities, protections, or limitations on damages provided to Arvada by the Colorado Governmental Immunity Act, C.R.S. §§ 24-10-101 et seq., as it may from time to time be amended. 5. INSURANCE. Contractor will be required to, at its own expense, keep in full force and effect during the term of the

Agreement, and during the term of any extension or amendment of the Agreement, insurance reasonably sufficient to insure against the liability assumed by Contractor pursuant to the provisions of the solicitation sent by the City of Arvada or as determined by the City of Arvada Risk Manager. 6. NO OPINION OF COUNSEL LETTERS. Pursuant to Section 8.1 of the Arvada City Charter, the City Attorney provides advice

to the City Council and City Officials in matters relating to their official powers and duties, and will perform such other duties as City Council may prescribe by ordinance or resolution. The City Attorney will not issue opinion of counsel letters, memoranda or statements to third parties, including, but not limited to that any contract or lease is binding on the public entity, enforceable, etc. 7. CONFIDENTIALITY. Notwithstanding any provision in the response to solicitation or proposed contract, lease, escrow

agreement or any other type of agreement to the contrary, the City of Arvada is obligated to comply with the Colorado Open Records

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Act (C.R.S. §§24-72-101 et seq.), which may require the City of Arvada to disclose all or a portion of communications relating to the Agreement, or terms of same, or of any transaction under the Agreement, and other related matters. Contractor has been advised to familiarize itself with the Colorado Open Records Act. Therefore, any confidentiality provisions in the contract, lease, escrow agreement or any other type of agreement are subject to the provisions of the Act. 8. OWNERSHIP OF WORK PRODUCT. The originals of all plans, reports, studies, data, or other materials or information

relating to the Work that are produced by Contractor shall be delivered to and become the property of Arvada. Contractor may retain copies of any originals; however, no plans, reports, studies, data, or other materials or information relating to the Work shall be released to any person or entity without the prior written consent of Arvada. 9. ASSIGNMENT. Contractor shall not assign the Agreement without the prior written consent of the City of Arvada.

10. NO THIRD PARTY BENEFICIARIES. It is expressly understood and agreed that enforcement of the terms and conditions of

the Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to Arvada and Contractor and nothing contained in the Agreement shall give or allow any such claim or right of action to any other third party on the Agreement. It is the express intention of Arvada and Contractor that any person other than Arvada or Contractor receiving services or benefits under the Agreement shall be deemed to be an incidental beneficiary only. 11. INDEPENDENT CONTRACTOR. Contractor and Arvada hereby represent that Contractor is an independent contractor for all

purposes hereunder. As such, Contractor is not covered by any worker's compensation insurance or any other insurance maintained by Arvada except as would apply to members of the general public. Contractor shall not create any indebtedness on behalf of Arvada. 12. SUBCONTRACTING. Contractor shall not subcontract any of its responsibilities without Arvada's prior written approval, which

may be withheld in Arvada's sole discretion. Prior to entering into a subcontract with a third party for any services required under the Agreement, Contractor shall (1) give Arvada reasonable prior written notice specifying the components of the services affected, the scope of the proposed subcontract, the identity and qualifications of the proposed subcontractor, and the reasons for subcontracting the work in question; and (2) obtain Arvada's prior written approval of such subcontractor. Arvada also shall have the right to revoke its prior approval of a subcontractor and direct Contractor to replace such subcontractor as soon as possible. Contractor shall be responsible for any failure by any subcontractor or subcontractor personnel to perform in accordance with the Agreement or to comply with any duties or obligations imposed on Contractor under the Agreement to the same extent as if such failure to perform or comply was committed by Contractor or Contractor's personnel. Contractor shall be Arvada's sole point of contact regarding the services, including with respect to payment. 13. ILLEGAL ALIENS; PUBLIC CONTRACTS FOR SERVICES. To the extent that obligations and responsibilities may be established by C.R.S. §§8-17.5-101 et seq., (as amended) (the "Act"), with respect to certain public entities and those contracting therewith as to the procurement of services: A. Successful Provider ("Contractor") shall not knowingly employ or contract with an illegal alien to perform work under the Agreement or enter into a contract with a subcontractor that fails to certify to Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the Agreement. Contractor confirms the employment eligibility of all employees who are newly hired for employment to perform work under this public contract for services through participation in either the E-Verify Program or Department Program (the "Program"). B. Contractor is prohibited from using Program procedures to undertake pre-employment screening of job applicants while the Agreement is being performed. C. If Contractor obtains actual knowledge that a subcontractor performing work under the Agreement knowingly employs or contracts with an illegal alien, Contractor shall be required to:

(i). Notify the subcontractor and the City of Arvada within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and (ii). Terminate the subcontract with the subcontractor if within three days of receiving the above notice the subcontractor does not stop employing or contracting with the illegal alien; except that Contractor shall not terminate the subcontract if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien.

D. Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment made in the course of an investigation that the department is undertaking pursuant to the authority established in the Act. E. Any provision of the Agreement to the contrary notwithstanding, if Contractor violates any provision of this Section, the City of Arvada may terminate the Agreement, without breach or default by the City of Arvada, and Contractor shall be liable for actual and consequential damages to the City of Arvada arising out of such violation. F. Contractor represents that, prior to executing the Agreement, Contractor has certified that at the time of the certification, Contractor does not knowingly employ or contract with an illegal alien who will perform work under this public contract for services and Contractor will participate in either the E-Verify Program or Department Program in order to confirm the employment eligibility of all employees who are newly hired for employment to perform work under this public contract for services. By execution of this Agreement, Contractor shall be deemed to have renewed such certification.

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G. Contractor acknowledges its responsibility to comply with the certification requirement pursuant to C.R.S. §8-17.5-102(2)(b)(I) (as amended). 14. NO WAIVER OF GOVERNMENTAL IMMUNITY. Nothing contained in this or any of the exhibits attached thereto shall be

construed as a waiver of any of the immunities, limitations, privileges, rights, procedures, or requirements contained in the Colorado Governmental Immunity Act, C.R.S. §§24-10-101 et seq. 15. RIGHT TO TERMINATE. The City of Arvada shall have the right to terminate, without cause, the Agreement. Any such

termination shall not be considered a breach of the Agreement or any extension thereof. 16. COMPLIANCE WITH ALL LAWS. All of the services performed under this Agreement by Contractor shall comply with all

applicable laws, rules, regulations and codes of the United States and State of Colorado, and with the charter, ordinances, rules and regulations of the City of Arvada. 17. WAIVER OF BREACH. A waiver by any party to the Agreement or the breach of any term or provision of the Agreement shall

not operate or be construed as a waiver of any subsequent breach by either party. 18. GOVERNING LAW AND VENUE. Notwithstanding any provision in the response to solicitation or proposed contract, lease,

escrow agreement or any other type of agreement to the contrary, the Agreement shall be governed by the laws of the State of Colorado. Venue for any action arising under the Agreement or for the enforcement of the Agreement shall be in the appropriate court for Jefferson County, Colorado. 19. FORCE MAJEURE. Any delays in or failure of performance by any party of his or its obligations under the Agreement shall be

excused if such delays or failure are a result of acts of God, fires, floods, strikes, labor disputes, accidents, regulations or orders of civil or military authorities, shortages of labor or materials, or other causes, similar or dissimilar, which are beyond the control of such party. 20. PARAGRAPH CAPTIONS. The paragraph captions in this solicitation or in the Agreement are set forth only for the

convenience and reference of the parties and are not intended in any way to define, limit or describe the scope or intent of the Agreement. 21. BINDING AUTHORITY. Contractor represents and affirms that the signature page hereof accurately states the full legal name

of Contractor (whether as a corporation, partnership, limited liability company, sole proprietorship, or other), contains all requisite signature(s) on behalf of Contractor, has been properly acknowledged by attestation, notary acknowledgment, or both, and in all other respects is effective to bind Contractor, in accordance with all applicable statutes, regulations, resolutions, rules, bylaws, agreements, or similar sources of authority or limitation.

GENERAL TERMS AND CONDITIONS 1. APPLICABILITY

These General Terms and Conditions apply to all written offers made to the City of Arvada (hereafter referred to as "City") by all prospective vendors (herein after referred to as "Proposer[s]") in response to City Solicitations, including, but not limited to, Requests for Bid, Information, Proposals, Qualifications, hereafter “Solicitation”.

2. CONTENTS OF OFFER A. General Conditions

Proposers are required to submit their offers in conjunction with the following expressed conditions: 1) Proposers shall thoroughly read the requirements and specifications, and shall examine any attachments which may be

incorporated into the Solicitation documents. As Solicitation documents frequently change for each Solicitation, veteran Proposers shall not assume that this Solicitation contains the same terms and conditions that were supplied in prior Solicitations. The City is not obligated to identify any such minimal or substantial modifications to Solicitation documents.

2) Proposers shall make all investigations necessary to thoroughly inform themselves regarding the facilities affected by the delivery of services, materials and equipment as required by the Solicitation conditions. No plea of ignorance by the Proposer of conditions that exist, or may hereafter exist as a result of failure to fulfill the requirements of the contract documents, will be accepted as the basis for varying the requirements of the City or the compensation to the Proposer.

3) Proposers are advised that a City contract is subject to the Legal Requirements contained herein, and to the City Ordinance and State and Federal Statutes governing purchasing activities. When conflicts between this Solicitation and these legal documents occur, the highest authority shall prevail.

4) Proposers are required to state the exact intentions of their offer to the City via this Solicitation and must indicate any variances to the terms, conditions, requirements and specifications of this

Solicitation; no matter how slight. If variations are not stated in the Proposer's Offer, it shall be construed that the Proposer's Offer fully complies with all conditions identified in this Solicitation.

B. Clarification and Modifications in Terms and Conditions

1) Where there appears to be variances or conflicts between the General Terms and Condition and the Special Conditions, Technical Specifications or Scope of Work outlined in this Solicitation, the Special Conditions, Technical Specifications or Scope of Work shall prevail.

2) The apparent silence or omissions within this Solicitation regarding a detailed description of the

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materials and services to be provided shall be interpreted to mean that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be used.

3) If any Proposer contemplating the submission of an Offer under this Solicitation is in doubt as to the true meaning of the specifications, the Proposer must submit a written (fax or e-mail) request for clarification to the City's contact individual. The Proposer submitting the request will be responsible for ensuring that the City receives the request in accordance with the stipulations of the Solicitation, or at least seven (7) calendar days prior to the stated submission deadline...

4) Any official interpretation of the Solicitation must be issued in writing by an agent of the City that is authorized to act on behalf of the City. The City shall not be responsible for other interpretations offered by employees of the

City who are not authorized agents. 5) The City shall issue a written Addendum if substantial changes, which may impact the content and submission of Offers, are required. A copy of such addenda will be distributed in a manner that is accessible to each Proposer

receiving the Solicitation. The Proposer shall certify its acknowledgement of the addendum by signing the addendum and returning it with its Offer. In the event of conflict with the original Solicitation, addenda shall govern all other documents to the extent specified. Subsequent addenda shall govern over prior addenda, only to the extent specified.

C. Prices Contained in Offer

1) Current Prices: Offers must be fixed and firm to the extent required in the Special Conditions. 2) Discounts: Proposers may offer a cash discount for prompt payment; however, such discounts shall not be considered in

determining the lowest net cost for evaluation purposes. All Proposers are encouraged to provide their prompt payment terms in the space provided on the Proposal Form. If no prompt payment discount is being offered, the Proposer shall enter a zero (0) for the percentage discount to indicate net thirty (30) days. If the Proposer does not accept a percentage discount, it is hereby understood and agreed that the payment terms shall be net thirty (30) days, effective on the date that the City receives an accurate invoice or accepts the products; whichever is the later date. Payment is deemed to be made on the date of the mailing of the check or date of credit card transaction.

3) Collusion: The Proposer, by affixing its signature to the Solicitation Proposal Form, certifies that its Offer is made without previous understanding, agreement, or connection, either with any persons, firms or corporations making an Offer for the same items, or with the City. The Proposer also certifies that its Offer is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. To insure integrity of the City's public procurement process, all Proposers are hereby placed on notice that any and all Proposers who falsify the certifications required in conjunction with this section shall be prosecuted to the fullest extent of the law.

4) Taxes: Proposers will neither include Federal, State nor applicable Local excise or sales taxes in prices, as the City is exempt from payment of such taxes. The Colorado Department of Revenue, Certification of Exemption for Colorado State Sales/Use Tax account number for the City of Arvada is 98-01789-0000. An exemption certificate will be provided, where applicable, upon request.

3. PREPARATION AND SUBMISSION A. Preparation Offers will be prepared in accordance with the following: 1) The Offer must be typed or legibly printed in ink. The use of erasable ink is not permitted. All corrections made by the Proposer shall be initialed in ink by the authorized agent of the Proposer. 2) Offers shall contain a manual signature of an authorized agent of the Proposer. 3) Unit prices shall be provided by the Proposer when required in conjunction with the prescribed method of award. The

Proposer shall enter "No Bid" for each item where a unit price will not be offered. Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

4) Alternate Offers will not be considered unless expressly permitted in the Special Conditions. 5) The delivery and/or completion date(s) provided by the Proposer, if required in the Special Conditions, shall be stated in

calendar days, following receipt of order/contract or official notice to proceed. 6) All information and supplemental documentation required in conjunction with this Solicitation shall be furnished by the

Proposer with its Offer. 7) The accuracy of the Offer is the sole responsibility of the Proposer. No changes in the Offer

shall be allowed after the submission deadline, except when the Proposer can show clear and convincing evidence that an unintentional factual mistake was made, including the nature of the mistake and the intended fact(s).

B. Submission 1) The City's Proposal Form, which is attached to this Solicitation, shall be used when the Proposer is submitting its Offer.

The Proposer shall not alter this form (e.g. add or modify categories for posting prices offered) unless expressly permitted in instructions issued by the City

2) Offers in response to Formal Solicitations will not be accepted by facsimile or electronic transmission. Only duly executed written offers will be considered as responsive, and eligible for possible award.

3) Proposers, who qualify their Offers by requiring alternate contractual terms and conditions as a stipulation for contract award, must include such alternate terms and conditions in its Offer. The

City reserves the right to declare the Proposer's Offer as non-responsive if any of these alternate terms and conditions are in conflict with the City's terms and conditions, or its best interest. Once Offers have been opened, the City shall not consider any subsequent submissions of alternate terms and conditions.

C. Conflict of Interest It shall be understood and agreed that Offers submitted by firms are done so independently of any other offers, and that Proposers will not knowingly participate in solicitations where there exists a conflict of interest with their firm and a member of City staff or their immediate family.

D. Late Offers

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Offers received after the submission due date and time prescribed for the solicitation shall not be considered. E. Vendor Access to City Solicitations

Solicitations will be available through the Rocky Mountain E-Procurement System. Interested Proposers need to register at www.RockyMountainBidSystem.com. Follow instructions on the “Vendor Registration” link. It is the Proposer's responsibility to maintain correct registration information.

4. MODIFICATION OR WITHDRAWAL OF LEGITIMATE OFFERS

A. Modifications to Offers Offers may be modified in the form of an official, authorized, written notice and must be received

prior to the due time and date set for the Solicitation. Each modification submitted to the City must have the Proposer's name and return address and the applicable Solicitation Number and title clearly marked on the face of the envelope. If more than one modification is submitted, the modification bearing the latest date of receipt by the City will be considered the valid modification.

B. Withdrawal of Offers 1) Offers may be withdrawn prior to the due time and date set for the Solicitation, provided it is in the form of an official,

authorized written request. 2) In accordance with the Uniform Commercial Code, Offers may not be modified or withdrawn after the due time and date set

for the Solicitation for a period of ninety (90) calendar days. If an Offer is modified or withdrawn by the Proposer during this ninety (90) day period, the City may, at its option, suspend the Proposer and may not accept any Offer from the Proposer for a six (6) month period following the withdrawal.

5. EVALUATION OF OFFERS A. Rejection of a Particular Offer(s)

The City may reject an offer, in whole or in part, in its best interest, which may include, but not be limited to, the following: 1) The Proposer misstates or conceals any material fact in its Proposal; 2) The Proposer's Offer does not strictly conform to the law or requirements of the Solicitation; 3) The Offer expressly requires or implies a conditional award that conflicts with the method of award stipulated in the Special

Conditions; 4) The Offer does not include documents, including but not limited to certificates, licenses, information or specification sheets,

bonds, and/or samples, which are required for submission with the Offer, in conjunction with the Special Conditions and/or the Technical Specifications; or

5) The Offer has not been executed by the Proposer through an authorized signature. B. Rejection of All Offers The City may, at its sole and absolute discretion: 1) Reject any and all, or parts of any or all, Offers submitted by prospective Proposers; 2) Re-advertise this Solicitation; 3) Postpone or cancel the process for this Solicitation; 4) Waive any irregularities or technicalities that are not qualified as a requirement for responsiveness in this Solicitation or in

Offers received in conjunction with this Solicitation; and/or 5) Determine the criteria and process whereby Offers are evaluated and awarded. No damages shall be recoverable by any

challenger as a result of these determinations or decisions by the City; provided, however, that in the event a Court of competent jurisdiction determines that the actions of the City were arbitrary, capricious or void, then said challenger may recover only actual, necessary and reasonable preparation costs, including any reasonable attorney or consultant fees relating to the preparation of the Offer. No attorney fees or costs associated with the recovery of the preparation

costs, including costs for litigation against the City, shall be recoverable by any challenger. C. Elimination from Consideration 1) An Offer may not be accepted from, nor any contract be awarded to, any person or firm which is in arrears to the City for any

debt or Contract, or which is a defaulter as surety or otherwise, for any obligation to the City. 2) An Offer may not be accepted from, nor any Contract awarded to, any person or firm which has failed to perform faithfully

any previous contract with the City, State or Federal governmental for a minimum period of one (1) year after this previous Contract was terminated for cause.

3) An Offer may not be accepted from, nor any Contract awarded to, any person or firm which has pending litigation against the City on the date and time that the Solicitation is due. D. Copy of Bid Tabulations For a copy of Bid tabulations, the Proposer shall enclose a self-addressed, stamped envelope when submitting its Offer. Bid tabulations are not applicable to other Solicitation methods. 6. AWARD OF CONTRACT

The City may award solicitations to a Proposer(s) through the issuance of documents that include a Purchase Order, notice of award or a City contract. The General Terms and Conditions, the

Special Conditions, any Technical Specifications, Insurance and Legal Requirements, the Proposer's Offer, and the contractual documents are collectively an integral part of the contract between the City of Arvada and the successful Proposer. Accordingly, these documents shall constitute a binding contract without further action by either party. Not withstanding the foregoing, the City reserves the right to require the execution of a formal written agreement, approved as to form by the Arvada City Attorney’s Office.

7. APPEALS AND REMEDIES OF AWARD

http://www.rockymountainbidsystem.com/

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Per Article VI of the Arvada Purchasing & Contracts Ordinance:

A. Section 82-171: The Purchasing Manager is authorized to settle, with the City Attorney’s approval, any protest regarding the solicitation or award of a City contract, or any claim arising out of the performance of a City contract. Before protesting in writing to the City Manager as outlined in section 82-172, any actual or prospective Proposer or Contractor who has a grievance in connection with the solicitation or award of a contract shall first seek resolution of the matter with the Purchasing Manager. If an appointing authority is notified or has knowledge of any grievance by an actual or prospective Proposer or contractor, the appointing authority shall promptly notify the Purchasing Manager of such grievance.

B. Section 82.-172: (a) After first seeking resolution of the matter with the Purchasing Manager, any actual or prospective

Proposer or Contractor who has a protest in connection with the solicitation or award of a contract may protest in writing to the City Manager. A protest with respect to an invitation for bids or request for proposals, must be submitted in writing prior to the opening of bids or the closing date of proposals, unless the aggrieved person did not know or should not have known of the facts giving rise to such protest prior to bid opening or the closing date for proposals. In any case, a written protest must be submitted within the following time period: (1) if the protest relates to the solicitation, Bid or proposal process, no later than five (5) business days after the Bid opening; or (2) if the protest relates to the award of the Contract, no later then five (5) business days after the Contract is

awarded. C. In the event of a timely protest under subsection (a) of this section the solicitation or award of the Contract shall not proceed further until the City Manager or a designee thereof has issued a written decision on the protest or until the city manager makes a determination that the award of a contract without delay is necessary to protect substantial interests of the City. If the City Manager or a designee does not, within fourteen (14) days after receiving the protest, or within such longer period as may be agreed upon by the parties, issue a written decision on the protest or make a determination that the award of the Contract is necessary, the protest shall be considered denied.

8. CONTRACTUAL OBLIGATIONS A. Local, State and Federal Compliance Requirements

Successful Proposers shall be familiar and comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to, and affected by, a subsequent contract including but not limited to Equal Employment Opportunity Commission (EEOC), the Occupational Safety, Health Act (OSHA), and Title I and Title II of the Americans with Disabilities Act (ADA) regulations. No Proposer shall be excluded from consideration for award in conjunction with this solicitation on the basis of race, color, creed, national origination, handicap, sexual orientation, gender identity or be subjected to discrimination under any contractual award administered by the City.

B. Performance In order to protect the vested interests of the taxpayers of the City of Arvada, and to ensure the efficient utilization of their tax dollars, successful Proposers shall comply with all contractual obligations contained in the General Terms and Conditions, the Insurance and Legal Requirements, the Special Conditions, the Technical Specifications and the Proposal Form. With respect to these obligations, the City will report any non-compliance issues to the successful Proposer for corrective action. Continued non-compliance by the successful Proposer shall be the City's justification for placing the Proposer's Contract on probational status or termination.

C. Disposition The Proposer shall not assign, transfer, convey, sublet or otherwise dispose of this contract, including any or all of its right, title or interest therein, or its power to execute such Contract to any person, company or corporation without prior written consent of the City

D. Employees All employees of the Proposer shall be considered to be, at all times, employees of the Proposer under its sole direction and not an employee or agent of the City. The Proposer shall supply competent and physically capable employees in a number that is consistent with the Solicitation’s requirements. Where required, employees shall be licensed and accredited. The City may require the Proposer to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose continued employment on City property is not in the best interest of the City. In accordance with the City's personnel rules, no employee of the Proposer shall be permitted to use possess, or be under the influence of controlled substances or alcohol when performing work on City property.

E. Delivery Quoted prices and deliveries are to be FOB Destination freight prepaid and shall require inside delivery unless otherwise specified in the Special Conditions of this Solicitation. Title and risk of loss shall pass to the City upon inspection and acceptance by the City at its designated point of delivery; unless otherwise specified

in the Special Conditions. F. Conditions of Material and Packaging

All materials and products supplied by the Proposer in conjunction with this solicitation shall be new (unless otherwise specified in the Special Conditions), warranted for their merchantability, fit for a particular purpose, free from defects, and consistent with industry standards. All containers used for storage and/or shipment of materials and products supplied to the City shall be new and suitable for the intended purpose. The Solicitation price shall include standard commercial packaging. The materials and products shall be delivered to the City in excellent condition for inspection by City representatives. If the product(s) is damaged or a number of items or components are missing during shipment, the Proposer shall either replace the damaged items (if shipped by the Proposer) or be responsible for filing, processing and collecting all damage claims (if shipped by a contractor of the shipper). The Proposer shall ensure that the City is appropriately compensated for these missing or damaged items to the satisfaction of the City. In the event that any of the materials and products supplied to the City by the Proposer are found to be defective or do not conform to the specifications, the City reserves the right to return the product to the Proposer at no cost to the City; either as an

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exchange for suitable merchandise or for full credit. G. Re-Procurement Charges In the event that the Proposer defaults on its Contract, or the Contract is terminated for cause due to

performance, the City reserves the right to re-procure the materials or services from the next lowest Proposer, or from other sources during the remaining term of the terminated/defaulted Contract. Under this arrangement, the City may charge the Proposer any difference between the Proposer's price and the price to be paid to the next lowest Proposer, as well as any costs associated with the re-solicitation effort which resulted from such default or termination.

9. MODIFICATIONS TO EXISTING CONTRACT

Terms and conditions may be added, modified, and deleted upon mutual agreement between authorized agents of the City and the Proposer provided that such terms and conditions remain within the scope and original intent of the Solicitation. Said terms and conditions may include, but are not limited to, additions or deletions of service levels and/or commodities, and increases or decreases in the time limits for an existing contract. Any and all modifications must be expressed in and signed by authorized agents of the City and the Proposer prior to the enactment of such modifications.

10. TERMINATION OF CONTRACT A. Fail to Perform

The City may, by written notice to the successful Proposer, terminate the contract if the Proposer has been found to have failed to perform in a manner satisfactory to the City specifications; including delivery as specified. The date of termination shall be stated in the notice. The City shall be the sole judge of non-performance and/or satisfactory performance.

B. Cancellation The City may cancel the Contract upon thirty (30) days written notice for reasons other than cause. This may include the City’s inability to continue with the contract due to non-appropriation or reduction of funding. Any such termination shall not be considered a breach of the Contract.

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PROPOSAL FORM - PAGE 1

SUBMITTED BY:

Company Name:_________________________________________________________________________ Address: _________________________________________ City:_________________________________________ State: ___________________ Zip: ______________ Phone: (______) ________________

Facsimile: (______) ________________

CERTIFICATION: (If a Submission is Offered): Email: ___________________________

The undersigned hereby affirms that: He/she is a duly authorized agent of the Bidder;

He/she has read the General Terms and Conditions, the Special Conditions and any technical specifications that were made available to the Bidder in conjunction with this Bid and fully understands and accepts these terms unless specific variations have been expressly listed on the Bid Proposal Form;

The Submission is being offered independently of any other Bidder and in full compliance with the collusive prohibitions specified in the General Terms and Conditions of this solicitation; and

The Bidder will accept any awards made to them as a result of this Solicitation for a minimum of ninety (90)

calendar days following the date and time of the bid opening.

By:_____________________________________________________ ____________________ Manual Signature of Agent Date ______________________________________________________ Typed/Printed Name of Agent ______________________________________________________ Title of Agent

Include Original with Submission Affix Manual signature of authorized agent.

NO OFFER:

Indicate reason(s) why no offer is being submitted at this time. __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________

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PROMPT PAYMENT TERMS:

Discount: ________ % _________ Days

Accepts Credit Cards: ___________ (see “Electronic Payment Methods” clause, above)

Net: ________ Days

VARIATIONS:

The Bidder shall identify all variations and exceptions taken to the General Terms and Conditions, the Special Conditions and any Technical Specifications in the space provided below; provided, however, that such variations are not expressly prohibited in the Bid documents. For each variation listed, reference the applicable section of the bid document. If no variations are listed here, it is understood that the Bidder's Proposal fully complies with all terms and conditions. It is further understood that such variations may be cause for determining that the Bid Proposal is non- responsive and ineligible for award:

Page #:______ Item # or Section:_________________________ Variance __________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________




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REFERENCES: (MANDATORY)

Name: ___________________________________________ Contact Person: ________________________ Address: __________________________________________________________________________________ Telephone No. ______________________________________ Email: _______________________________ Describe type of work/service performed or items supplied: _________________________________________ __________________________________________________________________________________________




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STATEMENT OF WORK 1. BACKGROUND: please see attached ATTACHMENT A ArvadaCenter-MktPS-2012-Web01 2. REQUIREMENTS: please see attached ATTACHMENT A ArvadaCenter-MktPS-2012-Web01 3. ADDITIONAL: please see attached ATTACHMENT A ArvadaCenter-MktPS-2012-Web01

SUBMITTAL INSTRUCTIONS

Written proposals shall be submitted in the order listed below with each section clearly identified. Failure to follow the submittal format may result in the proposal being considered non-responsive and ineligible for consideration. Submit one original and six (6) additional copies of the proposal

Please assemble your submission using the guideline below.

A. Cover - Identify the RFP Title and number and list of enclosures/attachments. B. Completed Proposal Form - References, variations and signature page. C. Company Information – Background information, length of time in business, structure, expertise, philosophy and goals. D. Customer Support - Name and experience of staff dedicated to addressing issues that may arise during the term of a contract with the City. E. Qualification & Experience – Firm’s and employees’, as it pertains to the stated requirements above, and the scope of the RFP. F. Insurance Information with Coverage Levels G. Proposal – Offer explaining and detailing the “solution” proposed in response to the nature and scope of the RFP. H. Pricing – All fees, rates, costs associated with and stemming from the proposed “solution”. I. Risk Assessment – Identify and explain any factors deemed to be important for consideration by the City, in the context of the RFP and scope. J. Contract - Copy of firm’s standard document, if any, as it may apply to the RFP and scope. K. Deliverables: Please provide a portfolio of work featuring current, exisitng site designs. If possible, please try to provide examples that can correlate to our requests as outlined in the ATTACHMENT A ArvadaCenter-MktPS-2012-Web01 document. Please provide 3 - 5 examples of work Examples of site designs may exist in these formats for delivery: • website URL of sites and/or portfolio site • high resolution, print quality PDF • CD/DVD

RFP website redevelopment arvadacenter.org p. 1 of 12

Request For Proposal (RFP) ATTACHMENT A

ArvadaCenter-MktPS-2012-Web01

DESIRED ENHANCEMENTS Website Redevelopment www.arvadacenter.org

prepared by: Lisa Girard

Online Marketing Coordinator February 2012

Arvada Center for the Arts and Humanities

6901 Wadsworth Blvd. Arvada, CO 80003

720.898.7275

[email protected]

http://www.arvadacenter.org/

mailto:[email protected]


WHAT IS THE ARVADA CENTER? Celebrating its 36th Season, the award winning Arvada Center for the Arts and Humanities is one of the nation’s largest multidisciplinary arts centers, devoted to all aspects of the arts and generously supported in part by the City of Arvada and by the Scientific & Cultural Facilities District (SCFD). The Arvada Center is located at 6901 Wadsworth Blvd. and provides free parking for all its patrons. For more information go to www.arvadacenter.org or call 720-898-7200. The Arvada Center offers theatrical performances, galleries and educational programming for its patrons through a direct connection to the Arts. Our Mission The mission of the Arvada Center for the Arts and Humanities is to inspire the residents of our region to live and learn creatively by experiencing the performing arts, visual arts, educational programs, and historical exhibits. Our Vision The Arvada Center offers its patrons the opportunity to develop an improved understanding of themselves and their environment through a direct experience with the arts. We feature two theatrical performance venues. Our Main Stage seats 500 and our smaller Black Box Theater seats 220. We produce seven theatrical shows a year. The 2011-2012 theatrical lineup includes: - Ragtime, The Musical - The Road to Mecca - The 1940's Radio Hour - The Importance of Being Earnest - Chess, a musical - Twelfth Night, or What You Will, a Comedy - Legally Blonde, The Musical - How I Became A Pirate (Children’s Theater) The Arvada Center has three gallery exhibit areas where we feature touring and partnership exhibitions featuring national, international and local artists. Our multi-disciplinary arts education programs reach all ages through 900+ classes and workshops per year at the Arvada Center, and outreach into schools and community organizations. We offer classes in acting/performance art, ceramics, dance, humanities, movement/yoga, music, photography and visual arts. We also produce two Children’s Theater productions a year with about 175 performances a year. Banquet Facilities and Hospitality Services In addition to performance art, galleries and arts education, the Arvada Center also houses another city department offering full catering services, group function meeting space (banquet halls), state-of-the-art audio/visual presentation capabilities, golf course services and access for events, and group event management for business and social events that do not necessarily include participation in performing arts, galleries and art education. The arvadacenter.org website will be a porthole to their independent website via a menu link on the home page and possibly on other pages where appropriate.

Executive Overview Dedicated on July 4, 1976, the Arvada Center for the Arts and Humanities was founded through a unique collaboration between the citizens and government of the City of Arvada. The mission of the Arvada Center is to inspire the residents of the region to live and learn creatively by experiencing the arts. Since its inception, the Arvada Center has offered year-round theater, concerts, and dance; art exhibitions; a history museum; and classes in ceramics, dance, writing, acting, visual arts, and more. The dynamic nature of the Arvada Center allows for integrated approaches to the promotion and development of theater, music, visual arts, humanities and arts education. Through these methods, the Arvada Center differentiates itself from other Denver metro arts institutions, fulfilling a special niche in the arts and cultural community. With more than half of its patrons coming from outside of Jefferson County, the Arvada Center’s influence extends beyond its name, serving nearly 350,000 visitors each year. As a result, the Arvada Center is recognized as one of the largest multi disciplinary arts centers in the nation and is one of the biggest employers of creative people in Colorado.


As the predominant jewel in Arvada’s cultural crown, the Arvada Center, its residents, and surrounding communities have dramatically benefited from the continued support from the Scientific and Cultural Facilities District and the City of Arvada’s commitment to the Arvada Center. Since 1992, the Arvada Center’s banquets and conference department has served over 1.5 million people, hosting thousands of conferences, trade fairs, business meetings and social events with some of the region’s leading corporations, service groups and arts and cultural organizations.

In recent years, the Arvada Center has expanded its programming and operations to affirm its position in the market as a major regional institution. Improvements have been realized through collaborations with more than 30 partnering organizations and direct enhancements of the Arvada Center’s theater department, gallery exhibitions, education programs, and banquet facilities, with continued commitment to making the Arvada Center accessible to everyone.

Arvada Center Marketing and Communications – The Market Image Celebrating 36 years of promoting the arts in 2011, the Arvada Center still faces the challenge of building and promoting a strong market awareness. Far too many people are unaware of our existence and many first-time visitors note “they had no idea we have so much to offer.” Breaking down the “burb” barrier and spotlighting the vast programming at the Center is critical to our future success. Every year, we work hard to build a theater repertoire that heralds our presence and Broadway theater production quality in the marketplace. Currently our marketing practices include a combination of standard advertising and direct marketing practices, organization-to-organization networking, cross-program marketing, social media marketing, and collaborative marketing with other SCFD organizations. The re-design of our website to more thoroughly address user experience and user interaction, including a more robust platform for online patron services, will help the Arvada Center create greater awareness of our programming across all divisions and effect audience growth.

Target Audience of Center Our target audiences are broad and numerous given our multi-disciplinary programming. In the most general sense, our primary target market is women aged 35-75 who are most likely college educated and at least upper-middle income. Women are more likely to be decision makers or major influencers when purchasing our services. Because we are multi-disciplinary it is helpful to view our primary target audiences by program/product area. Although we attract patrons with a passion for the arts, there is not a substantial overlapping of patrons across the program areas. Theater

Patrons who like “live” theater, particularly Broadway musicals

Theater patrons tend to be older (50+) and most frequently are married couples but there is a growing group of women-only group purchasing

Some of our programming attracts younger patrons 30-50 on a lesser level of frequency.

Holiday and summer patrons swell the attendance for calendar-specific shows and the number of single ticket buyers is the highest at this time of our calendar year

Children’s Theater

Approximately 85-90% of our primary target is schools, particularly grades 1-3

Our secondary target is families with children ages 3-10 yrs old Summer Concert Series / Music Performances

This is one of two program areas where men are just as likely as women to be purchasing decision makers or influencers.

Patrons primarily like nationally recognized folk, rock & bluegrass performers – dominant age range is 40-60

Secondary market is patrons of cultural arts organizations that offer live entertainment in theater, dance, classical music and chorale.

Education

Since we offer classes for any one 18 months to 100 years old, our patrons are diverse

Approximately 60-70% of our participants are children 3-18 and their mother is most likely the major purchaser but both parents are our target


Our adult market is substantial and the majority are women age 55-75 Gallery

This is our other program where men are more likely to be involved in the decision to participate

Target audiences are visual art enthusiasts, artists, and collectors, broad age range – 35-90

Unique Position in the Market The Arvada Center’s theater is one of only two LORT B theaters (League of Resident Theatres association) in Colorado with professional equity productions of Broadway plays and musicals. The Arvada Center is also one of the few multi-disciplinary cultural arts centers in the country.

THE CURRENT WWW.ARVADACENTER.ORG WEBSITE Current condition The Arvada Center (AC) website at www.arvadacenter.org is a portal that offers information about what the center offers and ticket purchasing/class registration for events taking place at the AC. Main Functionality of Current Site + sell tickets/subscriptions to performances + register and enroll in classes + general information about Center and its programs + blog platform + support/donations opportunities and education The site has not been seriously overhauled since it was built in 2006. The site requires a significant design change to:

improve user experience (UE) and user interface (UI)

incorporate “Web 2.0” technologies including: o dynamic and engaging content o animated and interactive media o ecommerce and financial transactions o social media channel integration

Constraints The most obvious constraint the site has is the implementation of and integration with the Tessitura API that connects a vast database of information about our AC patrons to the ticket/education purchasing ecommerce platform on the website. Tessitura is an enterprise application used by performing arts and cultural organizations to manage their activities in ticketing, fundraising, customer relationship management, and marketing.

1 The current Tessitura API is served on

Tessitura servers and is built in the ASP.NET server-side programming language. The next obvious constraint is that the current site is built on an older version of a proprietary content management system that is designed and maintained at the City of Arvada (CoA) and their IT department. The site is built on Linux in-house servers with integrated Linux, Apache, MySQL, and PHP – commonly referred to as “LAMP Stack” – coupled with the use of HTML5, JavaScript (JQuery), and CSS. The CoA has since significantly upgraded the CMS and it allows for much better flexibility with design and content management. The site also uses hooked-in keyword tags to integrate with photo vaults on Flickr.com and other content within the AC site and the CoA site. Images can be used internally, but the current site mostly uses keyword-tag-crossovers to populate images in to the site from appropriately labeled and keyword-tagged images in a Flickr.com account. These keyword tags also control where and how certain links are populated on certain pages – whether the link is showing in a “related links” or “related keywords” module on the AC site or whether the keyword tags are pushing content to a certain section on the CoA site (i.e. using the keyword-tags “city, arts and culture” on a page article – will push the content to the CoA Calendar). See below in Technical Information for more details.

1 http://en.wikipedia.org/wiki/Tessitura_%28software%29

http://www.arvadacenter.org/


Currently, any customization of the site that affects they way text and images lie on a page has to be done by IT. The current content manager can only create, edit and delete text that lives on current pages. Certain sections of the site are ‘untouchable’ by content managers, and the design and layout of the site is very rigid, boxy and not editable at the content manager level. The newer version of the CoA CMS will allow for more flexibility in this area.

The current site does not reflect the dynamic nature of the Center itself. The arvadacenter.org site is boxy and hard to navigate. The repetitive lists of links throughout the site are overwhelming and not visually engaging. There is no place on the home page to actually add text about what we do and who we are. The color choices in the ‘boxes’ are flat and elementary – blue, green, red, and grey.

Serving Our Past, Present and Future Constituents The Arvada Center offers theatrical performances, galleries and educational programming for its patron constituents through a direct connection to the Arts, and our website needs to be a strong connection portal. The goals of our website are to inform, generate leads, and drive sales. Its current state is so disorganized and visually unappealing that none of these goals are happening at a rate that we’d like to see. Therefore, the new site must be informative and engaging and entice our past, present and future constituents to choose the Arvada Center to connect, learn and participate in the Arts, whether that is through an educational class, a dance recital or a Broadway-style musical or play, or through our social media channels.

Basic Immediate Needs The new website design needs an overhaul and examination of user experience (UX) and user interface (UI). Currently the site is seriously lacking in both of these areas. The new design will have to integrate with the City of Arvada (CoA) proprietary CMS/CRM that will allow for multiple users to manage content. The new site design will be a fully responsive design that renders properly regardless of device or screen viewport – desktop, tablet and mobile. This will include HTML5 compliancy as well as the structure of the site will need to be responsive and intuitively “react” to the platform which is displaying the generated content. That is if a tablet (iPad), iPhone, Android, other cell phone, widescreen laptop or older 800x600 desktop computer is viewing the content, it is displayed correctly and proportionately on that sized screen. Content and UX/UI need to be Search Engine Friendly. We would like to suggest that the new design follow “Web2.0” common design practices such as:

2-3 column design (grid layout)

Use of a responsive grid layout (for smaller mobile screen spaces)

top navigation and left/right side additional navigation (grid layout)

3-5 mini-columns at bottom of all pages

use of gradients and/or reflections

use of large, visually engaging images

use of bold and extra-super-bold (32pt+ font size) headings where necessary/requested

rich surfaces and textures

avid use of CSS for styling and layout

rounded corners

common visual theme & consistent design on every page of site that incorporates the AC logo and/or arch of the logo

tabbed content to help organize and present content

General and Desired Enhancements Website Objectives For Site + site must be more user friendly and visually appealing: no boxes, limited use of tables (prefer proper CSS), no frames,


no long text blocks, no long lists of text links – do not want the site to look like a ‘newspaper’ (boxy with long text blocks and links)

+ good mix of interactive and visual content like photos (static and slideshows), video, social media apps (like live Twitter feeds) + better engaging and relevant content development and presentation (Search Engine Optimized, UE/UI, sitemap, calendar, related keywords/links), including mobile consideration + prominent presence of social media channels + consistent theme design throughout site – Arvada Center logo needs to be worked throughout site design + ADA compliant

The Details… Share This Action New site will need a section or provision on every page that will allow a user to “share this” when registering for a class, purchasing tickets, or browsing site content - ‘share this’ button that will allow them to share their interest in the topic on FB, Twitter and other channels. { a module placement or footer placement }

Engaging and Relevant Content The site will need to implement more photographs, animated slideshows, and video to help build a sense of engagement. Currently the arvadacenter.org site is using a javascript module that animates a series of jpg images. There is much more room for improvement with integrating more animated, lively content. New site design should also include mockups/suggestions for layout and presentation for video galleries, photo galleries and other engaging content/media.

Mobile/Tablet Friendly The new site will need to include mobile CSS, HTML5, and responsive web design in order to display and function correctly on mobile phone handsets and tablets.

Education Section

Page design should include a stylized look and appropriate placement for video galleries, photo galleries, class listing/description and other engaging content/media.

Gallery Prominence The Gallery portion of the website lacks a robust presence. The website in no way currently reflects the Arvada Center as an arts facility with three indoor gallery spaces and an exhibited outdoor gallery. There are no dynamic, engaging images of the current art exhibits. The home page should have a dominant presence of the current gallery exhibitions with moving slideshow images or video as well as a brief description outlining the gallery exhibitions. The current site does have specific pages dedicated to the current exhibitions, but these pages also lack engagement. Gallery page design should include a stylized look and appropriate placement for video galleries, photo galleries and other engaging content/media.

Calendar Page design should include an area for prominent calendar placement on (almost) every page as needed. { a module placement or footer placement }

Prominent Social Media Channels Placement Social media channel icons need to be prominently displayed throughout all site pages. Social media icons should be interactive and allow for easier content sharing and ‘liking’ of appropriate pages. { a module placement or footer placement }

Downloadble Forms / Applications / PDFs There should be a prominent button either on the entire site, or the appropriate section (like “Support” and “Education”), for easy access to downloadable forms. These forms currently exist as PDFs and are forms like medical release info, class catalogs, scholarship information and application, annual reports, etc…. { a module placement or footer placement }

Sponsor Logos We utilize sponsor logos on the site from time to time and site design should accommodate logo display.


ADA Compliant The site will need special measures in place for ADA Compliancy. The AC prides itself on its robust accessibility program, and the website should reflect that as well. Compliance to Section 508 of the Congressional Rehabilitation Act (29 U.S.C. 794d) and The World Wide Web Consortium (W3C) WCAG Level A or Level AA is requested. Please see: http://www.section508.gov/index.cfm?fuseAction=stdsdoc and http://www.w3.org/TR/WCAG/

http://www.smartmenus.org/

http://www.gawds.org/show.php?contentid=191

http://www.thatsquality.com/articles/creating-delayed-drop-down-menus-in-jquery-without-losing-accessibility

Google: accessibility issues with javascript menu

Photo/Video Lightbox All photos and videos should be easily ‘lightboxed’ for contemporary media display.

Archives The current archives on the arvadacenter.org site are long lists of text links that no longer work because their show/display run has expired. Gallery Archives and Show archives are still used by AC staff and some patrons. New site will need better presentation of archives – perhaps organized by date, artist, title, etc…

Breadcrumb Links

New site should have a visible and accessible trail of breadcrumb links

Photo & Video Gallery New site design should also include mockups/suggestions for layout and presentation for video galleries, photo galleries and other engaging content/media.

Navigation Menus Nav menus should have hierarchal dropdown suckerfish/javascript menus that have some kind of user interaction feedback with dropdowns, color change, and motion and also be ADA compliant. No rollover images. These following sites advise on how to build interactive navigation menus that are still ADA compliant.




Google: accessibility issues with javascript menu

Favorite Icon A favicon.ico will need to be established as a unique identifier for the arvadacenter.org website.

Archives

http://www.section508.gov/index.cfm?fuseAction=stdsdoc

http://www.w3.org/TR/WCAG/









Archives are present for the Box Office shows and Gallery exhibitions. The “archives” will need to be better organized and displayed and not listed as long list of items or links. Perhaps the information can be presented with a sortable choice of “by year, by artists, by title” – and can be searchable.

SCFD / Development Partners Prominent Placement Our relationships with various development partners, like SCFD, require prominent placement of their messaging and/or logo on all Arvada Center marketing material, including the website. New site will have to have a permanent place for such materials like logo and wording to live.

Sites We Like and Why (all sites below are using Tessitura and are all examples of performance art venues) http://www.epcorcentre.org/ -- giant changing background images on home page and throughout other pages. Web 2.0 layout – animated image at top, 3 columns mid section, lower section with links to all info in 4 cols http://www.epcorcentre.org/WhatsOn/ShowDetails.aspx?show_id=A83322C1-53EF-4089-A45C-4AB858F4F0EC information presentation - 2 cols, lots of space for content, media and tabs to break it up. http://www.epcorcentre.org/Education.aspx - we like how images change with roll over on nav bar, dynamic and engaging www.coloradoballet.org – classy, clean and white. Animated images at top. Transparent background on images. Large interactive images to direct navigation, lower section. Each page has custom left hand menu to direct to additional related content. Large png images on each page. Good use of icons and visual elements (email list, hospitality services, seating charts, SM icons) http://www.carnegiehall.org/ – classy, clean and white. Consistent theme with “C” and colors. Thumbnail images, and fine lines to designate between posts in right module, not boxy but separated. Web 2.0 layout – animated image at top, 3 columns mid section, lower section with links to all info in 6 cols http://www.cheltenhamfestivals.com/– use of color and blocking to display content. Interactive “menu” display of jazz, science, music, literature categories . http://www.cheltenhamfestivals.com/browse/literature?tid=65 - images for events http://www.nycitycenter.org/ - simplicity with enough images. White background. Left nav with related info links. Animated images/slideshow on home page. Thumbnails on listed home page events. 5 column lower portion w/links to all info http://www.strazcenter.org/Events/1213_Broadway/Wicked.aspx - lots of space to present media (ie video) about shows. OK with the “tabbing” at the bottom (“show dates and times”) to break up content but would prefer 3D glossy, shaded, rounded tabs http://www.flynncenter.org/ - big rotating slideshow of images, “table” of big text and images of events with “buy tix” button on home page, blog feed on right, clean design, changing header image per section http://www.galloarts.org/ - like animated banner at top, big thumbnails of upcoming events, curvy, organic background and red curtain with shadow shading ((AC logo has arches/swooshes)) http://www.thegrandwilmington.org/ - like the curvy design as the main theme of the layout ((AC logo has arches/swooshes)) http://www.roundhouse.org.uk/ - background & presentation of content, interactive images at the top with captions http://www.royalalberthall.com/default.aspx - large image in background on pages and images of the lower site sections (“below the fold”) http://www.royalalberthall.com/tickets/default.aspx#/page/1/ - like how the events are presented and organized http://www.royalalberthall.com/visit/default.aspx - ** each page has its own ‘3D’ nav menu right side module (looks like flipped up paper) **

http://www.epcorcentre.org/

http://www.epcorcentre.org/WhatsOn/ShowDetails.aspx?show_id=A83322C1-53EF-4089-A45C-4AB858F4F0EC

http://www.epcorcentre.org/Education.aspx

http://www.coloradoballet.org/

http://www.carnegiehall.org/

http://www.cheltenhamfestivals.com/

http://www.cheltenhamfestivals.com/browse/literature?tid=65

http://www.nycitycenter.org/

http://www.strazcenter.org/Events/1213_Broadway/Wicked.aspx

http://www.flynncenter.org/

http://www.galloarts.org/

http://www.thegrandwilmington.org/Support/Grand_Gala

http://www.roundhouse.org.uk/

http://www.royalalberthall.com/default.aspx

http://www.royalalberthall.com/tickets/default.aspx#/page/1/

http://www.royalalberthall.com/visit/default.aspx


Special Provisions No ISP needed, or ISP needs to be within CoA approval. RECOMMENDED INSURANCE REQUIREMENTS

Please discuss any additional lines of insurance such as professional and cyber liability policies you may or may not carry. This proposal and attachment indicate various lines of insurance required by bidder. These are RECOMMENDED lines of insurance and not necessarily required. No additional preference will be given to winner based on insurance coverage or lack of insurance coverage.

Site Structure and Organization Organization of content should be based on and designed around the constituent – so a navigation button of “theater” lists all things theater, “support” > how to support, “families” > family options, “education” > classes listings and descriptions, registration options Resolution & Browsers Site should be designed for optimum viewing at 1024x768 resolution, preferably with max width at 960px for main content container. Site interactivity and design should be built for consideration of site users being on high-speed broadband internet access.

2

Site should be designed for maximum user experience on both Mac and Windows and all browsers including: FireFox 3+ Safari 5 + Internet Explorer 7+ Chrome 1+

2 http://www.ntia.doc.gov/files/ntia/publications/ntia_internet_use_report_february_2011.pdf -- Page 7 indicates 68.2% US households connected with

broadband as of Oct 2010

http://www.ntia.doc.gov/files/ntia/publications/ntia_internet_use_report_february_2011.pdf


Proposed Detailed Navigation Set for New Site

+ Home + About Us ∟mission and vision ∟News/Blog ∟press ∟blog feed ∟social media icons/feeds ∟annual reports ∟arts council ∟volunteers ∟accessibility ∟press ∟photo gallery ∟career opportunities ∟auditions ∟facilities ∟contact us + Events & Tickets(tix/events) ∟calendar ∟box office/ticket info ∟plan your visit info ∟seating charts ∟group sales ∟subscriptions ∟auditions ∟archives ∟photo gallery + Education ∟Classes ∟Camps ∟Children’s Theater ∟Arts Day Outreach ∟Registration information ∟Dance Academy ∟Arvada Center Dance Academy ∟Arvada Center Dance Theater ∟Teachers & Educators ∟Adult Programs ∟Front Range Youth Symphony ∟Links, Downloads and Forms ∟Photo gallery + Galleries ∟current exhibitions ∟upcoming exhibitions ∟events ∟public art/outdoor art ∟call for entries ∟historical museum ∟archives ∟photo galleries ∟shop

+ Support Us ∟Donate Now ∟Giving Campaigns ∟ Donor Dinner ∟ Hearts for the Arts ∟ Leave A Legacy ∟ Subscriptions ∟ Donate A Car ∟ Heritage Society ∟ In-Kind Gifts ∟ Memorial/Honorary Gifts ∟ Planned Giving/Endowment ∟ Matching Gifts ∟Individual Giving ∟ Friends of the Center ∟ Donate Now ∟Events ∟Corporate Partners ∟Community Involvement ∟Volunteers ∟Forms to download ∟photo gallery + Plan Your Visit ∟refund policy / box office / ticket policies ∟amphitheater policies ∟what to expect (center policies) ∟accessibility and accommodation ∟amphitheater policies ∟seating charts ∟parking ∟amenities ∟hours and location/map ∟contact us + News/Blog ∟press ∟blog feed ∟social media icons/feeds ∟photo gallery + Hospitality ∟facilities ∟services ∟golf ∟weddings ∟conferences


Technical Information The Arvada Center website utilizes an in-house built content management system (CMS). The CMS is used to drive all 6 major City of Arvada websites:

http://arvada.org

http://arvadapd.org

http://arvadacenter.org

http://arvadacenterbanquets.com

http://aeda.biz

http://arvadaurbanrenewal.org

The CMS utilizes a fairly customizable architecture which is mostly composed of “modules” which are basically redesigned and reorganized on each site. While the basic functionality of each module cannot be currently changed, the placement and style is completely customizable. For example, the “create a page” tool will allow a content manager to add “Related Links” in a right column or at the page bottom. Below is a list of the main modules available to content managers and where they can be placed on the page. The main modules built into the CMS and available on all City website include:

Related Links – a content manager can create a list of links or files that are associated with a page. These currently have two options for display – right column or page bottom. Examples: http://arvadacenter.org/on-stage/colorado-ballet (right column) http://arvada.org/about-arvada/arvada-history/ (right column) http://aeda.biz/about-aeda (page bottom) {{ currently keyword-tagged Flickr images do not seem to be populating for arvadacenter.org because it is built on the oldest version of the city CMS – the newer version allows for Flickr tagging }}

Related Photos – a content manager can associate photos within a page to the photos stored in the Arvada Center Flickr account. These currently have two options for display – right column or page bottom. Examples: http://arvadacenter.org/on-stage/colorado-ballet (right column) http://arvadacenter.org/on-stage (see page bottom) http://arvada.org/safety-and-health/animals/ (right column) {{ integrated with City of Arvada Flickr and YouTube API. www.arvadacenter.org currently does not have this implementation }}

Related Tags – a content manager can group like pages together with the use of tags. These currently have two options for display – right column or page bottom. Examples: http://arvada.org/safety-and-health/animal-management-video/ (page bottom) http://arvada.org/about-arvada/arvada-history/ (right column)

Video – a content manager can embed a YouTube video into a page by hand-coding the embed HTML provided on the YouTube page. These can be displayed anywhere within a page. Example: http://arvadacenter.org/on-stage/ragtime

Related Sponsors – some companies and organizations pay to “sponsor” a web page or an event the page represents. This allows content managers to upload and rank/sort sponsor images associated with a page. Examples: http://arvadacenter.org/galleries/oaxaca-in-living-color (see page bottom)

http://arvada.org/

http://arvadapd.org/

http://arvadacenter.org/

http://arvadacenterbanquets.com/

http://aeda.biz/

http://arvadaurbanrenewal.org/

http://arvadacenter.org/on-stage/colorado-ballet

http://arvada.org/about-arvada/arvada-history/

http://aeda.biz/about-aeda

http://arvadacenter.org/on-stage/colorado-ballet

http://arvadacenter.org/on-stage

http://arvada.org/safety-and-health/animals/

http://arvada.org/safety-and-health/animal-management-video/

http://arvada.org/about-arvada/arvada-history/

http://arvadacenter.org/on-stage/ragtime

http://arvadacenter.org/galleries/oaxaca-in-living-color


Other Special Functionality

Photo Gallery – we can create photo galleries based on tags, sets, or just a general photo gallery of all photos in our Flickr account using the Flickr API. www.arvadacenter.org does not currently use the Flickr API in this way. Examples: http://arvada.org/about-arvada/community-photo-gallery/ (general) http://arvadacenterbanquets.com/about-banquets/phototags/?tag_id=weddings (gallery based on tag “weddings”) http://arvada.org/about-arvada/photoset/?set_id=72157621763705236 (based on a set)

Video Gallery – we can use the YouTube API to generate a video gallery that shows all the videos in the City of Arvada YouTube Channel. Examples: http://arvada.org/about-arvada/community-video-gallery/ (main City website) http://arvadacenterbanquets.com/about-banquets/videotags/?tag_id=Banquets (based on tag “banquets”). Arvada Center’s current site is not using the YouTube API, but it is available if needed.

Servers and Languages With the exception of some design services, currently all of our development and maintenance is handled in-house with our own web team and content managers. We all have PHP, XHTML, XML, CSS, and some JavaScript experience. Servers: Red Hat Linux with Apache web server - hosted in-house Language: PHP Database: MySQL Content Management System: custom developed in-house E-commerce/CRM: Tessitura – custom developed which ties to our ticketing and patron database software; this runs on a separate Windows server (written in ASP.NET) JavaScript Libraries: jQuery Web APIs: Google Maps, Flickr, YouTube Other Requirements

http://arvada.org/about-arvada/community-photo-gallery/

http://arvadacenterbanquets.com/about-banquets/phototags/?tag_id=weddings

http://arvada.org/about-arvada/photoset/?set_id=72157621763705236

http://arvada.org/about-arvada/community-video-gallery/

http://arvadacenterbanquets.com/about-banquets/videotags/?tag_id=Banquets

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