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Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals Millcreek Common Website Provider due April 15, 2022, at 2:00 p.m. local time 1. Introduction. Millcreek (the “City”) is requesting proposals/bids (“Proposals” or “Responses”) from qualified proposers (“Proposers”) to build a marketing website with integrated ticketing and e-commerce for the new Millcreek skating loop at the Millcreek Common (“Scope of Work”). 1.1. Intent. It is the intent of this Request for Proposals/Bids (this “Request”) to set forth the minimum acceptable requirements for Responses to this request. 2. Background and Detailed Description of Scope of Work. The City is a suburban/semi-urban municipality of approximately 65,000 residents. Among a wide spectrum of residential strata, the City has a moderate amount of active commercial enterprise, including small businesses, public and private schools, a major hospital, clinics, library and community supporting non-profit headquarters. Fifty percent of households can be described as starter homeowner, young professional, and generationally established. The City is currently constructing Millcreek Common, a two acre public park, which features an ice-skating on an ice rink and adjoining ice-skating loop (winter use) and roller/in-line skates on the ice rink and adjoining ice-skating loop area. The ice rink and adjoining ice-skating loop area totals 11,000 square feet. Millcreek Common forms the centerpiece of what will be City offices and “City Center.” The following provides additional information on ice-skating, roller/in-line skating, and other activities in or at City Center. 2.1 Ice Skating Season Features: • Planned Opening Day, December 2022 • Planned Closing Day, March 2023 • Operating Hours: Weekdays, 3:00pm–9:00pm; Weekends, 1:00-10:00pm. • Ice skating customer base and commerce development: o Up to 200 persons per session (45-minute per session) using rented (City currently 380 pair of ice skates in various sizes) or personal equipment o Promotions and discounts o Skate lessons o Special events o Involvement with after school programs / fieldtrips 2.2 Roller Skate Season Features: • Planned Opening Day, June 4, 2022 • Planned Closing Day, November 1, 2022 (approx.) • Operating Hours: TBD • Roller skating customer base and commerce development: ---PAGE BREAK--- o Up to 450 person per session (60-minutes per session) using rented (City currently has 450 pair of roller skates in various sizes) personal equipment o Daily programming promotion o After school / fieldtrip events o Special promotions to stretch demographics 2.3 Adventure Hub Sales and Operations Center Features: Located adjacent to the skating surface, The Adventure Hub is operational and special event rental space. • Planned Opening Day, May 4, 2022 • Operating Hours: TBD • Online and in-person skate rental and venue access fulfilment. • Customer interface • Skate surface / ice operations • Volunteer and skate-host hub • Lockers and stow bins for personal effects • Limited merchandising • Venue management offices • Venue use / skate rental waiver • Skate liability waivers 2.4 Millcreek Common Community Building Programming and Events: The Common space has the ability to be activated in various ways. • Community Hosted event promotion Millcreek City Founding Celebration, Holiday themes, Millcreek charities events, Community events etc.) • 11,000 square foot Common area available for private event rental • Community Events hosted throughout Millcreek City Center • Daily Classes hosted by The Common and the City 3. Proposal Requirements. Two written copies and an electronic copy in PDF (Portable Document Format) of the Proposal are required to be submitted to Aimee McConkie, Millcreek Common Executive Director, as listed below, no later than 2:00 p.m. local time on April 15, 2022. Any response, modification, or amendment received after the due date and time is considered late. No late response, modification, or amendment will be accepted. Except for the PDF copy referenced above no electronic Responses will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer: 3.1. Introductory Letter. An introductory letter expressing an interest in providing the Apparatus should be included. The introductory letter should be addressed to: Aimee McConkie Millcreek Common Executive Director Millcreek City Hall 3330 South 1300 East ---PAGE BREAK--- Millcreek, UT 84106 [EMAIL REDACTED] Include an e-mail address for the primary contact of the Consultant. 3.2. Qualifications. Describe, in detail the Proposer’s experience in performing the Scope of Work. Please provide a detailed biography of the company, the team assigned to building the website, and the approach the team will take when working with the city. 3.3. Timeline. Describe, in detail, the timeline for delivery of the Scope of Work. Please include dates. 3.4. Cost: Provide a detailed fee schedule that includes a total “not-to-exceed” price to deliver the Scope of Work that includes any and all fees and any and all costs, including any costs for preparation, etc. 3.5. References. Include the name, address, and contact person of government or private agencies with which the Proposer has provided a similar service. The City may contact such references and do its own investigations and depending on the result of the investigation may result in disqualification based on the City sole and absolute discretion. 5. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing the Scope of Work 6. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed by the Evaluation Committee. Each evaluation criterion has been given a percentage based on its relative value. The criteria and each associated percentage are as follows: ▪ Qualifications (33.3%) ▪ Timeline (33.3%) ▪ Cost (33.3%) ▪ References (refences is a mandatory minimum requirement and the City may do its own investigation and the result of the investigation at any time during the solicitation process may result in a disqualification based on the City sole and absolute discretion) 7. Selection. The Millcreek Common Executive Director will select the Evaluation Committee. This committee will score the proposals and make recommendations to the Millcreek City Mayor. The mayor or his designee will make the final award of contract. The award of contract is scheduled for (May 1, 2022) 8. General Information. City reserves the right to reject any and all Responses. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposer’s sole risk and expense. All Proposers must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request. All requests for clarification or additional information regarding this Request must be submitted in writing to the contact person described below no later than April 1, 2022, at 2:00 p.m. The contact person will endeavor to respond to such request for clarification or additional information and if the contact person deems, ---PAGE BREAK--- Request for Proposals Page 4 of 5 in her sole and absolute discretion, that such response is of general applicability, his response, if any, will be posted on the City’s website at Millcreek.us (which constitutes a written response). Entities responding to this Request are encouraged to review such website frequently. The City anticipates selecting one or more of the responding Proposers, but there is no guarantee that any responding Proposer will be selected. Responses will be placed in the public domain and become public records subject to examination and review by any interested parties in accordance with the Government Record Access Management Act (Utah Code Ann. § 63G-2-101, et seq.). All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Record Access Management Act. 9. Terms of Contract. The successful Proposer will be required to enter into a contract with the City to provide the services described herein. If the selected Proposer and the City Attorney are unable to negotiate an acceptable agreement, then another Proposer(s) will be selected by the Mayor, or his designee, and negotiation will continue with such other Proposer(s) until an acceptable agreement is completed. 10. Contact Person. For more information on the Proposal, contact Rachel Nasse, Community Life Events Planning Manager, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106 or for American with Disabilities Act (ADA) accommodation, contact Rachel Nasse, Community Life Events Planning Manager, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106. ---PAGE BREAK--- Request for Proposals Page 5 of 5 Exhibit A Scope of Work The following is a more detailed Scope of Work • Site build on WordPress or equivalent, allowing key Millcreek Common staff to add and update content post-launch. • Landing page for the skating venue marketing URL. Should be mobile friendly and interactive with e-commerce / ticket sales & scheduling, Millcreek Common and Millcreek City event calendar. • Wireframe build to define the structure and user flow of the website. Should be adaptable to allow for additional content, pages and elements to be added to the site, or for the site to be built into the larger Millcreek Common project’s site at a later date. • Mobile and desktop design mockups of the home page elements/designs: navigation, header, footer, fonts, colors according to Millcreek Common brand guidelines (brand guidelines to be provided latest at contract award). These will be material to several design collaboration meetings with the City. • E-commerce integration for the skating venue and Adventure Hub’s online purchases and ticketing via a third-party ticketing platform, plugin or system. • Access to selected contractor’s stock photo/video accounts and libraries for additional imagery, if necessary. • Content consultation and copy editing for initial content launch. • Search engine optimization with attending engagement dashboard customizations. • Website hosting via AWS server, managed by winning contractor. • Comprehensive, training sessions on updating and editing resulting website for any and all team members appointed to manage site content. • Relevant Case Study example