5-RFQt-05-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATION

RFQt Ref. #: 25-0219 Doc. Ref#: RFQt-05 Page 1 of 3 RFQt Title: Online Calendar Platform

SCOPE

The City of Fort Worth (City) is requesting bids from qualified firms to establish a contract to provide a cloud-based, online calendar tool for the Library Department per descriptions and specifications listed in this RFQt.

The tool will support scheduling, promotion, and management of over 10,000 library programs annually and must include a robust content approval workflow, advanced filtering and search functions. The Prospective bidders should ensure they download all attachments for complete responses and understanding of the agreement the City intends to award from this solicitation. The successful bidder, known hereafter as “Contractor”/“Vendor.”

1.0 BIDDER REQUIREMENTS - Proposer shall:

i. Have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

ii. Be able to integrate with the City’s current Content Management System (CMS), OpenCities.

2.0 BIDDER RESPONSIBILITIES - Proposer shall:

2.1 Provide a freestanding, cloud-based solution that is not

tied to a specific CMS and offers plugin compatibility with OpenCities.

2.2 Ensure the proposed solution is capable of supporting

more than 10,000 annual library programs.

2.3 Conduct all activities in compliance with applicable state and local regulations, including those related to protected species.

2.4 Provide a minimum three-step content approval workflow

for all submitted events or programs.

2.5 Support 10 or more customizable program types.

RFQt Ref. #: 25-0219 Doc. Ref#: RFQt-05 Page 2 of 3

2.6 Include the ability to assign demographic tags to each

program (e.g., age group, target audience).

2.7 Offer unlimited user seats; if user seats are limited, the system must support a minimum of 35 users.

2.8 Provide filtering options that include, but are not limited to:

2.8.1 Library location/branch

2.8.2 Program type

2.8.3 Age range/demographic

2.9 Include keyword search functionality accessible to both

the public and staff.

2.10 Support customizable calendar views by location and

program type.

2.11 Provide printable calendar formats for both full and

filtered views.

2.12 Provide public registration functionality, including but not limited to:

2.12.1 Waitlisting features

2.12.2 Registration without requiring payment

processing

2.13 Offer integration capability with the City Library’s

Integrated Library System (ILS), Polaris.

2.14 Provide the ability to generate customizable reports to

support internal program tracking and evaluation.

2.15 Ability to display programs/events within multiple

calendar views (e.g., month, week, list). (Optional)

2.16 Offer flexibility to embed the calendar or filtered views into external pages or departmental websites. (Optional)

RFQt Ref. #: 25-0219 Doc. Ref#: RFQt-05 Page 3 of 3

3.0 BID TABLE BT-29FM

Bidders shall submit Bid Table (BT-29FM) under Requested Information in its entirety. Bidders are required to bid on all line items on Bid Table BT- BT-29FM. A bid of 0 (zero) will be interpreted by the City as a no-charge (free) item and the City will not be expected to pay for that item.