AHEC Ticketing System_Final.pdf

AHEC – 27400-D

Updated 2020

1BAURARIA HIGHER EDUCATION CENTER

0BDOCUMENTED QUOTE COVER SHEET

Date: 6/19/2026 Quote Number: AHEC-27400-D

Return all Quotes to:

Auraria Higher Education Center, Procurement Services See Section 1.8

Purchasing Agent: Brenda Ruiz

Quote Due Date: 7/20/2026 Quote Due Time: 2:00PM Mountain Time

All Quotes Shall be Quoted F.O.B. Destination Unless Otherwise Specified

Auraria Higher Education Center Online Ticketing and Tour booking system for Golda Meir House Museum

Per the attached specifications, terms and conditions

F.E.I.N.: Payment Terms:

(Minimum of Net 45) Delivery Date:

Authorized Signature:

Typed/Printed Name:

Title:

Company Name:

Address:

City: State: Zip:

Phone Number: Fax Number:

Contact for Clarifications:

Title:

Phone Number: Email Address:

The purpose of this coversheet is to fully identify respondents so they may be considered, to quickly identify the costs and billing terms, and to provide basic information applicable to all solicitations. Submissions must contain: this coversheet (completed and signed), cost pages(s), supporting descriptive/technical literature for substitutes where applicable, and any other enclosures requested in or relevant to this solicitation. In submitting an offer, you are acknowledging acceptance of the related documents.

Vendor note: Emailed quotes are acceptable as long as they are received by the DATE/TIME due. Vendors are urged to read the solicitation document thoroughly before submitting a quote.

Vendors are required to submit Federal Employer Identification Number (F.E.I.N.).

THIS PAGE MUST BE COMPLETED, SIGNED AND RETURNED WITH RESPONSE.

I. GENERAL INFORMATION

1.1 ColoradoVSS and BidNet Registration

The State of Colorado has transitioned to a financial management system called the Colorado Operations Resource Engine (CORE). All solicitations issued by the Auraria Higher Education Center (AHEC) either on its behalf, or on behalf of the Institutions we serve, will be posted on the following websites:

ColoradoVSS: https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4 and the Rocky Mountain E-Purchasing System (aka BidNet): https://www.bidnetdirect.com/colorado

Solicitation details for goods and services, as well as construction notices on ColoradoVSS and BidNet, are public. Registration is not required for ColoradoVSS; however, registration for BidNet is required and there is no cost unless the “push” notification option is selected.

During the solicitation process, all official communication with vendors will be via notices on ColoradoVSS and BidNet. Notices may include any modifications to administrative or performance requirements, answers to inquires received, clarifications to requirements, and the announcement of the apparent winning vendor. It is incumbent upon vendors to carefully and regularly monitor ColoradoVSS or BidNet for any such notices.

1.2 Scope

It is the intent of the Auraria Higher Education Center (AHEC) Procurement Services Office to receive quotes on behalf of Golda Meir House Museum for an online ticketing and tour booking system.

1.3 Costs

Quoted costs must remain firm for 90 days from quote due date.

1.4 Term

The term will be for the full engagement to include implementation, training, etc., and one (1) year of software licensing.

1.5 Optional Pre-Bid Meeting

To ensure sufficient information is available to vendors preparing quotes, an optional pre-bid conference via Zoom has been scheduled. The intent of this conference will be to discuss the full scope of the project and to have AHEC staff available to discuss the project.

When: June 24, 2026 1:00 PM Mountain Time (US and Canada) https://us04web.zoom.us/launch/jc/71484867637

Meeting ID: 714 8486 7637 Passcode: 2N0NQ7 https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4 https://www.bidnetdirect.com/colorado https://us04web.zoom.us/launch/jc/71484867637

1.6 Standard Purchase Order

Awarded Vendor must be willing to agree to the Purchase Order Terms and Conditions.

A purchase order (PO) may be used for services totaling less than $250,000.00 however, it is at the discretion of AHEC as to whether a purchase order is adequate. See attachment labeled, Attachment A - PO Terms and Conditions to this DQ.

Vendors must clearly identify any exceptions to the contractual terms and conditions described in this solicitation, and the attachments, and must provide justification and alternative language in their quote. Vendors are strongly encouraged to seek advice from legal counsel regarding such contractual exceptions.

Vendors should not assume any term or condition in this Documented Quote, or the Purchase Order Terms and Conditions is negotiable. In the event the parties are unable to negotiate terms that are fully satisfactory to AHEC within a reasonable period of time, at AHEC’s sole discretion, AHEC may elect to enter into negotiations with another vendor within the competitive range. If an “Award” has been issued, and the parties are unable to enter into a contract that is fully satisfactory to AHEC within a reasonable period of time, via AHEC, may elect to cancel the “Award” and issue an “Award” to another vendor within the competitive range and commence negotiations with such vendor.

1.7 Number of Awards

AHEC intends to award a contract to the vendor capable of fulfilling the anticipated volume needs for AHEC’s Golda Meir House Museum; however, should AHEC determine at any time during the term of the resulting contract that the awarded vendor is not adequate to properly fill these needs, AHEC reserves the right to make awards to vendors who submitted responses to the original solicitation but were not awarded, or to re-issue the solicitation and make additional awards as necessary.

1.8 Solicitation Submission and Questions

The quote, including cover page complete with signature, must be received via email, or submitted electronically via BidNet, no later than the quote due date and time specified on the coversheet of this solicitation. Emailed responses are acceptable – email to:

Brenda.ruiz@ahec.edu, or submit electronically through BidNet.

Vendor assumes full responsibility for any costs related to this solicitation including express delivery, parcel post, packing, cartage, insurance, license fee permits or cost of bonds.

All questions regarding this solicitation are to be emailed to Brenda.Ruiz@ahec.edu. Answers will be posted on ColoradoVSS and BidNet. No questions will be accepted after: July 7, 2026 at 2:00 PM Mountain Time.

1.9 Cost and Award Information

Vendors shall submit their cost information on attached Cost Sheet. All cost information shall be provided according to the instructions in this solicitation. NO modifications to the Cost Sheet(s) will be accepted. Cost must include all software, installation, one-time costs, and recurring costs.

Cost must remain firm for the first 12 months of the project. Any unique changes or modifications to the contract will be negotiated on a case-by-case basis ONLY, with final determination made by AHEC.

mailto:Brenda.ruiz@ahec.edu

AHEC reserves the right to reject all quotes and re-solicit at any time prior to contract start date.

AHEC reserves the right to cancel this solicitation in its entirety at any time without penalty. All prices and notations shall be printed in ink or type written on the solicitation documents. Illegible quotes or writing may be deemed non-responsive and may not be evaluated. A quote with missing, or inconsistent information may be considered non-responsive and may not be evaluated. Do not qualify your quote nor alter the solicitation format. AHEC will be the sole judge in determining the acceptability of an offer. AHEC also reserves the right to reject any or all quotes in part, or in whole, and to waive technicalities as allowed in the Procurement Rules.

AHEC reserves the right to make multiple awards from this solicitation if in the best interest of AHEC’s Golda Meir House Museum.

1.10 Presentation/Demos

Vendors may be asked to make presentations or provide a demonstration. Such presentations or demonstrations will be at the vendor's expense. Evaluation Committee members have the right to modify a vendor’s evaluation based on information provided in presentations and/or demonstrations. Presentations and demonstrations may be considered in determining the successful vendor.

1.11 Performance

Awarded vendor shall comply with the requirements as to performance, timeframes, etc. If the winning vendor fails to perform, AHEC reserves the right to take remedial action, including canceling the contract (with 30 day written notice) for cause (default). Cause is defined as failure to meet requirements of the written specifications and conditions or correct deficiencies upon receipt of notice. Failure to maintain satisfactory performance after notice will be sufficient cause for immediate cancellation of the award. In the event of default, AHEC may make an award to another vendor in the competitive range or re-solicit at its discretion.

Invoices for services shall be submitted to the ordering department for authorization to pay. Order department addresses must be taken from the purchase order.

Vendors guarantee that they understand and agree to the terms and conditions of the solicitation;

guarantee a continuing supply and consistent quality of the service offered; and that they will not default from performance by virtue of a mistake or misunderstanding.

1.12 Responsibility of Vendor

Vendors must be able to demonstrate their ability to perform according to the terms of this solicitation. AHEC may require additional information of the apparent successful vendor to determine their ability to perform. This information may include, but is not limited to, previous experience of company; years in business; quality and condition of equipment; financial condition;

references as to size and scope of work done in the past. AHEC reserves the right to make its vendor responsibility determination at any time in this solicitation process and may not make a responsibility determination for every vendor.

AHEC reserves the right to request further information as it deems necessary to determine the vendor’s responsibility. If the vendor fails to supply the requested information, AHEC shall base the determination of responsibility upon any available information or may find the vendor non-responsible.

1.13 Insurance

Vendor must provide insurance information in accordance with Attachment D. Awarded vendor must submit correct certificate of insurance within ten (10) business days of award, and prior to performance of any services.

1.14 Sex Offender Registration Information Requirements

Auraria Higher Education Center is a State of Colorado Higher Education Campus. Awarded vendor(s) must comply with the following laws in order to have employees on a State of Colorado Campus:

Colorado Revised Statutes, Title 16-22-103, et seq.

Code of Federal Regulations, 34 CFR 668.46 Jeanne Clery Act 20 USC 1092 (f)

1.15 Public Employees Retirement Association (PERA)

AHEC is a Colorado Public Employees Retirement Association (PERA) affiliated employer.

Pursuant to Colorado Revised Statutes, AHEC is requiring the vendor to notify AHEC’s Accounting Office at accountspayable@ahec.edu within fifteen (15) calendar days from the date of resulting contract or purchase order if the services provided are being or are to be performed by a PERA retiree.

1.16 Cooperative Purchasing

Successful vendor(s) shall make available to other Colorado State agencies or political subdivisions (“Participating Entity”) any and all items specified herein at the contract prices established herein. If a Participating Entity exercises this option, it shall be understood and agreed that such an arrangement does not bind either the Participating Entity or the successful vendor(s) to the terms, conditions or prevailing awards generated through this DQ; nor does it preclude any Participating Entity from pursuing a purchase or purchases through their own contracting methods with another vendor.

It shall be further understood and agreed that AHEC is not a legally binding party to any contractual agreement made between a Participating Entity and the successful vendor(s) as a result of this DQ. Each Participating Entity which determines to enter into a contractual arrangement with the successful vendor(s) shall establish its own contract, place its own orders, issue its own purchase orders, be invoiced separately and make its own payments, and issue its own tax exemption certificates as required by the successful vendor(s).

II. SCOPE OF SERVICES

2.1 Background

This Documented Quote outlines the provision, implementation, and support of an online ticketing and tour booking platform designed to enable customers to browse, reserve, and purchase tickets and tours through a web-based interface for the Golda Meir House Museum. The vendor shall provide all labor, materials, equipment, and services necessary to deliver and support an online ticketing and tour booking platform.

mailto:accountspayable@ahec.edu

2.2 Platform Features for Visitor Experience

• Easy online ticket sales and tour reservations (for guided tours, group tours, school visits, and special events)

• Clear tour descriptions, dates, times capacity limits, and pricing

• Real-time availability and scheduling of tours

• Secure payment processing integration

• Mobile-friendly and intuitive user interface

• Automated booking confirmations, receipts and reminders

• Easy access to directions, parking information, accessibility details, and tour expectations

• Reporting and analytics dashboard

2.3 Payments & Donations

• Secure online payment processing connected directly to AHEC-specified bank account

• Ability to accept credit and debit cards (and option for digital wallets)

• Required functionality for the following items:

o Paying for tours and events o Adding an optional donation during checkout o Making standalone donations

2.4 Museum Operations & Staff Needs

• Visitor data collection stored in a secure, searchable database

• Ability to export data and integrate with email marketing or CRM systems is preferred.

Compatibility with commonly used nonprofit CRM and email marketing systems (such as Salesforce, Bloomerang, DonorPerfect, Mailchimp, or Constant Contact) would be viewed favorably for future scalability.

• Visitor pre-screening through required registration and customizable questions

• Administrative controls to review, flag or approve bookings, as applicable

• Real-time tour calendar visible to AHEC staff and docents

• Access to attendee lists, notes, accessibility needs, and security considerations

• Role-based permissions for administrators, staff, docents, and volunteers

2.5 Administrative & Reporting Needs

• Easy setup and management without technical expertise

• Intuitive administration dashboard for managing tours, pricing, availability and cancellations

• Built-in reporting for attendance, revenue, and donations

• Exportable reports for board, grant, and impact reporting

• Scalability to support future growth, recurring tours, and special events

2.6 Technical, Security & Accessibility Requirements

• System must meet PCI DSS Version 4.0.1 requirements for processing credit card transactions o Vendors must provide current Attestation of Compliance (AOC)

• Software should be WCAG 2.1 AA compliant o Vendor must provide a VPAT (Voluntary Product Accessibility Template) demonstrating compliance

• Secure data storage, reliable uptime and ongoing system support

2.7 AHEC Responsibilities

AHEC shall:

• Designate a primary point of contact

• Supply required content, including but not limited to:

o Tour descriptions o Event details o Pricing structures o Branding assets (logos, style guidelines)

• Review and approve system configurations, testing results, and deliverables in a timely manner

• Ensure availability of staff for training sessions

• Obtain and maintain a merchant account or approve payment processor, if applicable

• Review system and materials for compliance with AHEC IT, security, and accessibility requirements (e.g., Americans with Disability Act (ADA) compliance standards)

• Provide timely feedback during implementation to avoid project delays

• Be responsible for ongoing operational use of the system, including:

o Managing inventory and schedules o Customer service related to bookings o Content updates post-launch

2.8 Project Timeline

The vendor shall provide a proposed implementation timeline, including the estimated number of weeks from issuance of the purchase order to full system go-live. The proposed timeline should identify the anticipated duration for each implementation phase, including setup and configuration, testing and review, training (if applicable), and go-live. The timeline provided by the vendor will be used as part of the evaluation of the vendor’s implementation approach and project schedule.

2.9 Payment

Vendor shall submit invoices to AHEC after delivery of software licenses, implementation services, training, support services, or as otherwise agreed.

Invoices must include:

2.9.1 Purchase Order Number

2.9.2 Description of products and services provided

2.9.3 Software license fees, including license term and quantity, if applicable

2.9.4 Implementation and setup fees

2.9.5 Training fees, if applicable

2.9.6 Annual maintenance, support, or subscription fees, if applicable

AHEC payment terms are Net Forty-Five (45) from receipt of correct and acceptable invoice

III. QUALIFICATIONS AND SUBMISSION REQUIREMENTS

Vendors are required to submit the following information to be considered for this project:

3.1 Provide a cover Letter and Company overview and qualifications – A brief introduction summarizing the vendor’s interest in the project, company background, and primary contact information.

3.2 Vendors should provide a detailed description of their qualifications and capabilities to complete the scope of work associated with the purchase and installation of the ticketing and booking system platform (Section II).

3.3 Demonstrate the ability to implement secure, scalable, and user-friendly platform.

3.4 Provide knowledge of payment processing standards (PCI compliance).

3.5 References - Provide references from at least three (3) clients within the last two years, with similar platform has been provided and installed – please include the following information:

• Entity Name

• Contact name(s)

• Email Address(es)

• Phone Number

• Description of the work performed

3.6 Provide a description of the vendor’s approach to installation, including anticipated schedule, site preparation requirements, coordination with AHEC staff, and testing procedures.

3.7 Costs (submit Cost Sheet provided). Costs must be all inclusive and clearly specify if something is not included.

3.8 Provide a detailed description of the proposed platform system, including product specifications, integration capabilities, and compliance with applicable federal, state, and organizational standards governing the acquisition, installation, and operation of software for the State of Colorado.

3.9 Vendors must submit a current Voluntary Product Accessibility Template (VPAT) with their quote. The VPAT must describe the product’s conformance with applicable accessibility standards (e.g., WCAG 2.1, Section 508). VPAT documentation will be reviewed by AHEC to verify compliance. Failure to provide a VPAT may result in the quote being deemed non-responsive.

3.10 Vendor must submit a current Payment Card Industry Data Security Standard (PCI DSS)

Attestation of Compliance (AOC) with quote.

3.11 Submit a sample certificate of insurance with response (requirements are listed in

Attachment D).

Incomplete quote submissions or those missing documentation may be deemed non-responsive and excluded from further consideration.

IV. GENERAL CONDITIONS

4.1 AHEC will award this quote on an all-or-none basis. Quotes must be completed; no partial quotes will be accepted. An award will be made on the basis of the quote most beneficial to AHEC.

4.2 DO NOT attach a quote to your response. Cost will NOT be considered if not listed on the provided form. Additional vendor terms and conditions will not be considered. Costs must include shipping, handling and all delivery charges, unless required to be listed separately.

4.3 No work shall commence until a fully executed Purchase Order is issued.

4.4 Any amendments to the scope, schedule, or costs must be documented in writing and approved in writing by AHEC via an approved Change Order to the Purchase Order.

4.5 The vendor agrees to comply with the letter and the spirit of all applicable state and federal laws respecting discrimination and unfair employment practices.

4.6 This Documented Quote does not obligate AHEC to pay any costs incurred in the preparation or the submission of such quotes, or to purchase, or contract for materials, or services from such solicitation if not in the best interest of AHEC.

4.7 The quoted price shall be exclusive of any Federal or State taxes from which the AHEC is exempt.

4.8 ANTI-KICKBACK ACT of 1986. Vendor represents that they have not provided or attempted to provide any kickback to any employee or agent of AHEC. All reports of possible kickback shall be submitted in writing to AHEC Procurement Services.

V. EVALUATION

Quotes will be evaluated using the following criteria as outlined in this solicitation:

• Cost & Overall Value

• Platform Functionality & Visitor Experience

• Ease of Administration & Reporting

• Implementation Plan & Ongoing Support

• Security, Accessibility & Compliance

• Vendor Qualifications & References

AHEC will award, in whole, to the vendor who is most responsive to AHEC's needs, cost and other factors considered. AHEC reserves the right to reject any or all quotes.

VI. VENDOR INFORMATION

6.1 W-9 and Vendor Mailing Address Form

AHEC is required to have a W-9 on file for every company it does business with. Please attach a completed W-9 (Attachment B) and the Vendor Mailing Address Form (Attachment C) to your quote.

VII. COSTS

All costs must be listed on attached Cost spreadsheet. DO NOT attach a quote. Costs must remain firm for 90 days from Documented Quote due date.

ATTACHMENT A

ATTACHMENT B

ATTACHMENT C

Procurement Services

1201 5th St, Denver, CO 80204

Vendor Mailing Address Form

Vendor Name:_______________________________________

Vendor FEIN:_______________________________________

Order Address: Remit to Address:

Phone:___________________________ Phone:_____________________________

Fax:_____________________________ Fax:_______________________________

Please return this form with the W-9 to:

Auraria Higher Education Center Procurement Services Campus Box K

PO BOX 173361

Denver, CO 80217-3361

ATTACHMENT D

STATE OF COLORADO INSURANCE REQUIREMENTS

Vendor shall obtain and maintain, and ensure that each Subcontractor shall obtain and maintain, insurance as specified. All insurance policies required shall be issued by insurance companies as approved by the Auraria Higher Education Center (AHEC).

A. Workers’ Compensation

Workers’ compensation insurance as required by state statute, and employers’ liability insurance covering all Vendor or Subcontractor employees acting within the course and scope of their employment.

B. General Liability

Commercial general liability insurance covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:

i. $1,000,000 each occurrence;

ii. $1,000,000 general aggregate;

iii. $1,000,000 products and completed operations aggregate; and

iv. $50,000 any one fire.

C. Automobile Liability

Automobile liability insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit of $1,000,000 each accident combined single limit.

D. Additional Insured

The State of Colorado and the Auraria Higher Education Center shall be named as additional insured on all commercial general liability policies (leases and construction contracts require additional insured coverage for completed operations) required of Vendor and Subcontractors.

E. Primacy of Coverage

Coverage required of Vendor and each Subcontractor shall be primary and noncontributory over any insurance or self-insurance program carried by Vendor or the Auraria Higher Education Center and the State of Colorado.

F. Cancellation

The above insurance policies shall include provisions preventing cancellation or non-renewal, except for cancellation based on non-payment of premiums, without at least 30 days prior notice to Vendor and Vendor shall forward such notice to AHEC within seven days of Vendor’s receipt of such notice.

G. Subrogation Waiver

All insurance policies secured or maintained by Vendor or its Subcontractors shall include clauses stating that each carrier shall waive all rights of recovery under subrogation or otherwise against Vendor or Auraria Higher Education Center, the State, its agencies, institutions, organizations, officers, agents, employees, and volunteers.

H. Cyber/Network Security and Privacy Liability

Liability insurance covering civil, regulatory, and statutory damages, contractual damages, data breach management exposure, and any loss of income or extra expense as a result of actual or alleged breach, violation or infringement of right to privacy, consumer data protection law, confidentiality or other legal protection for personal information, as well as State Confidential Information with minimum limits as follows:

i. $5,000,000 each claim; and

ii. $10,000,000 general aggregate. Cyber liability insurance can be limited based on the total number of records being held by the Contractor.

a. Less than 1,000,000 records - minimum limit $1,000,000/$2,000,000 per claim

b. 1,000,001 - 3,000,000 records - minimum limit $2,000,000/$4,000,000 per claim

c. Greater than 3,000,000 records - minimum limit $5,000,000/$10,000,000 per claim

These limits grow throughout the life of the Contract. If the number of records grows over time, the minimum insurance limits must also grow.