City_of_Phoenix_Employee_Online_Store_(Addendum_#1_Revision).pdf

REQUEST FOR INFORMATION

RFI-26-0064

CITY OF PHOENIX EMPLOYEE ONLINE STORE

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W WASHINGTON STREET 8TH FL

PHOENIX, AZ

85003

RELEASE DATE: August 1, 2025

DEADLINE FOR QUESTIONS: August 20, 2025

RESPONSE DEADLINE: September 10, 2025, 2:00 pm

City of Phoenix

REQUEST FOR INFORMATION

RFI-26-0064

City of Phoenix Employee Online Store

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - City of Phoenix Branding Guidelines

Request For Information #RFI-26-0064 Title: City of Phoenix Employee Online Store

1. Introduction

1.1. Summary

This Request for Information (RFI) is issued as a means of discovery and information gathering for businesses proficient in producing promotional items, as well as managing and operating an online store.

The RFI is for planning purposes only and should not be construed as a solicitation nor should it be construed as an obligation on the part of the City to make any purchases.

This RFI should not be construed as a means to pre-qualify vendors.

This is not a formal solicitation, but a request for interested parties to provide information as specified herein.

Participation in this RFI is voluntary.

No purchases will be made as a result of this request. Any price information provided shall be used for general comparison purposes only. Do not include applicable state and local taxes.

OBTAINING A COPY OF THE RFI AND ADDENDA

Interested parties may download the complete RFI and addenda from https://procurement.opengov.com/portal/phoenix. Internet access is available at all public libraries.

1.2. Contact Information

Cesarina Rodriguez

Procurement Manager

251 W Washington Street 8th FL

Phoenix, AZ 85003

Email: cesarina.rodriguez@phoenix.gov

Phone: (602) 262-7799

Department:

Finance Central Procurement

1.3. Timeline

All times are Local Arizona Time

City reserves the right to change dates and/or locations as necessary. All times are local

Phoenix time.

RFI Posted: August 1, 2025

RFI Inquires Due Date: August 20, 2025, 2:00pm https://procurement.opengov.com/portal/phoenix mailto:cesarina.rodriguez@phoenix.gov tel:(602)262-7799

RFI Submittal Due Date: September 10, 2025, 2:00pm

2. Scope of Work

2.1. Project Overview & Objectives:

The purpose of this Request for Information (RFI) is to gather detailed and comprehensive insights into the interest, capabilities, and qualifications of businesses proficient in producing promotional items, as well as managing and operating an online store. This store will exclusively sell a diverse range of merchandise branded with the City of Phoenix logo to City of Phoenix employees. The City of Phoenix (City) aims to understand the various online store services and business models available at no cost to the City. The information obtained through this RFI will be crucial in the potential development and successful implementation of a City of Phoenix online store.

Following the review of responses to this RFI, the City may, at its discretion, issue a Request for

Proposals (RFP) at a later date to solicit detailed proposals for program implementation. This RFI is a crucial step in developing competitive project proposals.

2.2. Scope of Online Store Functionality:

A. Product Catalog: The online store will offer a wide variety of merchandise with City branding, including but not limited to t-shirts, polo shirts, jackets, water bottles, umbrellas, pens, mugs, tumblers, portfolios, and lapel pins. The store will be accessible exclusively to City employees, and all merchandise production must receive City of

Phoenix approval and adhere to the City's branding guidelines.

B. Order Management: The solution must efficiently process orders and provide capabilities for tracking, returns, and exchanges.

C. Payment Processing: The solution must include secure credit card processing.

D. Shipping & Fulfillment: The solution must offer various shipping options, domestic capabilities, and potential integration with third-party fulfillment services.

E. Customer Service: The solution must include robust support features such as FAQs, live chat, phone support, and email support, available during normal business hours (8-

5, M-F, AZ Mountain Standard Time).

2.3. Marketing & Promotion:

A. Platform Capabilities: The platform must support promotions, discounts, email marketing and SEO (Search Engine Optimization).

2.4. Integration & Scalability:

A. Existing Systems: The new platform must be capable of seamless integration with the

City of Phoenix’s existing systems, including but not limited to City SharePoint and the eChris system.

B. Growth Potential: The platform must be capable of handling increased sales volume, product catalog expansion, and the addition of new features in the future.

2.5. Security & Compliance:

A. Data Security: The solution must include robust data security measures, PCI compliance, and privacy policies. It must also feature a secure sign-in process.

B. Accessibility: The solution must address accessibility standards for individuals with disabilities.

2.6. Vendor Qualifications & Experience:

A. Company Background: Provide a detailed company background, including experience with similar projects and client references.

B. Team Expertise: Detail the experience and qualifications of the team that would be assigned to the project.

3. Submittal Requirements

An electronic PDF copy of the material shall be submitted following the subsequent instructions and questionnaire. The RFI submission shall be no more than twenty (20) pages, double sided plus a one-page cover letter. Pages that have photos, charts and graphs will count towards the maximum number of pages. Sales material can be submitted and shall not count towards the twenty (20) page count.

The submittal shall include:

• A one-page cover letter prepared on the company’s letterhead and signed by an authorized employee of the company. Provide primary contact information and the contact person’s telephone number, e-mail address, and company webpage. A brief summary shall be included in the cover letter that provides information on the company’s background and expertise as relates to this RFI. (This sheet will not be included in the page count.)

• Each submittal should clearly mark which problem statements are addressed with the solution being proposed. They should be marked using the problem statement designation number provided in the scope of work. Solutions can be proposed for one or more problem statements. Vendors do not have to propose solutions to all problem statements.

4. Instructions to Vendor

4.1. PREPARATION OF RESPONSE

It is the responsibility of all vendors to examine the entire RFI and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a response.

A. The City does not reimburse the cost of developing, presenting or providing any response to this RFI. Responses submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The vendor is responsible for all costs incurred in responding to this RFI. All materials and documents submitted in response to this RFI become the property of the

City and will not be returned.

4.2. SUBMISSION OF INFORMATION

Responses must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late submittals may not be considered. The prevailing clock will be the City Department’s clock.

Offers should be submitted electronically via the City’s e-Procurement Portal by clicking on

“Draft Response” via https://procurement.opengov.com/portal/phoenix/projects/184298. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any Offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s e-Procurement Portal will provide proof of submission and verification whether the Response was received on or prior to the exact time and date indicated in the Schedule of Events.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

4.3. WITHDRAWAL OF SUBMITTAL

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s e-Procurement Portal.

4.4. INQUIRIES

All questions that arise relating to this solicitation should be directed via City’s OpenGov e-

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline. All questions concerning or issues related to this solicitation must be presented in writing.

https://procurement.opengov.com/portal/phoenix/projects/184298 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov e-Procurement Portal.

4.5. PUBLIC RECORD

All submittals in response to this RFI shall become the property of the City and become a matter of public record available for review pursuant to Arizona State law.

If a vendor believes that a specific section of its response is confidential, the vendor shall isolate the pages marked confidential in a specific and clearly labeled section of its response. The vendor shall include a written statement as to the basis for considering the marked pages confidential including the specific harm or prejudice if disclosed and the Procurement Officer will review and make a determination.

4.6. DEMONSTRATIONS

A. Vendors may be invited to construct a hands-on demonstration or presentation of their solution at the City of Phoenix.

B. The City does not reimburse the cost of developing, presenting, or demonstrating a solution, and the vendor is responsible for all costs incurred.

5. Vendor Questionnaire

1. Describe your organization (provide full legal name) and provide a brief history.* *Response required

2. Can you describe your interest in this project and your capabilities in producing promotional items and managing an online store?* *Response required

3. What types of merchandise have you previously produced that align with the City of Phoenix's branding guidelines?* *Response required

4. How do you ensure that all merchandise adheres to specific branding guidelines?* *Response required

5. What order management systems do you use to process orders, track shipments, and handle returns and exchanges?* *Response required

6. What secure credit card processing solutions do you offer?* *Response required

7. What shipping options do you provide, and how do you handle domestic shipping and third-party fulfillment integration?* *Response required

8. What customer support features do you offer, and what are your hours of operation for support?* *Response required

9. Can you detail the experience and qualifications of the team that would be assigned to this project?* *Response required

10. How does your platform support promotions, discounts, email marketing, and SEO?* *Response required

11. What types of sales, customer behavior, inventory management, and marketing campaign performance reports can you provide on a quarterly basis?* *Response required

12. How does your platform integrate with existing systems like SharePoint and the eChris system?* *Response required

13. What measures will you implement to validate and ensure that only City employees are authorized to make purchases?* *Response required

14. How does your platform handle increased sales volume, product catalog expansion, and the addition of new features?* *Response required

15. What data security measures do you have in place to ensure PCI compliance and protect user privacy?* *Response required

16. How does your solution address accessibility standards for individuals with disabilities?* *Response required

17. Please upload RFI submission and any supporting documentation* *Response required