Request for Proposals: FunPass Loyalty/Rewards System

Responses due by: 5:00pm EDT, 04/10/2015

Request for Proposals (RFP) for the FunPass Loyalty/Rewards System

BACKGROUND OF THE GREATER PHILADELPHIA CULTURAL ALLIANCE

Mission: We lead, strengthen and give voice to a diverse cultural sector that is making Philadelphia a world-class region to live, work and play.

We believe Greater Philadelphia is defined by its arts and culture sector: Our cultural organizations, artists, and proud history of creative expression are a crucial part of our identity, vitality, and economic growth. As a membership and service organization working on behalf of this sector, we believe in supporting the growth of arts organizations and their audiences; working to keep the arts in schools; preserving the diverse cultural activities in our communities; and empowering arts and cultural organizations to make a difference in our neighborhoods.

Since 1972, we have played a key role in ensuring the health and vitality of arts and culture in Greater Philadelphia. In 1991, we helped establish the Philadelphia Cultural Fund (PCF); In 2008, we worked to re-establish a stronger Office of Arts, Culture, and the Creative Economy (OACCE); In 2009, we led the successful statewide battle to defeat the proposed “arts tax”; and in 2014, we successfully advocated for increasing the budget for PCF grantmaking programs, including restoring Youth Arts Enrichment Grants which provide project support for arts-education programs serving K-12 students in the Philadelphia School District.

The Cultural Alliance leads, strengthens, and gives voice to more than 400 member organizations who generate over $3.3 billion in economic impact for the region. Our members, as well as the cultural community as a whole, count on the Alliance for signature research reports on the health and growth of the sector; grantmaking in partnership with the Pennsylvania Council on the Arts; robust professional development and membership services; marketing and audience development through our signature consumer marketing programs, Phillyfunguide.com and Funsavers; and leadership in policy and community engagement through our GroundSwell advocacy initiative and STAMP teen program.

The arts and culture sector makes Philadelphia a world-class city, and makes our region one of the most exciting creative destinations in the country. We work on behalf of that sector. We believe in the power of arts and culture.

The FunPass Loyalty Program will incentivize arts and cultural patrons to explore new arts and cultural experiences around them and to spend more of their time interacting with and experiencing culture.

PROJECT OVERVIEW

The Greater Philadelphia Cultural Alliance wishes to create/implement a loyalty/rewards system to reward its audience of cultural patrons who use Phillyfunguide.com, purchase tickets via Funsavers Half-Price tickets marketplace, and attend and interact with arts and cultural venues and events in the city of Philadelphia. Users (arts patrons) who participate in the program will earn points that can be redeemed for a variety of special offers, including tickets, discounts, partnership offers, and early access to special promotions. The Funsavers email list currently has more than 100,000 subscribers, who review and attend the weekly discount and free event options listed on Phillyfunguide.com.

The Cultural Alliance seeks to activate users to get out and explore new venues, new experiences, and new arts and cultural opportunities in the city of Philadelphia, and to reward this behavior via a loyalty points-based system. This system could be custom-created to our specifications (to be owned by the Cultural Alliance), or it could be an existing vendor system that has the features and goals we wish to implement that we would use as a service from the selected vendor.

Responses to this RFP will be evaluated based on developer expertise and experience in the different areas of technical expertise required by the project, and resources available to complete the project. Based on the review of the RFP responses, qualified respondents may then be invited to enter into a [or multiple] contract(s) for provision of the services described.

AUDIENCE

The FunPass Loyalty program will be open to users who register for the program through the Phillyfunguide.com site. The FunPass program will be a benefit to existing users of Phillyfunguide.com, and it is our hope that it will also attract new users to sign up. Phillyfunguide users come from all walks of life, all ages, and all degrees of arts participation.

TOOLS AND FUNCTIONALITIES

The goal of the software is to create a reward/loyalty earning and redemption system to benefit people who attend events and/or assist in the visibility of upcoming events. Users of the system will earn “points” by carrying out actions, and can redeem points in a marketplace for a variety of rewards. Below, we have outlined our breakdown of the different sections of functionality we envision in the software/service. While the Cultural Alliance has detailed out specific functionalities below, we are open to suggestions and alternative solutions for achieving the stated goals.

GENERAL FEATURES

A centralized landing page (may be integrated into our site) with program signup information that support video embeds, forms, and graphics.
All web content available via web browser and optimized for a mobile experience when viewed on mobile.
A method for signing up for the program via web and mobile, which gathers a user’s name, email address, physical address, and phone number, and then sends an email to the user for verification of information.
The ability for the user to sign up for an email newsletter, and for user to connect to our social media accounts.
The ability to store user profiles in a database, and add/subtract “points” based on user actions.
The ability to assign and communicate that some methods of earning points count for more points than normal. As an example, an event might earn the user “double points” for a period of time, or a user may be supplied more points for filling out a complete profile, including mailing address.
The ability for users to select a public-facing screen name to represent them in the system.
The ability to click to see a user’s profile anywhere a user’s name is displayed on the site.
The ability for the user to register using 3rd-party clients (such as Google+ and Facebook).

EARNING POINTS SECTION

This section allows users to see how to earn points for later redemption. It features the ability for the user to view a gallery of options in which to earn points, similiar in design to the event “cards” used to display event information on Phillyfunguide.com (http://phillyfunguide.com/events?when=weekend) listing name of opportunity, how many points will be earned, date range of opportunity, descriptive text, and a graphic for a an opportunity “sponsor.”

Once a user selects an opportunity, the user will see brief descriptions of each method of earning points (following a Twitter account, going to the location and checking in, etc.) as well as a link to accomplish the action (if applicable to the action).

For any given opportunity, the user will have a variety of methods of earning points available (configurable by the Cultural Alliance). These methods are:

Sharing information about the event on Twitter -- the system will provide text and a trackable link to be able to track use and apply points to the user.
Sharing information about the event on Twitter -- the system will provide a #hashtag and/or an @account that when used in a tweet by the user, earns the user points.
Sharing information about the event on Facebook -- the system will provide text and a trackable link to be able to track use and apply points to the user.
Sharing information about the event on Facebook -- the system will provide a #hashtag that when used in a Facebook post by the user, earns the user points.
Attending an event or doing an online action and receiving a promo code -- the system will provide a link for the user to enter a promo code he/she receives either at the event itself, or from completing an online action (registering for a class, filling out a form, etc.). Entering the promo code rewards the user with the assigned points.
Attending an event and posting a photo on Instagram using a supplied #hashtag. When the user submits a photo to Instagram using the #hashtag, he/she will be awarded points.
Attending an event and checking into a location via a GPS location feature on the user’s mobile device. When the user checks in within a specific “geofence area” he/she will be awarded points.
Following a specific Twitter account -- the system will provide a “follow” button that when clicked, will communicate with the user’s Twitter account, follow the specified account, and reward points to the user.
Liking a specific Facebook account -- the system will provide a “like” button that when clicked, will communicate with the user’s Facebook account, “like” the specified Facebook page, and reward points to the user.
Posting a photo on Instagram using a supplied #hashtag
Signing up for a specific email newsletter -- the system will provide a trackable link for the user, and when the user signs up for an email newsletter via the link, points are awarded to the user.

The system will deter users from abusing the capability for earning points. The Cultural Alliance is open to suggestions from vendors for additional methods of users earning points for later redemption.

HOME/LANDING PAGE SECTION

This section allows users to see a welcome to the program, and provides the ability to feature highlights on ways the user can earn or redeem points, as well as how organizations can submit offers. Data from other parts of the system could also be displayed here, such as a widget for the leaderboard (described below) etc.

EARNING BADGES SECTION

This section allows users to available badges that can be earned based on the completion of goals as designed by the Cultural Alliance. For example, the Cultural Alliance may design a “museum rockstar” badge that is given to the user when he/she visits “X” number of museums and checks in to the location in a given period of time, and the system must allow for flexible creation of rewards like this. Users will be able to see potential badges and learn how to attain them. Badges are displayed on the user’s profile and are seen publicly when anyone visits the users profile.

REDEEMING POINTS SECTION

It is our intention that users who have earned points will have the opportunity to redeem them in an “experiences marketplace” filled with offers of varying point values.

The “redeem points” area will have the following features:

A landing page which will show categories of events available to the user, such as “family events” and “live music.” When selected, the user will be shown available experiences that match the category criteria.
Users will be able to “bid” for experiences via a bidding/auction system. Each bid will have a photo and description of the experience, a photo and description of the sponsor, a quantity of experience, time remaining to bid, a starting bid, a current “highest bid,” and the ability to accept a bid from the user. The highest bidder will “win” the bid at a set ending time for the auction.
The system will facilitate the bid, notifying the user of the minimum bid amount, and if the user does not enter a high-enough bid, telling the user to enter a higher bid. If the user becomes the highest bidder and the auction is not yet closed, the system will show that the user is the highest bidder on the experience page.
The system will notify users via text description and a link to the bid in an email when they have successfully bid on an experience, when they have been outbid by another user, and when they have “won” the experience by being the highest bidder, which will give the user on next step actions.
When a user is the highest bidder, the user’s points are removed from their account until the user wins the auction, or until the user is outbid. If the user is outbid, the user’s points are immediately returned to his/her account.
Users will also be able to outright “buy” an experience directly from the system, for a set number of points and without going through the bidding system.

The system will deter users from abusing the capability for redeeming points.

“MY ACCOUNT” SECTION

The system will provide an area where users can see the status of their account in the system. This will include:

An area showing the total number of points the user has earned and has available.
An “activity feed” that shows the latest activities accomplished by the user, such as earning points, badges earned, position on system-wide leaderboards, bidding on an experience, “buying” an experience directly, and winning a bid.
The ability for the user to change contact information (email address, phone, physical address) as well as upload an avatar.
The ability to display the user’s profile publicly, or allow the user to select that his/her profile is not public.

SYSTEM INFORMATIONAL SECTION

The system will have a section where users can learn about how to use the service on the web and on their mobile phone. There will be a “frequently asked questions” area which will be updated periodically.

PARTNER SECTION

The system will have a section where partners can be displayed, including a graphic for each partner, links to the partner’s online profiles and/or website, and a description for each partner.

ADDITIONAL FUNCTIONALITIES

A login and method for participating groups to add experiences into the system, which will gather information such as
- Experience Title
- Organization
- Experience Description
- Details (how to redeem, restrictions that could apply, other important info)
- Image

and will then allow points and a mechanism for redemption to be assigned.

A “leaderboard” that displays the name of users who have won bids.
System should track logins and if a user has not logged in for X days, send an email inviting them to come in and see all the ways to earn points and available rewards.
A method for points to expire over time if not used.

REPORTING NEEDS

The system should provide a reporting capability to track user participation, including a dashboard of metrics. Trackable metrics should include an overview of points earned (how and by whom), points redeemed (how and by whom), leaderboards and “top” users, and detailed reports for same. The Cultural Alliance will work with the vendor to establish the needed report structure.

TECHNOLOGY RESOURCES/INTEGRATION ISSUES

The FunPass Loyalty program software will need to integrate with several existing software systems. Data on events and experiences is available to be pulled from the Phillyfunguide.com database via API on other connection with the Apostrophe CMS (http://apostrophenow.org). The Cultural Alliance works with SalesForce for CRM, Ticket Philadelphia for events, OfferPop, TicketLeap for ticketing, and the FunPass Loyalty system should integrate with these systems as needed.

PROJECT TIME LINE

The following timetable outlines the anticipated schedule for the RFP and Contract process. The timing and the sequence of events resulting from this RFP may vary and shall ultimately be determined by the Cultural Alliance.

RFP release date	03//09/2015
Notification of Intention to bid	03/27/2015
Proposals due	04/10/2015
Finalist Notified	04/24/2015
Proposed project initiation	05/04/2015

BUDGET & COST ESTIMATES

The budget for this project is between $15K and $25K for implementation. Our target launch date is September 30, 2015. The project is fully funded and work will begin when a vendor is selected. Vendor proposals should reflect fees for software creation and implementation (if custom-built) or fees for software as a service (initial fees and ongoing fees).

TERMS AND CONDITIONS/FORMAT FOR PROPOSALS

The Cultural Alliance requests that developers interested in responding to this RFP notify britneyh@philaculture.org with a brief email stating this intent by 5pm EST on 3/27/2015.

Developers interesting in responding to the RFP should then send complete RFP responses in either Microsoft Word or in Portable Document Format (PDF) as an email attachment. The subject header should be, “Cultural Alliance FunPass RFP: yourcompayname.” The body of the email should clearly include your organization’s name, address, and contact name and number. In order to be considered, all responses must be delivered via email to britneyh@philaculture.org by 5pm EST on 04/10/2015.

Additional notes:

All proposals must use the proposal format outlined in this RFP.
Parties submitting separate proposals may not discuss pricing information or they will be ineligible to bid on the project.
Bidder status: bidder must disclose any relevant conflicts of interest and/or pending lawsuits.
All documents, including responses submitted become the property of the Cultural Alliance. They will be received and held in confidence by the Cultural Alliance.
Information pertaining to the Cultural Alliance obtained by the respondent as a result of participation in this RFP is confidential and must not be disclosed without written authorization from the Cultural Alliance.
Responses will be checked against the project criteria. Responses that are deemed to be non-responsive or those with qualifications felt not to meet the needs of this project will be rejected.
This RFP is not an agreement to purchase goods or services. The Cultural Alliance is not bound to enter into a contract with any qualified respondent. The Cultural Alliance will be under no obligation to receive further information, whether written or oral, from any respondent.

The Cultural Alliance understands that proposals may be by individuals or companies who wish to build software from scratch or utilize open source software to achieve our goals, and proposals may be by companies offering existing loyalty/rewards systems as a service. Due to this, we encourage proposers to provide all the information requested below that is applicable to the proposer’s specific situation and proposal.

1. Executive Summary

2. Technical Volume

a. If planning to build the software, explain the software you are proposing to use and the process you will follow to build the system, including major milestones. If planning on licensing the software as a service, explain the software you are proposing to use and process of implementation.

b. Address usability standards and testing.

c. Address any important technology information and specifications used in your solution (languages, platform, etc.)

3. Management Volume

a. Organizational structure: communication process; including lines of reporting and any special tools used.

b. Schedule of deliverables; include major milestones and testing proposal.

c. If service is not provided in-house, or if a sub-contractor is used for overflow, please identify the firm or the individual to whom the service is outsourced.

4. Budget Volume

a. Break down cost by production hours, tools and/or functionalities

b. Maintenance and support: identify any costs that should be assumed as part of the site and ongoing costs for maintenance and support we need in the future.

c. License fees: identify the costs we will need to pay to develop or host the site if applicable

d. Hosting: identify whether we must or are highly encouraged to host with your company. If hosting is provided as an option or requirement, provide pricing options.

e. Training: identify costs to train our staff to use the tools.

f. Other charge areas: Please identify whether there will be other expenses, consulting fees, future work, etc. to complete this project.

5. Attachments

a. Qualifications and Experience: relevant case histories with information on accessing online demos or examples

b. Biographies of all who will work on account

c. Professional references

6. Case studies from other projects completed

Please provide sample case studies from other recently completed projects in this format:

Case Study A

a. Client:

b. Contact Name:

c. Phone Number:

d. Web URL:

e. Project Time Frame:

f. Project Goal (150 words or less):

g. Project Team:

h Project Components(150 words or less):

i. Project Results(150 words or less):

j. Measurements used in Determining Results:

Case Study B