The Vendor is required to provide an online platform (with media file processing and storage capabilities) and management tool to screen, schedule, audition, review, collaborate, and rate applicants.
- The platform should have a live virtual audition/interview tool that is tied to the management and scheduling functions.
- The platform should also have media file processing and storage capabilities.
- All media files should be processed and encoded to a common web-friendly version and be able to be stored and accessible for at least seven years.
- Adopt the platform for all applicants submitting to the center.
- Collaborate with the platform team to gather and set up the information and content needed for the account and understand that the setup timeframe is 25 business days from the kick-off call with the platform team.
- Agree to abide by anti-spam standards, should center choose to message users within the platform.
- Prior to launching the platform, center will include the landing page link on the fine arts center county website and in any applicable marketing/audition material.
- Collaborate with the platform team to set up one 60-minute online training for fine arts center staff at a mutually agreed upon date and time.
- Provide access to our account relations team to county during the term of this agreement.
- Guide fine arts center through the account setup process by providing detailed emails with checklists and tutorials for each step of creating an account.
- Facilitate the creation of the account by fine arts center and provide weekly check-ins to ensure the setup timeframe, 25 business days from the kick-off call with the platform account relations team, is met.
- Provide fine arts center with the opportunity to proof and approve their account.
- Provide all artist users of accepted with a fee waiver policy that is detailed at website.
- Provide multiple opportunities for education and training, including one 60-minute online training at the end of the account setup process for FAC staff at a mutually agreed upon date and time.
- Provide additional training as requested by email, phone, or video call.
- Platform Architecture:
• The platform should be cloud-based with 99.9% uptime reliability.
• Compatible with all operating systems including Windows, MacOS, iOS, and Android (Windows is required, all others are preferred).
• Support for multiple user roles (admin, reviewer, and submitter) with varying access levels.
- User Interface:
• Intuitive and easy-to-navigate user interface that is ADA compliant.
• Multi-lingual support for English and Spanish.
• Mobile responsive design for accessibility on smartphones and tablets.
- Nominations and Audition Process:
• Support for online nomination forms that can be customized by administrators.
• Ability to upload supporting documents such as portfolios, resumes, and letters of recommendation (Up to 10MB in size).
• Secure storage of nomination data in compliance with FERPA and COPPA regulations.
- Communication and Workflow:
• Email notifications for submissions, approvals, and status updates.
• Real-time tracking of nomination status accessible by reviewers and submitters.
• Discussion boards for collaboration among committee members.
- Reports and Analytics:
• Comprehensive reporting tools to track nominations, auditions, and user activity.
• Customizable dashboards for administrators to view current and historical data.
• Export capabilities to various formats including CSV and PDF.
- Security Requirements:
• Data encryption at both rest and transit levels to protect sensitive information.
• Adherence to best security practices including regular vulnerability assessments and updates.
• Access control mechanisms to prevent unauthorized access and ensure data integrity.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 27, 2025