Promotional Merchandise Program (PMP) eCommerce Website

The Regional Transportation District (RTD) is issuing a Request for Information (RFI) to gather industry insight that that will assist in the development of a forthcoming Request for Proposals (RFP) for a branded online promotional merchandise store. Through this RFI, RTD seeks to better understand the most effective and sustainable procurement and operational structures for a hosted, full-service e-commerce platform serving both public customers and internal staff. Specifically, RTD is requesting information that will help define an appropriate Scope of Work, identify best practices in vendor-managed fulfillment models, and clarify the optimal allocation of responsibilities between the agency and the selected contractor.

In addition, RTD is seeking market intelligence regarding technology infrastructure, cybersecurity standards, accessibility compliance, and system integration capabilities necessary to support a secure and scalable online store environment. The RFI also aims to gather information on pricing models and long-term cost controls, including strategies for multi-year price guarantees, escalation management, and transparency in a volatile supply chain and materials market. This information will allow RTD to structure a competitive RFP that promotes fiscal responsibility, minimizes risk, and ensures a reliable and modern online retail experience aligned with public agency procurement standards.

Background

In previous solicitations for promotional merchandise and related services, RTD encountered challenges that limited competition and reduced the overall effectiveness of the procurement process. Prior scopes of work were at times overly prescriptive or technical, which may have constrained vendor creativity and discouraged participation from qualified firms offering scalable, modern e-commerce solutions. In some cases, requirements were structured around specific operational assumptions rather than performance outcomes, making it difficult to evaluate alternative service models.

RTD also experienced challenges related to long-term pricing structures in a market characterized by material cost volatility, supply chain disruption, and fluctuating freight rates. Multi-year agreements did not always sufficiently account for escalation controls, price transparency mechanisms, or defined pricing hold periods, creating uncertainty for both the agency and vendors. As a result, RTD is seeking input from the marketplace to better understand how to structure future solicitations to balance fiscal predictability with market realities, encourage broader competition, and establish sustainable pricing protections over the life of a contract.

Project Details

• Reference ID: RFI 926DA013
• Department: Communications-Marketing
• Department Head: Steven Brier (Senior Manager, Marketing)

Important Dates

• Questions Due: 2026-05-14T16:00:00.000Z
• Answers Posted By: 2026-05-21T20:00:00.000Z
• Pre-Proposal Meeting: 2026-05-07T16:00:00.000Z — <Add Teams Link Here>

Evaluation Criteria

• RFI Schedule —

  RFI advertised.:	April 29, 2026
  Project Overview to take place remotely via Microsoft Teams. Open to all Respondents. (Non-Mandatory):	May 7, 2026, 10:00am
  Inquiry Period. Questions due by via RTD’s online procurement portal, OpenGov.:	May 14, 2026, 10:00am
  Answers to Questions to be sent to potential offerors via RTD’s online procurement portal, OpenGov.:	May 21, 2026, 2:00pm
  RFI Submittals Due to RTD, via RTD’s online procurement portal, OpenGov:	May 28, 2026, 12:00pm

• Requested Information —

  Response Instructions:

  Please note that all responses may become public records subject to inspection by the public at any time after the RFI Submittal due date in accordance with "Confidentiality" under "Legal Notice to Respondents.

  Please submit your responses to this RFI via Open Gov before the due date identified in Request for Information. When submitting information, please keep primary response to 25 pages.

  Please note that this Request for Information (RFI) is for informational purposes only, and no contract will be awarded as a result. A firm or organization’s response to the RFI⁠—or lack thereof—will have no impact on the evaluation of responses to any subsequent Request for Proposals (RFP) released. Responses will be used solely for information and planning purposes.

  Physical (paper) copies of RFI responses are Not Allowed.

  If you have any questions about this RFI, please submit them via OpenGov before the Inquiry Date ends.

   

  Information Requested: 

  RTD requests information describing how companies currently meet the following requirements when delivering comparable services. Respondents should also identify any known limitations, challenges, or concerns associated with each option. RTD seeks to understand current industry practices, innovative approaches, and potential barriers to implementation.

  Please see section 6 for the questions RTD is posing to the vendor community.

• General Information —

  The Regional Transportation District (RTD) is a political subdivision of the State of Colorado responsible for developing, maintaining, and operating a mass transit system for the benefit of its service area. The RTD service area encompasses portions of the eight-county region including the City and County of Broomfield, the City and County of Denver, the Counties of Adams, Arapahoe, Boulder, Douglas, Jefferson, and Weld.

  The Regional Transportation District (RTD) is issuing a Request for Information (RFI) to gather industry insight that that will assist in the development of a forthcoming Request for Proposals (RFP) for a branded online promotional merchandise store. Through this RFI, RTD seeks to better understand the most effective and sustainable procurement and operational structures for a hosted, full-service e-commerce platform serving both public customers and internal staff. Specifically, RTD is requesting information that will help define an appropriate Scope of Work, identify best practices in vendor-managed fulfillment models, and clarify the optimal allocation of responsibilities between the agency and the selected contractor.

  In addition, RTD is seeking market intelligence regarding technology infrastructure, cybersecurity standards, accessibility compliance, and system integration capabilities necessary to support a secure and scalable online store environment. The RFI also aims to gather information on pricing models and long-term cost controls, including strategies for multi-year price guarantees, escalation management, and transparency in a volatile supply chain and materials market. This information will allow RTD to structure a competitive RFP that promotes fiscal responsibility, minimizes risk, and ensures a reliable and modern online retail experience aligned with public agency procurement standards.

  The same information will be gathered from different vendors and may be used in the formulation of a future Request for Qualifications (RFQ) and / or Request for Proposals (RFP). Pricing data should not be included in your response. No contract will be awarded as a result of this RFI.

  RTD invites vendors capable of carrying out the services included herein with this RFI to provide information regarding the services that meet the needs of RTD as described above and in the Request for Information. The outcome of this RFI would be an RFP for the services described above and in the Request for Information.

  1. Addenda to RFI
     In the event that it becomes necessary to revise any part of this RFI, or if additional information is necessary to enable potential respondents to make an adequate interpretation of the provisions of this RFI, an addendum to the RFI will be provided to each recipient of this RFI.
  2. Pre-Submittal Meeting(s)
     RTD will host the Project Overview to be held remotely at the link provided above on Thursday, May 7, 2026 (10:00 am). The Project Overview will be an opportunity for Respondents to ask questions about the project and the Request for Information.
  3. Inquiries
     Questions about this RFI shall be submitted to Purchasing Agent, Jill Pruett, due by 10:00 am on Thursday, May 14, 2026, via RTD’s online procurement portal, OpenGov.
  4. Post Submittal Meeting(s)
     

     Following the RFI Submittal due date, RTD may hold individual 1-on-1 meetings with Respondents if a Respondent requests. During the 1-on-1 meetings, Respondents may ask additional questions about the project and provide additional information regarding the Respondent’s RFI Submittal. One (1) hour will be allotted for each 1-on-1 meeting and the meetings will be held remotely. Scheduling of 1- on-1 meetings will be based on mutual availability.

     From the issuance date of this RFI, Jill Pruett, Procurement Specialist I, is the sole point of contact for RTD and RTD’s project team members concerning this RFI.

     Respondents’ questions must be submitted in writing via RTD’s online procurement portal, OpenGov. All requests for clarifications must be made during the Inquiry Period. RTD has no obligation to respond to questions or requests for clarifications that are not submitted in writing and/or submitted outside of the Inquiry Period. Except as provided below, RTD’s responses to all inquiries properly submitted will be answered in the form of an addendum that will be provided to all recipients of this RFI via RTD’s online procurement portal, OpenGov.

Submission Requirements

• SECTION 1 Respondent Information
• Company name (required)
• Headquarters address (required)
• Contact name, telephone, and e-mail address (required)
• Company website URL (required)
• Company and Experience: —

  The Regional Transportation District (RTD) is issuing a Request for Information (RFI) to gather industry insight that that will assist in the development of a forthcoming Request for Proposals (RFP) for a branded online promotional merchandise store. Through this RFI, RTD seeks to better understand the most effective and sustainable procurement and operational structures for a hosted, full-service e-commerce platform serving both public customers and internal staff. Specifically, RTD is requesting information that will help define an appropriate Scope of Work, identify best practices in vendor-managed fulfillment models, and clarify the optimal allocation of responsibilities between the agency and the selected contractor.

  In addition, RTD is seeking market intelligence regarding technology infrastructure, cybersecurity standards, accessibility compliance, and system integration capabilities necessary to support a secure and scalable online store environment. The RFI also aims to gather information on pricing models and long-term cost controls, including strategies for multi-year price guarantees, escalation management, and transparency in a volatile supply chain and materials market. This information will allow RTD to structure a competitive RFP that promotes fiscal responsibility, minimizes risk, and ensures a reliable and modern online retail experience aligned with public agency procurement standards.

• Please describe industry standards and common practices for organizations that operate comparable online store programs. If available, please provide examples of typical scopes of work, contract structures, and/or publicly available references or website links that illustrate common industry approaches to comparable online store programs. (required)
• For RTD's better understanding, please identify industry norms for supporting dual audiences, such as public retail customers and internal staff purchasers (using purchase cards and/or budget codes). Describe standard practices for differentiated workflows, access models, and purchasing processes. (required)
• Platform & Technology:
• With the background provided from RTD regarding the online store concept, please describe industry‑standard e‑commerce platform models (e.g., hosted, SaaS, custom‑built) and indicate how they may, or may not, apply to the solution RTD is aiming for. (required)
• RTD's IT has PCI Compliance standards; what is the best practice for a customer when specifying PCI compliance items to help ensure 'protection' without overreaching? Is RTD liable for PCI compliance issues when the platform is operated by a third-party? (required)
• RTD is a public agency, utilizing an ERP system (currently Oracle), what are industry standard integrations from hosted online stores to ERP systems, accounting software or other financial systems large companies may employ? (required)
• What are industry standards for website security, hosting environments and uptime guarantees? (required)
• With regard to website design, please explain the pros and cons between turnkey formats versus customized branding for the online store. (required)
• Product Sourcing & Customization:
• What are industry norms surrounding sourcing and supplier/manufacturer relationships? Are there pros and cons to different arrangements, please explain the pros and cons. (required)
• How do vendors typically source sustainable and/or local products? What are the benefits and detractions for each category listed in the previous question? (required)
• Are there standard practices for adding products to a store? What are the industry norms for a customer to approve new items being placed on the store? How do vendors help customers (such as RTD) ensure brand compliance on their store? (required)
• Please explain the industry standards surrounding minimum order quantities and how these are determined. Please explain what print-on-demand is and advise RTD on the benefits and shortfalls of this approach to selling merchandise online. How does the industry approach seasonal items? What seasons are recognized in the industry? Of what importance might seasonal merchandise be to an entity such as RTD? (required)
• How does the industry typically approach merchandise quality assurance? (required)
• Fulfillment & Logistics:
• Please describe the industry standard fulfillment models associated with online stores (inventory‑held, POD, drop‑ship, hybrid). Please provide brief pros and cons for each model. (required)
• What are industry standards regarding order processing and shipping? What are typical timelines? (required)
• Please outline the common practices addressing returns, exchanges and damaged goods. (required)
• What is industry standard practices for customer notification and tracking of purchased items? (required)
• Inventory & Order Management:
• Please outline industry standard practices for inventory management. How is inventory replenishment typically addressed? (required)
• What are standard reporting tools utilized to track inventory levels, back orders and discontinued items? (required)
• RTD is aware there is risk associated with holding inventory. What are some standard practices to address the risk involved with holding inventory? (required)
• Please describe the standard methods for mitigating overselling or stockouts. (required)
• Reporting & Analytics:
• Please outline standard reporting capabilities for an online store. (e.g., SKU, category, customer type). Please describe industry capabilities or examples of customizable reporting. (required)
• What is the standard for the frequency of reporting availability? (required)
• Please explain if standard reporting is capable of distinguishing between internal and external sales and how that might be reported. (required)
• What are the industry norms for reporting dashboards and real-time analytics? (required)
• Customer Service & Support:
• What are common customer support models (hours, channels such as phone/email/chat)? (required)
• Is there a standard for differentiating internal customers from external customers? (required)
• What is industry standard Service Level Agreements for customer support in terms of response and resolution times? (required)
• Pricing & Contract Terms:
• Please explain common pricing models (markup, revenue‑share, fees, hybrid). Outline the pros and cons of these as it applies. (required)
• What are typical fees for online platform setup and maintenance? What are typical transaction fees associated with online stores? (required)
• What are the industry norms for ensuring pricing transparency to RTD? (required)
• Please outline industry norms for standard contract terms, renewal structures, and termination clauses. (required)
• Sustainability & Compliance:
• What are common industry practices for compliance with public-sector procurement requirements? (required)
• Please describe standard sustainability initiatives for products, packaging and vendor operations. (required)
• What are industry standards surrounding labor standards and ethical sourcing of items? (required)
• Innovation & Value-Added Services:
• Please describe standard value-added services such as marketing support or launch assistance. (required)
• What are standard capabilities to achieve RTD milestone campaigns of limited time offers? (required)
• Please describe standard practices for product line expansions. Please address how the industry typically handles high customer volumes. (required)
• Supporting Documentation —

  Respondents may provide supporting documentation with their RFI Submittals, such as marketing brochures, product fact sheets, technical documentation, etc.

• Open Records Copy of Response —

  Submit your Open Records Copy per the instructions in this solicitation.

• Additional Information —

  Please provide RTD any additional insight you find important that we have not asked.