Concert Hall Ticketing Services
| Agency: | Fort Lewis College |
|---|---|
| State: | Colorado |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17151616073572121 |
| Posted Date: | Mar 4, 2024 |
| Due Date: | Mar 28, 2024 |
| Source: | Members Only |
Request for Proposals - Concert Hall Ticketing Services
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REQUEST FOR PROPOSAL
FLC RFP 24109
Concert Hall Ticketing Service
Due Date: March 28, 2024
02:00pm Mountain Standard Time
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Contents
I. PURPOSE OF THE REQUEST FOR PROPOSAL......................................................................................... 3
A. Statement of Need............................................................................................................................ 3
B. Institutional Background................................................................................................................... 3
II. FLC CONTACT INFORMATION ............................................................................................................... 4
III. PROPOSAL SUBMISSION ................................................................................................................... 5
A. Due Date ........................................................................................................................................... 5
B. Schedule............................................................................................................................................ 5
C. Proposal Submission ......................................................................................................................... 5
1. Executive Summary....................................................................................................................... 6
2. Company Overview ....................................................................................................................... 6
3. Project Team Staffing.................................................................................................................... 7
4. Scope, Approach, and Methodology............................................................................................. 7
5. Pricing............................................................................................................................................ 7
6. Acceptance Period ........................................................................................................................ 7
7. Fort Lewis College Contract and Special Provisions...................................................................... 7
8. References .................................................................................................................................... 8
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I. PURPOSE OF THE REQUEST FOR PROPOSAL
A. Statement of Need
Fort Lewis College is seeking proposals from qualified firms that provide ticketing management
systems. Fort Lewis College is seeing to work with a company for a minimum of three years with
the option of two single year renewals.
B. Institutional Background
Fort Lewis College is located in Durango, Colorado. The College is committed to accessible and
high-quality baccalaureate education, and our hallmarks are remarkably close relationships
between students and faculty, the freedom of intellectual exploration, and the challenge of
experiential learning all while keeping students at the center. Our roughly 3,300 students come
from 47 states, 13 countries, and 173 American Indian tribes and Alaskan Native villages. With
its rich cultural heritage, Fort Lewis College is a great place to learn and work. Fort Lewis College
is a member of the Council of Public Liberal Arts Colleges and is accredited by the Higher
Learning Commission of North Central Associations of College and Schools.
C. Goals / Scope of Work
1. MINIMUM SPECIFICTAIONS:
A. Proposed pricing structure needs to be most advantageous for Fort Lewis College with no
yearly escalation.
B. Vendor will provide an online and mobile system to manage several different ticket seating
and sales options while preventing fraud and unauthorized ticket resale.
a. System will need to be able to sell the following: individual/grouped tickets, gift
certificates, subscriptions, packages, donations, memberships, merchandise and other
add-ons.
i. Gift Certificates need to be able to be redeemed online
b. System will need to be able to manage pre-sales, fan club sales and other groups sales.
c. System needs to provide multiple discount codes for customers to apply across a
variety of events and/or price levels.
C. Vendor will need to provide equipment to print tickets as well as scan mobile and or physical
tickets for events.
D. Vendor software needs to have TouchNet compatibility for merchant account.
E. System needs to have accurate and easy to edit accounting reports, box office reports, and
automated sales reports.
F. Vendor would need to provide onsite training as needed for all new systems as well as
provide live phone technical support for any issues
G. System should have third party integration including Constant Contact and other e-newsletter
platforms, media, social media outlets, and Community Concert Hall website.
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H. Customer Management – System should be flexible and robust.
a. System should have the ability to quickly manage: customers, order history,
customer marketing preferences.
b. System needs to have the ability to remove duplicate and deceased customers.
c. System needs to have a sensible method for de-duplicating customers and multiple
customer accounts.
d. System should automatically consolidate multiple accounts that may have been
created using the same email address.
I. Marketing/CRM
a. System must be able to provide segmented customer lists.
b. System must be able to provide reports of attendees that can also display who has
opted into receiving marketing materials and communications.
2. PREFERRED SPECIFICATIONS:
A. Fort Lewis College woud like to be able to import all existing customer information into the
new system.
B. Fort Lewis College woud like to be able to control the amount of ticket types sold per order
per show.
C. Fort Lewis College woud like to be able to undo order modifications.
II. FLC CONTACT INFORMATION
Question deadline is March 12, 2024 at 4:00pm. Any questions regarding the RFP should be addressed
to: submitted via bidnetdirect.com/Colorado.
All questions and answers become public information and will be posted on bidnetdirect.com/Colorado
for all vendor access.
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III. PROPOSAL SUBMISSION
A. Due Date
All material must be electronically submitted via bidnetdirect.com/colorado no later than Due Date:
2:00pm (MDT) March 28, 2024.
B. Schedule
The following is an estimate of the project timeline:
February 28, 2024
March 12, 2024
March 15, 2024
March 28, 2024
March 28-April 5, 2024
April 15-April 19, 2024
April 26, 2024
RFP Available to Vendors
Question Period Closes 4:00 PM (MDT)
Final Adenda Issued
Due Date for Proposals 2:00 PM (MDT)
Evaluation Period
Presentations
Anticipated Notification of Intent to Award
C. Proposal Submission
All Proposals must be submitted in electronic format.
Award of the contract resulting from this RFP will be based upon the responsive vendor whose offer will
be the most advantageous to Fort Lewis College in terms of:
• Conformance to RFP format and process
• Cost
• Services and timeline proposed
• References
• Vendor stability
Fort Lewis College reserves the right to:
• Reject any or all offers and discontinue the RFP process without obligation or liability to any
potential vendor
• Accept other than the lowest priced offer
• Award a contract on the basis of initial offers received, without discussions or requests for best
and final offers
• Negotiate a best and final offer after the award
• Award more than one contract or vendor
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