2024-RM1-21 - Addendum 3.pdf

MIAMI DADE COLLEGE

PURCHASING DEPARTMENT

11011 S.W. 104 STREET

MIAMI, FL 33176

June 14, 2024

ADDENDUM #3

NOTICE TO BIDDERS:

Request for Proposal (RFP) 2024-RM1-21

Events Ticketing and Management Services for Miami Dade College

I. The following are answers to questions from prospective proposers.

MIAMI FILM FESTIVAL

1. Q. For the Miami Film Festival, what is the quantity of tickets needing mailed?

A. Miami Film Festival does not mail tickets. All ticket purchases are done digitally.

2. Q. In regards to staffing the Miami Film Festival (MFF), will you have any volunteers or staff available to scan or sell tickets? Are you relying fully on the vendor to provide all staffing for the on-site box offices? Please explain in detail what your needs are for on-site support from our team.

A. We exclusively use MFF-hired ticketing staff to sell onsite at all venues, scan tickets and troubleshoot ticketing/scanning issues - we use between 8 and 10 staff members over a period of 10 days between 6 and 12 hours per day depending on the day. Additionally, we require a dedicated account manager to build our events, manage update requests, manage onsite staff, and serve as the main point of contact for issues and settlement questions.

3. Q. Are you planning to use your current payment processor? If so, who is your processor?

A. We are open to using whatever processor is most compatible with our ticketing company.

4. Q. Please provide a three year history (or more) of ticket sales (single tickets, memberships, packages, etc.) by by sales channel (box office, online, telephone, etc.).

A. 70%+ of our tickets are pre-purchased online and the rest is onsite with ticketing reps. For the online, we require a series of promo codes and accounts for our 200+ members and community partners.

RFP-2024-RM1-21

Addendum No. 3

5. Q. Please provide a three-year history of the cost per ticket per each price code (adult, student, senior, military, etc.) with the quantity of tickets sold for each price code.

A. Our prices vary, but the general amounts and quantities are below:

Adult $13-$16 – 50% of tickets sold Student/Senior/Military - $12-$15 – 20% of tickets sold Special screenings - $10-$20 – 20% of tickets sold Parties - $25-$100 – 10% of tickets sold

It’s important to note that we reserve the right to update pricing and we need the account manager to update accordingly – for example, if an event is not selling well and we need a series of promo codes to reduce pricing in order to better promote the event.

LIVE ARTS MIAMI

6. Q. As it relates to the Live Arts Miami, what is the quantity of tickets needing mailed?

A. Live Arts Miami does not require tickets to be physically mailed or printed.

7. Q. In regard to staffing for the Live Arts Miami, will you have any volunteers or staff available to scan or sell tickets? Are you relying fully on the vendor to provide all staffing for the on-site box offices? Please explain in detail what your needs are for on-site support from our team.

A. Live Arts Miami hires its own on-site staff to staff box office operations at events.

It also builds the ticketing for each event with in-house staff.

8. Q. Are you planning to use your current payment processor? If so, who is your processor?

A. We are open to using whatever processor is most compatible with our ticketing company.

9. Q. As it relates to the Live Arts Miami, please provide a three-year history (or more) of ticket sales (single tickets, memberships, packages, etc.) by sales channel (box office, online, telephone, etc.).

A. The majority of Live Arts Miami sales occur online (85%+) with the remainder of sales happening onsite at the event, which are also processed digitally.

Attached to this Addendum are reports as to historical sales for all events.

10. Q. Please provide a three-year history of the cost per ticket per each price code (adult, A. The average ticket price for Live Arts Miami events is $35 and about 95% of that ticketing currently is a single tier, general admission price. MDC students receive free tickets to all performances and are eligible for scholarships to training opportunities. Discounts of 15-50% are also offered for MDC Faculty/Staff and together with student tickets make up between 5-10% of total sales. Periodic promotional discounts are offered to general audiences through tracked codes to boost sales as needed, and generally vary between 15 -50% off the published price.

MUSEUM OF ART AND DESIGN (MOAD)

11. Q. In regard to staffing, will you have any volunteers or staff available to scan or sell tickets? Are you relying fully on the vendor to provide all staffing for the on-site box offices? Please explain in detail what your needs are for on-site support from our team.

A. We will have staff to scan or sell tickets.

12. Q. Are you planning to use your current payment processor? If so, who is your processor?

A. We have been encouraged to be a cashless operation. Currently we use an online ticketing platform.

13. Q. Please provide a three-year history (or more) of ticket sales (single tickets, memberships, packages, etc.) by sales channel (box office, online, telephone, etc.).

A. Please see documentation attached.

14. Q. Please provide a three-year history of the cost per ticket per each price code (adult, A. Please see documentation attached.

MIAMI BOOK FAIR

15. Q. For the Miami Book Fair, what quantity of tickets must be mailed?

A. Miami Book Fair does not mail tickets. All tickets are sold either digitally or onsite. The ticketing company compiles and builds the ticketed events online, manages requests such as discount codes, manages onsite staff, and serves as the main point of contact for issues and settlement/payment questions and refunds.

16. Q. Regarding staffing, will you have any volunteers or staff available to scan or sell

A. Miami Book Fair uses a ticketing company to provide staff to sell tickets onsite and scan tickets in the Evenings With author session venues from Opening Sunday until Friday (6 days with an estimated 3 venues per day). Ticketing is primarily sold online prior to the event. If events do not sell out, then the ticketing company will do both, scanning and selling tickets onsite outside the venue.

Depending on ticket sales, they provide from 4-10 staff members per Evenings With event if at multiple locations (within the MDC Wolfson Campus, i.e., Auditorium, and Rm. 3210).

17. Q. Are you planning to use your current payment processor? If so, who is your processor?

A. We are looking for processors compatible with our ticketing company.

18. Q. Please provide a three-year history (or more) of ticket sales (single tickets, A. 80%+ of our tickets are pre-purchased online for Evenings With Author Series for each session.

For the Street Fair, 80%+ is purchased onsite through the company. Additionally, ticketing company is given access to our VIP and Will Call lists of complimentary tickets at each of the entrances onsite.

19. Q. Please provide a three-year history of the cost per ticket per each price code (adult, A. Our prices vary.

Adult $10 74% of Sales Students – Free 12 and Under – Free Senior - $5 18% of Sales Teens - $5 6% of Sales Multiday Adult $15 2% of Sales Multiday Senior $8 1% of Sales Friends Membership vary from $100 - $5,000 Exhibitors vary from $525 - $750 per booth Evenings With (Prices vary as it includes the author’s book which fluctuates in price)

34% of Sales were Online for the Street Fair while $65.9% was onsite.

KOUBEK CENTER

20. Q. Regarding staffing, will you have any volunteers or staff available to scan or sell

A. The vendor would ideally provide staff to sell and scan tickets and Koubek will provide staff to work front of house like ushers and front of house manager.

21. Q. Are you planning to use your current payment processor? If so, who is your processor?

A. Yes. Miami Dade College.

22. Q. Please provide a three-year history (or more) of ticket sales (single tickets, A. Please see attached. All our ticket sales are single tickets as we don’t have membership or packages. Our current sales channel is an online platform. We don’t sell tickets over the phone but only through this sales channel.

23. Q. Please provide a three-year history of the cost per ticket per each price code (adult, A. Please see attached for the base price (payout amount) and the ticket price with ticketing fees (guest payment amount).

24. Q. Can the college provide more specification on the amount of thermal printer and barcode scanners hardware that is required at all times during the year?

A. We need a couple thermal printers with generic stock throughout the year for emergency event voucher printing.

We required about 15 scanners for our October Festival and about 30 scanners for our April festival (Miami Film Festival).

Unless we collectively move to a printed ticket scenario, we don’t need printers or scanners considering the way we currently operate (Live Arts Miami).

25. Q. Can we get more details on the required amount of hardware for each event/venue and the timing of those needs? The RFP lays out the amount of hardware required in the month of March tied to the Miami Film Festival as an example of what we are looking to understand better.

A. Per venue, we need 1-2 scanners per room – on week of the festival in October/November and 10 days of the Festival in April. Since ticketing company staff are the only ones who handle the hardware, no additional (training) time is needed. Venues vary year to year. (Miami Film Festival)

If we were working with a system that required scanners, we would generally need 2-4 scanners, depending on the venue. (Live Arts Miami)

26 Q. Can the college provide more specifications on the time frame for virtual call center hours of operation and on-site box office support for every event and venue?

A. Both Fall and Spring Festival:

Weekdays – 5pm – 10:30pm Weekends – 10am – 11pm Current staffing needs vary by venue, but up to 20 people during the spring festival and around 10 during the fall festival. (Miami Film Festival) With the current operational ticket structure used by Live Arts Miami, on-site box office support and staffing is not needed. (Live Arts Miami)

Addendum No. 3

II. The attached documents are hereby uploaded to BidNet separately and must be downloaded independent of this Addendum.

Excel File on Koubek Center Ticket Sales

2019-22 MOAD Ticket History

LAM Export Sales

III. Ticket Sales History for the Miami Book Fair and Miami Film Festival will be released via Addendum No. 4.

ADDENDUM SHALL BE CONSIDERED PART OF THE ORIGINAL RFP 2024-RM1-21

DOCUMENT AND IS HEREBY INCORPORATED INTEGRALLY THEREWITH. WHERE

PROVISIONS OF THE FOLLOWING SUPPLEMENTARY DATA DIFFERS FROM THE

ORIGINAL RFP DOCUMENT, THIS ADDENDUM SHALL GOVERN AND TAKE

PRECEDENCE.

PROSPECTIVE PROPOSER ARE HEREBY NOTIFIED THAT THEY SHALL MAKE ANY

NECESSARY ADJUSTMENTS IN THEIR ESTIMATES AS A RESULT OF THIS RFP

ADDENDUM.

PROSPECTIVE PROPOSERS ARE TO ACKNOWLEDGE RECEIPT OF THIS

ADDENDUM ON THIS FORM BY INCLUDING IT IN THEIR RESPONSE TO THIS RFP.

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