24109 FLC Concert Hall Ticketing Serive.pdf

REQUEST FOR PROPOSAL

FLC RFP 24109

Concert Hall Ticketing Service

Due Date: March 28, 2024

02:00pm Mountain Standard Time

Contents

I. PURPOSE OF THE REQUEST FOR PROPOSAL

A. Statement of Need

B. Institutional Background

II. FLC CONTACT INFORMATION

III. PROPOSAL SUBMISSION

A. Due Date

B. Schedule

C. Proposal Submission

1. Executive Summary

2. Company Overview

3. Project Team Staffing

4. Scope, Approach, and Methodology

5. Pricing

6. Acceptance Period

7. Fort Lewis College Contract and Special Provisions

8. References

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.

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.

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 RFP Available to Vendors

March 12, 2024 Question Period Closes 4:00 PM (MDT)

March 15, 2024 Final Adenda Issued

March 28, 2024 Due Date for Proposals 2:00 PM (MDT)

March 28-April 5, 2024 Evaluation Period

April 15-April 19, 2024 Presentations

April 26, 2024 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

Vendor’s proposals shall be submitted in several parts as set forth below. The Vendor will confine its submission to those matters sufficient to define its proposal and to provide an adequate basis for Fort Lewis College’s evaluation of the Vendor’s proposal.

Vendor’s proposals in response to this RFP may be incorporated into the final agreement between Fort

Lewis College and the selected Vendor(s). The submitted proposals are suggested to include each of the following sections:

1. Executive Summary

2. Company Overview

3. Project Team Staffing

4. Scope, Approach, and Methodology

5. Proposed Schedule

6. Pricing

7. Acceptance Period

8. Fort Lewis College State Contract and Special Provisions

9. References

The detailed requirements for each of the above-mentioned sections are outlined below.

1. Executive Summary

This section will present a high-level synopsis of the Vendor’s responses to the RFP. The Executive

Summary should be a brief overview of the engagement and should identify the main features and benefits of the proposed products and services.

2. Company Overview

Provide the following for your company:

• Official registered name (Corporate, D.B.A., Partnership, etc.), Dun & Bradstreet Number, Primary and Secondary SIC numbers

• Address

• Main telephone number

• Toll-free numbers

• Facsimile

• Website URLs

• Key contact name, title, address (if different from above address), direct telephone and fax numbers

• Person authorized to contractually bind the organization for any proposal against this RFP

• Brief history, including year established and number of years your company has been offering

CRM and or Finance solutions

3. Project Team Staffing

Include biographies and relevant experience of key staff and management personnel. Describe the qualifications and relevant experience of the types of staff that would be assigned to this project by providing biographies for those staff members. Some project staff members will have access to sensitive donor information; describe how your company qualifies employees to work with sensitive donor information.

4. Scope, Approach, and Methodology

This section should include a description of each major type of work being requested of the Vendor.

Information provided in this section may be held in strict confidence if requested.

5. Proposed Schedule

In this section provide the schedule for the various parts of the engagement. Including a transition plan that maintains continutiy of operations.

6. Pricing

In this section provide pricing for the three projects separately.

7. Acceptance Period

Identify the criteria and vendor expectations which would be used to evaluate a successful implementation and product acceptance. Identify a typical timeframe for product acceptance and final payment.

8. Fort Lewis College Contract and Special Provisions

A Fort Lewis College Contract, meeting the requirements of the Colorado Office of the State Controller policies and laws of Colorado, will be required. The contract must be reviewed and signed by the

Colorado Attorney General and Representatives of Fort Lewis College. A model contract can be viewed at:

http://www.fortlewis.edu/SampleFLCContract http://www.colorado.gov/dpa/dfp/sco/contracts.htm

In this section, specifically acknowledge the use of a Fort Lewis College Contract and Special Provisions as first in the order of contract precedence. Provide any additional contract language, addendums, or agreements you would require. The Fort Lewis College Contract and Special Provisions document are non-negotiable. Please note: Fort Lewis College fiscal rules prohibit Fort Lewis College from indemnifying any company, and all contracts must use Colorado as the choice of law.

Any RFP responses which do not comply with this section will be rejected.

http://www.fortlewis.edu/SampleFLCContract http://www.colorado.gov/dpa/dfp/sco/contracts.htm

9. References

Provide a minimum of three (3) Higher Education references. Identify the reference institution, contact, and applicable product(s) and services utilized by the institution.