Add #2 to RFP 25-CTR-03 Athletic Ticketing.pdf

Eastern Washington University

Addendum #2

Hosted Athletic Ticketing Software System

REQUEST FOR PROPOSALS

RFP #25-CTR-03

January 10, 2025

The following questions were received during the Question and Answer period of this RFP.

Below are the answers to the questions.

1. Is the RFP and the Hosted Ticketing System exclusive to Athletics, or will other departments on campus desire access to the technology? If other departments are interested (Fine Arts, Performing Arts, Student Activities, etc.), can you provide sales projections for each department? *Individual agreements may be negotiated by the department.

At this time, this RFP is only for athletics.

2. Can you please identify the Athletic Events and Auxiliary Events where the ticketing platform will be utilized - ie; Football, Volleyball, Basketball, etc.

Football, Men’s Basketball, Women’s Basketball, and Volleyball at this time. Football includes both tickets and tailgate spots. Donation requirements are also included for football season ticket renewals.

We have done soccer before and provided a women’s sports in the past, but don’t anticipate having that in the future.

3. Can you please provide a ticket sales and revenue breakdown by category/sport? -

Individual Game Sales, Season Ticket Packages, etc.

Separate document attached outlines this

4. Are there any required or desired integrations that EWU would like to accompany the ticketing platform technology?

Must be able to integrate with donation requirements with the purchase of season tickets and have donations go to separate bank account. Must be able to have flexibility to design specific packages as needed.

5. Does EWU have a required payment processor (Touchnet, Transact, Stripe, CardConnect, etc.)?

Do not, although the university utilizes Touchnet

6. Does EWU have required access or payment processor terminal requirements? SkiData, Clover, Shift 4, iOS Smart Phones, etc.?

Needs to be P2PE compliant. Additional information on this can be found in the RFP.

7. Budget Information: What is the anticipated budget range for this project, including software, hardware, and implementation costs?

We’d like to hear what your proposal would be.

8. Existing System and Transition: What is the current ticketing system in place, and are there specific challenges or limitations that the new system should address?

Paciolan is current vendor. This is an extensive scope of project so there’s not a specific challenge that needs to be addressed.

9. Development Approach: Do you prefer a system that is built entirely from scratch, or are you open to extending and customizing an existing ticketing platform?

Depends on functionality and being able to provide everything as requested in the RFP.

Don’t have a preference.

10. User and Event Volume: What is the expected volume of users, events, and ticket transactions per year that the system needs to support?

See separate attachement for ticketing breakdown.

11. Implementation Timeline: Are there specific milestones or deadlines for transitioning to the new system before the proposed July 1, 2025 start date?

We need to be fully on board including data merge by July 1, 2025

12. Preferred Pricing Model: Does EWU have a preference for the pricing model (e.g., subscription-based, one-time license fee, revenue-sharing)?

We would lean towards a one-time fee or a model that is easy to project costs.

13. Evaluation Criteria: Beyond the scoring weights listed in the RFP, are there specific features or functionalities that are considered particularly critical to the evaluation process?

Nothing in addition to what is on the RFP.

14. Can you clarify the preferred method and format to submit the proposal response?

Proposal can be emailed to Cody Ross (cross19@ewu.edu)

Specific questions are defined below:

1. Should the intro/executive summary, scope, and references outlined under the "Preferred proposal format" be provided as part of section 2 (Technical Proposal) as outlined on Page 9?

Please provide the information as part of the Management Proposal as outlined in Section 3.3.

Yes, it can be provided as part of section 2. As long as it’s clearly defined.

2. References - the Preferred proposal format on page 2 lists the request for references twice, in addition to the request for references on page 17 (Section 6).

Please clarify where references should be provided.

Please provide the references as a part of the Management Proposal as outlined on Page 17.

3. Do the signatories of the cover submittal letter, Certifications and Assurances form and WIPHE Participation need to be the same person, or can they be different individuals (all of whom are authorized to bind the proposal)?

mailto:cross19@ewu.edu

So long as the signatories are authorized to bind the Contractor, different signatories can sign the different submission documents.

Cody Ross Technology and Public Works Contract Administrator

Sport Total Tickets Sold Total Revenue Season Tickets Sold Season Ticket Revenue Number of Games Football 38,267 $822,775.16 14,302 $321,765.74 6 Men's Basketball 18,211 $137,198.04 8,311 $69,316.43 12 Women's Basketball 10,428 $32,903.04 5,156 $5,362.04 15 Volleyball 3,425 $10,503.00 423 $1,035.00 9

FB24 Game #1 Game #2 Game #3 Game #4 Game #5 Game #6 Tailgate #1 Tailgate #2 Tailgate #3 Tailgate #4 Tailgate #5 Tailgate #6 Grand Total Total Tickets 4,891 4,460 8,317 7,479 6,300 4,857 301 317 357 347 334 307 38,267 Total Sales $62,210.72 $65,105.78 $183,494.28 $121,649.08 $129,436.76 $54,168.54 $114,045.42 $14,975.42 $21,915.42 $21,345.42 $19,665.42 $14,762.90 $822,775.16 Season Tickets 2,237 2,123 1,948 2,060 2,003 2,143 298 298 298 298 298 298 14,302 Season Ticket Revenue $41,687.00 $40,268.52 $38,172.02 $39,569.50 $39,014.00 $40,704.70 $13,725.42 $13,725.42 $13,725.42 $13,725.42 $13,725.42 $13,722.90 $321,765.74

VB24 Game #1 Game #2 Game #3 Game #4 Game #5 Game #6 Game #7 Game #8 Game #9 Grand Total Total Tickets 674 378 239 465 157 245 284 368 615 3,425 Total Sales $2,870.96 $1,378.96 $440.96 $1,293.96 $348.96 $842.96 $844.96 $1,446.96 $1,034.32 $10,503.00 Season Tickets 47 47 47 47 47 47 47 47 47 423 Season Ticket Revenue $114.96 $114.96 $114.96 $114.96 $114.96 $114.96 $114.96 $114.96 $115.32 $1,035.00

WB24 Game #1 Game #2 Game #3 Game #4 Game #5 Game #6 Game #7 Game #8 Game #9 Game #10 Game #11 Game #12 Game #13 Game #14 Game #15 Grand Total Total Tickets 364 582 1,362 728 527 445 390 732 561 818 553 966 757 803 840 10,428 Total Sales $346.56 $1,233.56 $9,266.56 $1,275.24 $1,059.91 $659.23 $404.23 $2,663.91 $1,018.89 $2,638.57 $561.89 $3,955.57 $2,160.89 $2,991.49 $2,666.54 $32,903.04 Season Tickets 338 338 338 338 339 339 339 339 342 350 350 350 352 352 352 5,156 Season Ticket Revenue $346.56 $346.56 $346.56 $346.56 $353.23 $353.23 $353.23 $353.23 $365.89 $365.89 $365.89 $365.89 $365.89 $365.89 $367.54 $5,362.04

MB24 Game #1 Game #2 Game #3 Game #4 Game #5 Game #6 Game #7 Game #8 Game #9 Game #10 Game #11 Game #12 Grand Total Total Tickets 920 873 1,302 1,286 1,185 1,496 1,670 1,966 1,301 1,682 2,179 2,351 18,211 Total Sales $7,503.18 $6,927.18 $10,706.86 $10,295.18 $9,419.18 $8,855.20 $14,164.18 $13,662.35 $8,794.37 $14,022.35 $14,630.37 $18,217.64 $137,198.04 Season Tickets 683 683 687 689 689 689 697 698 698 698 700 700 8,311 Season Ticket Revenue $5,694.18 $5,694.18 $5,760.86 $5,789.20 $5,789.20 $5,789.20 $5,789.20 $5,803.37 $5,803.37 $5,803.37 $5,803.37 $5,796.93 $69,316.43

Ticket Revenue Summary Per Sport