Attachment A - Requirements.xlsx
XLSX spreadsheet 72 KB Posted
- Solicitation number
- RFI 6378
- Issued by
- Jefferson County, Colorado
About this file
Attachment A - Requirements.xlsx is a comprehensive requirements document for the Lakewood Cultural Center in Colorado, seeking an enterprise ticketing system for theater and event management. The document outlines detailed technical, operational, and functional requirements across multiple categories including system-wide product offerings, theater and event operations, sales and financial management, records management, implementation and support services, and technology and information security requirements. The scope encompasses a robust, user-friendly ticketing platform with capabilities for account management, calendar integration, communication preferences, data management, reporting, ticket sales (general admission, assigned seating, group tickets), financial processing, records retention, and comprehensive security protocols.
The requirements document indicates a thorough evaluation process focusing on system capabilities such as responsive design, intuitive user interfaces, multi-channel communication, advanced reporting, analytics, workflow management, and stringent security compliance including WCAG AA standards, PCI-DSS requirements, and data protection protocols. Key technical expectations include hardware-agnostic compatibility, integration capabilities with financial systems, support for multiple payment gateways, disaster recovery planning, environment monitoring, and detailed access control mechanisms. The system must provide separate testing and production environments, support single sign-on, multi-factor authentication, and demonstrate robust incident response and business continuity planning, with a strong emphasis on protecting personally identifiable information and maintaining high performance and availability standards.
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Other files
| File | Type | Posted |
|---|---|---|
| City of Lakewood Insurance Requirements 2024.pdf | ||
| RFI 6378.pdf |
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Systemwide
| No. | Category | Title | Description | Included out-of-box | Included, but needs custom development | Additional information for City consideration |
| A | Company Information | |||||
| 1 | How many years have you been in business? | |||||
| 2 | Please provide high-level financial reports for the last five years. | |||||
| 3 | Please provide a statement about your business plans for the next five years. | |||||
| 4 | Please provide three customer references, preferably municipalities or companies local to Colorado that use your company's software, include company name and contact information. | |||||
| 5 | What is the size range of venue and/or events your system supports? | |||||
| B | System Wide Product Offering | |||||
| Account Management | Account Creation | Does the System allow Public Users to intuitively and completely create an account online? | ||||
| Authentication | Describe authentication methods for public users. | |||||
| Duplicate Detection | Does the System include an intuitive method for detecting and merging duplicate accounts? | |||||
| Information Confirmation | Does the System prompt Public Users to validate their contact information on at least an annual basis? |
| Administrator Experience | Responsive Design | Does the System use responsive design for the delivery of all pages/views that are optimized for desktop, tablet and mobile viewing? | |
| Intuitive Rollback | Does the System allow for intuitive rollback in the event of a change error? | ||
| Unified Experience | Is the System an integrated, unified Public User experience that looks and acts the same across all modules? | ||
| Administrator Friendly Interface | Does the System provide a user-friendly interface that does not require HTML, CSS, scripting, etc. skills to configure event offerings (i.e. drag & drop, drop-down, rich-text editing, etc.)? | ||
| Calendars | Calendar Functionality | Describe how the System allows Public Users and Administrators to view calendar information. | Please provide your answer in column G. |
| Calendar Integration | Are calendars easily exported to or integrated with Microsoft Outlook, iCal, or CSV formats? | ||
| Communication | User Preferences | Does the System allow Public Users to opt in or out of City communications? | |
| Social Media Sharing | Does the System allow Public Users to share registration information to major social media platforms |
(i.e. Facebook, Instagram, X, etc.)?
| Interest Lists | Does the System allow Public Users to opt into communication and updates based on interest? | ||
| Describe how the System manages the creation and maintenance of interest lists. | Please provide your answer in column G. | ||
| Does the System allow Public Users to receive email? | |||
| Text Messaging | Does the System allow Administrators to communicate with Public Users directly via text message/text casts? | ||
| Data Management | Batch Updates | Does the System allow for batch updating for attributes (bulk editing of events, performances, descriptions, pricing, promo codes, etc.)? | |
| Data Validation | How does the System validate data entry for accuracy (i.e. address validation, zip code and county)? | Please provide your answer in column G. | |
| File Upload | What are the file size limitations on uploads to the System? | ||
| Does the System allow Public Users to upload documents and/or photos via desktop, tablet or mobile devices, across all modules? | |||
| Record Audit | Does the System support change tracking (audit trail) across all records? If so, please describe in column G. | Please provide your answer in column G. | |
| Notifications | Alerts | Does the System allow Administrators to activate and de-activate alerts sitewide, or on specific aspects of the System at customizable intervals? | |
| Reminders | Does the System handle reminders for Administrators? (i.e. Upcoming show times, balance due, customizable messages, etc.)? | ||
| Does the System handle reminders for Public Users (i.e. Upcoming show times, balance due, customizable messages, etc.)? | |||
| Reporting | General | Does the System include robust reporting capabilities across all modules, including user-friendly customizable reports, automated reports and the ability to run reports simultaneously? |
| Analytics | Does the System include a robust analytics package with capabilities such as the ability to track and report on trends or issues (system-wide and/or specific to locations, user groups, etc.)? | ||
| Export | Can reports be exported from the System in various formats (i.e. Excel, CSV and PDF)? | ||
| Scheduled Reporting | Does the System support scheduled reporting on a set cadence (i.e. monthly, quarterly, etc.)? | ||
| Search | Predictive Search | Does the System support robust systemwide search functionality that is user-friendly and not reliant on an external service or appliance? | |
| Segmented Searching and Filtering | Does the System support segmented search functionality such that specific areas of the system can be searched based on user selection? | ||
| Smart Search/Help | Does the System include automated help, including real-time chat capability, or AI chat capability? | ||
| Workflows & Approvals | Process Efficiency | Does the System manage workflow configuration and approval processes across all modules? | |
| C | Theater and Event Operations Product Offering | ||
| Ticket Sales | General Admission | Describe how the System handles general admission ticket sales for Public Users. | |
| Describe how the System handles general admission ticket sales for Administrators. | |||
| Assigned Seating | Describe how the System handles assigned seating ticket sales for Public Users. | ||
| Describe how the System handles assigned seating ticket sales for Administrators. | |||
| Describe the System's seat maps creation and management, including price zones and ADA seat designations. |
| Timed Entry Ticketing | Describe how the System handles timed entry ticketing sales for Public Users. |
| Describe how the System handles timed entry ticketing sales for Administrators. | |
| Group Ticket Sales | Describe how the System handles group ticket sales for Public Users and Administrators |
| Packages/Subscriptions |
Does the System have the ability to sell packages/subscriptions?
| Order Management | Describe how the Public Users can edit their theater or event reservations, including increasing number of seats purchased, seat location etc.). | |
| Describe how the Administrators can cancel/edit their theater reservations, including changing number of seats purchased, seat location, etc.). | ||
| Describe how Public Users and Administrators can see changes made to reservations. | ||
| Does the System allow Public Users to view purchase history? | ||
| Does the System allow for tickets to be saved to digital wallets like Apple Wallet or Google Wallet? | ||
| Resale | Describe how the System handles reselling of tickets for Admistrators. | |
| Describe how the System handles reselling of tickets for Public Users. | ||
| Donations | Describe how the System handles donations for Administrators. | |
| Describe how the System handles donations for Public Users. | ||
| Describe how the System handles multiple campaigns with unique revenue lines. | ||
| Waitlists | Does the System have waitlist capability? Please Describe. | |
| Operations | Reporting | Does the System allow third parties (rental clients) to independently manage their reporting needs? |
(Access to reporting through role based access control (RBAC), allowing access to customizable sales and patron data).
| Ticket Scanners | Does the System support hardware-agnostic ticket scanners? Do compatible scanners have offline capability? Please Describe. | ||
| Batch Ticket Printing | Describe the System's batch printing capabilities. | ||
| D | Sales and Financial Management Product Offering | ||
| Accounting | Refund | Does the System have the ability to process refunds by crediting an account, crediting by voucher/hard check, or crediting original payment method? | |
| Void | Does the System have the ability to void transactions? | ||
| Chart of Accounts | Does the System have the capability to import and add/edit general ledger chart of accounts? |
What are the requirements (numeric, alpha, character limits)?
| Financial Reporting-Interface | How does the System interface with financial software (i.e. Workday)? | |||
| Adjustment | Does the System have the ability to apply general ledger adjustments and transaction adjustments? (i.e. NSFs, credit card chargebacks, cash over/short, bank corrections)? | |||
| Payments | Electronic Payments | Does the System have an option for Public Users and Administrators to setup ACH electronic payments? | ||
| Discounts and Scholarships | How does the System manage Public Users' qualifying discounts or scholarships, including application to Users' accounts, visibility into funds available, etc.? | Please provide your answer in column G. | ||
| Promo Code | Describe how the System handles set up of promo codes (including parameters for quantities, serializations, number of uses etc.). How are promo codes applied at checkout? | |||
| Credit Card Processing | Is the System able to work with multiple existing merchant IDs and does the System support the addition of future merchant IDs? | |||
| Please provide a list of payment gateways that the System can integrate with (compatibility with Fiserv required) and a list of compatible Visa (EMV) card readers. | ||||
| Reporting | General | Describe how the System generates accurate inventory reports, including features for real-time data, customizable report formats, and data export options. | ||
| Financial Reporting | Does the System support automated financial reporting including: end of day report/batch report, GL summary, GL detail support, cashiering journal, cost of goods sold and inventory evaluation by course? | |||
| POS | Taxation | Describe the setup for standard sales tax and also how the system handles tax exempt sales. | ||
| Gift Cards | Describe how the System manages gift card and certificate sales and redemption. | |||
| Point-of-Sale (sales) | Does the System include an integrated point-of-sale module capable of selling products and services? | |||
| Hardware | Does the System support hardware-agnostic receipt printers and Autopay, Mastercard, and Visa (EMV) credit card readers? | |||
| E | Records Management Product Offering | |||
| 1 | Records Management | Retention | Does the System allow Administrators to assign retention periods based on content type in order to meet the City's records retention policies? This includes the ability to permanently delete records. | |
| 2 | Reporting | Does the System display metrics showing content types and age based on status (i.e.: inactive vs. active, etc.)? | ||
| 3 | Destruction | Does the System pull records due for destruction? What is the approval for destruction process and how does destruction occur (i.e.: automated bulk updates)? | ||
| 4 | Legal Hold | Does the System allow Administrators to mark certain records for legal hold or audit, which pulls the records out of their assigned retention period? | ||
| 5 | CORA Requests | Does the System allow Administrators to easily search for and export records in response to Colorado Open Records Act (CORA) requests? | ||
| F | Implementation and Support Services | |||
| 1 | Implementation Services | Configuration Testing | Describe how the System facilitates system configuration testing from a user experience perspective. | Please provide your answers in column G. |
| 2 | Organizational Change Management | What marketing materials and best practice guidance do you provide to support organizational change? | ||
| 3 | Project Management | Describe your project management approach. | ||
| 4 | How do you keep the team apprised of project status? Risks/issues? | |||
| 5 | Support Services | Customer Support | Describe your customer support model (i.e. availability, SLA's etc.) | |
| 6 | Peer-to-peer support | Does the System allow for peer-to-peer administrator support and training via user groups, discussion boards, super user meetings, etc.? | ||
| 7 | Training Approach | Describe your training approach for Staff and Administrators (during implementation and post-implementation). | ||
| 8 | Training Materials and Documentation | What training materials and documentation are available for both Public Users and Administrators? | ||
| 9 | Preview | Does the System allow Administrators to preview any updates, modifications, notifications or alerts before they are published to the Users? | ||
| 10 | User Impersonation | Does the System allow an Administrator to impersonate a User for testing, training and support purposes? | ||
| G | Technology and Information Security Requirements | |||
| 1 | Compliance | Regulatory | Describe how the System meets compliance requirements for: |
-- The latest WCAG AA standards (required per HB 21-1110) --Storage and transmission of PII
| -- PCI-DSS | Please provide your answers in column G. | |||
| 2 | Performance | Load Time | Does the System guarantee fast page load, reporting, and search performance (i.e.: 2-3s)? | |
| 3 | Product Management | Code Quality | Describe your source code quality control process. Do you use source code security analyzers? | |
| 4 | Release Management | Describe your release management approach: |
- frequency and process for deployment of updates/upgrades
- customer involvement in the testing process (UAT), if any, before a new release is deployed into production
- communication about upcoming features and their targeted availability
| 5 | SDLC | Describe your SDLC process. | |
| 6 | Security & Risk Management | Disaster Recovery & Incident Response | Provide information about your Disaster Recovery and Incident Response Plans including the testing cycle and the date of the last test. |
| 7 | Business Continuity Planning | How have you assisted clients with developing business continuity plans for your solution, should a major issue occur? | |
| 8 | Environment Monitoring | Provide information about penetration testing, vulnerability scanning, intrusion detection, and other monitoring of your environment. Be ready to provide recent security scan and penetration test results. | |
| 9 | Incident Notifications | Describe your customer notification procedure for security incidents. | |
| 10 | Internal Controls Validation | Provide your SOC2 or equivalent audit report to show independent validation of your internal controls. | |
| 11 | Major Incidents | Provide a list of major incidents that have affected availability of your services in the last three (3) years. | |
| 12 | Security Control Audit | Do you allow your customers to periodically audit your compliance with security controls? | |
| 13 | Data Protection | How is data protected in transit between the vendor and the client as well as between the vendor and the end-user? | |
| 14 | Access Control | Is there a formal process to review user access? | |
| 15 | Privacy | Provide list of data collected by service. | |
| 16 | Uptime | Provide uptime statistics for the last (1) year. | |
| 17 | System Architecture | Components | List any components (e.g., Java, .NET, vendor custom components) that need to be installed on users' machines. |
| 18 | Data Encryption | Describe how the System meets encryption requirements for sensitive and personal information at rest and in transit. | |
| 19 | Environments | Describe segregation of customer environments (for both data and application configuration). | |
| 20 | Do you provide clients with separate environments for testing and production? | ||
| 21 | Hardware Peripherals | List any hardware peripherals that are needed on the user side as a part of the overall solution. | |
| 22 | Hosting | Provide information about your hosting environment (high-level architecture, cloud platforms used, redundancy/high availability, etc.) | |
| 23 | Is data hosted exclusively in US-based datacenters? | ||
| 24 | Interfaces/3rd party integrations | Describe supported integration/interfacing methods (API calls, RSS feeds, authentication methods etc.); include all required and optional network ports that will be used by users and interfaces. | |
| 25 | General Ledger Interface | The System must have a GL interface where the accounting data can be passed to the general ledger through custom integration or preferable API. | |
| 26 | Single Sign On | Does the System allow for single sign-on (SSO) integration for staff and Administrators using common cloud based authentication protocols? | |
| 27 | MFA | Describe supported authentication and authorization methods, i.e. MFA capability (MS Entra). | |
| 28 | Web Browsers | List supported web browsers. | |
| 29 | User Management | Roles and Permissions | How does the System manage permissions in order to allow varying levels of access across roles and modules? |
File details come from the government source that posted it. Updated .