Attachment A - Scope of Work.pdf
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- Attached to
- County Fair and Rodeo Ticket Sales
- Solicitation number
- RFP-GC-FE-03-24
- Issued by
- Garfield County, Colorado
About this file
Attachment A - Scope of Work is a procurement document from Garfield County, Colorado, soliciting competitive proposals for ticket management services for the 2024 Garfield County Fair and Rodeo. The county is seeking a ticketing software vendor to manage online and on-site ticket sales for five paid events from July 24-28, 2024, including PRCA Xtreme Bulls, PRCA ProRodeo, Main Concert, Demo Derby, and Motor Sports. The projected ticket quantities range from 1,000 to 2,000 tickets per event, with ticket prices set at $15 for grandstands/track and $50 for arena and pit areas. Tickets will be available to the public approximately 4 months prior to the first event, with pre-sale dates to be determined by the talent contract.
The vendor requirements include providing online ticket sales with eTicket and printed ticket options, a secure sales platform interface, real-time reporting capabilities, on-site ticket scanning, and dedicated customer service. The vendor will be provided a designated space less than 36'x16' at the Garfield County Fairgrounds, which spans 29 acres and includes a large grandstand, four arenas, five barns, and three event halls. The vendor must be prepared with their own power and internet connectivity, must be PCI compliant, and will be responsible for ticket scanning starting two hours before each event and ending 90 minutes after the event start time. Settlement reports are required by August 31, 2024, and the vendor is expected to provide comprehensive sales and revenue tracking.
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ATTACHMENT A – Scope of Work County Fair and Rodeo Ticket Sales
RFP-GC-FE-03-24
INTRODUCTION:
In accordance with Article 5.3 of the Garfield County Procurement Code (“GCPC”), Garfield County is soliciting competitive sealed proposals to provide the management of online and on-site ticket sales for the Garfield County Fair and Rodeo located at 1001 Railroad Ave., Rifle, Colorado 81650.
BACKGROUND:
The Board of County Commissioners (BOCC) has established the Garfield County Fair Board and affirms its commitment to conducting the annual Garfield County Fair and Rodeo as a valuable community event. The Garfield County Fair and Rodeo will celebrate its 86th year of services in 2024. This annual event is held at the historic Garfield County Fairgrounds located at 1001 Railroad Avenue, Rifle, CO 81650. The event location has a large grandstand, four arenas, five barns, three event halls on a 29-acre campus.
SUMMARY:
Garfield County Fair and Rodeo is requesting proposals from ticketing software companies to provide ticket management services for the 2024 Fair and Rodeo events. The vendors software should perform well with common web browsers and platforms and should be designed to work with both desktop and mobile devices.
There will be five (5) paid events the successful offeror will manage for ticket sales.
Those events are listed below along with projected ticket quantities for each based on prior Garfield County Fair and Rodeo ticket sales, no minimum or maximum quantities are guaranteed.
Ticketed Events:
1. PRCA Xtreme Bulls – 1000 tickets projected.
Wednesday, July 24,2024, 4:00 P.M. – 9:00 P.M. (5 onsite hours)
2. PRCA ProRodeo – 1100 tickets projected.
Thursday, July 25, 2024, 4:00 P.M. – 9:00 P.M. (5 onsite hours)
3. Main Concert – 2000 tickets projected.
Friday, July 26, 2024, 2:00 P.M. – 10:00 P.M. (8 onsite hours)
4. Demo Derby – 2000 tickets projected.
Saturday, July 27, 2024, 12:00 P.M. – 10:00 P.M. (10 onsite hours)
5. Motor Sports – 1100 tickets projected.
Sunday, July 28, 2024, 12:00 P.M. – 3:00 P.M. (3 onsite hours)
Pre-sale tickets for the concert will start on a TBD date, this date will be set per the talent contract. All tickets will be on sale to the general public approximately 4 months prior to the first ticketed event date (7/24/24). Ticket prices for the 2024 events will be $15 for grandstands/track and $50 for the arena and pit areas. When talent term date is determined tickets for all events must be available for sale online. The ticketing vendor will need to provide on-site ticket sales during the week of the Fair and Rodeo, July 24-28, 2024 (Wednesday- Sunday). Vendor will be provided a designated space measuring less than 36’x16’. Garfield County will provide some electrical power, but the vendor should be prepared with their own power source. Wi-Fi connectivity is limited at the Fairgrounds vendor should be prepared with their own internet connectivity. All vendors must be PCI compliant, Ticket scanning for eventgoers must begin two (2) hours prior to the designated event time.
Scanning will end ninety (90) minutes post event start time.
The vendor will provide at minimum two (2) employees to scan tickets at the events entrance location.
Vendor proposals should provide pricing for two (2) additional employees to scan tickets at the entrance and exit of the VIP area for up to four (4) hours at each of the five (5) scheduled events.
VENDOR REQUIREMENTS:
• Online ticket sales and tracking for all five (5) ticketed events
• Online ticket purchases must be delivered to buyers as eTickets, mailed or provided for will call at the event
• Secure interface/link to online sales platform (www.garfieldcountyfair.com)
• Printed tickets and eTicket options
• Printed tickets for promotions and comps upon request by Fairgrounds staff
• Tracking of comp tickets for each event
• Real-time access to reports:
o Ticket Inventory
▪ Concert talent tickets a priority o Daily sales reports o Weekly sales reports o Settlement reports
▪ Provided by August 31, 2024 o Net and gross revenue reports o Credit card fee reports o Individual concert data break down o Custom guest lists
• Marketing on vendors website
• Onsite sales through vendors ticket sales booth
• Vendor onsite to scan tickets when gates open to main events
• Dedicated customer service to assist customers who purchase tickets online and onsite
GARFIELD COUNTY FAIRGROUDS CAMPUS:
http://www.garfieldcountyfair.com/
File details come from the government source that posted it. Updated .