ESBD_359249_1715701722691_ATTACHMENT A - Scope of Work.pdf

State Preservation Board

SCOPE OF WORK

RFP No. 809-24-0006

Bullock Texas State History Museum Point of Sale System

The Bullock Texas State History Museum (TSHM) currently utilizes Blackbaud Altru as its POS and CRM for the majority of its operational needs (exhibition, theater, and program admissions, field trip and facility rental management, museum memberships, etc.). In order to comply with Texas Administrative Code, transactions pass through a third-party processing gateway within twenty-four hours of the time of purchase. Transactions are then passed to the SPB’s merchant card services provider which are then deposited into the agency’s Texas Comptroller account net-of-fees (any processing fees must be invoiced on a monthly basis).

TSHM is planning to stand up a new website in August 2025 that uses an open source CMS. The website will have the capability of integrating with a POS system with an open API. The TSHM’s web vendor will be responsible for ensuring communication between the website and POS system is functioning and correctly pulls information from the POS/CRM. The POS vendor will need to be available for virtual meetings with the TSHM web vendor and TSHM staff.

TSHM is seeking an EMV-compliant POS & CRM software provider that can match or improve upon the workflow of its business needs and the configuration of its payment processing.

Contractor must provide services in accordance with the following specifications to be eligible for contract award:

1. Software is equipped to integrate with external web-based software:

• Software is cloud-based

• Software operates with an open API

• Software integrates programs and membership sales with TSHM website

2. Software meets TSHM deposit requirements:

• Supports one merchant ID for all areas (back office membership sales, front-of-counter daily sales) with ability to create deposit for each area

• Supports integrated processing gateway that comports with Texas Administrative Code Title 34, Part 1, Chapter 17, Rule 17.2 (transactions are deposited within 24 hours net-of-fees; fees are invoiced monthly). If unable to provide conditions above, integration with third-party payment processing gateway (such as Cybersource) is required

3. Software provides dynamic reporting capabilities:

• Supports attendance and revenue reporting that can be filtered by program, showtime, price type, and location information.

• Supports daily payment breakdown reports that contain individuated program sales by payment method with assigned agency accounting codes.

4. Software provides functions critical to TSHM business operations:

• Supports a multi-tiered membership program based on annual expiration dates.

• Supports multiple membership programs (such as Museum, Parking, Corporate Council, etc.)

• Provides constituents with a unique log-in that can be used to access member discounts on programs.

• Provides ability to coordinate membership renewal notices via email & mail, and allow staff to edit letters on a monthly basis.

• Provides ability to use customized membership promotions such as extensions and seasonal discounts.

• Provides ability to track multiple membership benefits by level (example: # of exhibit admission, # of IMAX documentary admission, etc.).

• Support membership card exporting or direct printing from system.

• Provides members with ability to join and renew membership online without having staff manually entering data on behalf of member.

• Supports custom tags or categories for members across all membership levels (such as volunteer member, staff member, corporate member).

• Supports web-based donations with ability to add additional donations to transactions at cart check-out.

• Ability to support gift memberships from constituent to constituent.

• Supports group sales function used for field trip and facility rental reservations.

• Provides ability to assign permissions and user roles for individual TSHM staff log-ins.

• Provides ability to create customized discounts and price types

• Supports ability to enable and disable web fees on a program-by-program basis

• Provides ability to set capacity on a program-by-program basis.

• Supports online sales by sending tickets to guests’ email with an acknowledgment email.

• Provides ability for guests to submit payment for invoiced group sales with custom required enterable field for invoice number.

• Ability to adjust price type totals on a program-by-program basis.

• Calendar function detailing group sales reservations.

• Calendar function detailing daily programs by showtime (such as museum exhibition, films, and special programs).

• Provides search function by program, constituent, order number, etc.

• Provides a scan ticket function for theater programming.

5. Software provider identifies required hardware for TSHM business operations:

• Software configures with EMV-compliant credit card processors

• Software configures with ticket-printers equipped to produce unique barcodes

6. Software provider supports TSHM onboarding:

• Awardee provides demand service, support, and training for TSHM staff.

• Awardee provides data migration services within the implementation phase of new software

• SPB retains ownership rights of data migrated from preceding software and data created within new software

7. Data Location:

All data shall remain, and be stored, processed, accessed, viewed, transmitted, and received, always and exclusively within the contiguous United States.

8. Accessibility Standards:

Must conform to the Federal Governments Section 508 standards and the definition of a generally accessible Internet site as defined in the Texas Administrative Code Section 206 - State Websites.

9. Potential requirement for TX-RAMP Certification:

Pursuant to Section 2054.0593(d)-(f) of the Texas Government Code, relating to cloud computing state risk and authorization management program, Respondent represents and warrants that it complies with the requirements of the state risk and authorization management program and Respondent agrees that throughout the term of the contract it shall maintain its certifications and comply with the program requirements in the performance of the contract.

The following services are sought by TSHM, but are not required for contract eligibility:

1. Software provides highly customizable reporting:

• Supports robust and customizable reporting tools.

• Tracks payment holds outside of payment gateway for a clear audit trail.

• Provides ability to search credit card transactions by authorization code.

• Provides ability to track individual user activity.

• Provides ability to create separate daily deposits between front-of-house program admissions and parking garage sales.

• Supports built-in invoice creation for field trip/ facility rental reservations containing TSHM branding and itemized subtotals.

2. Software supports exemplary integration with third-party systems:

• Provides an integrated Business Intelligence System within software.

• Integrates with parking garage systems with the ability to open and close arm gates.

• Supports ability to track abandonments versus completed sales on a program-by-program basis

• Supports ability to control style sheets so webforms forms appear similar to museum domain webpage.

• Supports a mobile-friendly version of software.

• Supports social media integration allowing guests to sign into software from Google, Facebook, Instagram, etc.

3. Software supports high-level functions that improve current CRM/POS workflow of TSHM business operations:

• Provides Museum members a portal to view past transaction history, remaining benefits, future member programs, etc..

• Provides reserved seating function mapped to TSHM’s 320-seat IMAX theater with ability to enable and disable function.

• Provides built-in inventory systems for Concessions and/or Merchandise.

• Provides ability to add custom enterable fields in group reservations (such as grade level)

• Provides ability to view a group’s past and upcoming group reservations.

• Provides ability to send custom acknowledgment emails on a program-by-program basis.

• Provides ability to track facility rental inquiries versus bookings.

• Automated follow-up system if client has not responded with information.

• Supports limited view calendar for clients to view available dates for group sales.

• Provides ability for guests to RSVP for special programs and facility rentals.

• Supports waitlist function for programs that are sold out.

• Provides a staging environment for changes to the website.

• Provides ability to create at-cart “add-ons” such as parking and concessions voucher.

• Provides ability to write custom reports such as in SQL.

• Provides ability to implement and utilize gift cards.

• Provides ability to track membership retention rates.

• Supports digital membership cards and/or integration with external digital membership software.