ESBD_472047_1763759318900_PVAUM Ticketing Platform Services RFI-715-26-03 - FINAL (2).pdf

Prairie View A&M University RFI #715-26-03 Ticketing Platform Services Page 1 of 6

OFFICE OF PROCUREMENT AND DISBURSMENT SERVICES

REQUEST FOR INFORMATION (RFI)

#RFI-715-26-03

for

Ticketing Platform Services

RFI RESPONSES MUST BE RECEIVED VIA EMAIL ON OR BEFORE:

2:00 p.m., Central Standard Time (CST) on December 5, 2025

RFI responses must be received by Prairie View A&M University (PVAMU), Procurement and Contract Administration, before the date and time specified for receipt as stated within General Instruction and Response Requirements referenced in Section 3.0 of this RFI.

All RFI response submissions shall become the property of PVAMU and the State of Texas upon receipt.

Response submissions may be subject to public review after contracts have been executed as a result of the subsequent solicitation. Refer to Government Code Title 10, Chapter 2156.121 - 2156.127, for more information regarding confidential and proprietary information.

REFER INQUIRIES TO POINT OF CONTACT

Primary- Robert L. Hall

Alternate- Greg Iacopetti

Prairie View A&M University Procurement and Contract Administration email: solicitations@pvamu.edu

Telephone: 936-261-1902, Option 5 mailto:solicitations@pvamu.edu

Prairie View A&M University RFI #715-26-03 Ticketing Platform Services Page 2 of 6

Table of Contents

Request for Information (RFI) Cover Page

1.0 Introduction

1.1 History and Background

1.2 Pupose of the RFI

1.3 Goals and Objectives

2.0 Ticketing Platform Services

3.0 General Instructions and Response Requirements

3.1 General Information

3.2 Response Submissions, Date and Time

3.3 Designate Point of Contact

3.4 Response Format

3.5 Texas Public Information Act and Proprietary Information

3.6 Disclaimers

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SECTION 1

INTRODUCTION

1.0 Introduction

Prairie View A&M University (PVAMU), a state agency and member of the Texas A&M University System (TAMU) is accepting response submission for the Ticketing Platform Services Request for Information (RFI) for the proposed services, when solicitated, will be subsequently rendered on PVAMU’s Main campus (100 University Dr, Prairie View, TX 77446), N.W. Houston Center Campus (9449 Grant Rd. Houston, TX 77070), and College of Nursing Campus (6436 Fannin St. Houston TX 77030) as set forth within this Request for Information (RFI).

By submitting responses, each respondent certifies that it understands the detailed requirements of the RFI. Each respondent also certifies that it understands that all costs relating to preparing and responding to this RFI will be the sole responsibility of the respondent.

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFI

CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE AS REQUESTED.

1.1 History and Background

Founded in 1876, PVAMU is the second oldest public institution of higher education in the state of Texas. A Member of The Texas A&M University System (TAMUS), PVAMU is a land-grant university authorized under the Morrill Acts of 1862 and 1890. The main campus is situated on a 1,509-acre site accessible by state highway 290 in Waller County, approximately 40 miles northwest of Houston. The University also operates its Northwest Houston Center located at 9449 Grant Road in Houston, Texas, and its College of Nursing located at 6436 Fannin in Houston, Texas. PVAMU is a state institution serving a diverse ethnic and socioeconomic population and is committed to preparing the citizens of Texas in a range of careers including but not limited to engineering, computer science, natural sciences, architecture, business, criminal justice, humanities, education, agricultural and human sciences, nursing, mathematics, and social sciences. The University is dedicated to fulfilling its land-grant mission of achieving excellence in teaching, research, and service. It is committed to achieving relevance in each component of its mission by addressing issues and proposing solutions through programs and services designed to respond to the needs and aspirations of individuals, families, organizations, agencies, schools, and communities – both rural and urban.

PVAMU target service area for offering undergraduate and graduate programs of study includes the Texas Gulf Coast Region, the rapidly growing residential and commercial area known as the Northwest Houston Corridor, and urban Texas centers likely to benefit from PVAMU specialized programs and initiatives in nursing, juvenile justice, architecture, education, and social work. PVAMU public service programs, offered primarily through the Cooperative Extension Program, target both rural and urban communities in Texas. PVAMU research focus includes extending knowledge in all disciplines offered and incorporating research-based experiences supporting the academic development of both undergraduate and graduate students. PVAMU was designated an “1890 land-grant institution” via the Justin Morrill Land-Grant Act for the agricultural education of Blacks in the then-segregated Southern states. PVAMU was also selected by Money Magazine as “Best Value Education”.

1.2 Purpose of the RFI

PVAMU issuing this RFI to gather details related to Ticketing Platform Services and associated background information. This RFI is not a competitive solicitation or a request for formal proposals. Instead, its purpose is to collect information and data on services aligned with industry standards to help inform the development of a comprehensive Request for Proposal (RFP). The purpose is to ensure that PVAMU may solicit proposals from the most qualified vendors for a long-term contract to deliver the proposed services.

All responses, supporting materials, and inquiries submitted in response to this RFI will be retained by PVAMU for use in preparing a future solicitation. Accordingly, no documentation will be released under the Texas Public Information Act until a contract has been awarded for the proposed services after the release of a solicitation.

1.3 Goals and Objectives

PVAMU is seeking a fully integrated ticketing, donor and marketing software solution for campus events, including Athletics, to maximize ticket sales, customer service and platform integration. PVAMU’s goal for issuing this RFI is to gather input from interested parties regarding Ticketing Platform Services.

The objective of the proposed services is to obtain the necessary insights to implement a new ticketing platform that

Prairie View A&M University RFI #715-26-03 Ticketing Platform Services Page 4 of 6 elevates the patron experience while simultaneously improving operational efficiency across PVAMU; and to collect detailed information that will assist PVAMU in identifying a modern, scalable, and comprehensive ticketing solution capable of supporting student events, athletic programs, and other activities requiring ticketing services.

2.0 Ticketing Platform Services

The intended outcomes of this initiative include streamlining the ticket purchasing process, enhancing customer service, and strengthening the department’s ability to effectively manage and grow ticket sales. PVAMU is requesting information regarding Ticketing Platform Services, which should address the following areas:

1. Identification of potential providers currently offering ticketing platform services within the industry. Responses from qualified firms will be reviewed upon receipt of RFI submissions.

2. System components that must be considered to ensure a comprehensive solution is documented, planned, solicited, and awarded through a potential contract.

3. Required system integrations that are necessary to deploy a robust platform that supports the diverse needs of

PVAMU’s staff, faculty, and students.

4. Industry standards and relevant experience of potential respondents.

5. Technical standards and best practices applicable to ticketing platform services.

6. Data privacy and security protocols, including compliance with Payment Card Industry Data Security Standards (PCI

DSS).

7. System features such as customizable reporting and dashboards for ticket sales, attendance, access, revenue, and customer engagement, with export capabilities in formats including Excel, Portable Document Format (PDF) and Comma-separated values (CSV).

8. Identification of the licenses, certifications, or professional qualifications required of potential respondents.

3.0 General Instructions and Response Requirements

Interested parties are invited to provide responses addressing the following areas, including, but not limited to, the following:

A. Improvements to Service Coordination:

Describe potential cost-effective enhancements to current Ticketing Platform Services coordination requirements, including the structure of service coordination teams, training programs, and qualifications of service coordinators.

Explain how these improvements could strengthen service delivery, improve the member experience, and ensure compliance with Texas A&M University System (TAMUS) and PVAMU policies, state and federal regulations, applicable data security standards, and Section 508 of the Rehabilitation Act.

B. Evidence-Based Practices and Innovation:

Outline new, cost-effective, evidence-based practices and innovative approaches for Ticketing Platform Services.

Explain how PVAMU could leverage these approaches to enhance service delivery.

C. Outcome Planning and Measurement:

Describe strategies for planning and measuring meaningful outcomes to ensure the system is secure, user-friendly, and capable of supporting online, mobile, and in-person sales. This also includes digital ticketing functionality such as barcode/QR code scanning, mobile wallet integration, contactless entry, scanning solutions, and fraud prevention.

D. Operational Improvements:

Identify and describe operational components that could be enhanced to improve Ticketing Platform Services and deliver better outcomes for the University, its faculty, staff, and students.

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E. System Integration and Analytics:

Explain how the proposed platform must integrate with existing university systems, support dynamic pricing, promotions, and marketing tools, and provide robust reporting and analytics for sales, attendance, and customer trends.

F. Technical Support and Compliance:

Identify and describe the technical support required, including defined service level agreements, system updates, and enhancements aligned with compliance standards. Include details on final implementation reporting, configuration, integration, user acceptance testing (UAT), and verification processes to ensure effective service delivery and positive user experience.

G. Cost Considerations:

Provide information on potential cost factors for Ticketing Platform Services, including real-time inventory management, seat mapping, ADA-compliant purchasing options, and support for season tickets, single-game tickets, group sales, and special events.

3.1 General Information

This RFI is issued and posted to the Electronic State Business Daily (ESBD) for the purpose of obtaining information for consideration by PVAMU for Ticketing Platform Services. All interested parties are encouraged to respond to Sections 2 and 3.

The broader objective of this RFI, and the subsequent solicitation, is to engage a partner that demonstrates technical excellence, innovation, professionalism, and a proven track record of successfully implementing ticketing systems for institutions of higher education or comparable organizations.

This RFI does not constitute a solicitation of proposal, a commitment to conduct procurement, or an offer of a contract or prospective contract. PVAMU will not award a contract directly as a result of this RFI.

PVAMU assumes no liability for any costs incurred by respondents in the preparation or submission of information in response to this RFI. All information received becomes the property of PVAMU and will not be returned. PVAMU will not acknowledge receipt of submissions, and acceptance of responses imposes no obligations of any kind upon the University.

The descriptions presented in this RFI are merely information and communication for PVAMU to consider when developing strategies for the provision of Ticketing Platform Services to Articles 2 and 3.

PVAMU does not intend to provide direct responses to inquiries regarding this RFI. However, written questions related to this RFI are welcome and must be submitted by no later than December 1, 2025, 4:00 p.m., CST. Should additional information become available, it will be posted on the ESBD on December 3, 2025, if necessary. If you are unable to access the RFI documentation, please reach out to the Sole Point of Contact identified on the RFI cover page.

3.2 Response Submission, Date and Time

Responses to the RFI are requested to be submitted, via email, to PVAMU’s designated point-of-contact by December 5, 2025, 2:00 p.m., CST. All responses are welcome and will be accepted. Submissions must be sent by email as provided on the RFI cover page. Please note that faxed responses or verbal inquiries will not be considered.

3.3 Designated Point of Contact

PVAMU’s official single point of contact for this RFI, questions, requests, the delivery point for all responses and correspondence or other communication about this RFI shall be made in writing to the PVAMU Procurement and Contract Administration (PCA) Department addressed, via email, to the single point of contact listed on the RFI cover page.

All communications relating to this RFI must be directed to the PVAMU single point of contact listed on the RFI cover page. All communication between respondents and other PVAMU staff members concerning this RFI are strictly prohibited.

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3.4 Response Format

All responses must be:

• clearly legible;

• sequentially page-numbered and include the respondent’s name at the top of each page;

• organized in the sequence or format outlined in Sections 2 and 3;

• correctly identified with the RFI number and submittal deadline;

• responsive to all RFI questions (Sections 2 and 3);

• formatted for 8½ by 11” paper;

• in Arial or Times New Roman font, size 12 for normal text, no less than size 10 for tables, graphs and appendices;

• response to this RFI must not exceed five (5) pages, not including any tables, graphs and appendices;

• interested parties may respond by email attachment or mail; and,

• PVAMU will not accept any submission or portion of a submission containing a copyright.

All proposals become the property of PVAMU after submission.

3.5 Texas Public Information Act and Proprietary Information

PVAMU is a public institution and subject to the Texas Public Information Act (Texas Government Code Chapter 552).

Any information submitted to PVAMU is presumed to be public information and available to the public. Any information or materials submitted to PVAMU that is considered by the proposer to be confidential must be marked "CONFIDENTIAL," "TRADE SECRET," or "PROPRIETARY." If an outside individual or entity requests review or copies of the information so marked, PVAMU will advise the proposer of the request. If requested by and respondent, PVAMU will request an Open Records Decision from the Attorney General's Office of the State of Texas.

The Respondents shall be responsible for substantiating the confidentiality of the information or materials requested, including all electronic submissions.

Respondents should consult the Texas Attorney General's website at www.oag.state.tx.us for information concerning the application of the Act's provisions to responses and potentially proprietary information.

3.6 Disclaimers

PVAMU, at its sole discretion, may issue a related solicitation or may issue multiple solicitations based on the responses to this RFI. Responding to this RFI is not a condition for eligibility to respond to any subsequent solicitation. Responses to this RFI will not have any bearing on the evaluation and respondent selection resulting from any proposals that may be received in response to any subsequent solicitation.

All responses become the property of the PVAMU and will not be returned to the Respondent. Any information received from respondents to the RFI in any form may be used by PVAMU without restriction for any purpose determined by PVAMU.

http://www.oag.state.tx.us/