Prairie View A&M University RFP #715-26-03 Ticketing Platform Services Page 1 of 21

REQUEST FOR PROPOSALS (RFP)

Ticketing Platform Services

RFP #715-26-03

PROPOSAL MUST BE RECEIVED ON OR BEFORE:

2:00 p.m., Central Standard Time (CST) on February 26, 2026

Proposal responses must be received by Prairie View A&M University (PVAMU), Procurement Services and Contract Administration, before the date and time specified for receipt of proposal as stated within Submittal Instruction referenced in Section 4.1 of this solicitation. After the due date and time, only the names of respondents will be made public.

All proposals shall become the property of PVAMU and the State of Texas upon receipt. Proposals may be subject to public review after contracts have been executed. Refer to Government Code Title 10, Chapter 2156, Sections 2156.121 - 2156.127, for more information regarding confidential and proprietary information.

REFER INQUIRIES TO POINT OF CONTACT

Primary- Robert Hall Alternate- Greg Iacopetti

Prairie View A&M University

Procurement Services and Contract Administration email: solicitations@pvamu.edu

Telephone: 936-261-1902, Option 4

MAIL PROPOSAL TO:

Prairie View A&M University Procurement Services and Contract Administration PO Box 51, MS 1311 Prairie View, TX 77446-0519

EXPRESS MAIL OR HAND

DELIVER TO:

Prairie View A&M University

Procurement Services and Contract Administration

W.R. Banks Bldg., STE. #115 140 L.W. Minor Street mailto:solicitations@pvamu.edu

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Table of Contents

Section 1 Introduction…… History and Background Schedule of Events Scope of Work and Technical Specification Requirements…… Technical Specification Requirements……

Section 2 Contract Award…

Section 3 Evaluation Criteria for Award

Section 4 General Information

Section 5 Terms and Conditions

Section 6 Execution of Offer

Section 7 Non-Collusion Affidavit

Appendix A – Insurance Requirements …………………………………………………………………………

Attachment A – HUB Subcontracting Plan ………………………………….……………………………………….……….21

Attachment B – Sample Services Agreement

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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 (TAMUS) is accepting proposal responses to enter into a contractual agreements for Ticketing Platform Services on PVAMU’s Main campus (100 University Drive, Prairie View, TX 77446), N.W. Houston Center Campus (9449 Grant Road, Houston, TX 77070) and College of Nursing Campus (6436 Fannin Street, Houston, TX 77030) as set forth within this solicitation.

By submitting responses, each respondent certifies that it understands this solicitation and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed. Each respondent also certifies that it understands that all costs relating to preparing and responding to this solicitation will be the sole responsibility of the respondent.

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS

SOLICITATION CAREFULLY AND TO SUBMIT A COMPLETE AND RESPONSIVE PROPOSAL TO ALL

SOLICITATION REQUIREMENTS AS DIRECTED IN SECTION 1.4.

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 Schedule of Events

All interested respondents are advised that the schedule of events is a “Tentative Timetable”, which may require amended or extended as needed.

Tasks Dates

Release Date ................................................ ............................ ........................... February 5, 2026 Deadline for Questions ................................. ............................ ........................... February 16, 2026, 4:00 p.m., CST Posting Addendum and Response to Inquiries ........................... ........................... February 19, 2026 Deadline for Receipt of Proposal .................. ............................ ........................... February 26, 2026, 2:00 p.m., CST Demonstration and Presentation of Selected Respondent .............. ............................. To Be Announced Contract Award ............................................. ............................ ........................... March 2026

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1.3 Scope of Work and Technical Specification Requirements

PVAMU is seeking proposals from reputable, experienced, firms to provide Ticketing Platform Services in support of the University’s most significant athletic events and ceremonies, when applicable. The selected vendor will serve as a strategic partner, ensuring that all aspects of ticketing services are executed with professionalism, precision, and creativity.

The scope of services may encompass university athletic events, commencement ceremonies, university-wide productions, and other high-profile events hosted throughout the academic year. These events are critical touchpoints that highlight PVAMU’s tradition, culture, and reputation for excellence, requiring flawless execution and innovative solutions to meet the expectations of diverse audiences, including students, faculty, alumni, distinguished guests, and community stakeholders.

The objective of this engagement is to guarantee seamless coordination and delivery of exceptional production services that elevate the University’s events to the highest standard. PVAMU seeks a contract partner that not only brings technical capability but also demonstrates creativity, reliability, and a deep understanding of large-scale event management.

All interested respondents are expected to submit a proposal that qualifies the respondent’s abilities to provide the following:

• Examples of previous work history, including relevant experience and proven success in similar scopes with other

Universities or public entities.

• Biographies and professional resumes of qualifications of key personnel who will be directly involved with the resulting contract, emphasizing their relevant expertise and experience.

• A fixed cost breakdown of projected costs associated with the collective and proposed services offering. Services may be rendered during the academic year.

This document provides sufficient information to enable interested respondents to prepare proposals for the University's consideration for all of the services area identified in Section 1.4. All services must be performed in compliance with the solicitation’s terms and conditions, requirements, and specifications as detailed in this solicitation.

1.4 Technical Specification Requirements

It is important that all respondents must describe potential cost-effective enhancements to current Ticketing Platform Services coordination requirements, including the structure of service coordination teams, training programs, and the qualifications of service coordinators. Respondents must clearly explain how these improvements would strengthen service delivery, enhance the patron 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.

All respondents must outline new, cost-effective, evidence-based practices and innovative approaches for Ticketing Platform Services. Responses must also 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 includes digital ticketing functionality such as barcode/quick-response (QR) code scanning, mobile wallet integration, contactless entry, scanning solutions, fraud prevention, and operational components that may be enhanced to improve Ticketing Platform Services and deliver stronger outcomes for the University, its faculty, staff, and students.

1.4.1 System Integration and Analytics:

All respondents must establish consistent models for the software system and explain how the proposed platform will integrate with existing university systems, support dynamic pricing, promotions, and marketing tools, and deliver robust reporting and analytics related to sales, attendance, and customer trends. For PVAMU, TouchNet serves as the payment gateway through which patrons purchase tickets.

The proposed ticketing platform must integrate with PVAMU’s TouchNet system, existing card readers, and current platforms. It must also be capable of adapting to additional systems, such as Ad Astra, that PVAMU may deploy in the future. Respondents are encouraged to provide a list of other platforms used by their higher-education clients, as well as preferred scanners that are dedicated, secured, and supplied by the respondent or contractor.

1.4.2 Technology Support, System Compliance and Application Program Interface

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All respondents must provide multiple support options for organizational administrators and users, including telephone assistance, online chat, help desk services, email support, and an Emergency Support line. The support team must consist of experienced, qualified personnel who are experts on the proposed platform and are prepared to assist promptly with any issues that arise or questions PVAMU staff may have about the system.

1.4.3 Technical Support

Respondents must identify and describe the technical support required for the proposed solution, including defined service-level agreements, system updates, and enhancements aligned with applicable compliance standards. Responses must also include details on final implementation reporting, configuration, application program interface (API) capabilities, system integration, user acceptance testing (UAT), and verification processes to ensure effective service delivery and positive user experience.

Respondents are required to demonstrate compliance across all mandatory areas, including Payment Card Industry Data Security Standard (PCI DSS) via the TouchNet Gateway, the Texas Risk and Authorization Management Program (TxRAMP) and/or the Federal Risk and Authorization Management Program (FedRAMP), as well as Accessibility Compliance. Accessibility is a mandatory requirement and is equal in importance to all other compliance obligations.

1.4.3.1 Required Hardware, Software and External Resources

All respondents are expected to provide the necessary hardware, software, and external resources required for the implementation of the proposed ticketing platform services. PVAMU, in coordination with the selected respondent/contractor, may supply additional computer workstations, printers, ticket scanners, mobile scanning devices, and credit card readers as backup resources for PVAMU-hosted events, as applicable.

1.4.3.2 PCI Compliance via TouchNet Gateway Integration

The proposed solution must fully comply with all PCI DSS requirements and integrate seamlessly with the TouchNet Gateway. PCI compliance obligations must be upheld for the entire duration of the contract.

The selected respondent/contractor is required to always secure and protect all data within PVAMU’S systems and must take commercially reasonable measures to prevent unauthorized access to any information or data stored in the system.

This includes ensuring proper encryption of data in transit and safeguarding access for authorized clients.

1.4.3.3 TxRAMP and/or FedRAMP Certification

Respondents must address these requirements, and the selected respondent/contractor must maintain current TxRAMP and/or FedRAMP certification for the proposed solution. All applicable security and risk-management standards must be met without exception.

1.4.3.4 Accessibility Compliance

Accessibility is a mandatory compliance area. The proposed payment processing solution must meet recognized accessibility standards, including the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA and Section 508 of the Rehabilitation Act, or any updated or superseding standards. All interfaces, user interactions, and documentation must be fully accessible to individuals with disabilities or special needs.

• Accessibility Compliance Documentation: Respondents must provide documentation demonstrating current conformance with WCAG 2.1 AA and Section 508. Acceptable documentation includes VPATs, third-party accessibility audit reports, and detailed accessibility statements.

• Ongoing Accessibility Maintenance: Vendors must maintain accessibility compliance throughout the lifecycle of the solution, including prompt remediation of issues, regular audits, and timely updates to documentation.

• Auditability: Respondents must outline their process for continuous accessibility monitoring, issue resolution, and reporting, ensuring compliance can be verified at any time.

1.4.3.5 Ongoing Compliance and Auditability

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All compliance areas, including PCI, TxRAMP, FedRAMP, and Accessibility, must be maintained on an ongoing basis.

Respondents must provide evidence of continuous compliance, such as logs or reports from regular audits. Accessibility must be included in all ongoing audit and attestation activities.

1.4.3.6 Data Security and Privacy

The proposed solution must meet all existing data security and privacy requirements. While no changes have been made to these requirements, accessibility-related data privacy and security considerations must also be addressed.

1.4.3.7 Documentation and Attestation Requirements

Respondents must submit complete documentation and attestations for each compliance area. For Accessibility, this includes current VPATs, audit reports, and signed attestations confirming conformance with WCAG 2.1 AA and Section

508. Documentation must demonstrate both initial and ongoing compliance.

1.4.3.8 Disqualification Clause

Failure to comply with any mandatory requirement, including Accessibility, PCI, TxRAMP, or FedRAMP, or may result in immediate disqualification or breach of the resulting contract. Incomplete, inaccurate, or outdated compliance documentation in any area will also be grounds for disqualification.

1.4.4 Ticket Plans

Respondents must describe how their firm will create ticket plans that reside within the patron’s account. Each ticket plan must include a default complimentary ticket type accessible only to Administrators designated by PVAMU or the selected respondent/contractor. This ticket type must be usable through the Point-of-Sale tool or the TouchNet System.

Administrators must be able to create an unlimited number of ticket types within each ticket plan. Administrators must also be able to customize ticket names, set pricing, and adjust ticketing fees so they are paid by the patron, by the client, or split between both parties. Flex fees or customizable transaction fees must be available to collect additional charges when needed.

The proposed ticketing platform must provide patrons with the ability to:

1. Purchase tickets to multiple events, packages, items, and/or make donations in a single transaction.

2. Access different ticket types and pricing based on seating.

3. Receive automated confirmation emails, regardless of ticket type, immediately after completing their purchase, including their receipt and tickets.

Ticket types must be assignable to specific sections of a seating chart, allowing the organization to set different prices for areas such as a very important person (VIP) and general admission. Administrators must be able to select from their ticket plans when creating tickets for PVAMU events. Each event date and time must have its own unique ticket plan. Ticket plans must be editable and updatable at various stages leading up to the event, within the timeframe for which approvals have been granted.

1.4.5 Ticket Validations

Respondents must provide three or more methods for validating tickets at the entry, door, or gate of a PVAMU event.

Methods may include, but are not limited to:

1. Proprietary mobile applications provided at no cost for real-time ticket scanning and validation.

2. Manual check-in via application tools or online portals accessed from a computer.

3. Handheld or fixed scanners that can be purchased or integrated with the existing system or platform.

1.4.6 Seating Charts

The respondent/selected contractor must be able to:

1. Add an unlimited number of venues, including individual rooms or fields within a venue.

2. Create an unlimited number of custom seating charts at no additional cost.

3. Support all types of spaces, including vendor fairs, theaters, lecture halls, classrooms, outdoor areas, sports stadiums, and banquet settings.

4. Create and describe the ticket plans and ticket types that are available for the proposed ticketing platform.

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The proposed ticketing platform must support the needs of the College, which include but not limited to:

1. Offering general admission and reserved seating with interactive seating available to all patrons.

2. Providing seating charts that include designated seating for patrons with special needs.

3. Identifying blocked seating, when requested by PVAMU, that are inactive, unavailable for sale, or on hold for specific events.

Respondents must be able to assist with creating various ticket types and pricing structures and must be able to secure seating for different sections in accordance with the event’s seating chart.

1.4.7 Event Staffing and Logistics

Technical staff may include camera operators, sound engineers, lighting technicians, and stagehands, as applicable. Event managers, stage crew, and other support personnel are required for on-site coordination. PVAMU may provide support, equipment, and devices, such as computers and mobile devices, for use with the system, along with support staff and internet access necessary for operating the proposed system provided by the selected respondent/contractor.

1.4.8 Pre-Sale Access Codes and Promo Codes

Respondents must provide pre-sale access codes and promo codes within the proposed ticketing platform. Pre-sale access codes must allow designated patrons to purchase tickets before they are available to the general public. These codes must also support limitations on the number of tickets that may be purchased, the types of tickets accessible, and the specific sections of the seating chart available for selection.

Promo codes must allow PVAMU to issue special discount codes that reduce ticket prices by a dollar amount or percentage and support additional options as defined by PVAMU. This functionality will assist with group discounts and the issuance of complimentary tickets for special guests.

Both pre-sale access codes and promo codes must be configurable as single-use (valid for one transaction) or multi-use (valid for multiple accounts) and must include an expiration date or date range. The ticketing platform must also be able to track patrons who use pre-sale access codes and promo codes.

Respondents must also provide options to purchase tickets through the contractor’s site and, where applicable, via the PVAMU website.

1.4.9 System Refunds, Exchanges, Voids and Chargebacks

The ticketing platform must allow full refunds, partial exchanges, and refunds for the full amount paid, issued through the same payment method originally used. Refunds and exchanges must be optional and administered in accordance with PVAMU’s policies, which are provided to patrons at the time of purchase. If approved by PVAMU, the designated Administrator will be responsible for processing all refunds and exchanges within their account.

When applicable, PVAMU will be responsible for any credit card chargebacks and associated merchant processing fees resulting from chargebacks initiated by patrons for any reason related to PVAMU-identified events. Respondents must explain how refunds, exchanges, voids, and chargebacks are administered within the proposed system, as well as any charges that may be incurred by PVAMU.

When applicable, appropriate documentation, receipts, and supporting evidence must be provided to PVAMU for any identified transaction(s).

1.4.10 Payment Options and Communication with Patrons

The selected respondent/contractor must facilitate and manage all online credit card payments through PVAMU’s TouchNet System in coordination with the proposed ticketing platform. Additional payment methods may be coordinated with approved Box Offices. Each respondent must identify and confirm any costs associated with facilitating cash transactions.

To ensure clear communication of payment activity, respondents must explain how patrons will receive purchase and payment confirmations. Notification options should include email and text messaging, with the ability to sort communications by event. This functionality must allow PVAMU and the selected respondent/contractor to send event-specific reminders and alerts, such as clear-bag notices or inclement-weather updates.

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1.4.11 Postponed or Cancelled Events

The proposed ticketing system must support the postponement or cancellation of events for which tickets have already been sold. The system must allow event dates and times to be easily updated, and previously issued tickets must automatically validate for the new date and time. When applicable, refunds will not be issued for the affected event;

however, exchanges may be facilitated with PVAMU approval.

1.4.12 Transmission of Funds

For each successful transaction, the selected respondent/contractor must collect the ticket price and the respondent/contractor’s fee for ticketing services. Proposed fees must also cover all credit card processing and related costs. All respondents must provide an overview of the methods by which PVAMU will be paid or reimbursed for tickets sold to patrons for the identified and scheduled events. Proposed payment methods may include checks, electronic payments, or reimbursement through PVAMU’s TouchNet system, as feasible.

1.4.13 Acquisition Cost Proposal

All respondents must 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. The following table must be used within a per-ticket fee model, which is cost-free to PVAMU, while all fees associated with each ticket sale are passed on to patrons/customers.

PVAMU anticipates that pricing structures may vary by ticketing platform and respondent/contractor. The following framework outlines expected cost categories. Note, the final pricing is subject to each respondent’s proposal terms and platform capabilities.

Number Cost Category Cost Pricing Structure Per Category

1. Platform Set-Up, Implementation and Training

2. Ongoing Maintenance, Support and Account Management

3. Per-Ticket Fees – Credit Card Transactions (Online and

Point-of-Sale)

4. Per-Ticket Fees – Cash Transactions

5. Per-Ticket Fees – Low-Cost Tickets

6. Donation Processing Fees

7. Bundled Ticket Packages / Group Offers

8. Additional Package or Add-On Items

9. Ticket Exchanges

10. Refunds and Returns

11. Chargeback and Dispute Fees

12. Ticket Scanning Hardware (QR Code Scanners)

13. Ticket Printing Hardware

14. Payment Processing Hardware (Card Readers)

15. Email Marketing & Communication Credits

Note: All respondents must use this table and format for its proposal response.

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1.4.14 Administrative Access and Types

All respondents must provide administrative access that allows PVAMU to create as many departmental accounts as needed for event management. Administrative accounts must support creation and editing of events and include capabilities for ticket plans, seating configurations, discount codes, pre-sale access codes, season packages, items for sale, and access to order, revenue, and patron reports.

The proposed platform must include features to streamline event setup and ongoing management. Respondents must clearly identify the access levels available to PVAMU and provide a concise description of the permissions and functions associated with each access type.

1.4.15 Access and Authentication

All respondents must provide detailed explanations of their access and authentication solutions for evaluation. The platform must support secure email-and-password authentication for user accounts and offer multiple authentication options for PVAMU administrators and department staff. Respondents should describe available methods (for example, single sign-on, multi-factor authentication, and token-based access), password policy controls, and role-based access permissions.

The platform must also allow guest access for patrons without requiring account creation, while ensuring appropriate protections for any guest interactions or transactions.

1.4.16 Staff Training

The proposed ticketing platform must be intuitive for staff to use and support a high level of comfort and confidence with the technology. All respondents are required to provide comprehensive training support and documentation, including a knowledge base, video tutorials, and live training sessions to ensure a smooth transition.

The selected respondent/contractor must also provide personalized demonstrations to PVAMU and the departments involved in deploying the platform. It is essential that the respondent’s customer support team remain available throughout the implementation phase to guide PVAMU staff through training, address questions, and advise on appropriate ticketing needs for PVAMU-hosted events.

1.4.17 Department Ticket Plans and Reporting

The proposed ticketing platform must allow PVAMU departments to create multiple group types within the main account, each of which can be configured independently. The platform must support an unlimited number of departments, such as academic units, athletics, performing arts, theatre, and various programs and events, each with its own configuration and management options.

The platform must provide the ability to activate distinct domains for specific events, ensuring that only the event’s designated packages and items are available for purchase. The designated Administrator must have full access to all departmental information, including financial reports, which must be available both collectively and separately by department.

1.4.18 Reporting

The ticketing platform must include a comprehensive and robust reporting system that provides real‑time data and allows reports to be exported to a plain text file. The reporting system must include a customizable dashboard that displays all essential data, including the number of tickets sold, redeemed, on hold, ticket types, refunds, exchanges, and donations collected and assigned to the appropriate PVAMU department. All reporting must be organized and broken down by department.

1.4.19 System Auditing

All respondents must describe how PVAMU will be able to access the proposed platform to audit data collected from various events at any time. Audit capabilities may include downloading patron records, transaction records, administrative account information, and per-order details to ensure full visibility into the data provided by the selected respondent/contractor.

1.4.20 System Maintenance

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All respondents must explain how the proposed platform will be maintained, including the process for delivering online system upgrades and updates. All upgrades and updates must take into account the needs of PVAMU’s departments to ensure that improvements and adjustments are implemented smoothly and with minimal disruption. System updates must be coordinated with and communicated to PVAMU’s Administrator and relevant staff, along with a guaranteed timeframe for when the system will be fully operational following each update.

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SECTION 2

CONTRACT AWARD AND TERM

2.0 Contract Award and Term

2.1 Contract Award

PVAMU intends to award one (1) contract and enter into an agreement with the successful respondent. Award will be based on the requirements of this solicitation, the quality and responsiveness of the respondent proposal, and best value considerations as determined solely by the University.

2.2 Contract Term

The resulting contract will have an initial term of three (3) years, with options to renew for up to two (2) additional one

(1) year terms, at the University’s sole discretion, acceptance in writing and subject to satisfactory performance and continued need.

A sample of the proposed service contract that will be used for the subsequent award is attached (see Attachment B) for review by all interested respondents.

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SECTION 3

EVALUATION CRITERIA FOR AWARD

3.0 Evaluation Criteria for Award

3.1 Evaluation Information

By submitting a proposal, all interested respondents acknowledge and accept: [a]the evaluation process,; [b] the evaluation factors; [c] the scope of this engagement (Section 1); [d] the terms and conditions of the solicitation and subsequent contract agreement (Section 5); [e] all other requirements and specifications set forth in this solicitation; and [e] that some subjective evaluation made by PVAMU during this solicitation process.

All respondent proposals must be complete and convey all of the information requested to be considered responsive. If the proposal fails to conform to the essential requirements of the solicitation, PVAMU alone will determine whether the variance is significant enough to consider the proposal susceptible to being made acceptable and therefore a candidate for further consideration, or not susceptible to being made acceptable and therefore not considered for evaluation or award.

PVAMU will utilize an evaluation team for the evaluation of all responsive proposals that meet all requirements of the solicitation. PVAMU will evaluate and make the award on the proposal that is determined to be the “Best Value” to the University based on the evaluation criteria listed here-in.

PVAMU will negotiate with the highest-ranking selected respondent for consideration of contract. As applicable, PVAMU, at its discretion, may reissue the solicitation with the same or modified version of the solicitation requirements.

Note: PVAMU reserves the right to reject any and all proposals for non-compliance.

3.1.1 Evaluation Criterion

Each proposal will be evaluated based on its ability to meet the requirements outlined in the solicitation and to deliver the best overall value to PVAMU. Proposals will be scored according to the weighted criteria listed below.

Responsive Proposal’s Evaluation Criteria Weight Proposed Cost of Services 30 Technical Response to Solicitation 30 Experience and Expertise of the Vendor 20

Professional References of Respondent’s staff 10 Responsiveness (includes all required forms) 10

3.1.2 Demonstration and Presentation

After evaluating all responsive proposals, PVAMU will determine whether demonstrations and presentations are necessary. If so, only the highest-ranked respondents will be notified of the scheduled date and time, as outlined in the Schedule of Events in Section 1 of this solicitation.

PVAMU may request demonstrations and presentations of selected respondents, preferably on-site at PVAMU’s University Prairie View, TX. The evaluation team may consider the demonstrations and presentations in the overall evaluation process in determining the best value selection. The purpose of the on-site demonstration and presentations is for clarification or to amplify the materials presented in any part of the respondent’s proposal submission. PVAMU may request clarifications, as needed, during the evaluation process. However, all respondents’ submissions should be complete and reflect the respondent’s most favorable proposal response and offer.

If applicable, the evaluation team will assess and score each respondent’s demonstration and presentation based on the weighted criteria listed below:

Demonstration and Presentation of Selected Respondents Only Weight Demonstration and Presentation 30 Clarifications of Proposal Requirements 20

3.2 References

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All interested respondents’ proposals shall include a list of three (3) client references of services comparable in type and scope of service in this solicitation in the last five (5) years as part of the evaluation process. Clients of higher education institutions or public entities are preferred. The reference list shall include the:

1. entity’s name;

2. point of contact’s name; and,

3. telephone number and email address of the contact person.

PVAMU reserves the right to contact the identified references to verify that similar services were provided, and to inquire about the reliability of the proposer’s performance history.

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SECTION 4

GENERAL INFORMATION

4.0 General Information

4.1 Submittal Instructions

4.1.1 Proposals including Execution of Offer (Section 6) and Conflict of Interest/Non-Collusion Statement Form (Section 7) must be signed by Respondent’s company official authorized to commit such proposals. Failure to sign the Execution of Offer and Conflict of Interest/Non-Collusion Statement Form will be basis for proposal disqualification.

4.1.2 Completed proposal responses may be submitted either U.S. Postal Service, hand deliver or express mail.

Option 1: U.S. Postal Service:

• Prairie View A&M University

PO Box 51, MS 1311

Option 2: Express mail or hand delivered:

W.R. Banks Bldg., STE. #115 140 L.W. Minor Street

It is the responsibility of each respondent to this invitation to ensure his/her proposal package is received at the location referenced above and by the required time, as stated in Section 1.3. Late submittals will only be considered according to the exception as described in 4.1.3. Proposal submittals received by telephone, facsimile (Fax) and/or electronic mail (E-mail) are not acceptable under any circumstances.

4.1.3 Based on PVAMU need for the products and/or services stated in this solicitation, PVAMU reserves right to accept proposal submissions after the due date stated in Section 1.3. Any company submitting qualifications for possible inclusion after the due date will be required to submit the same information and documents as stated in Section 4.5. PVAMU will follow the same process described in Section 3.1 to determine, in its sole discretion, whether or not to include a company for any submission beyond the due date of this solicitation.

4.1.4 Proposals shall not exceed a maximum of forty (40) printed pages. The cover letter, table of contents, divider sheets, HUB Subcontracting Plan, Execution of Offer, and Non-Collusion Affidavit do not count toward this maximum count.

Proposals shall be printed on letter-size (8 ½” x 11”) paper with all pages numbered sequentially using Arabic numerals (1, 2, 3, etc.). The respondent is not required to number the pages of the HUB Subcontracting Plan. The proposal shall be assembled with spiral-type bindings. DO NOT USE METAL-RING HARD COVER BINDERS.

Five (5) complete hard copies and one (1) complete electronic copy of the submittal shall be prepared simply and economically, providing a straightforward, concise description of the respondent's ability to meet the requirements of this solicitation. Emphasis shall be on the quality, completeness, clarity of content, responsiveness to the requirements, and an understanding of PVAMU's needs.

The electronic copy shall be in Adobe Portable Document Format (PDF) format on a thumb-drive and placed in a sealed envelope with the name of the proposing organization written across the front and attached or affixed inside the front cover of the original document. We prefer that image files are inserted as part of a document. Individual image files on the drive must be clearly named and referenced in your proposal response.

An unreadable DRIVE due to incorrect format may reflect negatively on your proposal. In the event your company is unable to provide a readable DRIVE in the requested format, then six (6) complete hard copies of your response must be submitted.

NOTE: The electronic signature on the one (1) ONE required electronic copy will serve as the official

Prairie View A&M University RFP #715-26-03 Ticketing Platform Services Page 15 of 21 signature of record for all hard copies.

Proposal package (box/carton) must indicate on the lower left-hand corner the submitter’s company name, the proposal opening date, and solicitation number.

4.2 Question and Answer Period

PVAMU specifically requests that respondents restrict all contact and questions regarding this solicitation to PVAMU’s designated Point of Contact as provided on the cover page. The deadline for questions is October 23, 2025, 3:00 p.m., Central Standard Time (CST). All questions and answers will be posted to the Electronic State Business Daily (ESBD) http://www.txsmartbuy.com/sp site no later than the date specified within the Schedule of Events (Section 1.2).

4.3 Inquiries and Interpretations

Responses to inquiries which directly affect an interpretation or change to this solicitation will be issued in writing by addendum and e-mailed or mailed to all parties recorded by PVAMU as having requested a copy of the solicitation. All such addenda issued by PVAMU prior to the time that proposals are received shall be considered part of the solicitation, and all respondents shall consider and acknowledge receipt of such with their proposal.

Only those PVAMU replied to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect, or non-binding.

4.4 Electronic State Business Daily Website (ESBD)

It is the responsibility of interested vendors to regularly check the ESBD at the link below for any possible addenda to this solicitation. The solicitation is inclusive of all addenda issued.

• http://www.txsmartbuy.com/sp

4.5 Proposal Components

The following documents are to be returned as part of your proposal submittal as identified within the solicitation:

Signed Execution of Offer, References, Technical Proposal Response, Non-Collusion Affidavit, Price/Cost Proposal, and, Any Addendums, with signature, when applicable.

http://www.txsmartbuy.com/sp http://www.txsmartbuy.com/sp

Prairie View A&M University RFP #715-26-03 Ticketing Platform Services Page 16 of 21

SECTION 5

GENERAL TERMS AND CONDITIONS

5.0 PVAMU Terms and Conditions

PVAMU’s Standard Terms and Conditions, as well as any additional terms and conditions provided here-in, in all aspects govern and control any Agreement issued as a result of this solicitation.

Additional or attached terms and conditions which are determined to be unacceptable to PVAMU may result in the disqualification of your proposal. Examples include, but are not limited to, liability for payment of taxes, subjugation to the laws of another State, and limitations on remedies.

5.1 General

These General Terms and Conditions shall be made a part of and govern the Contract Agreement and Purchase Orders resulting from this Solicitation.

Each response should be prepared simply and economically, providing a straightforward and concise description of the respondent’s ability to meet the requirements of this Solicitation. Emphasis should be on completeness, clarity of content and responsiveness to the offer requirements.

In accordance with the Texas Education Code 51.9335, PVAMU shall consider the following best value criteria for solicitations in order to make the award selection:

• The purchase price; The reputation of the vendor and of the vendor's goods or services;

• The quality of the vendor's goods or services;

• The extent to which the goods or services meet the institution's needs;

• The vendor's past relationship with the institution;

• The impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities;

• The total long-term cost to the institution of acquiring the vendor's goods or services;

• Any other relevant factor that a private business entity would consider in selecting a vendor; and,

• The use of material in construction or repair to real property that is not proprietary to a single vendor unless the institution provides written justification in the request for bids for use of the unique material specified.

Additionally, all respondents are hereby notified that PVAMU shall consider all factors it believes to be relevant in the determination of the “Best Value” including, but not limited to: past experience, references, proposal, and price. PVAMU’s decision is final.

All respondents’ proposals are to be valid for a minimum of 180 days from the submittal deadline date to allow time for evaluation, selection, and any unforeseen delays.

5.2 Final Review and Approval

Failure to comply with the requirements contained in this RFP may result in the rejection of the proposal.

Proposals which are qualified with conditional clauses, alterations, items not called for in the solicitation documents, or irregularities of any kind are subject to disqualification by PVAMU its option.

5.3 Definitions

Whenever the following terms are used in these General Terms and Conditions or in other documents the intent and meaning shall be interpreted as follows:

• RFP shall mean Request for Proposals.

• Proposal shall mean Respondents offer

• Prairie View A&M / PVAMU shall mean Prairie View A&M University and other system parts.

• Respondents / Vendor / Contractor / Proposer shall mean the individual, partnership, corporation, or other entity awarded an agreement for labor or for equipment and supplies under this solicitation in accordance with the terms, conditions, and requirements herein.

Prairie View A&M University RFP #715-26-03 Ticketing Platform Services Page 17 of 21

• Agreement shall mean an contract agreement, documented by written instrument, between PVAMU and the successful respondent to provide products/services as requested to PVAMU in Prairie View, Texas.

5.4 Governing Law

The validity of a resultant agreement and all matters pertaining to a resultant Agreement, including but not limited to, matters of performance, non-performance, breach, remedies, procedures, rights, duties, and interpretation or construction, shall be governed and determined by the Constitution and the laws of the State of Texas.

5.5 Venue

Pursuant to Section 85.18(b), Texas Education Code, mandatory venue for all legal proceedings against PVAMU is to be in the county in which the principal office of PVAMU’s governing body, which in this case is Waller County.

5.6 Public Information Act

All information, documentation and other material submitted by RESPONDENT under this proposal is subject to public disclosure under the Public Information Act (Texas Government Code, Chapter 552).

RESPONDENT shall be deemed to have knowledge of this law. All information, documentation and other material submitted by RESPONDENT under this proposal is subject to public disclosure under the Public Information Act (Texas Government Code, Chapter 552). RESPONDENT shall be deemed to have knowledge of this law

A. RESPONDENT acknowledges that PVAMU is obligated to strictly comply with the Public Information

Act, Chapter 552, Texas Government Code, in responding to any request for public information pertaining to this Agreement, as well as any other disclosure of information required by applicable Texas law.

B. Upon PVAMU’s written request, RESPONDENT will promptly provide specified contracting information exchanged or created under this Agreement for or on behalf of PVAMU to PVAMU in a non-proprietary format acceptable to PVAMU this is accessible by the public.

C. RESPONDENT acknowledges that PVAMU may be required to post a copy of the fully executed

Agreement on its Internet website in compliance with Section 2261.253(a)(1), Texas Government Code.

D. The requirements of Subchapter J, Chapter 552, Texas Government Code, may apply to this agreement and all respondents agree that the agreement can be terminated if any respondent knowingly or intentionally fails to comply with a requirement of that subchapter.

All respondents responding to this solicitation are cautioned not to include any proprietary information as part of their proposal unless such proprietary information is carefully identified as such in writing, and the University accepts, in writing, the information as proprietary.

5.7 Default of Contract

In the event that the Vendor fails to carry out or comply with any of the terms and conditions of the final contract agreement with Prairie View A&M, the University may notify the vendor of such failure or default in writing and demand that the failure or default be remedied within ten (10) days; and in the event that the seller fails to remedy such failure or default within the ten (10) day period, Prairie View A&M shall have the right to cancel the agreement upon thirty (30) days written notice.

The cancellation of the agreement, under any circumstances whatsoever, shall not affect or relieve vendor from any obligation or liability that may have been incurred or will be incurred pursuant to the agreement and such cancellation by Prairie View A&M shall not limit any other right or remedy available to Prairie View A&M at law or in equity.

5.8 Termination

5.9.1 For Convenience:

The agreement may be terminated, without penalty, by Prairie View A&M without cause by giving thirty (30) days written notice of such termination to the seller.

5.9.2 In no event shall such termination by Prairie View A&M as provided for under this Section give rise to any liability on the part of PVAMU including, but not limited to, claims of Vendor for compensation for

Prairie View A&M University RFP #715-26-03 Ticketing Platform Services Page 18 of 21 anticipated profits, unabsorbed overhead, or interest on borrowing. PVAMU’s sole obligation hereunder is to pay Vendor for products and/or services ordered and received prior to the date of termination.

5.9.3 PVAMU reserves the right to immediate cancellation, without penalty, due to non-performance

5.9 Publicity

The selected respondent/vendor agrees that it shall not publicize this agreement or disclose, confirm or deny any details thereof to third parties or use any photographs or video recordings of PVAMU’s name in connection with any sales promotion or publicity event without the prior express written approval of PVAMU.

5.10 Non-Waiver of Defaults

Any failure of PVAMU at any time, to enforce or require the strict keeping and performance of any of the terms and conditions of this agreement shall not constitute a waiver of such terms, conditions, or rights, and shall not affect or impair same, or the right of PVAMU at any time to avail itself of same.

5.11 Time of Performance

Time is of the essence in the rendering of services and delivery of goods and services hereunder. The selected respondent/vendor agrees to perform all obligations and render services set forth per this solicitation in accordance with the schedules herein and as mutually agreed upon between University and Seller during the term of any Agreement resulting from this…