ESBD_487716_1771534983099_Ticketing Platform Services Solicitation-RFP #715-26-03 - RFP Solicitation Addendum 1.pdf

Created July 2025 Modified: July 2025

ADDENDUM 1

Request for Proposal (RFP) Ticketing Platform Services Solicitation-RFP #715-26-03

1.0 Purpose of the Addendum

In accordance with Prairie View A&M University (PVAMU), a member of The Texas A&M University System (“A&M System”), Ticketing Platform Services Solicitation, RFP #715-26-03, this Addendum provides the answers and responses to all submitted questions in alignment with the solicitation’s schedule of events.

Except as specifically stated herein, this Addendum which will be addressed to all interested parties/respondents, is not meant to relieve any proposer of their duty to respond fully and completely to any requirement of the RFP #715-26-03.

2.0 Questions and Answers

Questions received from all interested respondents have been reviewed and may assist in the preparation of their proposal submissions. The answers and responses provided are intended to offer additional clarification and support regarding the solicitation requirements, as applicable.

2.0 Questions and Answers

1. What ticketing platform (if any) is PVAMU currently using, and when does the current contract expire?

PVAMU Answer: PVAMU is currently using AudienceView Campus as its ticketing platform provider. The university is operating under a month-to-month contract with AudienceView.

2. What are the biggest challenges or pain points experienced by staff and/or patrons with the current ticketing system?

PVAMU Answer: For staff, the primary challenges include difficulty pulling comprehensive reports efficiently, the absence of a designated group sales area within the system, limited communication capabilities (such as the inability to send mass emails or text messages directly through the ticket provider), and incomplete seating manifests with certain sections not fully built out. These limitations create additional manual work and reduce overall operational efficiency.

For patrons, the biggest pain points center around user experience. Challenges include ease of navigation when purchasing tickets, being placed in a virtual waiting room on event days, and complications with seat selection, account creation, and ticket retrieval. These issues can lead to frustration and may negatively impact on the overall customer experience.

Integration with campus systems (enterprise software), point of sale options, limited number of users/accounts/profiles. A full campus solution is desired.

3. Please provide a total breakdown of 2025 tickets sold and associated revenue by event category (e.g.

football games, basketball games, theater/performing arts, other university events).

PVAMU Answer: The following is a breakdown of the unaudited 2025 Tickets sold for the identified activities.

Event Type Revenue Tickets Sold

Football $1,033,338.50 52,118

Basketball $24,687.00 9,788

High School Football $18,720.00 1,872

Student Activities Homecoming Concerts $42,110.00 1,992

4. What is the average ticket price by event type?

PVAMU Answer: For the 2025 Football season we charged $30 for general admission and $75 for reserved seating. For the basketball season we charged $15 for general admission and $50 for single game courtside seats.

5. What percentage of total tickets distributed are complimentary versus paid?

PVAMU Answer: Approximately 35% of our total tickets distributed are complimentary. Many of those complimentary tickets are allocated to PVAMU students, who receive free admission to athletic events as part of their student benefits.

6. What are the current payment processing rates charged by TouchNet/your merchant processor (percent per transaction, fixed fee per transaction, any other applicable fees)?

PVAMU Answer: Requested rate charges are not available at this date.

7. Can you please provide a recent sample merchant processing statement showing all applicable fees, including card brand fees and any monthly/annual fees?

PVAMU Answer: Requested sample merchant processing statement is not available at this date.

8. Does PVAMU currently pass payment processing fees to end users, or does the university absorb these costs?

PVAMU Answer: PVAMU currently passes a $1 transaction fee to the end user. However, as the university transitions to a new system, PVAMU is open to reviewing and considering alternative approaches to handling payment processing fees.

9. Is PVAMU open to vendors proposing alternative payment processors?

PVAMU Answer: PVAMU is open to vendors proposing alternative payment processors;

however, the university’s preference is to continue using its current payment processor, as it was recently implemented.

10. Is TxRAMP/FedRAMP certification required at the time of proposal submission or just by the go-live of the new system?

PVAMU Answer: Respondents are required to demonstrate compliance in accordance with Section 1.4.3 of the solicitation by ensuring TxRamp/FedRAMP certification is confirmed, with appropriate documentation, at the at the time of the proposal submission.

11. Approximately how many ticket scanning devices/hardware units are needed across all venues and entry points?

PVAMU Answer: We need approximately 30 new ticket scanning devices across all venues.

12. Approximately how many POS card readers does PVAMU anticipate needing across all locations?

PVAMU Answer: PVAMU does not anticipate needing any additional TouchNet POS card readers, as the university currently has approximately ten (10) readers in use across its locations.

13. How many separate university departments will be independently managing their own events through the platform?

PVAMU Answer: Currently, we do not anticipate any university departments independently managing events through the platform. All events will be supported and managed with assistance from the central ticket office staff to ensure consistency, oversight, and proper use of the system.

14. What is PVAMU's desired implementation timeline and go-live date for the new system?

PVAMU Answer: The desired implementation timeline is the first of April 2026 with the go-live date following shortly thereafter.

15. Is a white-labeled mobile application required, or is a mobile-responsive web platform sufficient to meet PVAMU's needs?

PVAMU Answer: A mobile-responsive web platform is sufficient to meet PVAMU’s needs; a white-labeled mobile application is not required at this time.

16. What are the specific HUB subcontracting goals or percentage targets for this contract category?

PVAMU Answer: The specific HUB subcontracting goal established for this contract category is 1%. Vendors are expected to make a good-faith effort to identify and engage certified Veteran Heroes United in Business (Vet-HUB) suppliers or subcontractors to meet or exceed this 1%.

17. What is PVAMU's budget range for this project?

PVAMU Answer: We are seeking a ticketing platform that entails no upfront costs at the time of implementation but rather operates on a percentage basis derived from a per ticket sales/processing purchase flow.

18. What was the total annual contract value or per-ticket transaction fee of the previous/current ticketing system?

PVAMU Answer: The per-ticket fee of the current ticketing system is $1.

19. Would PVAMU consider extending the proposal submission deadline by 1-2 weeks to allow additional time for vendors to develop proposals following the university’s responses to vendor questions?

PVAMU Answer: No.

20. We understand that section 6.2 of the RFP requests annual sales revenue and financial statements to be included with the proposal process. However, as a small, privately held company, we are unable to disclose confidential and proprietary financial information, as disclosing this information in a public solicitation could pose significant risks to our business and competitive positioning. Even if labeling this information as “confidential” in our response does not guarantee that it will be protected from public disclosure. In lieu of submitting this confidential information, would the university accept a letter from an authoritative third party (e.g. investor) attesting to the financial health and stability of our company?

PVAMU Answer: All respondents must comply with every requirement outlined in the solicitation for their proposal to be considered favorable. PVAMU will make every effort to ensure all documentation remains confidential. When necessary, an OGC opinion may be requested regarding any inquiries related to the solicitation or the resulting contract.

21. How many tickets are sold online annually?

PVAMU Answer: Approximately 70% of tickets are sold online.

22. How many tickets are sold in- person annually?

PVAMU Answer: Approximately 30% of tickets are sold in-person.

23. How many comp/free tickets are issued annually?

PVAMU Answer: Please refer to the answer to question 5.

24. Is there any other ticketing provider that you are currently working with? Or are all tickets processed through Touchnet currently?

PVAMU Answer: Please refer to the answer to question 1.

25. If applicable, how many box office or physical locations do you sell tickets from in person? ( ones that would require equipment including Boca printers, receipt printers, or cash drawer)

PVAMU Answer: We currently sell out of four (4) physical locations. PVAMU has the proper equipment, including Boca printers, to operate out of these locations.

26. If applicable, how many venues require scanners to check in guests/ scan tickets upon entry?

PVAMU Answer: PVAMU only has two (2) venues that require scanners to check/scan tickets upon entry.

Respondents shall acknowledge receipt of this Addendum by certifying below and returning this sheet with the Respondent’s solicitation response. Note: Please include page 1 of the addendum, and this signature page with response.

Company’s/Respondent’s Name: _______________________________________________________

Signature of Authorized Representative: ____________________________________

Print Name and Title of Representative _____________________________________

Date: _______________________________________________________________