ESBD_501706_1776193563078_Ticketing Platform Services Solicitation-RFP #715-26-06 - RFP Solicitation Addendum 2 - FINAL.pdf

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ADDENDUM 2

Request for Proposal (RFP) Ticketing Platform Services Re-Solicitation-RFP #715-26-06

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 Re-Solicitation, RFP #715-26-06, this Addendum provides information related to the following items in alignment with the solicitation’s Schedule of Events:

• Solicitation Conference hosted on April 8, 2026.

• Questions and responses to officially submitted inquiries.

2.0 Solicitation Conference

The Solicitation Conference was communicated via Addendum 1 and held to provide all interested respondents with an opportunity to gain additional insight and ask questions regarding the proposed platform. Only official questions submitted in writing and requiring formal responses are included in this Addendum. A copy of the PowerPoint presentation and virtual sign-in sheet are included for reference.

2.1 PowerPoint Presentation.

2.2 Virtual sign-in sheet.

3.0 Questions and Answers

All questions submitted by interested respondents have been reviewed and may assist in the preparation of proposal submissions. The responses provided are intended to offer clarification and support regarding the solicitation requirements, as applicable.

3.1 Official questions and answers from Solicitation RFP #715-26-03 are also included in this Addendum for reference.

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2.0 Solicitation Conference

2.1 The PowerPoint Presentation for the Solicitation Conference, as hosted on April 8, 2026, is included for reference for all potential respondents.

PRAIRIE VIEW A&M UNIVERSITY

Solicitation Conference for the

Ticketing Platform Services Re-Solicitation, RFP #715-26-06

• Greetings and Introductions

• Point of Contact

• Prohibited Activities

• Explanation and Clarification

• Schedule of Events

• Scope of Services Overview

• Acquisition Price/Cost Proposal

• Contract Award and Term

• Evaluation Criteria for Award

• General Information and Submission Requirements

• General Terms and Conditions

• HUB Subcontracting Plan

• Insurance Requirements

• Solicitation Addendum

• Questions and Closing Remarks

AGENDA

1. Greetings and Introductions

2. Please use the chat, and type in your name and company name for virtual Teams attendance.

3. Please feel free to ask any questions during the course of the presentation.

4. Please keep in mind the answers to all questions during the conference are non-binding and are not made official until posted in the Addendum.

5. Only written/emailed questions to solicitations@pvamu.edu (submitted before deadline) will be considered and included in the Addendum.

Greetings and Introductions mailto:solicitations@pvamu.edu

Reference the Solicitation Cover Page, which identifies the Point of Contact Information.

All requests, questions or other communication about this solicitation shall be made in writing to the Procurement Services and Contract Administration (PSCA) addressed to person listed below:

• Title: Robert L. Hall, Director, Procurement Services and

Contract Administration (PSCA)

• Address: W.R. Banks Bldg., STE. #115, 140 L.W. Minor

Street Prairie View, TX 77446-0519 (see Section 4.0, General Information)

• Telephone: 936-261-1902, Option 4

• E-Mail Buyer at the Preferred Method for

Communication: solicitations@pvamu.edu

Point of Contact Information mailto:solicitations@pvamu.edu

1. Reference Section 7 – Non-Collusion Affidavit.

2. Ensure you read, understand and sign the affidavit confirming there is no Conflict of Interest with and when submitting your proposal.

3. Please make certain to conform to the conflicts of interest disclosure guidelines in accordance with the solicitation requirements.

4. Please submit all required documents with the respondent’s proposal in accordance with Section 4.

5. ALL responses and required documents must be completed and submitted in response to this solicitation, as per the published timeline and by the identified submission deadline.

Prohibited Activities

1. Respondents must notify the Point of Contact of any ambiguities, conflicts, discrepancies, clarifications or other errors in the solicitation by the deadline for submitting questions.

2. If a Respondent fails to properly and timely notify the Point of Contact of such issues, the Respondent submits their proposals at their own risk.

Explanations and Clarifications

Tasks Dates

Solicitation Conference ........................................................................ April 8, 2026, 10:00 a.m., CST

Posting Addendum and Response to Questions ..................................... April 14, 2026, 5:00 p.m., CST

Demonstration and Presentation of Selected Respondent ...................... To Be Announced Contract

Schedule of Events (1 or 2)

• Note:

The dates identified are a tentative schedule of events.

PVAMU reserves the right to modify these dates at any time upon notice and at the discretion.

Changes will be posted to Electronic State Business Daily (ESBD) and shared with all interested vendors, via addenda.

Schedule of Events (2 of 2)

• Reference Sections 1.3 through 1.6.

• All respondents are REQUIRED to READ and respond to the entire solicitation and requirements in Section 1.3.

• Address Technical Specification Requirement in Section 1.4

• Identify Technical Support requirements in Section 1.5

• Describe the Ticket Plans in Section 1.6

Scope of Services Overview

• System Integration and Analytics (Sections 1.4.1.):

The proposed ticketing platform may integrate with PVAMU’s TouchNet system, existing card readers, and current platforms ; or propose methods of integration utilizing alternative systems.

The proposed ticketing platform should demonstrate the capability of adapting to additional systems.

Respondents are requested to provide a list of other platforms used by their higher-education clients.

Respondents must respond to all sections of the solicitation appropriately to understand the proposed solution and requirements.

Scope of Services Overview (2 of 2)

• Reference Section 1.6.9

• Respondents must submit a cost proposal with their proposal submission.

• Respondent must use Attachment B in the MS Excel format provided.

Acquisition Price/Cost Proposal

• Reference Section 2

• PVAMU intends to award one (1) contract and enter into an agreement with the successful respondent.

• Contract Term will have initial term of three (3) years.

• Contract will option to renew for up to two (2) additional one (1) year terms.

• Total contract term may not exceed five (5) years.

Contract Award and Term

• Reference Section 3

• PVAMU will evaluate proposals based on demonstrated competence and qualifications and the fairness and reasonableness of the price.

• PVAMU will evaluate and make the award on the proposal that is determined to be the “Best Value” to the University.

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

• To evaluate these criteria, PVAMU will consider the following factors:

Evaluation Criteria for Award (1 of 3)

1. Proposed Cost of Services (30%);

2. Technical Response to Solicitation (30%);

3. Experience and Expertise of the Vendor (20%);

4. Professional References of Respondent’s staff (10%);

and,

5. Responsiveness (includes all required forms (10%).

Evaluation Criteria for Award (2 of 3)

All proposals will be scored according to the weighted criteria.

NOTE:

Demonstrations and Presentations will be scheduled as needed.

Only the highest-ranked respondents will be notified of the scheduled date and time.

PVAMU Evaluation Team will use the identified criteria for each demonstration and presentation.

Evaluation Criteria for Award (2 of 3)

• Reference Sections 3.4 and 4

• Respondent’s proposal must be submitted in the requested format.

• Respondent must sign and include the Execution of Offer (see Section 6) and Conflict of Interest/Non- Collusion Statement Form (see Section 7)

• Respondent must submit seven (7) complete hard copies and one (1) complete electronic copy for the procurement file.

• All respondents’ proposals must be delivered to the identified address by the deadline identified in the Schedule of Events (see Section 1.2).

General Information and Submission Requirements (1 of 2)

Proposal Components The proposal response must include the following documents and information, including but not limited to:

• Cover letter with signature as applicable

• Table of contents with divider sheets

• Technical Proposal Responses to all requirements in Sections 1 and 4

• Work history information

• Three (3) references

• Resumes of proposed project staff

• Completed Acquisition price/cost proposal in the requested format

• Completed and signed HUB Subcontracting Plan

• Signed Execution of Offer

• Signed Non-Collusion Affidavit

• Any Addendums, with signature, when applicable

General Information and Submission Requirements (2 of 2)

• Reference Section 5

• The General Terms and Conditions, as well as any additional terms and conditions provided here-in, in all aspects govern and control any contract agreement issued as a result of this solicitation.

• All respondents must accept PVAMU’s Contract Terms and Conditions to view the solicitation documents, and to submit a response to this solicitation as required.

General Terms and Conditions (1 of 2)

• The standard purchase terms and conditions will be incorporated into a resulting contract (see Attachment C: Sample Services Agreement).

• By submitting a response to this solicitation, your firm is agreeing to be bound by these provisions.

• 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.

General Terms and Conditions (2 of 2)

• Reference Section 5.33 and Attachment A for detailed requirements

• All respondents must submit a completed HUB Subcontracting Plan (HSP) with their proposal.

• Submission of an HSP mandatory for all respondents, regardless of whether subcontracting is anticipated.

• The HSP must be signed and dated by an authorized representative.

• Failure to provide a complete and comprehensive HSP will be considered a material non-compliance with the RFP requirements and may result in the disqualification of the proposal.

• The HSP must be submitted concurrently with the Invitation for Bid/Request for Proposal response by the specified deadline.

HUB Subcontracting Plan Requirements

• Reference Section 5.34 and Appendix A

• Vendor shall submit a properly endorsed Certificate of Insurance (COI) prior to any use of PVAMU facilities, work performed or services provided by Vendor under this Contract.

• Vendor must submit the COI on an annual basis or for the term of the contract to PSCA at: contracts@PVAMU.EDU

Insurance Requirements mailto:contracts@PVAMU.EDU

• Reference Sections 1.2, 4.3, 4.4 and 4.5.

• Changes or updates regarding the solicitation will be facilitated via addenda.

• Respondents should monitor the ESBD and email communication, as applicable.

Solicitation Addendum

Questions?

Thank you for your participation!

Questions and Closing Remarks

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2.2 The virtual sign-in sheet is included for reference only.

Ticketing Platform Services – Re-Solicitation

RFP #715-26-06

Solicitation Conference Virtual Sign-in Sheet

Name Company Phone Email

1. Harrison Cogan Block Tickets harrison@blocktickets.xyz

2. Robert L. Hall PVAMU rlhall@pvamu.edu

3. Greg Iacopetti PVAMU griacopetti@pvamu.edu;

4. Joshua Webber PVAMU jkwebber@pvamu.edu

5. Shawna Prater PVAMU srprater@pvamu.edu;

6. Anton Calvin PVAMU adcalvin@pvamu.edu mailto:rlhall@pvamu.edu mailto:griacopetti@pvamu.edu mailto:jkwebber@pvamu.edu mailto:srprater@pvamu.edu mailto:adcalvin@pvamu.edu

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3.0 Questions and Answers

PVAMU received only one (1) official question in response to the Re-Solicitation-RFP #715-26-06, which is as follows:

• Are we able to send an RFP documents via email or does it have to be mailed?

PVAMU Answer: In accordance with the solicitation requirements, all proposal responses must be mailed or hand-delivered to the address listed on the cover page of the solicitation and as outlined in Section 4:

3.1 Official questions and answers from Solicitation RFP #715-26-03 are also included in this Addendum for reference.

Ticketing Platform Services Solicitation-RFP #715-26-03 Questions and Answers - Final

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.

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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: _______________________________________________________________

Ticketing Platform Services Solicitation-RFP #715-26-06 - RFP Solicitation Addendum 2.pdf