KH25-013 Online Ticketing.pdf

KH25-013

Request for Proposals

Online Ticketing Service

A Multi-Stage, Best Value RFP Released January 31, 2025

Due February 28, 2025 @ 2:00 PM

Davis School District Learning First

Davis School District’s Website:

www.davis.k12.ut.us http://www.davis.k12.ut.us/

Request for Proposals | Online Ticketing Software

TABLE OF CONTENTS

I. Notice of Request for Proposal

A. Objective B. Issuing Office and RFP (Request for Proposals) Number C. Length of Contract D. Price Guarantee Period E. Scope of Work F. Insurance Requirement G. Required Forms H. Proposal Response Format I. Protected and Proprietary Information J. Questions and Answers K. Addendums L. Award of Contracts M. Invoice and Payments N. Key Dates and Timeline

II. Evaluation

A. Evaluation Criteria B. Scoring C. Cost Proposal D. Award of Contracts

III. Schedules and Forms

A. Schedule A Certification of Proposal B. Schedule B Minimum Mandatory Requirements C. Schedule C Cost Proposal Format D. Schedule D Technical Evaluation Scoring Rubric

DAVIS SCHOOL DISTRICT

REQUEST FOR PROPOSAL

# KH25-013

Online Ticketing Software

I. NOTICE OF REQUEST FOR PROPOSALS

A. OBJECTIVE & BACKGROUND

Davis School District seeks a dynamic, hosted software solution to facilitate real-time, online ticketing for school events, performances, and activities. The solution should allow attendees to select events, choose seating (when reserved seating is available), and complete payments seamlessly, including options for in-person ticket sales at event venues. Additionally, the District requires a system that enhances financial transaction management and reporting, tracks attendance and patron engagement, and provides marketing tools to increase participation in school-sponsored events. This will be a multiple award contract opportunity.

Key features of your solution should include:

• Secure gateway for payments made online or at the venue, verified by a Certificate of Compliance for PCI Data Security Standard

• User friendly “box office” interface

• Ability for customers to choose desired seats from a variety of seat maps

• Customizable seat maps

• Mobile purchase and delivery capability

• Multiple delivery options: Mail, Will-Call, Print-at-home, Text, and Mobile

• Ability to complete cash, debit/credit card, check, Apple, and Google Pay transactions

• Sales reports including time stamp reports for gate sales

• Training for staff and administrators

• Allowance for different levels of user authorization

• Ability to provide coupon codes

Davis School District is the second largest school district in the state of Utah, with an enrollment of 74,000 students. We operate 22 high schools, 31 middle schools, and 64 elementary schools within our District boundaries. DSD enjoys robust community participation and support with arts and athletic events and typically have high attendance at student events.

B. ISSUING OFFICE AND RFP REFERENCE NUMBER

Davis School District’s Purchasing Department is the issuing office for this document and all subsequent addenda relating to it. The reference number for the solicitation is KH25-013.

This number should be referenced in all proposals, correspondence, and documentation relating to the RFP.

NOTICE: Wherever the term bid, bidder, bidding, or quote appears in this solicitation, it shall be interpreted to mean offeror, as defined in 63G-6a-103(30), RFP, or Request for Proposals as defined in 63G-6a-103(38) and the procurement shall be conducted subject to the provisions of 63G-6a-701-711.

C. LENGTH OF CONTRACT

Contracts resulting from this RFP will be executed for a five-year term. There will be no renewal options available.

D. FEE GUARANTEE PERIOD

All quoted fees shall be fixed for the entire five-year period.

E. SCOPE OF WORK

1. Data Security:

• Must obtain and maintain PCI Level 1 Service Provider status or equivalent.

• Platform shall support TLS 1.2 or higher network encryption.

• System mechanisms to detect and protect customer information, commercial misuse, and hacking

• Contractor agrees to never sell customer information to third parties

2. Customer Account Management:

• Allow customers to manage their ticket functionality including:

Username/Password Reset Ticket Transfers Ticket Exchange Ticket Reissue Order History

3. Marketing:

• Works with social media resources i.e., Facebook, Instagram, YouTube, and

X to increase revenues.

• Ability to create and print playbills for theater performances.

4. Customer Support & Training:

• 24/7 customer support.

• Dedicated account manager.

• Provide opportunities for training on the platform as requested.

F. INSURANCE MINIMUM COVERAGE REQUIREMENTS

The offeror must maintain and provide proof of the following insurance coverage(s) during the agreement term as per Utah Government Operations Code 63A-4-103. Proof of insurance must be submitted as part of your proposal:

Workers Compensation: The offeror must comply with Utah’s requirements and provide a certificate of insurance.

General Liability Policy per occurrence - OFFEROR must carry insurance with policy limits of no less than $1,000,000 per incident and $3,000,000 in aggregate.

Coverage to include bodily injury and property damage combined single limit.

Business Automobile Policy includes liability coverage on any owned, non-owned, or hired vehicle used by the offeror’s personnel in the performance of this Master Agreement.

G. SCHEDULES & FORMS

• Certification of Proposal (Schedule “A”)

• Minimum Mandatory Requirements (Schedule “B”)

• Fee Proposal Form (Schedule “C”)

• Sample Scoresheet

H. PROPOSAL RESPONSE FORMAT

Proposals must be no more than 30 pages in length to include appendices.

Proposals exceeding this limit may be disqualified from further consideration.

All proposals must be submitted with BidNet Direct. Late submissions will not be considered. Cost proposal is to be submitted as a separate envelope. Formatting for cost proposal should follow the format found in Schedule “C” in the attached documents.

Format for technical proposal document is as follows:

For ease of evaluation, the Technical Proposals must provide a narrative point-by-point response, addressing in detail each area of the evaluation criteria, including focusing on how the point-by-point response addresses the issues discussed in this RFP.

The criteria are not intended to limit the Technical Proposal's content or exclude any relevant or essential data. Publishers are at liberty, and are encouraged, to expand upon the criteria to demonstrate the company’s capability to provide the district with a solution.

Offerors are encouraged to review the Utah Governmental Records Access and Management Act (GRAMA) requirements and submit a redacted version of their proposal to protect proprietary information if necessary.

The Technical Proposal constitutes all necessary information (as listed below) but must not include any pricing. The offeror is expected to fulfill the following requirements as part of their Technical Proposal.

Required sections include the following:

• Stage 1 – Offeror must answer “yes” to each criterion of the Minimum Mandatory Requirements to move forward to the next stage of the bid (see attached). This is the prequalification stage.

• Stage 2 - All technical bids meeting Minimum Mandatory Requirements shall be evaluated according to pre-established weighted criteria. Evaluation shall be by individual rating/scoring or by group consensus or another method as deemed in the district’s best interests. You must score a minimum of 70% of the points possible to advance to the next stage of the process. If the next stage is formal presentations (optional if required by the committee), you must score a minimum of 70% of the points possible from this stage to advance to Stage Three.

• Stage 3 – Only offerors whose proposals have advanced to stage three (3) will have cost proposals requested. The cost score calculation formula to be used is Cost Points x (Proposed Cost/Lowest Proposed Cost). The cost proposal will be worth 30 points. Do not submit cost proposals with your technical proposals. Cost proposals are to remain hidden from the committee until after scoring of non-cost technical criteria as per State of Utah Procurement Code.

I. PROTECTED AND PROPRIETARY INFORMATION

Protected information R33-7-107(1): If an offeror submits a proposal that contains information claimed to be business confidential or protected information, the offeror must submit two separate proposals: (a) One redacted version for public Districts, with all protected business confidential information either blacked-out or removed, District marked as “Redacted Version”;

and (b) one non-redacted version for evaluation purposes District marked as “Protected Business Confidential. An entire proposal may not be designated as “Protected” “Confidential” or “Proprietary.

Under the Government Records Access and Management Act, Utah Code §§ 63G-2-101 to - 901, as amended ("GRAMA"), certain information submitted in the proposal(s) may be open for public inspection or disclosure. Pursuant to Section 63G-2-309 of GRAMA, any confidential information provided to Davis School District which the Vendor believes should be protected from inspection or disclosure must be accompanied by a written claim of confidentiality and a concise statement of reasons supporting such claim.

J. QUESTIONS AND ANSWERS

Please submit all procurement-related questions through Bidnet Direct. If any person(s) submitting an offer is in doubt as to the true meaning of any part of the RFP specifications, the offeror may submit a written request electronically through the Bidnet Direct website.

Questions and responses will be posted on the website; phone and e-mail questions will not be answered.

No participating district employee, board member, or evaluation committee member may be contacted concerning this RFP during the open solicitation window prior to the award except the issuing Purchasing Agent, Kelli Hall.

The committee may request discussion with interested offerors to provide clarity or further information to facilitate the evaluation process. Failure to comply with this requirement may result in disqualification.

K. ADDENDUMS

Addendums issued prior to the submittal deadline shall become part of the Request for Proposals (RFP). Addendums will be issued electronically via the Bidnet Direct website.

L. AWARD OF CONTRACTS

In compliance with State of Utah Procurement Rules, this RFP will be handled in accordance with the rules of a multi-stage, best value sealed RFP process.

R33-12-301A (2): When buying a procurement item from a multiple award contract solicited through an RFP, a procurement unit may place orders with any vendor or contractor under contract based on which procurement item best meets the needs of the procurement unit.

Contracts awarded through the RFP process are awarded based on best value as determined by cost and non-price criteria specified in the RFP. As a result, all vendors, contractors, and procurement items under contract have been determined to provide best value to procurement units buying from these contracts.

The Evaluation Committee will select the successful offeror(s) based on the scoring results from the established evaluation criteria. The award of this RFP will depend on the best value and responsiveness of the proposals to the solicitation. The Committee will consider a range of factors, such as local presence, experience, performance ratings, past performance issues, references, time and manner of delivery, cash payment term discounts, financial stability, suitability for purpose, and other relevant factors that can lower the costs for District and/or enhance service levels. The Committee has the right to waive any irregularities and informalities or to reject any or all proposals submitted. The District reserves the right to make award(s) based on their best interest.

M. INVOICING AND PAYMENTS

Invoices are to be submitted within 30 days of product delivery. Davis School District’s payment terms are net 30 days after receipt; offeror may negotiate different payment terms once award has been made. Davis School District reserves the right to accept or reject any other payment terms offered.

ACH Electronic Direct Deposit is the preferred method for invoice payments.

N. KEY DATES AND TIMELINE

Please note that the timeline below is tentative and may change due to meeting schedules, weather, committee availability, etc.

January 31, 2025 RFP Solicitation Issued

February 20, 2025 Deadline for Q&A

February 28, 2025 @ 2:00 p.m. Due Date & Time for Proposals

March 3, 2025 Committee Technical Review Begins

March 13, 2025 Decision Announced

II. TECHNICAL EVALUATION

Stage 1: Minimum Mandatory Requirements and Certification of Proposal (Prequalification):

Companies must meet the minimum mandatory requirements listed below to be eligible to proceed to the evaluation stage of the RFP as submitted on form “Schedule B.” This is the pre-qualification phase.

Submit Schedule “B” with your proposal to verify agreement with the following statements:

Please Indicate Agreement Our program is a web-based, encrypted software solution.

User information is encrypted and confidential. We agree to never sell or share user contact information or data.

Our proposed solution allows users to purchase tickets to multiple shows, display seat pricing for different tiers (student, disabled, reserved, etc.), and multiple venues in one transaction. Users may exchange seats/nights for different seats/nights.

Users may download e-tickets and/or print paper tickets at home. Tickets can also be printed for “will call” pickup at the box office. Tickets may be purchased in person at the box office.

We offer users multiple payment options (i.e., e-check, debit card, credit card, etc.) via secure network (https).

We will provide customized sales/attendance reports that can be broken down and reported as type of ticket, payment type, date, venue and event.

We guarantee payment of ticket sales profits to Davis School District within three (3) business days.

Vendor accepts Davis School District Terms & Conditions without exception.

Stage 2: Technical Offer Evaluation:

The committee will evaluate proposals against the weighted criteria outlined below. Each area of the evaluation criteria should be addressed in detail in your proposal. All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, rules, policies, and the evaluation criteria established in the RFP.

Please refer to Schedule D, “Technical Evaluation Scoring Rubric” for more details on score weighting.

Proposals will be evaluated based on the following weighted criteria:

1. Data Security (30%):

• Provide a copy of your Certificate of Compliance with PCI Data Security

Standards or equivalent.

• Identify your current gateway processor and indicate compatibility with Wells

Fargo and US Bank.

• Summarize your company’s internal audit process.

• Explain which encryption methods are used and how encryption keys are stored.

• Provide a copy of your posted privacy statement.

• Detail all information stored within your database.

• Describe the systems in place to prevent commercial misuse and hacking to protect customer information.

2. Ease of Use and Customer Support (30%):

• Provide graphics showing how your purchase screens are intuitive and easy to navigate.

• Describe your technical support structure, indicate if tech support is in-house or outsourced.

• Provide an overview of how venues are set up, seating maps customized, and productions/events are marketed.

• What are your options for mobile purchase and ticket delivery?

• Outline options for marketing of performances and athletic events – printing of playbills, advertising templates for social media, etc.

• Describe training options available for staff and administrators.

3. Reporting (20%):

• List reports available to users and options for export, i.e., Excel, PDF, etc.

• Indicate if report customization is free for use or if a fee is associated.

• Describe how school administrative staff may modify report layouts based upon their needs.

4. Sales (20%):

• What is your policy on comp tickets? How are they reported and controlled?

• List methods of payment accepted on your platform.

• Do you provide equipment such as ticket printers, barcode scanners, etc.? Is there a cost associated with these items?

Scoring System:

0 = Failure (no response) 1 = Poor (inadequate response) 2 = Fair (partially responsive) 3 = Average (meets minimum requirements) 4 = Above Average (exceeds minimum requirements) 5 = Superior (outstanding response)

Stage 3: Fee Proposals

Provide a listing of all fees charged to users for purchase of event tickets.

Final Award Decision

Offerors who have progressed through all three (3) stages of the evaluation process will have their final cumulative scores tallied. An award decision will be announced in March 2025.

KH25-013 | Online Ticketing Service

Schedule A Certification of Proposal

We have read the Request for Proposal for the purchase of surplus technology equipment from Davis School District. We certify that we have adequate personnel and resources to fulfill the proposal requirements. We further understand that our ability to meet the criteria.

We further certify that, since the receipt of this RFP, no contact, discussion, or negotiations have been made nor will be made regarding this proposal with any employee or Board member other than the listed contact people in the RFP. We understand that any such contact could disqualify this proposal.

We certify that all schedules and addenda contained herein shall be considered part of the entire RFP response and that the complete document submitted shall be considered as part of the contract and may be incorporated into the contract.

Finally, by signing this document, we certify that we accept Davis School District’s Terms and Conditions and if awarded the contract we will perform the contract in accordance with the Standard Terms and Conditions and by the procedures further listed in this RFP.

We understand that if there is a disagreement that Davis School District Terms and Conditions will prevail.

Contact Information

Vendor Name:

Name and Title:

Phone:

Email:

Signature of Authorized Vendor Representative:

KH25-013 | Online Ticketing Software

Schedule B Pass/Fail Criteria

The following are mandatory pass/fail criteria. A “yes” (Y) or “no” (N) answer must be provided in the answer column for each line item. For your proposal to be considered, you must enter a “yes” (Y) response to all questions. Verification of your answers is required within your proposal.

Please Indicate Agreement

Our program is a web-based, encrypted software solution.

User information is encrypted and confidential. We agree to never sell or share user contact information or data.

Our proposed solution allows users to purchase tickets to multiple shows, display seat pricing for different tiers (student, disabled, reserved, etc.), and multiple venues in one transaction. Users may exchange seats/nights for different seats/nights.

Users may download e-tickets and/or print paper tickets at home. Tickets can also be printed for “will call” pickup at the box office. Tickets may be purchased in person at the box office.

We offer users multiple payment options (i.e., e-check, debit card, credit card, etc.) via secure network (https).

We will provide customized sales/attendance reports that can be broken down and reported as type of ticket, payment type, date, venue and event.

We guarantee payment of ticket sales profits to Davis School District within three (3) business days.

Vendor accepts Davis School District Terms & Conditions without exception.

Company Name:

Authorized Representative:

Title:

Email:

Phone:

Signature:

KH25-012 | Online Ticketing

Schedule D Technical Scoring Rubric

Criteria Weight Points

1. Data Security Weight Points Possible

Certificate of Compliance with PCI Data Security Standards. System processors are compatible with Wells Fargo and US Bank.

2 10

Strong encryption and commitment to user privacy. 2 10

Internal auditing procedures and systems in place to prevent misuse and hacking are well described.

2. Ease of Use and Customer Support

Graphics are engaging, purchase screens are intuitive and easy to use. Multiple options for ticket delivery.

1 5

Marketing material options are modern, attractive, and easy to use. Options for social media and advertising templates.

2 10

Multiple options for training and user support for school staff and administrators.

Customizable seating maps and venue set-ups.

3 15

3. Reports

Reports are customizable for little or no fee. 2 10

Reports may be exported in multiple formats. 2 10

4. Sales

Multiple payment options, process for comp tickets clearly explained, and refund/exchange policy detailed.

Equipment may be purchased or provided for free. 2 10

Total Points Possible: 100