RFP 26-261876AB - ADDENDUM 4.pdf

ADDENDUM NO. 4

DATE:

ITB:

DATE ISSUED:

BID DUE:

SUBJECT:

April 20, 2026 RFP 26-261876/AB Sporting Box Office Ticket Sales February 17, 2026 April 29, 2026 @ 11:00AM EST (CHANGED) To Provide Answers to Questions Received

Ladies/Gentlemen:

Addendum #4 is being issued to provide answers to questions received.

1.) Question: Scope and Scale (Unity and Sites): Number of Venues: How many individual school sites and/or athletic venues will require on-site hardware installation? Please provide a list of locations (e.g. 3 high schools with stadiums, 2 middle schools with gyms).

Answer: Four High School gyms will require on-site hardware installation.

2.) Question: Entry Points per Venue: For the busiest venues (e.g., football stadiums), how many active entry gates/scanners need to be supported simultaneously to manage peak crowd flow?

Answer: No cameras at outside venues. The only outside venue would be Darling Stadium.

3.) Question: Hardware Inventory: Does HCS expect the contractor to furnish hardware for every event simultaneously, or can equipment be shared/shuttled between smaller venues on non-peak nights?

Answer: Hardware will be permanently in gyms.

4.) Question: Concessions Integration: How many concessions points-of-sale (POS) require integration across the district? Are these existing school-owned iPads/terminals, or will the contractor be expected to provide this hardware as well?

Answer: 2 concession stands.

5.) Question: Ticket Volume Estimates: Can you provide estimated ticket sales volume for the prior year (2025) for athletic events? This helps us price the per-transaction fees accurately without over- or underbidding.

Answer: 1,000 – 2,000 tickets per football game, 20 games per season. 800 – 1,000 tickets per basketball game, 40 games per season.

6.) Question: B. Technical & Operational Requirements Internet Connectivity: What is the current WiFi or cellular signal reliability at the main athletic venues (e.g., football/track stadiums)? We need to assess if cellular-based handhelds are sufficient or if we need to install temporary network boosters.

Answer: Yes, temporary network boosters will need to be installed.

7.) Question: Payment Processing: Does HCS have a preferred merchant services provider for credit card processing, or will the contractor be expected to provide the payment gateway? If we provide it, what are the current interchange rates we should expect?

Answer: No, the merchant should provide the service. The interchange rates will be discussed if selected.

8.) Question: System Access & Roles: How many administrative users (e.g., athletic directors, school bookkeepers) will need back-end access to run reports and manage pricing? This determines our user license requirements.

Answer: 4 Athletic Directors and 1 District Director.

9.) Question: Data & Reporting: Are there specific reporting requirements (e.g., daily sales reports by school, monthly financial summaries for the school board) that go beyond standard system exports?

Answer: No.

10.) Question: C. Financial & Contractual Budget Parameters: While we understand pricing is part of the proposal, can you share a rough budget range for this contract to ensure our proposed solution is in the ballpark?

Answer: HCS does not provide budget information for open solicitations.

11.) Question: Ticket Fees: Who "owns" the convenience fees? In many school systems, the online ticket fee is passed to the buyer. Does HCS want the fee baked into the ticket price (absorbed by the school) or added at checkout (paid by the patron)?

Answer: Added at checkout.

12.) Question: Payment Terms: The RFP states "Net 30 days" for payment.

Given that we will be paying our subcontractors and software providers more quickly, are there exceptions for the initial hardware setup costs to be paid upon installation prior to the first event?

Answer: Yes.

13.) Question: Regarding RFP 26-261876/AB, would the City consider additional value-added services that complement the required ticketing system as part of a proposer’s overall solution, provided they do not alter the core scope of work?

Specifically, may proposers include optional enhancements to support operational efficiency, revenue optimization, or community engagement, as long as the required scope is fully addressed?

Answer: Yes.

14.) Question: Does HCS require box office staff onsite or remote in reference to "furnish labor"? Or please explain The contractor shall furnish all labor, in more detail?

Answer: Onsite.

15.) Question: Does HCS have any of their own equipment to sell tickets in the box office? lap top/computer/tablets, boca printers, card readers, cash drawers, etc.?

Answer: Yes, tablets.

16.) Question: How many tickets are sold online annually?

Answer: 57,753

17.) Question: How many tickets are sold in-person annually?

Answer: None.

18.) Question: How many free/comp tickets are issued annually?

Answer: These are for employees only, not tracked at this time.

19.) Question: What is the total annual revenue?

Answer: $248,890.00 in tickets, $90,200.00 in concessions.

20.) Question: How many box office or in-person locations/windows do you have?

Answer: Two box offices for football. One for basketball.

21.) Question: How many concession stands/windows do you have?

Answer: 2 concession stands.

22.) Question: Do you have a preferred or required merchant service provider for credit card processing?

Answer: No.

23.) Question: The RFP references a Pricing Schedule (Attachment A);

however, it was not included in the materials available at the time of review.

Could HCS please provide the Pricing Schedule template to be completed and submitted with the proposal?

Answer: Please disregard E. b) Pricing Schedule on page 5. Please provide a pricing proposal as part of Tab 4. HCS will not be providing a pricing template.

24.) Question: Will the selected Ticketing Partner be responsible for payment processing for both online and onsite sales, and be the Merchant of Record?

Answer: Yes.

25.) Question: Are the SWaM (Minority/Woman-Owned Business) subcontracting forms (Forms 1–3) required to be submitted even if the Offeror does not intend to subcontract any portion of the services and will perform the work entirely with its own personnel and resources?

Answer: No. These are just goals, not requirements.

26.) Question: How many schools are included within the scope of this RFP?

Answer: 12 – 4 High Schools and 8 Middle Schools.

27.) Question: Could HCS please provide the total number of tickets sold across all events within scope for each of the past two (2) fiscal or school years?

Answer: 115,506.00 give or taken.

28.) Question: Could HCS provide the average ticket price for events within scope, or a breakdown by sport/event type if available?

Answer: $7.00.

29.) Question: What is the number of free tickets or invitations issued per year?

Answer: No, we issue 50 passes.

30.) Question: Please clarify whether HCS expects the selected contractor to provide on-site box office personnel, or whether school/district staff will operate the system using contractor-provided hardware and training.

Answer: HCS will provide staff.

31.) Question: Can HCS confirm the anticipated quantity and type of hardware/equipment required per school (e.g., ticket printers, scanners, POS devices, terminals)?

Answer: We use tablets.

32.) Question: Is the 24 hour support meant for HCS staff internal users or for end-users (students, families, ticket buyers)?

Answer: HCS Staff.

33.) Question: Please clarify whether HCS expects the selected contractor to provide a self-service ticketing platform that will be operated and managed by HCS personnel (including event creation and configuration), or whether HCS prefers the contractor to provide managed services, including event setup, configuration, and ongoing administrative management on behalf of the district.

Answer: No.

34.) Question: What are the expected yearly volumes?

Answer: Average is $300,000. The Middle School Sports programs are still growing.

35.) Question: What do you mean by "The contractor shall furnish all labor?"

Does this mean you need us to provide onsite staff?

Answer: Please see answer to question #30.

36.) Question: Pricing Schedule - Attachment A is referenced on page 5 and 8 but isn’t included in the RFP document. Attachment A is currently the Offeror Representations and Acknowledgements.

Answer: Please see response to question #23.

37.) Question: Can you clarify where all the signed forms should be included in the proposal?

Answer: The signed forms may be included in the order in which they are presented in the solicitation document, followed by the tabs.

38.) Question: Do you have preferences for how the proposal is bound (3-ring binder or spiral bound)?

Answer: No, there is no preference. You may also submit proposals electronically via DemandStar.

39.) Question: Can you clarify what should be included in Tab 6? On page 5 it says “proposed alternatives to HCS requirements.” On Page 8 it says “Attachment C – Minority/Women Owned Programs”.

Answer: Proposals are to be organized in the following tabs:

Tab 1 – Experience Tab 2 – Capabilities and Skills Tab 3 – Services to be Provided Tab 4 – Costs Tab 5 – Exceptions Tab 6 – Small, Minority and Woman Owned Businesses Attachment C

Bidders must take due notice and be governed accordingly. This addendum must be acknowledged as indicated in the Request for Proposal or your Bid may not be considered.

All other terms and conditions must remain the same.

For the City, Hampton

Alicia Brown Senior Buyer 1 Franklin Street Hampton, VA 23669 Phone: 757-727-2196