RFP 27-02Tm Addendum 3 Questions.06.24.26.jm.rev.pdf
PDF 149 KB Posted
- Attached to
- ITB 26-02TM Ticketing Service (re-enter)
- Solicitation number
- RFP-123861
- Issued by
- Buena Vista City, Virginia
About this file
This is Addendum No. 3 to RFP 27-02TM issued by the City of Hampton, Virginia on July 3, 2026, responding to bidder questions and extending the bid closing date. The City seeks proposals for an event ticketing system to serve The American Theatre, Charles H. Taylor Visual Arts Center, and Hampton Arts Education. The system must include ticketing, point-of-sale functionality, class/workshop registration capabilities, and hardware deployment consisting of a minimum of 2 Boca ticket printers, 1 POS terminal, and 4 scanners across the venues. The original bid due date of June 17, 2026 was extended to July 9, 2026 at 10:00 AM, with a desired system go-live date of July 13, 2026. The City anticipates approximately 1,987 annual ticket transactions, 3,047 POS transactions, and 520 class/workshop registrations across all venues.
The City's anticipated annual contract value is structured as 5% of ticket price plus $0.80 per credit card transaction, with the current vendor contract expiring June 30, 2026. The City generated total annual revenue of $192,900 across all venues in the most recent fiscal year, with ticketing revenue of $139,000 and concessions revenue of $26,000. The payment method mix is approximately 33% cash and 67% credit card, with 69% of transactions occurring online and 31% at the box office. The City is open to models where transaction and processing fees are passed to ticket buyers to reduce direct costs. The system is not funded by federal funds, requiring daily settlement and batching of funds to designated municipal accounts. Anti-scalping functionality is preferred but not a hard requirement. Vendors may propose alternative payment processors with approval from the City's IT and Finance Departments.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 27-02Tm Addendum 1.pdf | ||
| RFP 27-02Tm Addendum 2.pdf | ||
| RFP 27-02TM Ticketing System.pdf |
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Text version
ADDENDUM NO 3
DATE: July 3, 2026
ITB/RFP: RFP 27-02TM Ticketing System
DATE ISSUED: May 26, 2026
BID DUE: July 9, 2026 at 10:00am. (changed)
SUBJECT: To Respond to Questions Received and Extend the
Closing Date.
Ladies/Gentlemen:
Addendum No. 3 is being issued to respond to questions received and extend the closing.
The Closing Date for RFP 27-02TM has been extended to
July 9, 2026 at 10:00AM
1. TM TickWhat is the City's anticipated annual contract value or budget for this system?
Answer: 5% of ticket price + .80 cents per credit card transaction
2. What is the annual contract value (subscription, per-ticket fees, etc.) of the current ticketing and POS system or service provider?
Answer: Current Contract value unknown.
3. When does the current vendor contract expire?
Answer: June 30, 2026
4. What is the current credit card processing rate (% per transaction + flat per-transaction fee) for each venue?
Answer: 2.14%
5. Does the City currently pay credit card processing fees, or are these passed to end users as a convenience or service fee?
Answer: City pays the fees when purchased at box office. Patron pays fees when purchasing online.
6. Is the City open to a model in which transaction and/or processing fees are passed to ticket buyers to reduce the City's direct cost?
Answer: Yes, the city is open to this.
7. What is the approximate average ticket value across The American
Theatre and the Arts Center?
Answer: $35
8. Can you provide total annual revenue generated across all transaction types (ticketing, POS/concessions, registration, merchandise) for the most recent full fiscal year, broken out by venue?
Answer: Average annual revenue: American Theatre: $140,000, Charles H.
Taylor Visual Arts Center: $50,000, Arts Education: $2,900. Total: $192,900.
9. Can you clarify whether the concessions and retail POS revenue at The
American Theatre is in-scope for this new system??
Answer: It is not in the scope of this new system.
10. What is the current ticketing/POS system being used at each venue?
Answer: TicketMaster
11. What are the biggest staff or patron pain points with the current system that prompted this RFP?
Answer: Current system deemed too complicated for online purchases, and online convenience fees too exorbitant.
12. How many physical devices (kiosks, POS terminals, scanners, ticket printers) are currently deployed across both venues, and will these be retained or replaced? The RFP specifies "at minimum" 5 credit card terminals and 4 Boca ticket printers. What is the total number of terminals and printers currently deployed, and what is the anticipated full deployment count?
Answer: Currently deployed:1 Boca printer, 2 scanners, 1 POS terminal.
Wanting: 2 boca printers, 1 POS terminal, 4 scanners.
13. How many annual class/workshop registrations does The American
Theatre or Arts Center currently process, and through what method
(online, paper, phone)?
Answer: Charles H. Taylor VAC registrations: 320. Hampton Arts Education registrations: 200. Methods: Online and paper.
14. Is the Arts Center's artwork sales currently processed through a POS system, and is that in-scope for the new system?
Answer: Yes, it is. No, it is not part of the scope for the new system.
15. What is the City's current payment processor or merchant gateway?
Concessions and Ticketing, payment processor is integrated with the platforms. For Merchandise sales, Clover machines are used to manually process sales amount through our bank TowneBank, whose processor is
Cardpoint. Is the City open to vendors proposing a different payment processor that is fully integrated with their platform? With approval from IT and Finance Departments.
16. What is the City's desired go-live date for the new system?
Answer: July 13, 2026
17. Given the June 17 proposal deadline, would the City consider a one-week extension to allow offerors to build more accurate proposals based on Q&A responses?
Answer: Yes.
18. Does this RFP encompass only The American Theatre and the Charles H.
Taylor Visual Arts Center, or does it also include other Hampton Arts venues (e.g., Hampton Coliseum or others managed by the CHTVA
Center)?
Answer: This RFP encompasses The American Theatre, Charles H. Taylor
Visual Arts Center, and Hampton Arts Education.
19. Is anti-scalping functionality a hard requirement, or a preferred capability?
Answer: It is preferred.
20. To ensure accurate pricing, can the City provide the following data for the most recent completed fiscal year, broken out by venue (The
American Theatre and the Charles H. Taylor Visual Arts Center):
a. Total number of ticket transactions (box office, online, and mobile)
Answer: 1,987.
b. Total number of POS/concessions transactions
Answer: 3,047 in the last 12 months.
c. Total number of class/workshop registrations
Answer: Charles H. Taylor VAC registrations: 320. Hampton Arts
Education registrations: 200.
d. Total gross revenue by category (ticketing, POS/concessions, registrations)
Answer: Ticketing: $139,000 Concessions $26,000
e. Approximate payment method mix (% credit/debit card, cash, other)
Answer: 33% cash. 67% credit card.
f. Approximate channel mix (% online vs. box office vs. in-person POS)
Answer: 69% online, 31% box office.
g. Average transaction or order value
Answer: Ticketing: $70 per ticket transaction. $10.25 per concessions transaction.
21. Federal Funding & Attachment E: Can you please confirm if this contract will be funded in whole or in part by federal funds (such as ARPA or federal arts grants)? We want to ensure we properly execute the federal certifications in Attachment E if they apply.
Answer: It will not.
22. Hardware Specifications (Boca Printers & Terminals): The Scope of Work requires the provision of 5 standard credit card terminals and 4 Boca ticket printers, along with ticket and receipt stock. Does the City have a specific Boca printer model in mind (e.g., Lemur, Lemur-S) or existing ticket stock dimensions we need to match? Additionally, do the venues require
Wi-Fi or Ethernet connectivity for these terminals?
Answer: We do not have a specific Boca printer in mind. Venues do require wifi and/or ethernet connectivity.
23. Registration Module: For the class and workshop registration module, is the
City currently using a specific legacy software that we should match for feature parity, or are there specific participant data fields legally required for your educational enrollments?
Answer: No feature parity is required.
24. Settlement Frequency: Regarding the automated settlement of funds to designated City accounts, does the City of Hampton require a specific settlement frequency (e.g., daily vs. weekly batching) for municipal accounting compliance?
Answer: City requires daily batching and settlement of funds to designated accounts.
Bidders must take due notice and be governed accordingly. This addendum must be acknowledged as indicated in the Invitation to Bid or your Bid may not be considered.
All other terms and conditions must remain the same.
For the City of Hampton
Tammy Martin
Tammy Martin, CPPB, VCA Senior Buyer
1 Franklin Street
Hampton, VA 23669
Phone: 757-727-2205
Email: tmartin@hampton.gov mailto:tmartin@hampton.gov
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