RFP Doc PEck School Arts Ticketing Solution.docx

Appendix B State of Wisconsin

UWM/DOA-3261 (R08/2003)

s.16.75, Wis. Statutes

For: Ticketing Solution for UWM Peck School of Arts

RFP Manager: James Eisenhauer

Email: uwmbids@uwm.edu

See Section 3.2 for rules regarding communications during an RFP.

Release date: 05/24/2017

Deadline for Questions: 06/05/2017 by 11:59P CDT

Due Date for our response to questions: 06/09/17

Due Date for your response: 06/15/2017 by 11:59P CDT

|_| Public opening |X| No public opening Available submission methods:

|X| Email (See Section 3.5 and Exhibit A for instructions) uwmbids@uwm.edu

VENDORS PLEASE NOTE: Each piece of information requested in Exhibit A must be submitted electronically.

This RFP document includes 9 Exhibits (A-I), vendor information and reference sheets, Proprietary information sheet, and DOA Forms 3054 and 3054A and an index. There are a total of 16 documents. Be sure to download and review ALL of them.

NIGP codes 20865 and 20966

Vendor Name:

Name of Authorized Company Representative (Type or Print) Title:

Phone ( )

Fax ( )

Email:

Signature of Above

Date

DUNS #:

Federal Employer Identification No.

Social Security No. if Sole Proprietor (Optional) gfgg(Optional)(Voluntary)

This form can be made available in accessible formats upon request to qualified individuals with disabilities.

1. GENERAL INFORMATION

1.1. Introduction

The University of Wisconsin – Milwaukee (“UWM”), Peck School of the Arts is seeking proposals for a ticketing software solution for its Theater and additional venues. This document is to provide interested Proposers with information to enable them to prepare and submit a Proposal. The State, as represented by the Board of Regents on behalf of UWM, intends to use the results of this solicitation to award a contract covering purchase of the solution, as well as maintenance & annual fees (i.e. SaaS, hosting, Data Storage, etc.) for a period not to exceed 5 years, if it is in the best interest of the university.

1.2. Background

UW-Milwaukee (UWM) is a research and teaching university granting Bachelors, Masters and Doctoral degrees. Our full-time equivalent enrollment for fall of 2016 is approximately 22,000 students. The Theater has 5 venues with a capacity of 2083 seats. Additionally, the Theater has a need for general ticketing for off-campus events or events in atypical places. The Theater currently uses eight “venues” or “types of purchases or places”. The theater hosts 100-125 events each year. 25,000 (approximately) # of tickets are sold annually for the theater. The Sales breakdown is:

a) 64.65% in person at the box office,

b) 9.35% over the phone,

c) 0.00% via US mail and

d) 26% over the internet

1.3. Solution we are seeking.

We are looking for a ticketing software solution that is a Software as a Service (SaaS) solution. In other words we want an internet “cloud” based solution. We do not want to locally host the software. We would also prefer that the vendor have a mobile app we can have patrons and students put on their smartphones.

Please be sure to advise (on the cost sheet) if there is any additional charges for credit card transactions, in addition to your service fee.

Since we are a University please respond with any Higher Education discounts.

1.4. Organization of the RFP.

This RFP document is divided as follows:

Section 1 – General Information Section 2 – Desired System Features and Functionality Section 3 – Preparing and Submitting a Response Section 4 – Proposal Selection and Award Process Section 5 – UWM RFP Terms and Conditions (Detailed in separate attachment)

1.5. Composition of the RFP Documents.

There are 15 total documents making up this Request for Proposal. Be sure you have downloaded and reviewed all of them.

1.6. Definitions.

The following definitions are used through the RFP:

· Date and time of transaction

· The ability to gather patron information (name, mailing address, email address, etc.)

· Event/Show name

· Event/Show date

· Event/Show time

· The number of tickets per type for each event/show

· The price per ticket for each event/show

· The “ticket total” price

· The amount of additional fees

· A list of payment types

· Any change given

· Cash

· Check

· Credit Card

· Direct Charge (non-money payment)

· PayPal

· Apple buy

· Walk-in

· Phone

· Mail

· Quick Sale (being able to bypass entering information or via different sales screen)

· Online

· Refunds

Additonal Definitions:

Proposer – means firm(s) submitting a Proposal in response to this RFP.

Proposal – means the response to this RFP submitted by Proposer.

State – means the State of Wisconsin.

RFP – means this Request for Proposal.

2. DESIRED SYSTEM FEATURES AND FUNCTIONALITY

The details of the mandatory and preferred system Quality features and functionality that UWM seeks for this proposal are included in Exhibit D. In addition to the mandatory requirements, the proposers are asked to propose a solution that meets as many of the described preferred qualities, in as complete a fashion as possible. In Exhibit F, in narrative form, please describe how the proposed solution meets or exceeds the needs and functions described in Exhibit D. Respondents are advised that the evaluation team members will be looking for thorough responses that demonstrate the solution’s ability to meet the desired functions and needs of the University, and will have the discretion to score responses accordingly.

3. PREPARING AND SUBMITTING A RESPONSE

3.1. Calendar of Events

Listed below are specific dates and times of actions related to this RFP. The actions with dates must be completed as indicated unless otherwise changed by the RFP Manager. In the event that the RFP Manager finds it necessary to change any of the specific dates and times, the RFP Manager will do so by issuing an addendum to this RFP. It is the Proposer’s responsibility to check VendorNet regularly for any RFP amendments. There may or may not be formal notification issued for changes to target dates and times.

3.2. Communication/Questions

The only permissible communication regarding this RFP is in writing. No phone questions or inquiries will be acknowledged to ensure fairness to all Proposers in receiving information related to this RFP.

Any contact with UWM employees (except with, or authorized by, the RFP Manager) is strictly prohibited between the time that the RFP is released and the contract award. Any Proposer who fails to adhere to this provision may be disqualified and their Proposal may be rejected.

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP. If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Proposer should immediately notify the below named individual of such error and request modification or clarification the RFP.

If a Proposer fails to notify the Purchasing Office of an error in the RFP document which is known to the Proposer, or which must have reasonably been known to the Proposer, then any Proposal submitted shall be at their risk and if awarded a contract, the Proposer shall not be entitled to additional compensation or time by reason of the error or its later correction.

Questions concerning this RFP shall be submitted in writing to the RFP Manager listed below:

James Eisenhauer Email: uwmbids@uwm.edu

The subject line of the email should be labeled “RFP E17-062-OP Question.” UWM shall provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. Any Proposer in need of reasonable accommodations should contact the RFP Manager at uwmbids@uwm.edu.

3.3. Addendum

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided in the same manner the RFP was released.

3.4. Proposal Organization and Format

UWM requests all electronic proposal submissions. Submission documents must be provided in either Microsoft Word or .PDF formats. See Exhibit A for Response Requirements Submission of the Proposal.UWM requests all-electronic submission of proposals. Please send RFP submissions to uwmbids@uwm.edu. Such email (and all Proposal documents) must be received prior to the end of the due date set forth on the cover sheet of this RFP. (In fairness to all vendors, deadlines are enforced to the minute.)

The subject line of Proposer’s submission should contain the following: RFP E17-062-OP response and bidder’s company name. Any attachments to electronic submissions must be in Microsoft Word, Microsoft Excel, Microsoft Power point, Adobe PDF, or ZIP file formats and under 10MB in size. UWM will not accept responsibility for any network or power outages that may occur during the transmission of bids.

Submitting a Proposal to any other e-mail address than uwmbids@uwm.edu does not constitute receipt of a valid Proposal by UWM. Proof of transmission does not constitute proof of receipt.

4. PROPOSAL SELECTION AND AWARD PROCESS

The evaluation and selection of a Proposer and the contract will be based on the information submitted in Proposer’s Proposal plus references and any required on‑site visits or verbal interviews. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

4.1. Preliminary Evaluation

The Proposals will be reviewed initially to determine if the Mandatory Requirements are met. Failure to meet the Mandatory Requirements will result in rejection of the Proposal. In the event that all Proposers do not meet one or more of the Mandatory Requirements, UWM reserves the right to continue the evaluation of the Proposals and to select the Proposal which most closely meets the requirements specified in this RFP.

4.2. Proposal Scoring

Accepted Proposals will be reviewed by an Evaluation Committee (“Committee”), consisting of members who have been selected because of their professional expertise and knowledge of the service(s) that are the subject of this RFP. Proposers may not contact members of the Committee except at the RFP Manager’s specific direction.

The Committee will score all accepted Proposals against the criteria stated herein. Proposals from Certified Minority Business Enterprises (“MBE”) may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses (Wis. Stats. 16.75(3m). The Committee's scoring will be tabulated and Proposals ranked based on the numerical scores received. The Committee may review references and use the results in scoring the Proposals.

4.3. Cost Proposal Scoring

The cost Proposals will be calculated with full points for this section awarded to the Proposal with the lowest cost. Other cost Proposals will be assigned points that correlate to those assigned to the lowest cost Proposal on a proportional basis.

4.4. Evaluation Criteria

The Proposals will be scored using the following criteria:

4.5. Demonstration/Verbal Presentation/Interview of Top Scoring Proposers Top scoring Proposers based on an evaluation of the written Proposal may be required to participate in an oral presentation/interview/demonstration to support or provide additional information to clarify their Proposals, if requested by UWM. UWM will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the Proposer. Failure of a Proposer to participate on the date scheduled may result in rejection of the Proposer's Proposal. UWM reserves the right to make the determination as to the highest-ranked Proposal based on quality points alone (excluding points associated with the Cost Proposal).

4.6. Award and Final Offers

UWM will compile the final scores for each Proposal. The Award will be granted in one of two ways. The Award may be granted to the highest scoring responsive and responsible Proposer. Alternatively, UWM reserves the right to request one or more respondents to a Best and Final Offer (“BAFO”) process. BAFOs may be used when no single response addresses all the specifications, when the costs submitted by all bidders are too high, when two or more bidders are virtually tied after the evaluation process, or when all bidders submitted responses that are unclear or deficient in one or more areas. If a BAFO is utilized, Proposers may be required to submit revisions to the RFP response. UWM will send out a BAFO request to invited respondents that will set forth the areas of the Proposal to be covered, and the date and time by which the BAFO must be returned. All respondents will be treated equally and no information will be transmitted from one respondent about the other respondent’s offer during the process. UWM reserves the right to apply additional criteria not listed in the original RFP to the BAFO process, but any additional criteria will be disclosed to Proposers in the BAFO request. Proposers should not expect that a BAFO will be requested.

4.7. Award Statement

The contract will be awarded to the highest scoring Proposer provided that contract negotiations are successful with that Proposer.

UWM reserves the right to reject individual proposals, or make no award and close the RFP, if in its sole discretion it is deemed to be the best interest of UWM to do so.

5. UWM CONTRACT TERMS AND CONDITIONS

The Successful Proposer agrees to enter into a contract prepared by UWM. See Exhibit E for the Proforma Contract. UWM’s Terms and Conditions are found in Exhibit G. The State’s Terms and Conditions are in the Attached Department of Administration (DOA) form 3054. The University of Wisconsin System’s Purchase Order Terms and Conditions are found in the attached DOA form 3054A.

(End of Document)

Exhibit A