Ticketing RFP Vendor questions.pdf
PDF 19 KB Posted
- Attached to
- Ticketing Solution UWM Peck School of the Arts
- Solicitation number
- E17-062-OP
- Issued by
- Wisconsin
About this file
This is a vendor questions and answers document for RFP No. E17-062-OP issued by the University of Wisconsin-Milwaukee (UWM) for a cloud-based ticketing solution to serve the Peck School of the Arts and eight additional venues. The university seeks a Software-as-a-Service (SaaS) solution capable of processing approximately 25,000 tickets annually across all venues, including general admission, senior, faculty/staff, student, art major, complimentary, and promotional tickets, along with merchandise sales totaling approximately 500 ticketed items. The system must accommodate up to 25 concurrent users and ideally be operational by September 1st. The university requires migration of approximately five years of historical data, including approximately 500 ticket transactions, though complete historical migration is not mandatory. The RFP includes multiple exhibits addressing response requirements, vendor qualifications, maintenance services, and compliance standards.
The current ticketing system processes payments through US Bank as the gateway and an existing ticketing service provider as the processor. The university currently utilizes BOCA ticket printers and permits vendors to source equipment directly from manufacturers rather than requiring third-party relationships. The payment processor selection is negotiable, with the option for UWM to use its own credit card processor or the vendor's processor. UWM's focus regarding accessibility compliance centers on general ADA requirements related to companion seating and labeled accessible seating rather than Section 508 technical standards. Refund processing should ideally occur within the ticketing system when possible, with in-person and phone-based refunds processed through credit card machines. Interdepartmental accounting charges are transfers between UWM accounts that occur outside the ticketing system following transaction completion. Vendors must respond to Exhibit D requirements with straightforward yes or no answers and may not request exceptions to Exhibit G, which contains UWM's standard terms and conditions.
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Other files
| File | Type | Posted |
|---|---|---|
| Exhibit E Proforma Contract No. E17-062-OP.docx | DOCX document | |
| DOA-3054 RFB Ts Cs.docx | DOCX document | |
| Amendment to RFP NO. E17-062-OP.docx | DOCX document | |
| Exhibit G UWM Ts Cs for Peck Ticketing rfp.docx | DOCX document | |
| RFP Doc PEck School Arts Ticketing Solution.docx | DOCX document | |
| Exhibit F Narration of Solution.docx | DOCX document | |
| Index of documents PSOA Ticketing.docx | DOCX document | |
| DOA-3054A Purchase Order Ts Cs.docx | DOCX document | |
| Vendor Reference POS.docx | DOCX document | |
| Exhibit A Peck Ticketing RFP response requirements.docx | DOCX document | |
| Exhibit C Cost Proposal.docx | DOCX document | |
| Confidential and Proprietary Information Peck Ticketing.docx | DOCX document | |
| Vendor Info Peck Ticketing.docx | DOCX document | |
| Exhibit H Maintenance Info.docx | DOCX document | |
| Exhibit B Peck Ticketing RFP Terms Acceptance.docx | DOCX document | |
| Exhibit D Quality Questions Peck School of the Arts Ticketing Software System.docx | DOCX document | |
| Exhibit I Information Security Requirements.docx | DOCX document |
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Text version
RFP NO. E17-062-OP (Ticketing solution for UWM Peck School of the Arts).
Vendor Questions (in black) and UWM’s answers (in red).
Q. Exhibit A - Response Requirements, does not address inclusion of Exhibit G – Can we include this section with our list of exceptions?
A. No. Exhibit G is a list of our terms and conditions. If you do not accept them (and therefore do not want an EASY 100 points) just make that choice on Exhibit B.
Q. What gateway/ processor do you currently use?
A.The gateway is through US Bank and the processor is with the current TSS.
Q. Can you confirm that the 25,000 tickets quoted is for all 8 Venues with a capacity of 2083 seats? Do these numbers include comps?
A. Yes. 25,000 tickets per year for all venues, registration and merchandise.
Q. Do you have implementation or Go Live dates that you are expecting to need?
A. Ideally, we would like to have the system up and running by September 1st.
Q. Please describe Section 508 ADA compliance requirements, eg Level A, AA or AA A. Section 508 deals with technology. Our focus is more with general ADA compliance requirements in regards to companion seating and labeled accessible seating.
Q. How should vendor respond to questions in Exhibit D if vendor meets most, but not all requirements?
A. The questions in Exhibit D are very straightforward. The answer is either “yes” or “no”. Just check the box that applies.
Q. In exhibit H, please describe maintenance requirements?
A. You need to describe to us your maintenance options and services, if we need to buy any proprietary equipment to implement your solution.
Q. Does the university know how many years of information will be migrated from the old ticketing system? How many accounts/contact records will be migrated? Will ticket transactions be migrated? If yes, how many years and a total number of records would be very useful.
A. It would be ideal to migrate all five years’ worth of information, but it is not mandatory. We will have ticket transactions that will need to be migrated over. I would estimate around 500 transactions.
Q. How many user licenses will be needed for staff?
A. Our staff numbers fluctuate. Between staff and other personnel, it would be no more than 25 users at one time.
Q. In Exhibit D 2.4.4 it asks, "How many different types can be added per ticket order or per transactions?" It is asking for a number, but the answer box is for Yes/No. How would you like this to be answered?
A. We are uploading an amendment that you can complete and return with the number.
Q. Can you define for us what an interdepartmental accounting charge is and how is it accounted for in other systems?
A. An interdepartmental accounting charge is a payment that is transferred from one UWM account to another. Our current systems allows for us to complete transactions and listed them as a “direct charge”. All the transferring of funds is done outside of the ticketing system.
Q. In the background section 1.2 of the RFP the sales breakdown is given. Is it possible to provide a breakdown of number of tickets sold at various levels?
A. We sell around 8,000 general, 2,000 senior, 150 faculty/staff, 4,000 students, 1,000 art majors, 1,700 comps and 935 promos. This does not include merchandise or others sales which is around 500 ticketed items.
Q. In Exhibit D, Question N16, "UWM contract to address this" is not a question. How should this be interpreted/answered?
A. You should ignore this “question”. It was inserted in error.
Q. UWM mentions BOCA ticket printers in Exhibit D, question 2.6.3. Does UWM possess and utilize BOCA ticket printers with their current TSS?
A. Yes.
Q. Is UWM amenable to purchasing equipment (e.g. BOCA ticket printers) directly from the manufacturer? Or is it mandatory that equipment is purchased via a third party relationship with the selected TSS?
A. Equipment can be purchased directly from the manufacturer.
Q. Assuming the TSS is responsible for data ownership, would UWM use their own credit card processor to process purchaser payments, or the TSS'?
A. Negotiable.
Q. Exhibit D, Quality Questions, number 2.7.1 reads: "Refunds should be processed in and out of the TSS." Can you provide further clarification regarding the meaning of this question? Does this mean that refunds processed outside of the TSS (e.g. with cash) should have the capability of being recorded inside the TSS at a later time?
A. This means if possible, it would be ideal to initiate the refund online transactions straight through the TTS system. In person or over the phone transactions or refunds can be done through our credit card machines.
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