Hosted Athletic Ticketing Software System

Eastern Washington University (EWU) is seeking a comprehensive hosted athletic ticketing software system through RFP #25-CTR-03, with proposals due on January 17, 2025, at 3:00 p.m. Pacific Time. The procurement covers a five-year contract with two potential one-year extensions, targeting a system that will manage ticketing for football, men's basketball, women's basketball, and volleyball events. The selected vendor must provide 20 handheld scanners, 12 ticket Boco printers, and PCI and P2PE compliant credit card readers, with key functionality including donation tracking, custom ticket package design, and integration capabilities. Evaluation criteria will weight the technical proposal at 60%, management proposal at 20%, and cost proposal at 20%, focusing on a system that supports marketing, revenue generation, and customer service. The implementation deadline is set for July 1, 2025, with the university requiring a dedicated representative for venue support and a system that can handle complex ticketing needs across multiple sports.

The university encourages participation from minority-owned businesses (10% goal), women-owned businesses (4% goal), and veteran-owned businesses (3% goal). The current ticketing vendor is Paciolan, and the university currently uses Touchnet, though no specific payment processor is mandated. The contract includes potential Washington Institutions of Public Higher Education (WIPHE) participation, allowing other member institutions to potentially utilize the contract. While no specific budget range was disclosed, the university prefers a one-time fee or predictable pricing model over subscription or revenue-sharing approaches. The university requires comprehensive insurance coverage, including $2M in commercial general liability, $1M in professional liability, $1M in business auto policy, $1M in employer's liability, and $3M in cyber liability insurance. Based on historical ticket sales data, the system will need to support significant revenue streams, with recent sales totaling $822,775.16 for football, $137,198.04 for men's basketball, $32,903.04 for women's basketball, and $10,503.00 for volleyball.