RFP 26-261876/AB sporting box office ticket sales

RFP 26-261876/AB is a request for proposals issued by the School Board of the City of Hampton, Virginia, for the procurement of a comprehensive online event ticketing and distribution system to serve Hampton City Schools' (HCS) athletic and school-sponsored events across 12 schools (4 high schools and 8 middle schools). The system must support online and on-site ticket sales for single, multi-day, and season tickets, as well as concessions payment integration with two concession stands, and requires 24-hour system support and ongoing maintenance. The solution must accommodate administrative access for 4 athletic directors and 1 district director, with permanent on-site hardware installation in four high school gyms and temporary network boosters to enhance WiFi and cellular signal reliability. Based on historical data, the system must handle approximately 115,506 tickets annually at an average price of $7.00, including 1,000-2,000 tickets per football game (20 games per season) and 800-1,000 tickets per basketball game (40 games per season). The RFP evaluation criteria include offeror experience (25 points), capability and skills (25 points), services to be provided (25 points), costs (10 points), exceptions/alternatives (10 points), and minority/woman-owned business participation (5 points). The original proposal submission deadline of March 19, 2026, was extended through multiple addenda to April 29, 2026, at 11:00 a.m. EST, with a contract term of one year plus four optional one-year renewal periods at the same prices, terms, and conditions.

The City of Hampton has established subcontracting goals of 3.68% for minority-owned businesses and 3.30% for non-minority women-owned businesses for certified Small, Women, and Minority-Owned Businesses (SWAM), though these are optional rather than mandatory requirements. Qualified offerors must provide required insurance coverage including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate) and Cybersecurity Liability ($2,000,000 minimum). The contractor will function as the merchant of record and provide the payment processing gateway, with convenience fees added at checkout to customers; HCS will provide existing tablets for box office use and on-site staff to operate the system, while the contractor supplies all necessary labor for hardware installation and technical support. Current operations show approximately $248,890 in annual ticket sales revenue and $90,200 in concessions revenue, with all 57,753 annual tickets currently sold online and none in-person. The RFP permits optional value-added services that complement but do not alter the core ticketing scope, and initial hardware setup costs may be paid upon installation prior to the first event, with subsequent invoicing on a Net 30 basis. The specific award value or budget range has not been disclosed in the procurement documents, as pricing for services will be subject to negotiation during the evaluation process.